223044 RFP.pdf

FLEET SERVICES DIVISION

Vehicle Upfit Services

RFP NUMBER: 223044

CLOSING DATE: May 6, 2022 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 223044

Fleet Services Division

Vehicle Upfit Services

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals from qualified Proposers to perform the vehicle and/or equipment upfit services specified in this RFP on an as needed basis.

Proposals will be received until, but not after 4:00 p.m. (local time), May 6, 2022. Proposals will only be accepted electronically through Equity Hub’s Bid Locker.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or (267) 225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

Prospective proposers may obtain these solicitation documents by registering on the OregonBuys website and downloading them. Proposers shall consult the OregonBuys system regularly until closing date and time to avoid missing any notices. To register on OregonBuys go to https://oregonbuys.gov. The City shall advertise all Addenda on OregonBuys. Prospective proposers are solely responsible for checking OregonBuys to determine whether or not any

Addenda have been issued. RFP documents will not be mailed to prospective proposers.

https://bidlocker.us/a/salem_or/BidLocker mailto:help@equityhub.us https://bidlocker.us/files/Bid%20Locker%20Vendor%20Guide%20-%20Nov%202020.pdf

Page 2 Request for Proposal

Any objections to or comments upon the RFP specifications must be submitted in writing to the office of the Contracts and Procurement Manager, by email sself@cityofsalem.net.

They must be received no later than April 22, 2022 at 5:00 PM (local time).

Proposals received will be held confidential until a recommendation for award has been approved by the Department Director. Thereafter, all Proposals will be available for public inspection by submitting a Public Records Request through the City Recorders Office

(https://www.cityofsalem.net/Pages/public-records-request.aspx).

The City will be the sole judge in determining award of Agreement and reserves the right to reject all Proposals.

Human Rights: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The City’s complete Title

VI Plan may be viewed at https://www.cityofsalem.net/Pages/equity-and-accessibility.aspx.

Proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules, and regulations if awarded an agreement by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding or negotiation made by the successful proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful proposer of the successful proposer’s obligations under this Agreement and the Salem Revised Code Chapter

97, Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.

The City is an Equal Employment Opportunity employer.

Questions regarding the City’s RFP process may be addressed to Shawna Self, CPPB, Contracts and Procurement Manager, who may be reached at (503) 588-6445 or by email at sself@cityofsalem.net during City business hours.

The City operates and maintains Americans with Disabilities Act compliant facilities.

Reasonable accommodations are available upon request.

Shawna Self, CPPB, Manager

Contracts and Procurement

FIRST DATE OF SOLICITATION: April 11, 2022

REQUEST FOR PROPOSAL NUMBER: 223044

REQUEST FOR PROPOSAL CLOSING: May 6, 2022 at 4:00 pm (Local Time) mailto:sself@cityofsalem.net

Page 3 Request for Proposal

RFP #223044

Fleet Services Division

VEHICLE UPFIT SERVICES

The City of Salem (“City”) is a municipal corporation serving a community with a population of approximately 168,000. It is the capital of the State of Oregon and the county seat of Marion

County. The City has a Council-Manager form of government with an elected mayor and council.

The City has approximately 1,200 employees and nine operating departments (listed below).

City Manager Legal Fire

Enterprise Services Police

Community Development Public Works

Urban Development Finance

SECTION 1: BACKGROUND

The Fleet Services Division maintains a fleet of over 1100 vehicles and equipment with fifty (50) to sixty (60) vehicles being replaced and in need of upfit each year. Vehicles are for City departments which include Police, Fire, Public Works, Community Development, Urban

Development and Enterprise Services. Vehicles needing upfit services include, but are not limited to, Police patrol and K9 SUV’s, Fire ladder and pumper apparatus, Public Works utility, pickup, heavy duty trucks, and other department light duty vehicles.

SECTION 2: SCOPE OF REQUESTED SERVICES

Actual work may vary according to the type of vehicle and/or equipment required at the time that services are requested. It is anticipated that the work will include, but not necessarily be limited to:

Provision, installation and maintenance of any and all aftermarket equipment used in emergency services and general City vehicles, including maintenance and/or upgrading of current equipment. Services will include provision and installation of equipment including all wiring, fabrication and removal/reinstallation of interior and exterior vehicle parts as required.

Minimum Qualifications

Vehicle transportation to and from the City shops, located at 1455 22nd St SE, Salem, OR, 97302, shall be the responsibility of the successful Proposer.

Must have an established facility within fifteen (15) mile radius of the incorporated city limits of the City of Salem.

2.1 Standard Vehicle Equipment, installation and setup specifications:

The following list of specifications and part installation requirements will be used as a

Standard Vehicle (a 2022 Ford Interceptor Utility) for this proposal. Actual vehicles and part requirements may vary.

All emergency equipment listed shall be mounted and wired up to a wiring harness & modular fuse panel, all to terminate at Controller / Radio. Additional switches to run components not controlled by the main control unit shall be located as near as possible to

Page 4 Request for Proposal main controller within the Console. All hardware is to be installed with a securely mounted access service loop to ease future repair. Equipment shall be as stated or approved equal.

Substitutions shall be submitted prior to April 22, 2022 at 5:00 PM, for approval by the

City. The City may furnish new and/or used equipment salvaged from other City vehicles for re-installation. Equipment, setup and installation shall conform to the specifications as stated below.

2.2. Wiring and Mounting Hardware:

The appropriate mounting hardware and wiring are to be included in the fee proposal. The hardware and wiring shall be durable and waterproof or water resistant. All wiring must be abrasion and heat resistant. Wiring shall be GXL (Cross Linked Polyethylene Insulated)

XLPE type. All wiring installed by the successful Proposer should be completely isolated and separate from the vehicle factory installed wiring. “Fuse taps” into the factory vehicle wiring are not permissible. No push on terminals of any type is to be used within the harness. Every item within the vehicle must be individually fused within the modular fuse panel and any fuses over 30 amps in value shall be a maxi-fuse. Wiring shall be T-Tapped to the ignition.

All wiring is to be colored coded and clearly marked at each end and at intervals (6”-8”) to make it readily identifiable. Any wiring of the same color and size must be differentiated by continuous trace of a second contrasting color.

All fuse terminal connectors shall be crimped with a maxi fuse or ATO fuse connector.

Wiring shall be cut to the appropriate length, allowing for servicing. No bundles or coils of extra wire will be allowed under the dash, carpet, or in the trunk. Wiring exposed to moisture must be positioned and stored so that no moisture enters equipment, component or vehicle interior.

All wiring shall run without interruption and without extension from the power source to the component it controls. No butt connectors or crimp caps shall be used in the harness.

The wiring for each component must be sized to handle a minimum of 125% of the specified current for the circuit’s capacity.

The master ground is to be an 8-guage wire connecting from the factory ground terminal at the battery, terminating with a common ground bolt in the console. All grounds not wired to the common ground shall use star-type lock washers at the ground end.

Successful Proposer shall meet the above electrical specifications. Failure of the successful

Proposer to meet the electrical specification will result contract termination.

The wiring harness/fuse panel shall be modular in design. It shall include all power wires

& any trigger or activation wires so that no extra wires are outside the harness. This harness is to include all under-hood wiring, back flash, gunlock, MDC pre-wire, cell-phone, scanner, etc. For future anticipated electrical components to have a power supply, in the main fuse terminal it shall have at a minimum three (3) vacant fuse type positions labeled spare in the panel wired hot on common side to match other fuses.

Page 5 Request for Proposal

The modular fuse/relay panel itself must be secured and have the relay, and Power Tamer contained within the panel if possible. No fuses shall be mounted in any other location within the vehicle. The Power Tamer shall be mounted beneath the panel so as to protect it from moisture. The main supply fuse for the headlight flasher shall be located in the modular fuse panel and NOT an inline fuse in the flasher itself. This panel and all electrical wiring contained can be replaced as a single unit. A single 4-gauge power wire shall be wired directly to the battery positive terminal from the relay. All power wires from the modular fuse panel shall be connected to the backside of the relay, which is controlled by the Power Tamer. Seven (7) of the ATO fuses within the panel shall be hot all the time, with the remainder on the timed circuit. A minimum of four (4) Maxi fuses shall be wired into the modular fuse panel as well. All future use wiring in electrical harness shall be neatly contained within back of console body.

All wiring runs, equipment locations, and fuse layouts are to be identical on every unit, unless specified by the City. A lid covering the modular fuse panel shall indicate the location and function of each fuse within the panel, including future use wiring and values.

2.3. Siren Speaker:

Whelen SA315 siren speaker “or approved equal”. Install siren speaker behind the grill, wire to harness with labeled wire.

2.4. Headlight Flasher:

Soundoff ETHFSS-FV headlight flasher or approved equal. Install to manufacturer’s instructions. Mounted as listed in electrical specifications. Wired to modular fuse panel &

Siren/PA/Light Controller. Must be Park killed on light level number 3.

2.5. Corner Lights:

SoundOff nForce (1) ENFRMS1B (1) ENFRMS1R for the front headlight using brackets for headlights. (2) SoundOff ELUC3H010B Blue LED’s in back up light housing if possible. (1) ETFBSSN-P Taillight Flasher w/programmable flash patterns.

2.6. City of Salem UHF Radio:

Provided by City Communications Division. Install supplied radio with radio re-broadcast function. The radio microphone is to be mounted on the left side of the computer monitor using a fixed microphone clip. External speaker mounted at the top of partition in the center. Installation shall be in accordance with manufacturer’s specifications. The sense line will be controlled through the Power Tamer “or approved equal” system and not through ignition source.

2.7. Radio and MDC Antenna- GPS/Cell/WIFI:

Antenna mounting location will be provided prior to vehicle builds. (1) Sharkee IN1907 which includes an UHF antenna. (1) Sharkee IN1909 which includes a scanner antenna.

WIFI coax shall be terminated with a SMA Male-reverse polarity connector, and both shall be terminated at the MDC. PCS Cell cable shall be terminated with the appropriate type of connector as depicted by the type of modem installed. All manufacturer cable markings which are used to identify frequency bands shall be attached four (4) inches from the end where the device is connected.

Page 6 Request for Proposal

2.8. Console:

Install Console per manufacturer’s instructions. All equipment in the console must be mounted with service deployment loops, of no less than fourteen (14) inches console space.

The console type must be low profile and will be approved after the award of the contract.

2.9. Floor Plate:

If required for console install a steel, no holes bored floor plate per manufacturer’s instructions.

2.10. Mobile Display Computer (MDC):

As per the electrical specifications, any required power wires shall already be within the electrical harness, including power requirements for glove mounted modems and additional CPU components. Therefore, should the City change modem requirements in the future, no additional power wires will need to be installed. The City shall provide the

MDC, monitor, and keyboard. They shall be installed in accordance with manufacturer’s specifications including power control for remote devices such as in car video and LPR systems.

Detailed specifications will be provided by the City Communications Division.

See attached wiring diagram (Appendix C).

2.11. Ford SUV Push bumper and Pit bars:

Setina Push bumper BK2044ITU20 and Pit Bars FK0400ITU20. On our push bumpers we also have female jump plug receivers installed.

2.12. MDC Modem:

Modem type will either be a Sierra Wireless or Cradle Point and will be installed in the glove box.

2.13. Computer Mount:

Gamer Johnson 7160-1346-01 On-Dash Mount w/extension arm, 7140-1037 Faceplate, and 7140-1034 Mission Control faceplate.

2.14. In Car Video System:

The system shall be furnished by the City with the Digital video recorder (DVR) installed in the console. The camera shall be mounted to the front windshield in accordance with manufacturer’s specifications. Power for the camera system shall be controlled only by the MDC.

2.15. Cup-holder:

Will be an angled 2 piece mounted in the console. Two (2) cup type holder.

2.16. Arm Rest:

Mount armrest to backside of console.

2.17. Siren/PA/Light Controller:

(1) Whelen CenCom Saphire CCSRNT36 “or approved equal” light controller or

Page 7 Request for Proposal controller supplied by the City shall be utilized. Hook up horn ring, brake & back up light kill, park kill (see below), back lighting for controller. Wire all activation wires to controller. Wiring to allow for service loop of at least twelve (12) inches. Ground to master ground bolt in console, grounding to stud terminal on back of unit is not acceptable.

Aux. switch to trigger rear mounted dome light, and gun release. The PA microphone shall be mounted to the right side of monitor using a fixed microphone clip.

2.18. Flashlights:

Install one (1) Pelican model # 8060 LED flashlight, power supply to charger via the wiring harness. Attach charger to driver’s door or in-between rifle mounts, and wire into modular fuse panel. Ground to master ground bolt in console.

2.19. Park-Kill:

Whelen WPKM 1 “or approved equal” shall be mounted next to rear light kill relays.

WPKM to trigger additional SPDT relay to park kill headlight flasher. Appropriate circuit protection shall be applied. Siren kill activated when vehicle is placed in Park position.

2.20. Accessory Power Outlets:

Mount 2 or 3 Jotto 425-2273 in the console. Ground to master ground bolt in console.

2.21. Interior Dome Light:

Prisoner Dome Light (1) Soundoff ECVDMLTAL00 to operate when triggered by button on lighting controller.

2.22. Partition:

A Setina 6XL PK1138ITU20TM recessed panel partition “or approved equal”. Partition shall be set back as far as possible to allow maximum driver & passenger seat travel.

Partition shall have a solid, clear screen between the driver and prisoner area.

2.23. Gun-Mount & Lock:

Install Setina GK10271UXLHKSVSCA. Actual rifle dimensions to be discussed prior to installation. .

2.24. Prisoner Seat:

Install prisoner seat Setina QK0566ITU20 with required seat belt installation kit-“or approved equal”.

2.25. Rear Partition (Ford SUV):

Rear prisoner partition is included and mounted with the rear prisoner seat. Rear prisoner partition shall have a solid clear screen.

2.26. Rear Hatch LED’s (Tahoe or Ford SUV):

(2) SoundOff Ghost EMPS2STS4J “or approved equal” LED’s mounted flush on the inside lip of the rear hatch, wired to “level 1” of the siren controller. Installation must not interfere with the seal of the rear hatch.

Page 8 Request for Proposal

2.27. Light Bar:

SoundOff Mpower EMPLB002X1-033 55” light bar “or approved equal”. In some cases a light bar will be reused please use manufacturer approved strap kit. Remove and reinstall headliner. Install to roof of vehicle and run cables through plastic grommet and seal hole internally & externally. To mount center on “B” Pillar, with cable running inside driver side “B” Pillar, so that factory trim does not bulge out when replaced. Ground to master ground bolt in console.

2.28. Tahoe or Ford SUV Side Lights:

(2) SoundOff nForce ENFSGS1J “or approved equal” red/blue warning light mounted in side rear window area. SoundOff Intersector light (1) ENT2B3B blue (1) ENT2B3R red mirror beams “or approved equal” for the side view mirrors.

2.29. Rear Traffic Advisor:

SoundOff ENFTCDGS1208 traffic advisor “or approved equal” installed in back rear window, controlled through light bar controller. It should have one red and blue end with

6 inner amber pods.

2.30. Super Relay:

Wire to modular fuse panel/wire harness, controlled by Power Tamer. Four (4) gauge main power to feed directly to battery terminal. By disconnecting this wire all aftermarket equipment shall be disconnected from factory electrical system.

2.31. Scanner speaker (If equipped):

Mount to top of prisoner cage in the center next to radio speaker.

2.32. Disable/Enable:

Disable rear door openers and windows if not done by factory already.

2.33. Brake & Backup Light Kill:

Wired into the main controller at center console.

2.34. Window Bars and Door skins:

Setina WK0595ITU20 Poly window barriers “or approved equal”. Install rear door prisoner containment window bars. Setina DK0100ITU20 TPO plastic door covers.

2.35. Power Tamer:

Unit shall not be wired into electrical circuit in a manner that carries amp load requirements of emergency equipment through it. Proper install shall result in only timer control of solenoid.

2.36. Ford SUV Rear Cargo Storage area:

Setina TK0230ITU20 Cargo drawer w/combo lock upper tray. Setina TPA9289 cargo system mount. (1) Soundoff ECVDMLTAL00 red/white dome light.

2.37. Graphics:

Provide and Install graphics.

Page 9 Request for Proposal

2.38. Warranty and Inventory requirements:

For the first year of vehicle service, the successful Proposer shall replace defective or failed manufacturer’s equipment, with new hardware from successful Proposer's stock. This will prevent the City from experiencing downtime in the event a siren speaker, light bar controller, power supply, etc., fails. This replacement warranty service shall be provided at no charge and within 48 hours of notification from the Contract Administrator or designee. Beyond 48 hours, the City reserves the right to self-support, and invoice successful Proposer for charges incurred. All Installation work shall be warranted for lifetime of installation.

SECTION 3: PROPOSAL SUBMITTAL REQUIREMENTS

Organization of the Proposal

Proposers must organize and present their proposal materials in the same order as presented below, and include page numbers. Proposals received without following this format, or received after the deadline and stated place of delivery, may be rejected as non-responsive.

3.1 Minimum Qualifications

Failure to meet these minimum qualifications will deem your proposal non-responsive.

Vehicle transportation to and from the City shops, located at 1455 22nd St SE, Salem, OR, 97302, shall be the responsibility of the successful Proposer.

Must have an established facility within fifteen (15) mile radius of the incorporated city limits of the City of Salem. Facility must have the ability to maneuver and pull into shop bay, a Fire Ladder apparatus that is 45ft long and 11 ft tall. Facility must be able to secure

City vehicles in a building or fenced area while on Proposer premises.

3.2 Required Information

The proposal shall include, as a minimum, the following items:

A. Cover Letter

The cover letter shall include the following:

A cover letter indicating the Proposer’s understanding of the services as specified in Section 2, Scope of Services. Signatory of this letter shall be authorized to contractually bind you to a contract with the City. Include your company name, address, phone number, and email address.

Describe your ability to transport vehicles to and from the City shops, located at

1455 22nd St SE, Salem Oregon, 97302.

B. Proposer Biography

Proposer shall include a biography of their company. The biography shall include information such as organizational structure, staffing levels, staff experience and

Page 10 Request for Proposal certification levels and shop production capabilities.

C. References

Provide four (4) references for which you are presently providing comparable services. Provide the name and telephone number of the person to contact as a reference.

D. Proposer Facility

Provide a completed facility description list and photos for your company. The list and photos shall include the business facility, indoor storage facility, outside storage facility, and any other facility used in providing services to the City. Include the ability to maneuver and pull into shop bay, a Fire Ladder apparatus that is 45ft long and 11 ft tall.

Note: Proposer must have an established facility within fifteen (15) mile radius of the incorporated city limits of the City of Salem.

E. Fee Proposal

Time and Cost for a “Standard Vehicle” Setup (A 2022 Ford Interceptor Utility

Patrol Vehicle) using the criteria in Section 2: Scope of Requested Services. This criterion identifies the proposed number of hours required to install the listed equipment in a “standard vehicle” as well as rates associated with the labor. A

“standard vehicle” shall, for the purposes of this RFP, be a 2022 Ford Interceptor

Utility Patrol Vehicle. Actual Vehicles provided for installation may vary. The response shall include:

▪ Total number of labor hours to install equipment in a “standard vehicle”.

▪ Cost of equipment to be installed in the “standard vehicle”.

▪ Total number of labor hours to pick up/deliver vehicles.

▪ List of classifications and hourly rates for employees.

▪ Number of employees typically assigned, at one time, to a vehicle installation project.

Provide shop labor rate, breakout rates for fabrication, painting or other services offered.

Provide markup for installed materials.

Provide unit pricing for all equipment listed in Section 2: Scope of Requested

Services.

Page 11 Request for Proposal

SECTION 4 PROPOSAL EVALUATION CRITERIA AND SELECTION PROCESS

4.1 Evaluation Criteria

Although cost of services is important, the City will not necessarily select the lowest cost proposal for the award. The City reserves the right to award a contract based on initial proposal submittals or, at the sole discretion of the City, to conduct interviews with any or all of the proposers. Any interviews shall be held for the purpose of clarity of proposals and will not be scored. However, the Proposal Selection Committee members may use the interview process as an opportunity to adjust their original proposal scores to reflect any additional understanding of proposals that they derived from the interviews. In addition to submitted proposal information, the City reserves the right to use any information that it is aware of, independent of the submitted proposals, in determining consideration of contract award.

The City will not pay for any costs incurred by proposer in responding to this RFP to include costs to the proposer to conduct interviews and presentations.

The evaluation criteria to be used for this RFP are summarized below:

4.2 Evaluation Criteria

Proposals will be evaluated based on the criteria shown below:

A. Cover Letter (Pass/Fail)

This information must be provided with your proposal. If it is not provided with your proposal, your proposal will be deemed non-responsive and not considered for further evaluation or contract award.

B. Proposer Biography. 20 points out of 100 points may be awarded.

C. References and performance history for comparable services. 20 points out of 100 points may be awarded.

D. Proposer facilities provided to perform services. 20 points out of 100 points may be awarded.

E. Proposed Fee Schedule. 40 points out of 100 points may be awarded.

Evaluation Criteria Maximum Points

Cover letter Pass/Fail

Proposer Biography 20

References and performance history 20

Proposer Facilities 20

Fee Proposal 40

Total Maximum Points Possible 100

Page 12 Request for Proposal

4.2 Selection Process

A RFP Selection Committee will be appointed by the City to evaluate and rank all qualifying proposals received by the closing date. Interviews/oral presentations may be conducted with the top ranked proposers. Those proposers selected for interviews/oral presentations will be notified by the City. The City will negotiate a final agreement with the proposer with the combined highest ranking. If no acceptable arrangements can be made, negotiations with the next highest ranked proposer will occur.

The successful proposer will be required to complete an Agreement in the form of a

Personal Services Agreement (sample included in Appendix A), which will incorporate this RFP and proposer’s response as a part of the Agreement.

Page 13 Request for Proposal

SECTION 5: INFORMATION AND INSTRUCTIONS TO PROPOSERS

This section contains administrative and procedural information and instructions for preparation and submittal of the proposal. Note: This RFP process offers several opportunities for prospective proposers to submit formal protests. Filing a protest with the

City requires submitting $500.00 with the formal written protest. Prospective proposers and proposers wishing to submit objections to or comments on RFP specifications of a non-protest nature, must submit them in writing to the office of the Contracts &

Procurement, by email sself@cityofsalem.net. They must be received no later than April

22, 2022, at 5:00 p.m. (local time). There is no fee for filing objections to or comments on

RFP specifications of this non-protest nature.

5.1 Anticipated Schedule (subject to change)

April 11, 2022............................................................................. Begin RFP Solicitation

April 22, 2022 at 5:00 PM (local time)............................... Questions/Clarifications Due

May 6, 2022 at 4:00 PM (local time) .................................................. RFP Closing Date

May/June 2022 ...................................................... Notice of Intent to Award Agreement

June 2022 ............................................................. Agreement Award (Anticipated Date)

July 1, 2022 ........................................................................................ Notice to Proceed

5.2 Qualification Requirements

Each proposer shall respond to the proposal requirements as presented in Section 3, Proposal Submittal Requirements, of this RFP. Proposals received without the required information may be rejected as being non-responsive.

The City shall have the right to disqualify any proposal as a result of the information gathered in its research.

5.3 Pre-Proposal Interpretation of RFP and Requested Changes

Technical questions relating to the requirement and scope of services of this RFP and/or the RFP process should be directed in writing to the Contracts and Procurement Manager, Contracts and Procurement, by email: sself@cityofsalem.net.

Any clarification or interpretation of the proposal documents will be made only by written notification. The City is not responsible for any explanation, clarification, or interpretation given in any manner except by written notification.

Any person who contemplates submitting a proposal in response to this RFP and who wishes to have the City consider a change in any part of this RFP shall submit to the

Contracts and Procurement Manager of the City of Salem a written request for a change or substitution no later than 5:00 p.m. (local time), April 22, 2022. The request shall include the proposed change and the reason for the change. Protest against award based on the scope of services or other content of this RFP will not be considered after this time.

Changes to this RFP document shall only be by written addenda.

A copy of any written clarification, interpretation and addendum will be posted on

OregonBuys.

Page 14 Request for Proposal

5.4 Protest of Solicitation Document and the Procurement Process

A prospective proposer may protest the procurement process or the solicitation document for an Agreement. A prospective proposer must deliver a written protest to the Contracts and Procurement Manager (email: sself@cityofsalem.net) no later than 5:00 p.m. (local time), April 22, 2022. The prospective proposers shall indicate the reasons for the disagreement through a written protest and shall include a statement of the desired changes to the procurement process or the solicitation document that the prospective proposer believes will remedy the conditions upon which the prospective proposer based its protest.

The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.5 Execution of the Proposal

The proposal shall be executed in the name of the proposer followed by the signature of the officer authorized to sign for the printed or typewritten designation of the office held.

If the proposal is made by a partnership, it shall be executed in the name of the partnership followed by the signature of an authorized partner.

If the proposal is made by a Limited Liability Company (LLC), it shall be executed in the name of the LLC followed by the signature of the authorized member(s) or manager(s) authorized to sign for the LLC and the printed or typewritten designation of the office held in the LLC.

If the proposal is made by a corporation, it shall be executed in the name of the corporation followed by the signature of the officer authorized to sign for the corporation and the printed or typewritten designation of the office they hold in the corporation.

If the proposal is made by a joint venture, it shall be executed by each participant of the joint venture.

5.6 Submission of Proposal

Proposals will be received until, but not after 4:00 p.m. (local time), May 6, 2022.

Proposals will only be accepted electronically through Equity Hub’s Bid Locker.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The

City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each https://bidlocker.us/a/salem_or/BidLocker

Page 15 Request for Proposal

Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Need Help?

Please contact Equity Hub at help@equityhub.us or (267) 225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

5.7 Response Date

Delivery in the manner stated herein and completeness of submittals as required by this

RFP shall be solely the responsibility of the proposer(s). Submission of proposals or additional information offered after the closing date and time shall not be accepted or considered.

5.8 Withdrawal of Proposal

Proposer(s) may withdraw their proposal, by written notice submitted on the proposer's letterhead, signed by the proposer's authorized representative, delivered to the Contracts and Procurement Office by email at contracts@cityofsalem.net. To be effective, the withdrawal must be received prior to closing date and time. The proposer shall mark a written request to withdraw its proposal as follows: “Proposal Withdrawal - RFP #223044.”

5.9 Notice to Proceed

The successful proposer(s) may be given ten (10) calendar days to execute the Agreement and return it to the City. Contractual work may not begin until the notice to proceed has been issued. The notice to proceed will be issued after execution of the Agreements by the

City. The notice to proceed will authorize commencement of the work based on the

Agreement.

5.10 Rights of City to Award or Reject Proposals

This RFP does not commit the City to award or enter into an Agreement. Under no circumstances will the City pay the costs incurred in the preparation of a response to this

RFP. The City reserves the right to:

• Accept or reject any or all proposals or any portion thereof received as a result of this

RFP.

• Negotiate with any proposer(s).

• Accept a proposal and subsequent offers for Agreement from other than the lowest cost proposed.

• Waive any immaterial defects and irregularities in proposals and to waive or modify any irregularities in proposals received, after prior notification to the proposer(s).

• In determining the most responsive proposer, take into consideration any or all information supplied by the proposer in the proposal and the City’s investigation into mailto:help@equityhub.us https://bidlocker.us/files/Bid%20Locker%20Vendor%20Guide%20-%20Nov%202020.pdf

Page 16 Request for Proposal the experience of the proposer. In addition, the City may accept or reject proposals based on minor variations from the stated scope of services and when such action is deemed to be in the City’s best interest.

• Negotiate a final scope and price with the selected proposer that may differ in some respects from this RFP.

• To seek clarifications of each proposal.

• If proposer chooses to participate in negotiations, they may be asked to submit additional information, or other revisions to their proposal as may be required.

• Consider proposal modifications received at any time before the award is made, if such action is in the best interest of the City.

• To negotiate a final Agreement that is in the best interest of the City.

5.11 Contract Administrator

The Contract Administrator is Jim Schmidt, Fleet & Facilities Manager. All questions relating to the RFP process should be directed in writing to Shawna Self, CPPB, Contracts and Procurement Manager, by email to: sself@cityofsalem.net.

5.12 Economy of Proposal Preparation

Proposals should be prepared simply and economically, by providing a straightforward, concise description of the proposer’s capabilities related to specified elements units or services. Proposals should not include any information not specifically identified or specified as a required response.

5.13 Addenda

In the event that it becomes necessary to revise any part of this RFP, an addenda will be posted on OregonBuys. Prospective proposers are solely responsible for checking

OregonBuys to determine whether or not any addenda have been issued. The City is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by addenda. Addenda, if necessary, will be issued not later than five (5)

City business days prior to the RFP closing date. Addenda shall be signed by the same individual that signs the proposal and SHALL BE SUBMITTED with the proposal.

Proposals received without properly signed addenda may be considered non-responsive.

5.14 Protests of Addenda

A prospective proposer may submit a written protest to an addendum within forty-eight

(48) hours by the close of the City’s next business day after issuance of the addendum. The written protest shall (1) Sufficiently identify the addendum being protested; (2) Identify the specific grounds that demonstrate how the addenda is contrary to law, unnecessarily restrictive, legally flawed or improperly specifies a brand name; (3) Include evidence or supporting documentation that supports the grounds on which the protest is based; (4)

Identify the relief sought; and (5) Include a statement of the desired changes to the addendum that the prospective proposer believes will remedy the conditions upon which the prospective proposer based its protest. The City will not consider a protest to matters

Page 17 Request for Proposal not added or modified by the protested addendum. Delivered to the Contracts and

Procurement Division, via email to contracts@cityofsalem.net.

The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.15 Acceptance of Proposal Content

The contents of the proposal of the successful proposer will become contractual obligations if acceptance action ensues. Failure of the successful proposer to accept these obligations in an Agreement may result in cancellation of the award.

5.16 Public Records and Confidentiality of Proposal

This RFP and one copy of each original response received, together with copies of all documents pertaining to the selection of the successful proposer and execution of a copy of the executed agreement, shall be kept for the City by the Contracts and Procurement

Office for a period of five (5) years and made a part of a file or record which shall be open to public inspection.

Public Records. By submitting a proposal, the proposer acknowledges that information submitted in response to this RFP is open to public inspection under the Oregon Public

Records Law, ORS 192.311 through 192.513. The proposer is responsible for becoming familiar with and understanding the provisions of the Public Records Law.

Note: Under no circumstances will any proposal information be disclosed by the

Contracts and Procurement Office prior to receiving a written recommendation to award from the Department Head.

5.17 Human Rights

It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by the Salem Revised Code

Chapter 97, Title VI of the Civil Rights Act of 1964 and other federal non-discrimination laws. The City’s complete Title VI Plan may be viewed at www.cityofsalem.net.

Successful proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules and regulations if awarded an

Agreement by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment:

In all solicitations either by competitive bidding or negotiation made by the successful proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful proposer of the successful proposer's obligations under this Agreement and the Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964 and other federal non-discrimination laws. (See Appendix B.)

http://www.cityofsalem.net/

Page 18 Request for Proposal

5.18 Discrimination in Subcontracting Prohibited

Proposer agrees not to discriminate against disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns, or an emerging small business certified under ORS 200.055 in awarding subcontracts as required by ORS 279A.110.

5.19 Notice of Intent to Award

All responsive and evaluated proposers to this RFP will be notified of the City’s intent to award an Agreement not less than seven (7) days prior to award. The City will issue a notice of intent to award based on the results of its evaluation process. The notice of intent to award will be posted on OregonBuys only.

5.20 Protest of Intent to Award

A proposer may protest the award of the Agreement or the intent to award such Agreement, whichever occurs first, if the proposer claims to have been adversely affected or aggrieved by the selection of a proposer. A proposer submitting a protest must claim that the protesting proposer is the highest ranked proposer because the proposals of all higher ranked proposers failed to meet the requirements of this RFP or because the highest ranked proposers otherwise are not qualified to perform the services described in this RFP. The proposer must deliver the written protest to the Contracts and Procurement Division to contracts@cityofsalem.net, within seven (7) days after issuance of the notice of intent to award the Agreement or if no notice of intent to award is issued, within forty-eight (48) hours after award. A proposer’s written protest shall specify the grounds for protest to be considered by the City pursuant to ORS 279B.410(2). The City Manager shall not consider a proposer’s award protest submitted after the above timeline. The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.21 Incurred Costs

Neither the City, nor its officers, agents, or employees are liable for any cost incurred by proposer(s) prior to issuance of an agreement, or purchase order. All prospective proposer(s) who respond to this RFP do so solely at the proposer's cost and expense.

5.22 No Warranty

All facts and opinion stated within this RFP and all supporting documents and data are based upon information available from a variety of sources. No representation or warranty is made with respect thereto.

5.23 Statement of Time

A period of time, unless stated as a number of City business days, shall include Saturdays, Sundays, and holidays.

The word “day” as used in this RFP document, and any resulting Agreement awarded as a result of this process, shall constitute a calendar day of twenty-four (24) hours measured from midnight to the next midnight.

Page 19 Request for Proposal

When a time period is identified by days, it is computed by excluding the first day and including the last day. When the last day falls on a Saturday, Sunday, or City’s holiday, that time period shall extend to the next City business day.

5.24 Right to Audit

The successful proposer shall maintain financial records and other records as may be prescribed by the City or by applicable federal and state laws, rules, and regulations. The successful proposer(s) shall retain these records for a period of five (5) years after final payment, or until they are audited by the City, whichever event occurs first. These records shall be made available during the term of the Agreement and the subsequent five-year period for examination, transcription, and audit by the City, its designees, or other authorized bodies.

5.25 Accept or Reject Proposals

The City reserves the right to accept or reject any or all proposals in response to this RFP without cause or to delay or cancel this RFP process without liability to the City if the City determines it is in the public interest to do so.

5.26 Additional Information

The City reserves the right to request additional information following their initial review of the proposal documents that the City deems reasonably necessary to evaluate, rank, and select the most qualified proposer(s). The City staff may conduct a review and verification of confidential information with staff and consultants.

5.27 Right to Modify Process

The City reserves the right to modify the selection process or other aspects of this RFP process at its sole discretion. The Contracts and Procurement Office will take reasonable steps to ensure that any modification or clarification to this RFP are posted on OregonBuys.

5.28 Debarment of Proposer

The Contracts and Procurement Manager may debar prospective proposers from consideration for Agreements for a period of not more than three (3) years if:

1. The prospective proposer has been convicted of a criminal offense as an incident in obtaining or attempting to obtain a public or private contract subcontract or in the performance of such contract or subcontract;

2. The prospective proposer has been convicted under state or federal statutes of embezzlement, theft, forgery, bribery, falsification, or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty that currently, seriously, and directly affects the prospective proposer’s responsibility as a contractor;

3. The prospective proposer has been convicted under state or federal antitrust statutes;

Page 20 Request for Proposal

4. The prospective proposer has committed a violation of a contract provision that is regarded by the Contracts & Procurement Manager or the Construction Contractors

Board to be so serious as to justify debarment. A violation may include but is not limited to a failure to perform the terms of a contract or an unsatisfactory performance in accordance with the terms of the contract. A failure to perform or an unsatisfactory performance caused by acts beyond the control of the contractor may not be considered to be a basis for debarment; or

5. The prospective proposer does not carry any insurance as required by applicable law.

The Contracts and Procurement Manager shall give written notice of the reasons for the debarment and the proposed length of debarment to the person for whom debarment is being considered. The proposer shall be given not less than fourteen (14) days to respond to the Contracts and Procurement Manager in writing. The Contracts and Procurement

Manager shall issue a written decision that states the reason for the action taken and that informs the proposer of the proposer’s appeal rights.

5.29 Proposals submitted by City Employees Prohibited

The City will not purchase any goods or services from City employees unless City Council expressly authorizes the purchase, or the purchase is necessary during a state of emergency and the City Manager approves the purchase.

Page 21 Request for Proposal

SECTION 6: AGREEMENT TERMS AND REQUIREMENTS

6.1 Forfeiture of the Agreement

This Agreement may be canceled at the election of the City at any time for any willful failure or refusal by the successful proposer to perform according to the terms of an

Agreement as herein provided.

6.2 Non-Assignment

If an Agreement is awarded, it shall not be assigned, nor duties be delegated, in part or in total without consent of the City. Reasonable requests for assignment of the Agreements may be granted based on the sole determination of the City.

6.3 Liability Insurance

Successful proposer shall obtain and maintain during the term of this Agreement, a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) for each occurrence for Bodily Injury and Property Damage.

The insurance required shall include the following coverages:

• Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage;

• Automobile Liability.

Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and shall:

• Name as additional insured "the City of Salem, Oregon, its officers, agents and employees";

•…