2024057 Swift Water Rescue Robots RFQ.pdf

REQUEST FOR QUOTES (RFQ) for Swift Water Rescue Robots

OREGONBUYS NO. S-25800- 00012636

Issue Date: January 23, 2025

Issuing Office: State of Oregon, acting by and through the

Oregon Department of Emergency Management (OEM or Agency)

RFQ Single Point of Contact (SPC): Steven Wendell Address: 3930 Fairview Industrial Drive SE

Salem, OR 97302 Phone: (971) 388-6304 E-mail: steven.e.wendell@oem.oregon.gov

Offer Due Date and Time: February 7, 2025, at 3:00 PM PST

This RFQ includes the following attachments:

ATTACHMENT A SAMPLE PURCHASE ORDER

ATTACHMENT B OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C REFERENCE CHECK FORM

ATTACHMENT D PRICE QUOTE FORM

ATTACHMENT E OPTIONAL EQUIPMENT

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G REQUIREMENT VERIFICATION

1. Introduction

The State of Oregon, acting by and through the Oregon Department of Emergency Management, (“OEM or Agency”), is issuing this Request for Quotes for Swift Water Rescue Robots under its authority set forth in ORS 401.551(3)(d).

Additional details on the Scope of the goods or services or both are included in section 4 below.

2. Event Schedule

EVENT DATE TIME (PT)

Due date for questions/ requests for clarification January 28, 2025 5:00 PM PST Answers to questions/ requests for clarification (approx.) February 3, 2025 5:00 PM PST

Quote due date and time February 7, 2025 3:00 PM PST Notice of intent to award (approx.) February 14, 2025

Substantive questions and answers will be issued as official addenda to this RFQ.

Changes or modifications to this RFQ shall be binding on OEM only if in the form of written addenda issued by OEM.

OEM will provide addenda by posting them to OregonBuys. In addition, the OEM may directly provide addenda to directly solicited firms. Anyone who has received a copy of this RFQ from a source other than OEM is responsible for checking with the SPC or online postings for any notifications or addenda. OEM is not responsible for sending addenda to any unknown potential Offerors.

3. Background Information

The Oregon Department of Emergency Management (OEM) coordinates and maintains a statewide emergency services system for emergency and disaster communications.

OEM leads collaborative state-wide efforts, inclusive of all partners and the communities we serve, to ensure capability to get help in an emergency and to protect, mitigate, prepare for, respond to, and recover from emergencies or disasters regardless of cause.

Pursuant to ORS 401.551, OEM has authority to manage the State Preparedness and Incident Response Equipment (SPIRE) grant program. Through SPIRE, the State provides equipment to local governments and other recipients for emergency preparedness. The program funds the purchasing and distribution of equipment, including vehicles and other property, to be used during an emergency to decrease the risk for loss of life and property damage.

4. Description of Goods and/or Services:

The purpose of this RFQ is to procure two (2) Swift Water Rescue Robots for delivery to local government entities through the SPIRE grant program to assist local governments in preparing for emergencies.

The Swift Water Rescue Robots must include the following options:

* Must be Swiftwater capable and response ready * Able to operate at 25 mph or 21 + kts

* Positive Buoyancy of 150lb (or more) * Battery powered Electric Motor

Battery Operational Range of 3.5 + miles at full power, 6 + miles at slower speeds

* 5 - 6 min operation at full power (40 - 70 rescues at 100 yards at full power)

* Waterproof internal components * Quick Change Batteries (at least 4)

Battery charger (able to charge multiple batteries at the same time is preferred)

* 4 ergonomic grab handles

* A perimeter grab rope * D-ring towline attachments

* Flagpole (4 ft) with Orange Flag * Waterproof high-power headlight

* Night Navigation LED Lights * Waterproof two-way VHF Marine Band Radios with Remote Microphone

* Remote control (transmitter controller) *

Coast Guard Approved - River Rescue Life Jacket (removable to be utilized during rescue)

* River Rescue Helmet (removable to be utilized during rescue) * User Manual

Optional Equipment:

* Easy-to-use controller * Rope Reel

* Airline Approved Carry Case * Spare Parts Kit (including extra impeller and inlet grates)

* Battery Checker * Robot Stand (for when not in use)

* Custom Branding

One Swift Water Rescue Robot will be delivered to each of the following locations:

1. Grants Pass Fire Rescue 800 East Park Street Grants Pass, OR 97527

2. Douglas County Fire and Rescue 250 SE Main Street Winston, OR 97496

At time of delivery, the Swift Water Rescue Robots must be fully functional and response ready. We are looking for the earliest possible delivery time.

Quote must include delivery, a description of the on-site training to be provided, and any freight, shipping or transportation costs or fees.

5. Quotation Submittal:

Quotes must be received on or before the Offer Due Date and Time at the location identified above to be considered. Quotes will not be accepted after the Offer Due Date and Time. Quotes must be sent electronically through OregonBuys (https://oregonbuys.gov/).

Offeror shall submit one copy of its Quote and all other submittal requirements, with Attachment B - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

The Price Quote must be submitted as a separate electronic response file.

If Offeror believes any of its Quote is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Quote that Offeror believes are exempt from disclosure.

OEM may require any clarification it needs to understand a Quote. OEM may reject all Quotes or to cancel this RFQ if in its sole determination, it is in the best interest of the State.

6. Submittal Requirements:

Quotes must address each of the items listed in this section and all other requirements set forth in this RFQ. Offeror shall describe the Goods to be provided or the Services to be performed or both. A Quote that merely offers to provide the goods or services as stated in this RFQ may be considered non-Responsive to this RFQ and will not be considered further.

a. Offeror Information and Certification Sheet

i. Offeror shall complete and submit Attachment B Offeror Information and Certification Sheet.

https://oregonbuys.gov/

ii. Failure to demonstrate compliance with Oregon Tax Laws and sign the Offeror Information and Certification Sheet may result in a finding of non- Responsibility.

b. Quote

Offeror shall submit a Quote detailing the equipment Offeror intends to provide meeting or exceeding the requirements set forth in Section 4 above; whether, and setting forth the delivery timelines of the Swift Water Rescue Robots to the locations designated.

Offeror should detail in its Quote whether Offer will provide any additional services related to the equipment, including training, support and maintenance. Offeror shall describe those services.

c. Price Quote

Offeror shall complete and submit the Attachment D Price Quote form and must include an itemized breakdown of costs, specifications for base model. Offeror may also complete Attachment E Optional Equipment form and if so, must include an itemized breakdown of costs for add on equipment and any value-added product or services, inclusive of optional equipment.

d. Warranties and other Documents

Offeror shall submit copies of warranty, and any other documents Offeror believes are relevant.

e. References (not scored)

Offeror shall provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years.

References must be able to verify the quality of previous, related Work.

OEM may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFQ. OEM may use references to obtain additional information, or verify any information needed. OEM may contact any reference (submitted or not) to verify Offeror’s qualifications.

f. Responsibility Inquiry

Offeror shall complete and submit Attachment F, Responsibility Inquiry.

OEM will make a determination of responsibility prior to awarding a contract under this RFQ.

h. Requirements Verification

Offeror shall complete and submit Attachment G, Requirements Verification.

7. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on the evaluator’s determination of what best meets the needs of OEM taking into account the following considerations:

• Offered Product o Does proposed product meet requirements in Scope of Work?

• Estimated Delivery Schedule o How quickly can product be delivered?

• On Site Training Plan o Does the Training Plan meet OEM needs?

• Value o Detailed total budget of product, freight, delivery, installation and training provide best value.

OEM, if it awards a Contract, will be based upon the “Best Value” determination.

OEM may award less than the full description of goods or services described in this RFQ.

8. Contract Negotiation:

Upon selection of an Offeror(s), OEM intends to issue a Purchase Order in the form attached hereto as Attachment A.

Upon delivery, all ownership-related documentation, if applicable, to OEM’s address listed below and must include the following:

• Copy of itemized invoice for the vessel and trailer (including the HIN and VIN) – must show the value of each piece of equipment.

• Delivery Confirmation (Date / Point of Contact)

• Certificate of Origin(s)

• Warranty Documentation (if applicable)

• Any pertinent educational material – including maintenance schedules and projected life span for depreciation (if applicable)

• All vehicles purchased in Oregon will include the Vehicle Privilege Tax. All vehicles purchased outside of Oregon must include a certificate of Vehicle Use Tax Payment.

https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf

OEM Address:

Oregon Department of Emergency Management Attn: SPIRE - Ari Nordquist 3930 Fairview Industrial Drive SE Salem, OR 97302-1166 https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf