245052 RFP.pdf

Public Works Department

Fisher Road NE

Urban Upgrades Project

RFP NUMBER: 245052

CLOSING DATE: August 16, 2024 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 245052

Fisher Road NE Urban Upgrades Project

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals from qualified Proposers for providing project management and other professional services necessary to lead the project;

complete design and prepare bid documents; provide support during bidding and contract award;

and provide construction support services for the Fisher Road NE Urban Upgrades project. This is a Qualification Based Selection (“QBS”) pursuant to ORS 279C.110.

The intent of this RFP is to select a consultant team that can effectively lead, design, and provide permitting and stakeholder coordination on behalf of the City’s Engineering Division. The project is funded by the $300 million Salem Safety and Livability Bond Measure.

Proposals will be received until, but not after 4:00 PM (local time), August 16, 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.

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

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 August 2, 2024, 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 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.

Note: Errors and Omissions Liability Insurance Coverage will be required.

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: July 12, 2024

REQUEST FOR PROPOSAL NUMBER: 245052

REQUEST FOR PROPOSAL CLOSING: August 16, 2024, at 4:00 PM (Local Time) mailto:sself@cityofsalem.net https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/equity-accessibility mailto:sself@cityofsalem.net

Page 3 Request for Proposal

RFP # 245052

Fisher Road NE Urban Upgrades Project

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 Fisher Road NE project corridor (850’ south of Sunnyview Road NE to Silverton Road NE) is identified as a Collector in the Salem Transportation System Plan (TSP). Most of the existing corridor consists of a two-lane uncurbed roadway with intermittent sidewalks in a substandard-width right-of-way (ROW). The corridor abuts a mix of residential, commercial, and light industrial land uses. This project is funded by the 2022 Salem Safety and Livability Bond Measure and is focused on safety improvements through improved vehicular, pedestrian, and bicycle circulation. Work will include improvements in the corridor to the City of Salem’s Collector street standards including ROW acquisition, channelization improvements, installation of curbs, sidewalks, and bicycle facilities, and new underground storm drainage. New sanitary sewer mains and laterals will also be included in the scope of the project.

SECTION 2: SCOPE OF REQUESTED SERVICES

Project Description

The project corridor is approximately 6,000 feet in length and extends across a mix of land uses.

The existing roadway currently consists of two travel lanes with a paved width of approximately

24 feet, much of it uncurbed with drainage ditches. Much of the central and southerly portions of the corridor front single-family properties with the houses in close proximity to the roadway. The northerly portion of the corridor serves larger commercial and light industrial properties generating higher levels of traffic. The northerly end of the corridor has a mix of curbed and uncurbed areas.

Work will include upgrading the entire corridor to a Collector Street standard (34 feet curb to curb within a minimum 60-foot right-of-way including bike lanes and sidewalks). Left turn lanes and pedestrian crossings are proposed at Beverly Avenue NE, Devonshire Avenue NE, and Sunnyview

Road NE with a complete replacement of the existing traffic signal at Sunnyview Road NE.

Impacts to existing mature landscaping, trees, utilities, and adjacent private property improvements will need to be addressed with City staff and adjacent property owners. Stakeholder coordination will be required with City Public Works Engineering and Operations staff, Neighborhood Associations, the Bond Oversight Steering Committee, and business and residential neighbors.

Page 4 Request for Proposal

The corridor includes many residential and commercial accesses that will need to be addressed as part of the construction sequencing program required to be developed by the selected consultant.

Right-of-way (ROW) acquisition will be required along much of the project length to accommodate the new ROW needs. Impacts from ROW acquisition such as parking, drainage, utilities, and landscaping on private property will need to be addressed by the consultant team. As with all City projects, work is subject to all City ordinances including environmental permitting, cultural resource review, tree preservation, etc. depending on impacts required by design and construction.

Project Scope

The scope of work includes roadway improvements from 850 feet south of Sunnyview Road NE to the Silverton Road NE intersection. At the southerly end, the improvements will need to provide a smooth transition to match the existing improved roadway. At the Silverton Road NE end, the improvements will need to match the planned improvements on Silverton Road NE, which will require coordination with the City and the Silverton Road design team. Connections to the side streets will also be necessary. Grading and drainage may influence the extent of the needed transitions.

Work throughout the project includes, but is not necessarily limited to, widening for left turns at

Beverly Avenue NE, Devonshire Avenue NE, and Sunnyview Road NE with a complete replacement of the existing traffic signal at Sunnyview Road NE, ADA compliant ramps at all side streets, pavement replacement, stormwater management (water quality/detention), new sanitary sewer, street tree planting and landscaping, utility coordination and relocations, street lighting, and modifications to existing traffic signals to accommodate the revised channelization.

Significant land acquisition will be required to obtain sufficient ROW along the project length as well as easements for relocated utilities and temporary easements for construction. The consultant will need to provide all ROW acquisition services including communication with property owners, determination of necessary ROW and easements needs, legal descriptions, appraisals, negotiations, and relocations as required. Where ROW acquisition affects private property issues such as off-street parking and circulation, building utility services, ADA access to businesses and other private properties, significant private landscaping, and issues that may affect land use planning codes, the consultant team will be expected to resolve those issues and work directly with property owners and the appropriate City staff as part of the ROW acquisition process.

The project assignment will include management of all aspects of the project. The assignment will require that the consultant take a very active leadership role as the Owner’s Representative/Project

Manager. The consultant Project Manager will report directly to the City Program Manager and handle all aspects of leading, as well as managing, the project in an owner’s role, such as coordinating internal City reviews with various departments involved with approving the design, public interface, ROW acquisition, management of the overall project components to control project costs and schedule, budget management, and other day-to-day responsibilities of making decisions that keep the consultant team on track and budget. Other responsibilities of the consultant team are the typical engineering services necessary to design and prepare bid documents; provide engineering support materials and attend public meetings with neighborhood associations, property owners, and the public; provide bid and award support; and provide engineering services during construction. The services will include, but are not limited to:

Page 5 Request for Proposal

• Project management and coordination of the entire project

• Project scheduling and overall cost control

• Managing interdepartmental coordination with City operations and obtain approvals

• Proactively provide public interface with affected stakeholders

• Regular reporting to the City Program Manager

• Attendance at City Engineering staffing meetings with other City Project Managers for status reporting, updates, and other typical responsibilities of City project management staff.

• Topographic and boundary survey, pre-construction and post-construction records of survey

• Legal descriptions for acquisitions

• Complete ROW acquisition services

• Roadway design

• ADA-compliant pedestrian design

• Bicycle facility design

• Franchise utility coordination (PGE, Salem Electric, Comcast, NW Natural, Lumen, etc.)

• Grading and utility adjustments

• Curb and sidewalk adjustments

• Stormwater design including water quality and detention

• Sanitary sewer design

• Sign and striping

• Traffic signal/pedestrian signal design

• Landscape architecture including irrigation design

• Street lighting

• Property owner coordination

• Engineering support during the bid period and construction

• Construction staking services

• Construction contract administration

Construction inspection will be performed by City staff, but this work may be outsourced to a consultant at a later date.

Page 6 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.

The Proposal, excluding title page and resumes, shall not exceed 20 pages total. If a Proposer submits a Proposal exceeding this limit, the City will consider the pages up to the allowable page limit and discard all subsequent pages. One-page resumes for key staff may be included in an appendix (not included with page count).

A. Cover Letter (Pass/Fail):

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. Signatory of this letter shall be authorized to contractually bind you to a contract with the City. The cover letter shall also include the Proposer’s company name, contact person, mailing address, phone number, and email address.

B. Qualifications and Experience (30 points maximum):

Provide qualifications for key members of the project design team, including any subconsultants, with the specific area of expertise, assignments and required professional/technical certification that will be necessary to complete the scope of service.

C. Project Understanding and Approach (40 points maximum):

1. Proposer’s understanding of the project assignment and its requirements, as well as the approach to meeting these requirements, including the particular requirements being requested of the consultant’s Project Manager.

2. Provide a schedule for your team’s completion of the project assignment based upon your team’s availability and understanding of the project scope.

3. Provide information related to your team’s familiarity with the project location, including any special knowledge your team possesses related to this project.

4. Specify the amount and type of resources and staff the proposer plans to commit to the completion of the assignment, including current workload availability and projected staff involvement as a percentage of time.

D. Past Performance (20 points maximum):

Provide three example projects similar in scope and complexity completed within the last seven years. Each past project will be rated based on scope/design tasks similarity and successful project outcome. Include names and roles of key staff proposed for this assignment as well as project scope, schedule, delivery team, deliverables, and cost outcomes, including description and reason(s) for any construction change orders.

E. References and Recommendations (10 points maximum):

Provide references for each of the above-referenced example projects including email addresses and telephone numbers.

Page 7 Request for Proposal

SECTION 4 PROPOSAL EVALUATION CRITERIA AND SELECTION PROCESS

4.1 Selection Process

A selection committee, comprised primarily of City staff, will be used for the purposes of evaluating all responsive Proposals received by the closing date and time. Each of the criteria listed in this section, will be evaluated by the Selection Committee for the purpose of ranking Proposals. The City reserves the right to conduct interviews, or ask follow-up questions, if they are necessary based on the City’s sole determination. If interviews/follow-up questions are conducted, the Proposers selected will be notified by the City’s Project Manager, at least five (5) business days in advance, and the following shall apply:

• The number of Proposers selected for interviews/follow-up questions is at the sole discretion of the selection committee.

• The selection committee will include at a minimum three (3) evaluators who will conduct the interviews/follow-up questions.

• Interviews normally require physical attendance at City offices; however, the City may elect to conduct interviews via teleconference. Further details will be included with notification of time and date of interviews, if conducted.

• 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 derive 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.

• Neither the City, nor its agents, shall be responsible for any costs incurred by any

Proposer as a result of preparing a Proposal or presentation in response to this RFP.

4.2 Evaluation Criteria

The evaluation criteria and points to be used for this RFP are summarized in the following table:

Evaluation Criteria Maximum Points

Cover letter Pass/Fail

Qualifications and Experience 30

Project Understanding and Approach 40

Past Performance 20

References and Recommendations 10

Total Maximum Points Possible 100

An RFP Selection Committee will be appointed by the City to evaluate and rank all qualifying proposals received by the closing date. 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. In addition to submitted proposal information, the City reserves the right to use any information that it is aware of, independent of the

Page 8 Request for Proposal 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

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

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 August

2, 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)

Notice to Proceed .................................................................................................. June 2025

Preliminary (30%) Design Submittal................................................................. March 2026

Intermediate (60%) Design Submittal ............................................................ January 2027

Right-of-Way Acquisition Complete .................................................................... April 2028

Advanced (90%) Design Submittal ....................................................................... May 2028

Final Design Documents................................................................................... August 2028

Complete Construction ................................................................................ December 2030

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

Page 9 Request for Proposal substitution no later than 5:00 PM (local time), August 2, 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.

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), August 2, 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), August 16, 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.

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

Page 10 Request for Proposal

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.

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 #245052.”

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.

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

Page 11 Request for Proposal

• 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 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 Aaron Edelman, Engineering Program 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 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 mailto:sself@cityofsalem.net

Page 12 Request for Proposal 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 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.

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

Page 13 Request for Proposal

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.)

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 14 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. 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

Page 15 Request for Proposal 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;

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 16 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";

• Apply to each named and additional named insured as though a separate policy had been issued to each, provided that the policy limits shall not be increased thereby;

• Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability;

• Successful proposer shall immediately notify the City of any change in insurance coverage;

• Successful proposer shall supply an endorsement naming the City, its officers, employees, and agents as additional insureds within sixty (60) days of the Effective

Date of the Agreement; and

• Be evidenced by a certificate or certificates of such insurance approved by the City.

6.4 Errors and Omissions

Successful proposer shall carry Errors and Omissions (professional liability) insurance coverage with combined single limits of not less than $2,000,000 (two million dollars).

Successful proposer shall furnish evidence of such coverage through a certificate of insurance in a form acceptable to the City.

Page 17 Request for Proposal

6.5 Workers’ Compensation Law

All subject employers working under an awarded Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. Proof of compliance will be required prior to Agreement execution. (See Appendix A)

6.6 Laws of the State of Oregon

By submitting a proposal in response to this RFP, proposer(s) agree that, any terms and conditions stated within any agreement that is awarded as a result of this solicitation shall also include the following laws of the State of Oregon are hereby incorporated by reference into the Agreement: ORS 279C.505, 279C.515, 279C.520 and 279C.530.

Any Agreements awarded and/or purchase order issued as a result of this RFP shall be governed by the laws of the State of Oregon without regard to conflict of laws principles.

Exclusive venue for litigation of any action arising under the Agreement shall be in the

Circuit Court of the State of Oregon for Marion County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue.

6.7 Successful Proposer’s Compliance with Tax Laws

Successful proposer represents and warrants to the City that:

1. Successful proposer shall, throughout the term of this Agreement, including any extensions hereof, comply with:

A. All tax laws of the State of Oregon, including but not limited to ORS 305.620 and

ORS chapters 316, 317, and 318;

B. Any tax provisions imposed by a political subdivision of the State of Oregon applicable to successful proposer; and

C. Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions.

2. If applicable, the successful proposer, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with:

A. All tax laws of the State of Oregon, including but not limited to ORS 305.620 and

ORS chapters 316, 317, and 318;

B. Any tax provisions imposed by a political subdivision of the State of Oregon applicable to successful proposer; and

C. Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions.

Successful proposer’s failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of successful proposer’s warranty, as set forth in this Article, shall constitute a material breach of this Agreement.

Any material breach of this Agreement shall entitle the City to terminate this Agreement

Page 18 Request for Proposal and to seek damages and any other relief available under this Agreement, at law, or in equity.

Any Work delivered to the City under this Agreement shall be provided to the City free and clear of any and all restrictions on or conditions of its use, transfer, modification, or assignment, and shall be free and clear of any and all liens, claims, mortgages, security interests, liabilities, charges, and encumbrances of any kind.

6.8 Termination for Lack of Appropriations

The City may terminate all or portions of the Agreement for lack of funds, if the successful proposer is notified by certified mail thirty (30) calendar days in advance.

6.9 Form of Procurement Agreement

Any Professional Services Agreement that is awarded as a result of this RFP will incorporate the RFP document, the successful proposer’s written proposal, any required certificates, and all other documents incorporated by reference therein.

It is the City’s intent to award Agreements in substantially the form of the Agreement attached as Appendix A. Proposer may submit an alternative Agreement for City’s review.

The City, at its sole determination, may approve the proposer’s offered Agreement as is, require modifications, or reject the proposer’s Agreement and require that the City’s

Agreement be executed for the purpose of this RFP.

A proposer may not condition its Proposal on execution of any Agreement it submits. Any such condition shall result in rejection of their Proposal.

Any additional Agreements shall contain the following provisions:

1. The following laws of the State of Oregon are hereby incorporated by reference into the agreement: ORS 279C.505, 279C.515, 279C.520 and 279C.530.

2. The Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under the Agreement shall be in the Circuit Court of the State of Oregon for Marion County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue.

3. 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 non-discrimination laws.