Request for Proposal

ON-CALL SERVICES FOR

MINOR PROJECTS (2ND ROUND)

Solicitation Number RFP No.2023200027

Due Date and Time:

Friday, October 7, 4:00 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.

RFP 2023200027 Minor Project On-Call Services Page 1

I. REQUEST FOR PROPOSALS

CITY OF EUGENE

Solicitation Number RFP No.2023200027

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 On-Call Services for Minor

Projects for the City of Eugene will be accepted by the Purchasing Office until Friday, October 7, 2022 4:00 PM. Proposals will not be publicly opened however a listing of received proposals will be posted to OregonBuys within 48 hours of bid closing. Proposals will not be accepted after the

Request for Proposals (RFP) closing time and date.

Proposals shall be valid for ninety (90) 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.

Previously the City issued and awarded a similar RFP/contract. The purpose of this RFP is to establish multiple retainer agreements based on specialty (i.e. painting, roofing, etc.) between service contractors and the City of Eugene for minor projects on an as-needed-basis. Separate

Proposals are required for each service package. Combined proposals for multiple trade packages will not be considered.

Project Description In general, work includes performing minor alteration, emergency work, and medium sized repairs for the types of services listed below. The City may add services as needed and may make multiple awards per trade.

1. Painting

2. Roofing

Prevailing Wages The projects that these services may be requested for are considered public works therefore all contracts issued as a result of this RFP will be subject to ORS 279C.800 to 279C.870. Proposers are required to consult the BOLI publication for Prevailing Wage Rates for Public Works Contracts in Oregon Subject to State PWR Law and all subsequent amendments. The rates in effect shall be as in BOLI publication dated July 1, 2022. The documents can be accessed at https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx.

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 be also be obtained by emailing the Purchasing Analyst shown below.

https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx https://oregonbuys.gov/bso/

RFP 2023200027 Minor Project On-Call Services Page 2

Proposers should 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, 1-855-800-5046, or contact the Buyer listed below.

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: September 16, 2022

Shawn Hubbell

Purchasing Analyst

City of Eugene shubbell@eugene-or.gov https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov mailto:shubbell@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 cause a Proposal to be Non-responsive.

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

2.0 SUBMISSION

2.1 Proposers should 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, 1-855-800-5046, or contact the Purchasing Analyst at shubbell@eugene-or.gov .

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 unless approved prior to submittal.

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 137-047-0730.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst via email, not later than five (5) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Request for Change” and include the solicitation number and title along with a statement of the requested change(s)to any specifications, or to Contract terms and conditions per Rule 137-047-0262 regarding statement of work or price together with the reason for the requested change.

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

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

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.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov mailto:shubbell@eugene-or.gov

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4.0 SOLICITATION PROTESTS

If a prospective Bidder believes that the procurement process is contrary to law or that this solicitation document is unnecessarily restrictive, is legally flawed, or improperly specifies a brand name, the prospective Bidder may file a protest with the City. Protests must be submitted in writing to the City’s Purchasing Manager, no less than four days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us must clearly be identified as a protest and must identify 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 137-047-0730 and if it 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. The Purchasing Manager shall issue a decision on the protest no fewer than eight 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

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 five (5) 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).

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.

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

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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

Pursuant to ORS 279A.215, a contracting agency may establish permissive cooperative contracts or price agreements through an open and impartial competitive solicitation process with substantially equivalent source selection methods specified in ORS 279B.055 or

ORS279B.060. 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 PERFORMANCE AND PAYMENT BONDS

Not required.

13.0 PROPOSAL BOND

Not required.

14.0 RESERVED RIGHTS

The City reserves the right:

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

14.2 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.

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

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

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

14.6 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.

14.7 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 within the time and manner herein after specified, to re-award the Contract to another

Proposer or Proposers.

14.8 To extend the deadline for submitting Proposals, in according with City Rule 137-047-

0430(3).

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

15.0 SILENCE OF SPECIFICATIONS

The apparent silence of the specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

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It is intended that the Contractor in the selection of components will use material and design practices that are the best available in the industry for the type of operating conditions to which the item(s) will be subjected and at the least meets the minimum standards of performance as specified in this Request. All parts, equipment and accessories shall, at the least, conform in strength, quality of material and workmanship to recognized industry standards and the minimum requirements of this Request.

16.0 CONSIDERATION OF PROPOSALS

16.1 The City intends to award a Contract to responsible Proposers 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.

16.2 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:

16.2.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

16.2.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

16.2.3 Proposers may protest the intended Contract award in accordance with City

Rule 137-047-0740.

17.0 CONTRACT AWARD

Contracts will be awarded based upon criteria that serve the best interests to the City and will contain agreed-upon rates for labor and services. Each Contract will be awarded for an initial one-year term with term renewals available for four (4) additional years for a total possible term of five years. The City may award multiple Contracts for any trade area. Submittal of a

Proposal evidences Proposer’s intent to execute and be bound by the terms of the attached

Contract. The City may enter into Contract negotiations as permitted by City Rules 137-047-

0262 and 137-047-0600. 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.

Awarding of a contract is not a guarantee of work. The City reserves the right to seek additional quotes and award separate contracts for specific projects if it is in the City’s best interest.

18.0 PUBLIC RECORDS

18.1 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 the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of

RFP 2023200027 Minor Project On-Call Services Page 7 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.

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

19.0 PUBLIC WORKS REQUIRED SUBMITTALS

19.1 Drug Testing Certificate. Bidder is required to submit a completed Drug Testing Certificate with its bid. The bidder must state that it has and will maintain during the performance of the contract, an employee drug testing program.

19.2 Certificates of Insurance. The successful bidder shall, prior to the execution of the contract, furnish certificates of insurance covering the required insurance specified in the specifications and contract. Certificates of Insurance shall be delivered to the City contact identified in the notices section of the contract.

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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 related City policy and plans is found on the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer(s) 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.)

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.

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

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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 PROPOSAL 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 Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

▪ Request for Proposal issued .............................................................. September 16, 2022

▪ Last date to request solicitation clarification or change ............................ October 2, 2022

▪ Last date to protest solicitation……………………………………..………….October 3, 2022

▪ Bids due no later than………...………………..…..……….........October 7, 2022 4:00 PM (proposals will not be accepted after submittal deadline)

▪ Notice of Intent to Award issued..………………………....no later than November 2, 2022

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

1.0 INTRODUCTION

The City of Eugene is seeking contractors that specialize in specific services to complete minor projects at City owned or City leased facilities on an as needed basis. Work includes performing minor alteration, emergency work, and medium sized repairs for the types of services listed below.

The City may add services as needed and may make multiple awards per trade.

1. Painting

2. Roofing

The Services requested in this RFP will not include any construction, reconstruction, major renovation, or work considered a public improvement. Work will include some projects that are considered public works, therefore all work will be subject to ORS 279C.800 to 279C.870 including payment of prevailing wages for all projects.

2.0 MINIMUM REQUIREMENTS

2.1 Company Requirements. Proposals will be considered only from experienced sole proprietors, partnerships, corporations, or other private business that can demonstrate they have the necessary experience, longevity, and resources to provide these repair and maintenance services in a specific trade area on a consistent, responsive, and professional basis.

2.1.1 Contractor must possess a current Oregon CCB.

2.1.2 Proposer must have a Public Works bond on file with the Oregon CCB in the amount of $30,000.

2.1.3 The Proposer must have the applicable licenses and certifications to perform the types of services outlined in this RFP for their specific trade area.

2.1.4 Must not be listed on BOLI’s list of contractors ineligible for public works contracts.

2.2 Personnel Requirements. Proposals will be considered only from responsible Proposers who affirm and show that they have the ability to maintain a staff of regular employees adequate to ensure continuous performance of the work. Personnel qualifications and experience will be considered in the evaluation of Proposals. The Proposer’s employees shall at all times maintain a good personal appearance and will conduct themselves in a manner which reflects credit on their employer and the City.

2.3 Security Requirements. Contractor must have enough qualified personnel to pass standard criminal background checks as directed by the City. In some cases, Contractor’s personnel may be required to meet Airport and FAA Security provisions also.

3.0 GENERAL SCOPE

The scope of Services designated in these specifications shall consist of furnishing all management, supervision, labor, technicians, proper licenses, materials, parts, tools, equipment, supplies, and insurance to complete the request minor projects. Work will be limited to no more than $100,000 per project. The City will obtain a quote from the awarded contractor prior to work commencing and reserves the right to seek additional quotes if it is in the City’s best interest.

3.1 Specifications.

3.1.1 Availability. The awarded contractor(s) will be required to prioritize requests from City by contacting City staff within one business day to discuss the minor project and to schedule a time to do a site visit.

3.1.2 Scheduling. Following the project discussion the contractor will provide a written quote and work schedule to the project manager. After the City has reviewed the quote and schedule the City may issue a Task Order (purchase

RFP 2023200027 Minor Project On-Call Services Page 12 order) which will act as the notice to proceed.

3.1.3 Supervision. The Contractor shall provide adequate and competent supervision to ensure compliance with the provisions contained herein. The Contractor shall either ensure that the worker providing Services is always capable of self-supervision of his/her work or have one supervisor present while crews are working at the premises. The supervisor or, if self-supervising, the worker shall have the necessary knowledge and ability to direct the properly complete the services.

3.1.4 Sub-Contracting. The Contractor should be capable of providing a majority of the services for which they are contracted for. In specific cases the

Contractor may sub-contract services with prior approval from the City. All subcontracts must include a provision that the workers will be paid not less than the applicable prevailing rate of wage for the type of work being performed, must have an active CCB, and must have a Public Works bond of at least $30,000 filed with the CCB.

3.1.5 Quality of Work. Contractor will complete all minor projects in a manner that is consistent with the industry’s best practices.

3.1.6 Additional Services Due to Correction. Should any additional services be necessary to correct faulty work performed by the Contractor’s personnel, all costs relating to said extra services shall be the responsibility of the Contractor. In the event the Contractor uses parts or materials from the City’s inventory in order to correct faulty work performed by the Contractor’s personnel, the Contractor shall provide the City with replacements for said parts and materials within thirty (30) working days.

3.1.7 Waste. The Contractor shall be responsible for leaving all areas in a clean and neat condition upon completion of each day’s work. All waste material and debris resulting from the Services shall be promptly removed from the

City premises. Contractor shall salvage or recycle construction debris, if feasible and cost effective. Waste debris shall be handled pursuant to all applicable federal, state, and local regulations.

3.1.8 Permits. City will pay the amount charged for required permits, but the securing of the permit will be considered incidental to the work and no other separate payment will be made for a permit.

4.0 SPECIFIC TRADES

In general, work includes performing minor alteration, emergency work, and medium sized repairs in a range of various types of facilities including city parks, interior/exterior of City owned or leased buildings/structures, airport terminal and runway, performing arts center, aquatic facilities, and all other City owned or leased property. Trades expected to be involved are listed below. The City may add services as needed.

1. Painting

2. Roofing

5.0 CONTRACT DETAILS

5.1 Contract term. This Contract will be in effect for 1 year from the date the Contract is fully executed. The Contract may be extended, with the mutual consent of both parties, for four additional 1-year terms with price adjustments in accordance with the provisions set forth herein; all other terms and conditions specified herein remaining the same throughout the Contract term periods.

5.2 Pricing conditions. Prices quoted shall remain firm for the initial one (1) year term.

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Forty-five (45) days prior to the expiration date of the Contract’s initial term, the Contractor may submit any necessary proposed pricing revisions for the following year to the Purchasing Analyst. The Contractor must provide documentation to substantiate any request for price increase.

5.3 Prevailing Wage Rate Law. The projects that these services may be requested for are considered public works therefore all work done under these contracts will be subject to ORS 279C.800 to 279C.870 including the payment of prevailing wages that are in effect as of July 1, 2022. Rates can be found on the BOLI website https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx.

Contractor will also be required to submit certified payroll reports on a monthly basis.

5.4 Contract acceptance. Section IX shows a sample of the retainer contract. By submitting a proposal, proposer understands and agrees to the terms and conditions included in the contract and will provide insurance documentation, security documentation, and any other contract related items within 10 days of receiving a Contract award.

5.4.1 The City does not make any guarantees as to the type, volume, or frequency of work for any Contractor awarded a retainer contract for these Services.

The City reserves the right to self-perform the work, to obtain additional quotes, or to award a contract based on a specific project to another vendor.

5.5 Assigning Work. The retainer contract will be available to various departments throughout the City. Upon identification of a need a City representative will contact the awarded contractor that can most efficiently accomplish the work and will discuss the project details and schedule. Contractor will supply a quote, an anticipated start date, and contact information for the specific project. City will issue a Task Order (purchase order) which will act as the notice to proceed. On a monthly basis, or upon completion (whichever occurs first) contractor will submit their certified payroll report and an invoice that includes the associated Purchase Order number.

The City reserves the right to award projects to other contractors not under contract if it is in the City’s best interest and to periodically seek additional proposals for on-call trade services as the City deems appropriate.

https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

1. Completed and signed Standard Proposal Form (required)

2. Complete and signed Proposal Questionnaire (scored)

3. Complete References (required)

Information from references may be considered when scoring proposal questionnaire.

Evaluation Criteria

Evaluation of the written response portion to the RFP will be based on a point system. The written responses may be used to determine a Competitive Range of Proposers for further evaluation.

The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Submittal items will be scored up to the maximum point value indicated in parentheses. Please see the following SECTION VII.

PROPOSAL EVALUATION PROCEDURES for a summary of the evaluation process.

The Proposal Questionnaire evaluation points per category are:

1. Experience up to 40 points

2. Familiarity up to 25 points

3. Capability up to 25 points

4. Availability up to 20 points

5. Staffing up to 20 points

6. Rates up to 20 points

7. References may be checked to confirm above criteria and considered when awarding points.

Proposal total possible points: 150

As part of the evaluation process, the Purchasing 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.

RFP 2023200027 Minor Project On-Call Services Page 15

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 in accordance with the criteria described in

Section VII of this RFP on a point system.

Use of Competitive Range: At the conclusion of the rated criteria evaluation process of the written

Proposals and prior to selection, the City may continue the evaluation process with Responsive

Proposers who have the highest criteria ratings (the Short List). The City may expand or decrease the Short List if, in the opinion of the Purchasing Manager, the number of Proposals or the quality of the Proposals warrants an increase or decrease in the number of Responsive Proposers on the Short List. The City may decide to forego evaluation of a Short List and award the contract to the highest rated Proposer from evaluation of written Proposals, subject to satisfactory agreement as to preliminary design, budget and remaining unresolved Contract issues.

Evaluation of Short List. Evaluation of the Short List will be based on criteria developed by the evaluation committee prior to the commencement of Short List evaluation. These criteria and procedures for evaluation will be issued out as an addendum to the Proposers on the Short List.

Criteria used as evaluation methods may include interviews, modified design plans, work samples, demonstrations, inspections, site visits, or other testing or examinations.

C. DISCUSSIONS & NEGOTIATIONS:

Pursuant to 137-047-0262(2), the City may commence discussions and negotiations with the highest ranked Proposer after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP.

D. ACTION UPON FAILURE TO EXECUTE CONTRACT.

In the event that a contract cannot be negotiated with the highest ranked Proposer, regardless of whether the City evaluates a Short List or selects the highest ranked Proposer based on written

Proposal evaluations, negotiations will be discontinued, and the City will start contract negotiations with the next highest ranked Proposer. Nothing in this RFP shall restrict or prohibit the City from canceling the solicitation at any time.

E. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to Responsive Proposers. Final award will depend upon the execution of an acceptable contract 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. Responsive

Proposers 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 No.2023200027

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 sixty (60) 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 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.

Cooperative Purchasing

The Proposer _____agrees _____disagrees to extend the terms, conditions, and prices of the original City of Eugene Contract to any other Oregon 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).

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

RFP 2023200027 Minor Project On-Call Services Page 17 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.

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 are eligible to receive Public Works Contracts and have filed a Public Works bond with the Oregon

Construction Contractors Board prior to commencing work under this contract.

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.

Prevailing Wage Rate Acknowledgement

The contract is subject to BOLI Prevailing Wage Requirements and ORS 279C.800 through ORS

279C.870. The contractor and every subcontractor on the project shall pay at a minimum the BOLI prevailing wage as specified for this contract. The contractor certifies compliance with BOLI concerning the payment and certification of payment of prevailing wage rates and has considered this when preparing this proposal. __________ (initial)

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.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

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

Name: Title:

Phone:

Email:

RFP 2023200027 Minor Project On-Call Services Page 18

Required Submittal Initials

Signed Standard Proposal Form

Completed Proposal Questionnaire

References Form

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PROPOSAL QUESTIONAIRE

Specific Trade:___________________________ (refer to page 13, item 4.0)

Business Name: __________________________ Years in Business: _____

1. Experience.

Describe your experience in completing small/medium sized projects for commercial clients and/or public agencies. Include details regarding work done for the City of Eugene. Also include prior experience in working on BOLI Prevailing Wage projects.

2. Familiarity Describe your experience in working for public agencies within Lane County and nearby area, and/or airports or secure areas. Include specific agency names, a description of the type and size of the work involved, and whether the work was accomplished as a direct contractor or a subcontractor.

RFP 2023200027 Minor Project On-Call Services Page 20

3. Capability.

Describe the range of your capabilities. As applicable, include what types of systems you have experience designing/installing what types of work you can perform, what manufactures you are authorized to supply and provide warranties for.

(This will vary by trade. As an example, Roofing may have capability to provide all types of roofing on various sized roofs, while Audio/Visual may be factory authorized for specific equipment)

4. Availability.

Describe what the City can expect regarding your usual and anticipated responsiveness for providing initial project quotes as well as ability to begin work soon after the Notice to Proceed has been issued. Include what scheduled hours are considered normal, and what hours will be billed as premium.

RFP 2023200027 Minor Project On-Call Services Page 21

5. Staffing.

Provide the names, anticipated role in this Contract, years of employment with Proposer, and years of industry experience. Include other details such as expertise, trainings, certifications, etc. for up to 3 key personnel that are anticipated to be assigned to this Contract if awarded. Resumes may be attached in lieu of completing the boxes below.

Limit resumes to a single page per position, and only for three positions.

Name__________________________________ Role____________________________

Years of employment with Proposer__________ Years of trade experience_________

Name__________________________________ Role____________________________

Name__________________________________ Role_____________________________

RFP 2023200027 Minor Project On-Call Services Page 22

6. Proposed Rates.

Labor Provide position titles and labor rates for one billable hour of labor during normal hours.

Position Title Rate

Example- AV Technician $89/hr.

Parts and Supplies Provide percent mark-up of parts and supplies over proposer’s cost. Provide for all types of parts or supplies as applicable.

Good Mark-up (%)

Example- Factory HVAC Parts 15%

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Additional Cost Information

Type of Cost Amount

Rental Equipment Mark-up (%)

Minimum charge per project ($)

Subcontractor Mark-up (%)

Other:

Other:

Other:

Other:

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REFERENCES

RFP 2023200027 Minor Project On-Call Services

PROPOSER’S NAME: _____________

REFERENCE 1

COMPANY: CONTACT NAME:

ADDRESS: PHONE NUMBER:

CITY, STATE, ZIP: EMAIL:

GOODS OR SERVICES PROVIDED:

REFERENCE 2

ADDRESS: PHONE NUMBER:

REFERENCE 3

ADDRESS: PHONE NUMBER:

RFP 2023200027 Minor Project On-Call Services Page 25

IX. SAMPLE CONTRACT

CITY OF EUGENE TRADE SERVICES CONTRACT

___trade________ Minor Project Retainer Contract

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

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

CONTRACT #: ______

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, RFP 2023200027.

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.

RFP 2023200027 Minor…