245037 RFP.pdf

Public Works Department

Traffic Signal Electrical

Maintenance and Repair

RFP NUMBER: 245037

CLOSING DATE: June 7, 2024 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 245037

Traffic Signal Electrical Maintenance and Repair

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals from electricians to provide annual maintenance and repair on traffic signals .

Proposals will be received until, but not after 4:00 PM (local time), June 7, 2024.

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.

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 May 24, 2024 at 5:00 PM (local time).

https://bidlocker.us/a/salem_or/BidLocker mailto:help@equityhub.us https://bidlocker.us/files/Vendor%20Guide%20-%20Bid%20Locker%20Base.pdf https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/ https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml mailto:sself@cityofsalem.net

Page 2 Request for Proposal

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 Public Records Request |

Salem, Oregon (cityofsalem.net).

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 Equity & Accessibility | Salem, Oregon (cityofsalem.net). 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: May 13, 2024

REQUEST FOR PROPOSAL NUMBER: 245037

REQUEST FOR PROPOSAL CLOSING: June 7, 2024 at 4:00 PM (Local Time) https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/equity-accessibility

Page 3 Request for Proposal

RFP # 245037

Traffic Signal Electrical Maintenance and Repair

The City of Salem (“City”) is a municipal corporation serving a community with a population of approximately 177,600. 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 1,300 employees and nine operating departments (listed below).

City Manager Legal

Community Services Community Planning and Development

Enterprise Services Police

Fire Public Works

Finance

SECTION 1: BACKGROUND

The City of Salem (City) has issued this Request for Proposal (RFP) to solicit responses from electrical service contractors interested in and qualified to provide traffic signal electrical maintenance and repair. The successful proposer under this solicitation must be capable of providing the electrical services to satisfy the needs of the City.

SECTION 2: SCOPE OF REQUESTED SERVICES

The Transportation Services Division, Traffic Engineering Section will engage the services of a recognized electrical service contractor for the purpose of performing electrical maintenance on traffic signals, which includes the installation and removal of traffic signal poles, signal heads, lamps, pole bases, street lights, controllers, services, opticom systems, mast arms, underground conduits, wiring, and other associated work of an electrical nature on an as needed basis. The work may also include performing maintenance on fiber optic communication systems, including pulling fiber and splicing. The estimated man hours needed for the fiscal year (July 1 - June 30) is approximately 250 man hours.

This section describes the general requirements for the traffic signal portion and provides an overview of the services to be performed. Where the Traffic Engineer is mentioned below, it is understood that this may be the designated representative of the Traffic Engineer.

Work Schedule

The City will schedule the work to be done on as needed basis. Upon completion of each project, project work sheets will be submitted to the Traffic Engineer by the contractor=s employees doing the work. These sheets will describe the work completed, the materials used, and the total man hours for each project. The project, hours and materials (if supplied by the successful proposer) will be stated on the individual work sheets and billing invoice.

CONTINUITY OF TRAFFIC SIGNAL OPERATIONS

General

Page 4 Request for Proposal

The Traffic Engineering Section Signal Maintenance personnel continuously maintain traffic signals throughout the City to provide for a safe and smooth flow of traffic. The successful proposer shall coordinate all of their work to avoid or minimize interference with normal operation of the traffic signals in order to maintain smooth traffic flows.

Operation of Existing System

The successful proposer shall not change, alter or interfere with any operating traffic signal without the approval of the Traffic Engineer.

PROGRESS OF WORK

Regular Work Hours

The regular work hours for the duration of the contract will be between 7:00 a.m. and 4:30 p.m.

Monday through Friday. All scheduled projects will be worked on during this time period unless otherwise scheduled by the Traffic Engineer.

Overtime Hours

Overtime to complete a project or to meet operational needs must be pre-authorized by the Traffic

Engineer. Call in for Emergency will not need prior authorization for overtime.

After Hours, Weekend or Holiday Work

When called out after normal work hours, weekends (4:00PM to 7:00AM weekdays, Saturday, Sunday) or holidays, for a power outage for which power cannot be restored, the successful

Proposer shall place the signal controller in a flash mode, notify City Dispatch personnel of the status of the signal(s).

SAFETY AND HEALTH

The majority of work performed on traffic signals involves work within the street area, which presents a high probability for the need to interrupt: traffic flows, reroute traffic and the potential for accidents. The successful Proposer shall provide all traffic controls necessary to meet all applicable codes and regulations for work that must be accomplished within street areas. Portions of the work performed on traffic signal systems requires the use of man lift units and working at heights. The successful Proposer shall comply with all applicable codes and regulations for the use of man lift units, and for working at heights.

Safety and Health Regulations

The successful Proposer shall comply with Safety and Health Regulations for construction, promulgated by the Secretary of Labor under Section 107 of the Contract Work Hours and Safety

Page 5 Request for Proposal

Standards Act, as set forth in Title 20, C.F.R. Copies of these regulations may be obtained from the Labor Building, 14th and Constitution Avenue NW, Washington, D.C., 20013. The successful

Proposer shall also comply with the provisions of the Federal Safety and Health Act, as amended.

This section specifies general requirements which are applicable to all electrical work and for work specific to traffic signals.

MATERIALS AND EQUIPMENT, COMMON REQUIREMENTS

The successful Proposer shall maintain a supply of standard signal equipment, on hand, to be able to respond to maintenance requests. This supply should include, but not limited to, signal heads, signal wiring with correct color codes, video cable, opticom cable, frangible ped pole bases, vehicle pedestal pole bases, signal head cable, etc. This is needed to reduce the reliance of

Contractors on City supplies, and minimize delay of the project waiting for materials orders. This reliance has made it difficult for City staff to keep in stock necessary equipment to do normal City staff performed maintenance. All materials used will be high quality, new materials, free from defects, in first-class condition, unless otherwise specified by the Traffic Engineer. In certain instances new parts may not be available for the older systems. In these instances, the Traffic

Engineer may authorize the use of used parts.

Installation, Common Requirements

The successful Proposer shall install materials and equipment in a workmanlike manner utilizing craftsmen skilled in the particular trade and provide work which has a neat and finished appearance. The successful Proposer shall carry out work in accordance with the latest edition of the National Electrical Contractor's Association Standard of Installation unless otherwise specified. The successful Proposer shall coordinate electrical and traffic signal work with Traffic

Engineer and work of other trades to avoid conflicts, errors, delays and unnecessary interference with operation of the traffic signal systems. The successful Proposer shall provide documentation in the form of as-builts which shall be submitted to the Traffic Engineer for all work completed.

Material and Equipment Installation

The successful Proposer shall follow manufacturers' installation instructions explicitly unless otherwise directed by the Traffic Engineer. Whenever any conflict arises concerning codes or regulations for work being done, the successful Proposer shall notify the Traffic Engineer immediately. The successful Proposer shall use appropriate conduit and conductor entry fittings with enclosures which maintain the specified enclosure environmental capability after proper installation.

Cutting and Patching

The successful Proposer shall lay out work in advance. The successful Proposer shall not cut or notch any structural member of the traffic signal without specific approval of the Traffic Engineer.

The successful Proposer shall carefully carry out any cutting, channeling, chasing, or drilling of

Page 6 Request for Proposal walls, sidewalks, paved areas or other surfaces required for the installation, support, or anchorage of conduit, raceways, or other electrical materials and equipment. Following such work, the successful Proposer shall restore surfaces neatly to original condition.

Housekeeping

The successful Proposer shall be responsible for maintaining all work areas in a neat and orderly manner. During the course of work and upon completion, all cleanup shall be performed to the satisfaction of the Traffic Engineer. The successful Proposer shall be responsible for his/her activities, his/her equipment, materials, vehicles, and any damage they may incur during the course of the contract to the surrounding landscape, equipment and buildings.

Inspection

The successful Proposer shall allow materials, equipment, and workmanship to be inspected at any time by the Traffic Engineer. The successful Proposer shall correct all work, materials, or equipment found to be deficient or defective in a manner satisfactory to the Traffic Engineer or other City staff.

STANDARDS, CODES, PERMITS, AND REGULATIONS

The successful Proposer shall perform all work; install all materials and equipment in accordance with the latest rules, regulations, and specifications of the following:

A. National electrical Code - NEC

B. National Electrical Manufacturer's Association - NEMA

C. American Society for Testing and Materials - ASTM

D. Institute of Electrical and Electronic Engineers - IEEE

E. International Electrical Testing Association - NETA - MTS 1989

F. American National Standards Institute - ANSI C2: National Electrical Safety Code

G. ANSI C2: National Electrical Safety code

H. State and Local Codes and Ordinances

I. Insulated Cable Engineers Association - ICEA

J. Association of Edison Illuminating companies - AEIC

K. Oregon Occupational Safety and Health Administration - OR-OSHA

Page 7 Request for Proposal

L. National Fire Protection Association - NFPA

M. State and Federal Laws

N. State Fire Marshall

O. National Electrical Safety Code (NESC)

P. International Municipal Signal Association - IMSA

Conflicts, if any, which may exist between the above items will be resolved at the discretion of the

Traffic Engineer. Code compliance is mandatory. The successful Proposer shall construe nothing in the Contract Documents as permitting work not in compliance with these codes. The successful

Proposer shall obtain all permits and pay all fees required by any governmental agency having jurisdiction over the work and arrange all inspections required by these agencies. On completion of the work, the successful Proposer shall furnish satisfactory evidence to the Traffic Engineer that the work is acceptable to the regulatory authorities having jurisdiction.

SERVICE CONTINUITY

The successful Proposer shall maintain continuity of electrical service to all functioning portions of the traffic signals during the hours they are normally in use. Temporary outages will be permitted during necessary cutover work at such times and places as can be prearranged with the

Traffic Engineer and Portland General Electric or Salem Electric if applicable. Such outages shall be kept to a minimum number and minimum length of time. The successful Proposer shall make no outages without prior authorization from the Traffic Engineer. Reference 01024 Work Schedule and Sequence for system restrictions.

SALVAGED MATERIALS

All traffic signal equipment deemed reusable by the Traffic Engineer shall be removed, salvaged, and delivered by the successful Proposer to the city shops area in a location determined by the

Traffic Engineer. The successful Proposer shall remove and dispose of all other traffic signal equipment.

TESTS

The successful Proposer shall carry out tests specified hereinafter and as indicated under individual items of materials and equipment as specified by manufacturers. After the electrical system installation is completed and at such time as the Traffic Engineer may indicate, the successful

Proposer shall conduct an operating test for approval and demonstrate that the equipment operates in accordance with the requirements of these specifications. The successful Proposer shall demonstrate that protective functions are operating properly and are properly incorporated in the control system circuitry and perform tests in the presence of the Traffic Engineer.

QUALIFICATIONS OF SUCCESSFUL PROPOSER

Page 8 Request for Proposal

The successful Proposer shall be a licensed and bonded electrical contractor for work in the State of Oregon. A master electrical permit must be provided for street light and signal facilities the City maintains. The successful Proposer shall have documented experience working on traffic signal and street lighting systems. This experience shall include, but not be limited to:

a. Removal and installation of traffic signal and street light poles and pole bases.

b. Installation and alignment of mast arms, traffic signal heads and street lights.

c. Installation and set-up of traffic signal opticom units, and controllers.

d. Installation of electrical conduit, and junction boxes.

The successful Proposer, and their employees, need to have active Oregon Department of

Transportation (ODOT) Signal Inspector Certificates. Any persons working on traffic signals shall have the certificate. Because the City is responsible for many ODOT signals and streetlights within the City limits, this will allow them to work on both City and ODOT traffic signals and streetlights.

The successful Proposer, and their employees, need to meet the definition of “Qualified Workers” as described in OSHA Standards 29 CFR 1910.269 effective January 31, 1994. This is a requirement of Portland General Electric (PGE) to be able to work on City-owned streetlights attached to PGE-owned utility poles. PGE currently maintains HPS streetlights, but will not if/when the City converts their streetlights to LED technologies.

The successful Proposer shall not utilize technicians who are not full time and regularly employed by the successful Proposer. Electrically unskilled employees shall not be permitted to perform any type of electrical work or assistance of any kind. All electricians performing any work for the successful Proposer on any traffic signal or street light will be licensed General Journeymen and/or

General Supervising Electricians.

The successful Proposer shall own their own aerial tower truck or ladder truck or be able to supply such unit. They must be available in an emergency to report to any traffic signal problem location within sixty (60) minutes of notification. Charges for this service will be only for the time actually accrued at the site. No minimum service fee shall be imposed for this service. This rate of fee will be shown as an ADDITIONAL RATE on the successful Proposer’s Proposal.

The successful Proposer shall be able to provide a licensed General Journeymen and/or General

Supervising Electrician. They must be available in an emergency situation to report to any traffic signal or street light problem location within one hour.

The successful Proposer shall provide twenty-four hour, on call emergency service to the

Transportation Services Division Traffic Engineering Section.

The successful Proposer shall supply electricians that are qualified and experienced at terminating and splicing 240/440 volt cables and working with 240/440 volt systems.

Page 9 Request for Proposal

The successful Proposer shall be required to respond to non emergency calls within 24 hours from the time of notice.

The successful Proposer will not be permitted to use any safety equipment that is owned by the

City or any of its personnel. Furthermore, the successful Proposer shall possess their own safety equipment, which includes, but is not limited to hard hat, gloves, safety vest and other miscellaneous protective apparel.

GUARANTEE

The successful Proposer shall guarantee all materials and equipment, if applicable, and workmanship for a period of twelve months from the date of completion and acceptance by the

Traffic Engineer.

PRIMARY / ALTERNATE

Under these contracts, work will be assigned on a project-by-project basis. The City, via this competitive RFP process, will select a firm to be named as the primary successful Proposer and an additional firm to be named as an alternate successful Proposer, in the event multiple jobs need to be performed simultaneously that exceed the primary’s ability to complete within the City’s required schedule, or agreement cannot be reached with the primary on fees for a specific project.

Generally, work will be offered first to the primary. The intent is for the primary to be the primary provider of services under this process. The City reserves the right to select either the primary or alternate for a project assignment if, at the City’s sole discretion, it is in the City’s best interest to do so.

Page 10 Request for Proposal

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.

A. Cover Letter: A cover letter indicating the Proposer’s understanding and compliance of the services as specified in the Section 2, Scope of Requested Services, to be performed and the approach to provide these services to meet the needs of the City.

Signatory of this letter shall be authorized to contractually bind you to a contract with the City. Include your company name, address, phone number, contact person, and email address.

B. Organization Structure and Approach to this Project: Brief summary of your organization, structure, and size. Specifically include a brief description of your available in-house areas of expertise. Indicate which of your staff will be assigned to this project. Indicate the amount and/or type of project support anticipated to be provided by various employees. Identify the level and nature of support anticipated from City staff. Describe your approach to the project.

C. Qualifications of Firm’s Staff: Provide resume(s) with qualifications and experience of the individual(s) who will provide services to the City in compliance with Section

2, Scope of Requested Services. Describe the number of years of experience they have in performing work substantially the same as that needed by the City and summarize their qualifications.

D. Mobilization: Specifically address your firm’s ability to mobilize with short notice to provide these services.

E. Fee Proposal: Provide pricing on each of the following four (4) projects. Also include hourly rates for staff and materials markup.

Project 1) Commercial & Kuebler conduit hit by bore machine (See Appendix C for drawings) o Work that needs done:

• Provide all lane closure permits, lane closures, and flagging.

• Dig up, locate, and repair two conduits. Assume 36” depth for conduits

• Assume location of break requires one panel of sidewalk to be removed and replaced. No ADA ramp work needed.

• Remove and Replace all wiring to poles 6, 7, & 8 from controller cabinet to t-can in pole #6 or to equipment on pole, depending on City of Salem

Specifications. CONTRACTOR to supply new wiring. This includes signal, opticom camera, luminaire, sign, and any others in conduits.

• Test functionality of all signal equipment.

Page 11 Request for Proposal o Information about project:

• Use City of Salem Traffic Signal Standards and Specifications.

• Controller location noted on plans.

• Service location noted on plans.

• Wire size noted on plans.

• Conduit damage location and size noted on plans.

• Assume Daytime lane closure for excavation, and concrete work.

• Assume signal shut down required for conduit repair and signal wire replacement.

• Assume night work required for shutdown.

Project 2) Commercial & Wiltsey traffic Signal pole hit (See Appendix D for drawings) o Work that needs done:

• Provide all lane closure permits, lane closures, and flagging.

• Remove the existing steel signal pole and dispose of properly.

• Install CITY supplied signal pole.

• Install CITY supplied mast arm

• Install CITY supplied Luminaire arm.

• Install CITY supplied Luminaire

• Install CITY provided signal heads, cameras, opticom, and any other equipment that is on pole.

• Verify functionality.

• Assume signal shutdown required.

• Assume night time work required.

o Information about project:

• Use City of Salem Traffic Signal Standards and Specifications.

• Signal pole location noted on plans.

• Controller location noted on plans.

• Service location noted on plans.

• Wire size noted on plans.

• You can use existing wiring from controller cabinet to t-can on pole.

• You can use existing cables from controller cabinet to end equipment.

• Contractor to supply new IMSA cable from t-can to signal heads.

• Assume signal shut down required.

Project 3) Commercial Street NE street light pole knockdown (See Appendix E for drawings) o Work that needs done:

• Provide all lane closure permits, lane closures, and flagging.

• Remove the existing steel luminaire pole and dispose of properly.

• Install CITY supplied steel luminaire pole.

Page 12 Request for Proposal

• Install CITY supplied Luminaire arm.

• Install CITY supplied Luminaire

• Install CONTRACTOR supplied Fuse holder

• Install CONTRACTOR supplied wire.

• Verify Functionality.

o Information about project:

• Use city of Salem Street light standards.

• Luminaire pole location noted on plans.

• Service location noted on plans.

• Wire size noted on plans.

• Assume daytime lane closure is okay.

• Assume night work required for shutdown.

Project 4) Liberty & Broadway Controller Cabinet Hit (See Appendix F for drawings) o Work that needs done:

• Provide all lane closure permits, lane closures, and flagging.

• Remove the existing controller cabinet.

• Install new CITY provided controller cabinet and riser frame.

• Remove and replace all wiring within the intersection, CONTRACTOR to supply new wiring. (this includes signal, opticom, camera, sign, luminaire, and feeder wire from service)

• Fiber optic MTP cable is good and can be left there.

• Test functionality of all signal equipment.

o Information about project:

• Use City of Salem Traffic Signal Standards and Specifications. Controller location noted on plans.

• Service location noted on plans.

• Wire size noted on plans.

• Assume signal shut down required.

• Assume night work required for shutdown.

F. References: A list of clients with telephone numbers that may be contacted for three to five projects performed within the last five years by your firm or by the individuals that are closely related to those described in Section 2: Scope of Requested Services.

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

Page 13 Request for Proposal 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:

A. Cover Letter (Pass/Fail). Failure to provide all the information requested in 3.A will result in a Fail. Your proposal would be considered non-responsive and would not be considered for further evaluation.

B. Organization Structure and Approach to this Project. 20 points out of 100 points may be awarded for Organization Structure and Approach to this Contract.

Proposers will be evaluated on their approach to this Contract. Proposers will also be evaluated on their ability to provide internal quality control. The City will also review and evaluate the level of anticipated involvement from various staff members, by name and/or title, and the roles each would be expected to serve in project completion.

C. Qualifications of Firm’s Staff. 25 points out of 100 points may be awarded for

Qualifications of Firm’s Staff.

Proposers will be evaluated based on the training and experience of their employees. The City seeks proposals from technical experts in the field who have prepared similar work products for local governments. Qualifications and experiences of individual staff members are relevant only in cases where the staff is anticipated to be directly involved in this Contract.

D. Mobilization. 10 points out of 100 points may be awarded for Mobilization.

The ability to mobilize in a timely fashion.

E. Fee Proposal. 30 points out of 100 points may be awarded for Fee Proposal.

The fee proposal will be reviewed and scored on a matrix scoring based on each project and added to the hourly rates submitted.

F. References. 15 points out of 100 points may be awarded for References.

Note: Additional references may be sought out by the evaluation committee to include, but not limited to, City staff and other governmental agencies.

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Proposer must list at least three (3) references. References will be evaluated based on the similarity of work completed to the work required based on this RFP as well as the reference’s evaluation of the quality of the work performed. An outstanding recommendation for less relevant work products may not score as well as a positive recommendation on directly related work.

Evaluation Criteria Maximum Points

Cover letter Pass/Fail

Organization Structure and Approach to this Project 20

Qualifications and Experience with Similar Projects 25

Mobilization 10

Fee Proposal 30

References 15

Total Maximum Points Possible 100

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. 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. 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

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

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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 May 24, 2024, at 5:00 PM (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)

May 13, 2024 ................................................................................. Begin RFP Solicitation

May 24, 2024 at 5:00 PM (local time) ................................. Questions/Clarifications Due

June 7, 2024 at 4:00 PM (local time) .................................................... RFP Closing Date

June 2024 ............................................................... Notice of Intent to Award Agreement

June 2024 ............................................................... Agreement Award (Anticipated Date)

July 1, 2024 ............................................................................................ 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 PM (local time), May 24, 2024. 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.

mailto:sself@cityofsalem.net

Page 16 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 PM (local time), May 24, 2024. 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 PM (local time), June 7, 2024.

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 https://bidlocker.us/a/salem_or/BidLocker

Page 17 Request for Proposal 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.

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 #245037.”

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.

mailto:help@equityhub.us https://bidlocker.us/files/Vendor%20Guide%20-%20Bid%20Locker%20Base.pdf

Page 18 Request for Proposal

• 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 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 Chris Wheeler. 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 addendum 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 mailto:sself@cityofsalem.net

Page 19 Request for Proposal 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 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 Director.

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 mailto:contracts@cityofsalem.net http://www.cityofsalem.net/

Page 20 Request for Proposal 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.)

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.

Page 21 Request for Proposal

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.

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.