Salem Fire Department

Supervising Physician

Services for Fire Emergency

Medical Services

RFP NUMBER: 256020

CLOSING DATE: April 18, 2025 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 256020

Supervising Physician Services for Fire Emergency Medical Services

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals from qualified medical or osteopathic physicians to provide the supervision of the Fire Department’s delivery of

Emergency Medical Technicians.

Proposals will be received until, but not after 4:00 PM (local time), April 18, 2025.

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 April 8, 2025 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.

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: March 19, 2025

REQUEST FOR PROPOSAL NUMBER: 256020

REQUEST FOR PROPOSAL CLOSING: April 18, 2025 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 #256020

Supervising Physician Services for Fire Department Emergency Medical Services

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

This information is designed to provide prospective proposers with a general overview of the City of Salem's Fire Department EMS programs, which will assist them in preparing a written response to the proposal requirements of the City's RFP for Supervising Physician Services.

Overview of the City's Fire Department Emergency Medical Services (EMS).

The citizens of Salem receive emergency services from highly motivated, highly trained, and multifaceted firefighter/paramedics and now our newly hired single-role Paramedics and EMT

Basics. Throughout the last 40 years, the role of firefighters/paramedics has changed dramatically.

While the primary function of these positions in 1975 was to protect citizens from fire, additional duties and responsibilities now include paramedic services, medical transports, wildland/urban interface fire protection, motor vehicle collision extrication, technical rescue, water rescue, and hazardous materials emergency response. The City's Fire Department has been a leading example of a progressive, pro-active emergency services provider, ever changing to meet the demands of those served. Currently, the City's Fire Department has a fire response area of approximately 78 square miles and an ambulance service area responsibility of approximately 110 square miles.

During the last forty-five years, the volume of calls for service has increased dramatically. In

1975, there were 1,774 incidents, increasing to 33,361 incidents in 2024.

As of July 1, 2025, the City's Fire Department will employ approximately:

• 181 Licensed Paramedics

• 33 Emergency Medical Technicians

Advance Life Support (ALS) Engine and Ladder Truck Companies - Quick Response Teams

The City provides quick response teams to provide rapid early ALS intervention in urban areas within an eight (8) minute response time and all others within a fifteen (15) minute response time except calls within the Dayton Rural Fire Protection District and Spring Valley Rural Fire Protection District (these districts receive ambulance response only from the City and its sub-contracted ambulance transport provider.) Each Engine and Ladder Truck are staffed with at least one firefighter licensed as a

Paramedic and is equipped with ALS equipment including 12-lead cardiac monitor/defibrillator, Page 4 Request for Proposal intubation equipment, intravenous administration supplies, mechanical CPR devices, video laryngoscopes and a full complement of advanced life support pharmaceuticals.

Ambulance Transport within the City {Ambulance Transports within the City}

On July 1st, 2025, Salem Fire will assume responsibility as the primary EMS transport agency, taking over from Falck Ambulance, which previously served as the City’s contracted provider.

Salem Fire will deploy five (5) 24-hour Advanced Life Support (ALS) ambulances, one (1) ALS surge unit, and two (2) Basic Life Support (BLS) surge units, ensuring 24/7 coverage and operational readiness to meet community needs.

Falck Ambulance began serving as the contracted transport provider on July 1st, 2015, operating up to fifteen (15) ALS medic units, depending on the time and day of the week. The Fire

Department supported Falck with two (2) reserve ambulances, staffed and deployed during periods of peak demand. In 2023, the City's EMS system deployed two (2) ambulances staffed 24/7 to support the EMS system.

By transitioning to Salem Fire as the EMS transport agency, the City prioritizes local management and operational efficiency to enhance emergency medical services for Salem residents.

SECTION 2: SCOPE OF REQUESTED SERVICES

SUPERVISING PHYSICIAN

General Statement of Duties:

The Supervising Physician is a person licensed under ORS Chapter 677, actively registered and in good standing with the Oregon Medical Board as a Medical Doctor or Doctor of Osteopathic

Medicine, approved by the Board, and who provides direction of, and is responsible for emergency and non-emergency care rendered by the Fire Department's Paramedics and EMTs as specified in these rules.

The Oregon statute specifies that the Supervising Physician is ultimately responsible for any agent they designate to direct the medical services provided by Paramedics and EMTs. However, under this agreement, the Supervising Physician cannot designate an agent for this purpose and must personally provide direction for these services.

Fire Department Staff:

The City's Fire Department is more than 150 years old and now has over 250 employees. This organization follows a paramilitary supervisory structure, led by a Fire Chief. The Fire Chief oversees six divisions, including Business Operations, Emergency Operations, Fire and Life

Safety, Communications, Emergency Medical Services, and Training.

While the Fire Chief, the Deputy Chief of EMS, or the EMS Coordinator, may contact the

Physician Supervisor to consult on any EMS-related administrative or personnel issues, the

Contract Administrator and liaison from the Fire Department is the EMS Coordinator. In addition, the EMS Training Officer may consult the Supervising Physician for issues related to EMS education, skills training, and EMT certification authorization.

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Supervision Exercised:

1. Issuance, review, and maintenance of standing orders within the scope of practice are not to exceed the certification level of the EMS provider when applicable.

2. Each individual provider is responsible for understanding and adhering to the standing orders, while the supervising physician is responsible for establishing and maintaining a system to monitor compliance and ensure adherence across all providers.

3. Works with the EMS Coordinator to ensure the EMS provider is certified and in good standing with the Division.

4. Works with EMS Division staff to provide regular review of the EMS providers’ practice by complying with one or more of the following:

a. Direct observation of pre-hospital emergency care performance by riding with the emergency medical service.

b. Indirect observation using one or more of the following:

i. Pre-hospital emergency care report review.

ii. Pre-hospital communications tapes review.

iii. Immediate critiques following the presentation of reports.

iv. Demonstration of technical skills.

v. Post-care patient or receiving physician interviews using questionnaire or direct interview techniques.

5. Works with the EMS Training Officer to provide ongoing education, which may include formal case reviews, online education, in-station and classroom training, video education, training, and education provided in other formats. Assist the EMS Training Officer as needed with providing and/or coordinating

6. The Supervising Physician shall report in writing to the Chief Investigator of the Oregon

Health Authority's EMS Section any action or behavior on the part of the EMT that could be cause for disciplinary action under ORS Chapter 682 or OAR 333-265-0083.

7. Authorizes administration of controlled substance under DEA license.

8. Authorizes purchasing medical equipment and pharmaceuticals through his or her license.

9. Approves Department Quality Improvement Program (QI).

10. Approves accreditation and certification of Emergency Medical Technicians (EMT).

11. May suspend, revoke, or restrict protocols to EMTs.

12. This contract will require working in person at the Training Center or EMS offices for at least 50 hours a month.

Qualification Requirements:

Per OAR 847 Division 35, and per this contract, the Proposer is REQUIRED to:

• Be a medical or osteopathic physician currently licensed under ORS Chapter 677, actively registered, and in good standing with the Board;

• Be in practice as of the first day beginning the position of Supervising Physician;

• Be a resident of or practicing in the area in which the emergency service is located;

• Possess thorough knowledge of skills assigned by standing order to emergency medical services providers; and

• Possess thorough knowledge of laws and rules of the State of Oregon of emergency medical services providers; and

Page 6 Request for Proposal

• Have completed or obtained the following no later than one calendar year after beginning the position as a Supervising Physician:

o 48 months of experience as an EMS Medical Director, AND o Completion of the three-day National Association of EMS Physicians

(NAEMSP®) National EMS Medical Directors Course and Practicum®, or an equivalent course as approved by the Authority, AND o Completion of an ACGME-approved Fellowship in EMS; AND o Subspecialty board certification in EMS.

• Supervising physician must meet ongoing education standards by completing or obtaining one of the following every two calendar years:

o Attendance at one Oregon Health Authority EMS supervising physician's forum;

o Completion of an average of four hours of EMS-related continuing medical education per year; or o Participate in the maintenance of certification in the subspecialty of EMS.

DESIRED Qualifications include:

• Current or recent experience as EMS Physician Medical Director, preferably with a municipal fire department providing ambulance transport.

Examples of Duties Performed and Estimation of Time Commitment:

Supervising Physician duties and services include, but are not limited to, the following:

1. The Supervising Physician must work in person at the Training Center or EMS offices for at least 50 hours per month. These in-person hours are in addition to the responsibilities outlined in this contract, which include mandatory reporting, protocol development, quality improvement oversight, training support, field observation, and EMS-related program review.

2. Mandatory reporting and administrative duties, including:

a. Protocol review and development.

i. Occasional changes in protocols may occur as a result of:

1. Changes in equipment or pharmaceutical availability.

2. Changes in best-practices medical care.

3. Evidence-based changes.

4. Physician discretion.

ii. Protocols are currently developed in conjunction with the Portland area-based Protocol Development Committee and deployed regionally with other

EMS stakeholders in Marion and Polk Counties; it is anticipated that protocols in the region will be reviewed and/or updated in its entirety at least annually

b. EMS related policy review and development.

c. Medical Case review (QI).

d. Signature authorization (EMS provider recertification, etc.).

e. Mandatory reporting requirements to State EMS division.

f. Average hours per month: 5 hours **

3. Approval, oversight, and participation in the Department's Quality Improvement Program

(QI).

a. The department holds monthly meetings to review pre-hospital medical records and

Page 7 Request for Proposal determine whether the care applied is consistent with treatment protocols.

b. QI Program activities include a monthly meeting (3 hours), a monthly chart review

(3 hours), and other activities, including, but not limited to, data analysis, individual provider follow-up, and individual provider remedial training and education (10 hours).

c. Average hours per month: 16 hours**

4. Works with the EMS Training officer to help develop, plan, and deliver continuing medical education and training intended for department-wide clinical improvement and to meet bi-annual EMT re-certification requirements.

a. The department generally provides 4.0 to 5.0 hours of continuing medical education to all EMTs each month; this training is typically delivered during 12 separate sessions scheduled throughout the month.

b. Training sessions typically include one or more of the following methods:

i. Live lecture/seminar.

ii. Skills practice/demonstration.

iii. Online resources

iv. Online interactive video

c. Live role-play/scenario practice sessions. Training sessions may be cancelled, often with little to no notice, due to crews responding to multiple incidents or being otherwise unavailable to attend.

d. Average hours per month: 4 hours**

5. Provide approval of advanced life support curriculums that verify skills competency and medical knowledge. Example curricula include:

a. American Heart Association Advanced Cardiac Life Support (ACLS) or equivalent;

b. National Association of EMT Pre-Hospital Life Support (PHTLS), Basic Trauma

Life Support (BTLS), or equivalent;

c. Oregon DHS-approved equivalent pediatric emergency care course.

d. Average hours per month: 1 hour** (scheduling varies per month).

6. Field Observation and System Oversight.

a. "Ride-alongs" with Department apparatus or EMS Coordinator for direct observation of medical care delivered by department EMTs.

b. Average monthly hours: 8 hours (at discretion of Physician Advisor.)

7. Review and authorization of additional City Departments EMS-related programs requiring medical oversight, including:

a. Emergency Medical Dispatching Protocols used by Salem's 9-1-1 Dispatch

Center.

b. Automated External Defibrillator Protocol used by the City's Risk Management

Division of Human Resources.

c. Approximate hours per month: 4 hours

Desired EMS Physician Medical Director duties and services may include, but are not limited to, the following examples:

1. Attendance at Salem Hospital EMS Stakeholder meetings.

a. Depending on current issues, Salem Hospital will convene meetings with regional

EMS leaders, administrators, and trainers to discuss relevant system developments, issues, and concerns.

Page 8 Request for Proposal

b. Potential hours per quarterly meeting: 3 hours

2. Health Emergency Preparedness Meetings, including, but not limited to:

a. Oregon Medical Director Forums.

b. Oregon EMS Conference.

**These hourly approximations are estimates only and may change or fluctuate at any time during the term of any awarded agreement; estimates are provided only for the purposes of the Proposer submitting a proposal that reasonably represents the costs of providing the scope of requested services on an hourly basis.

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 shall include, as a minimum, the following items:

3.1 Proposer's Name and Pertinent Information:

a. Name of physician submitting proposal, address, contact telephone numbers, and email address of that individual.

b. The physician shall sign the proposal.

c. Verification of the following:

• Medical or Osteopathic Physician License.

• Approval by the Oregon Medical Board to serve as a Supervising Physician.

• Current practice, or verification that practice will commence as of the first day the physician will begin serving as the Supervising Physician.

• Residency or active practice in Marion or Polk County.

3.2 Experience:

a. A brief resume outlining the experience and State-required qualifications of the primary physician who would be directly responsible for supervising City Fire Department’s

EMTs daily.

b. A statement that verifies the physician’s knowledge of skills assigned by standing orders to EMS providers.

c. A statement that verifies the physician’s knowledge of laws and rules of the State of

Oregon about EMTs.

d. A statement that describes which, if any, desired qualifications the physician possesses.

3.3 Available Services.

A general description of services the physician would provide the City. Explain how you would assist the City by providing supervising physician services.

3.4 Understanding of Scope of Requested Services:

Page 9 Request for Proposal

Please explain your understanding of the supervision exercised by the City’s contracted

Supervising Physician and their expected duties.

3.5 Cost Proposal:

The City prefers to compensate its contracted Supervising Physician hourly for services rendered. These fees would be submitted as an invoice to the City on a quarterly basis.

Are you willing to be compensated in this manner?

If not, do you have an alternative method of compensation you would like the City to consider? Please explain in detail.

If yes, please provide a full schedule of service fees based on an hourly rate for each service as defined in Section 2: Scope of Requested Services.

3.6 References.

Please list three (3) references (preferably governmental entities) for whom you are presently providing services. Please indicate the name and telephone number of the person to contact. Please indicate the length of time you have been providing them 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 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:

Evaluation Item Maximum Points

Proposer’s Name and Pertinent Information Pass/ Fail

Experience 40

Page 10 Request for Proposal

Available Services 30

Understanding of Scope of Requested Services 10

Cost Proposal 5

References 5

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. If no acceptable arrangements can be made, negotiations with the next highest ranked proposer will occur.

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

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

Page 11 Request for Proposal

SECTION 5: INFORMATION AND INSTRUCTIONS TO PROPOSERS

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

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

Procurement, by email sself@cityofsalem.net. They must be received no later than April 8, 2025, 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)

March 19, 2025 .............................................................................. Begin RFP Solicitation

April 8, 2025 at 5:00 PM (local time) .................................. Questions/Clarifications Due

April 18, 2025 at 4:00 PM (local time) ................................................. RFP Closing Date

May/June 2025 ........................................................ Notice of Intent to Award Agreement

June 2025 ................................................................ Agreement Award (Anticipated Date)

July 1, 2025 ............................................................................................ 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), April 8, 2025. 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.

Page 12 Request for Proposal

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), April 8, 2025. 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), April 18, 2025.

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 https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/salem_or/BidLocker

Page 13 Request for Proposal 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 #256020.”

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).

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

Page 14 Request for Proposal

• 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 Darrin George, EMS Coordinator. 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 15 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 16 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 veteran-owned 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 17 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;

Page 18 Request for Proposal

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

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

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.

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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.

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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 279B.220, 279B.230, and 279B.235.

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…