34748_RFP 210630.pdf

RFP A&E Contract RFP # 34748 S-73000-00000192

RFP/Bid Solicitation # 34748 S-73000-00000192

Request for Proposals:

Regional Facility HVAC Upgrades: Regions 3, 4 and 5

Project-Specific Contract for Professional Services and Related Services

Facilities Services Branch Oregon Department of Transportation

Notes:

• This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. See RFP Section 0.1 – OregonBuys for information regarding vendor registration and terminology used in OregonBuys platform.

• This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this RFP.

RFP Issue Date: See “Available Date” for this RFP in OregonBuys

Proposal/Quote Due Date: See “Bid Opening Date” and time for this RFP in OregonBuys.

Purchaser/Single Point of Contact: See “Purchaser” and “Info Contact” for this RFP in OregonBuys.

DBE Participation Goal Assigned: No Goal (see Section 1.1.2)

Certified Small Business Aspirational Target: 12% (see Section 1.1.2)

Agency will conduct a mandatory Pre-Proposal Conference for this RFP. Agency has scheduled a pre-Proposal conference on July 27, 2021, at 10:00 am, to be held via virtual meeting teleconference through Microsoft Teams.

Interested parties may participate in the Pre-Proposal Conference using the information below:

Form S001-B052521 https://oregonbuys.gov/bso/

RFP A&E Contract RFP # 34748 S-73000-00000192

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+1 971-277-1965,,91366819# United States, Portland Phone Conference ID: 913 668 19#

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Attendance is mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Proposers may have. Proposers are cautioned that the official RFP requirements will change only by written addenda issued by Agency.

In addition, Proposers are required to attend each of the 3 mandatory site visits. The schedule for these visits is as follows:

Region 3 10:00 am - August 5, 2021 3500 NE Stewart Parkway, Roseburg, OR 97470 Region 4 10:00 am - August 3, 2021 63055 N. Highway 97, Bend, OR 97703 Region 5 10:00 am – July 29, 2021 3012 Island Avenue, La Grande, OR 97850

Proposers not attending all 3 site visits will not be eligible to propose on this RFP.

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RFP A&E Contract RFP/Bid Solicitation # 34748

TABLE OF CONTENTS

Section 0.0 OREGONBUYS, RFP ATTACHMENTS, SOLICITATION SCHEDULE

0.1 OREGONBUYS

0.2 RFP ATTACHMENTS

0.3 SOLICITATION SCHEDULE

Section 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 DEFINITIONS, SUMMARY OVERVIEW and PROCUREMENT

AUTHORITY/METHOD

1.2 QUESTIONS AND CLARIFICATIONS

1.3 PROTESTS; REQUESTS FOR CHANGE

1.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

1.5 “REQUIRED” PROPOSAL SUBMITTAL ITEMS & SCORING DEDUCTIONS

1.6 PUBLIC RECORDS

1.7 NON-DISCRIMINATION

Section 2.0 EVALUATION PROCESS & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

2.2 SCORING CRITERIA

SUMMARY OF SCORING CRITERIA FOR USE BY PROPOSERS

2.3 METHOD OF AWARD

2.4 NEGOTIATIONS

Section 3.0 CONTRACT AWARD REQUIREMENTS

3.1 COST INFORMATION

3.2 CERTIFICATES OF INSURANCE

3.3 MISCELLANEOUS FORMS

3.4 CONSULTANT RESPONSIBILITY

3.5 BUSINESS REGISTRY NUMBER/REGISTERED AGENT

3.7 USE OF RECYCLED PRODUCTS

3.8 QUALITY PLAN

3.9 JOINT VENTURE/PARTNERSHIP INFORMATION

Section 0.0 OREGONBUYS, RFP ATTACHMENTS, SOLICITATION SCHEDULE

0.1 OREGONBUYS

0.1.1 REGISTRATION REQUIREMENT

All vendors must be registered in OregonBuys to do business with the State of Oregon. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

Vendors are responsible for ensuring that their vendor registration and information is current and correct in OregonBuys. ODOT will not be responsible for defective registration or incorrect vendor information.

0.1.2 CROSSWALK of TERMS used in OREGONBUYS

Terms used in OregonBuys Definition

Amendment “Addendum” or “Addenda”, as defined in OAR 137-046-0110(1);

or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Amendment.

Bid Opening Date “Closing” as defined in OAR 137-046-0110(5). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid Solicitation.

Bid Solicitation

Any form of solicitation: Request for Proposal, Invitation to Bid, Request for Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.). Each Bid Solicitation has a separate page and ID number in OregonBuys.

Change Order A formal change to an existing MBPO, Release Requisition, or project-specific Purchase Order.

Master Blanket Purchase Order (“MBPO”)

Any form of parent contract/agreement (i.e. price agreement, on-call contract, etc.) that allows for purchases/releases via an ordering instrument during the term specified in the parent contract/agreement.

Purchase Order Any form of project-specific contract (not awarded under an existing MBPO)

Quote Any form of offer submission by vendors; i.e., Bids, Technical Proposals, Price Proposals, or any other type of offer required by a Bid Solicitation.

Release Requisition Any form of ordering instrument used under an MBPO; i.e.

Purchase Order, Work Order Contract, etc.

Vendor Any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter into https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Pages/vendorregistration.aspx https://www.oregon.gov/das/ORBuys/Pages/vendorregistration.aspx

Purchase Orders, MBPOs, or Release Requisitions pursuant to Bid Solicitations advertised in OregonBuys.

0.2 RFP ATTACHMENTS

In addition to the provisions set forth and linked within the RFP, the RFP incorporates by this reference the information published on the OregonBuys “Bid Solicitation” page for this RFP, including but not limited to:

• Details entered in the Header Information section;

• All RFP attachments, “Amendments” (if any), and any other files linked in the File Attachments and Form Attachments subsections; and

• Information, if any, entered in the “Questions” and “Item Information” sections.

0.3 SOLICITATION SCHEDULE

Schedule Item Date

Pre-Proposal Conference See details on front page of RFP

Deadline for Proposer questions 10 calendar days prior to the Bid Opening Date in OregonBuys Bid Solicitation page for this RFP

Deadline for RFP protests 10 calendar days prior to the Bid Opening Date and time in OregonBuys Bid Solicitation page for this RFP

Proposal submittal deadline See “Bid Opening Date” and time in OregonBuys Bid Solicitation page for this RFP

Completion of Proposal evaluations Estimated 7 calendar days after Bid Opening

Completion of interviews (if conducted) Estimated 14 calendar days after Bid Opening

Intent to award notice Estimated 3 business days after all scoring complete

Deadline for selection protest 7 calendar days after intent to award notice

*Negotiations completed Estimated 30 calendar days after intent to award notice

Contract execution Estimated within 7 calendar days of negotiation completion

* Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to accommodate the negotiation schedule above if selected for intent to award. See Section 2.4 Negotiations.

Section 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 DEFINITIONS, SUMMARY OVERVIEW and PROCUREMENT

AUTHORITY/METHOD

1.1.1 DEFINITIONS

For purposes of this RFP:

“Agency” or “ODOT” means Oregon Department of Transportation;

“business days” means calendar days, excluding Saturdays, Sundays and all State recognized holidays;

“calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

“Certified Firm” or “Certified Small Business” means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a service-disabled veteran owns”;

“COBID” means Certification Office for Business Inclusion and Diversity;

“Contract” means a contract awarded pursuant to this RFP;

“days” means calendar days;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications-based selection procedures [see ORS 279C.100 and ORS 279C.110];

“Project” means the upgrading of energy systems at ODOT facilities as described in Section 1.1.2 (Summary Overview);

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for Proposals;

“Proposers” – (referred to as “Vendor” in OregonBuys) All firms submitting Proposals are referred to as Proposers in this document; an awarded Proposer that has entered into a contract with Agency is referred to as “Consultant”;

“Qualifications Based Selection” or “QBS” means evaluation and scoring of Proposals based on qualifications, experience and project approach, without considering cost.

“Related Services” has the meaning provided in ORS 279C.100;

“RFP” means Request for Proposal (referred to as “Bid Solicitation” in OregonBuys);

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency;

“Services” means the services to be performed under the Contract;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provisions in the final Contract which set forth and define in detail (within the Scope of Work identified in this RFP) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations.

“Writing” means letters, characters and symbols made in electronic form or inscribed on paper and intended to represent or convey particular ideas or meanings.

Note: Though not defined, the terms “subconsultant” and “subcontractor” are used interchangeably in this document.

1.1.2 SUMMARY OVERVIEW

The Oregon Department of Transportation (“ODOT” or “Agency”) is seeking Proposals from Professional Services consultants to provide Architectural and Engineering Services for regional facility energy system upgrades.

Proposers responding to this RFP do so solely at their expense, and Agency is not responsible for any Proposer expenses associated with this RFP.

Proposers interested in this RFP must be able to provide the Agency with mechanical and electrical engineering services including investigating existing conditions, schematic design, design development, development of construction documents for permitting and bidding, bidding assistance, construction administration services and oversight of commissioning.

Project Description/General Background Information:

ODOT facilities are aging and many of the energy using systems need updating. The Region 3 Headquarters (“Region 3 HQ”) office, the Region 4 Headquarters (“Region 4 HQ”) office, the Bend DMV/Annex facility, and the Region 5 Headquarters (“Region 5 HQ”) office (the “Sites”) are in need of heating, ventilation, and air conditioning (“HVAC”), controls, and building envelope upgrades.

The facilities are primarily office type buildings, with staff occupying them during normal business hours with occasional weekend hours.

The objective of upgrading these sites is to provide increased comfort, better controllability of the heating, cooling and ventilation, reduced natural gas and electricity consumption, and contribute to the State’s energy efficiency and greenhouse gas emissions reduction goals outlined in Executive Orders 17- 20 and 20-24.

These locations experience severe winter weather conditions, resulting from wind, rain, flooding, and at times snow and ice. The upgrades will need to incorporate system redundancies and generator back-ups that allow for the office facilities to continue to function and serve the public in the event of severe weather or other emergencies.

Consultant will design and engineer a full replacement of the existing HVAC systems at the locations identified in this RFP, providing the necessary information for ODOT to make an appropriate selection from schematic layouts and approximate costs. Further schematic design will be required and provided for the selected system(s) in connection with the preparation of bidding documents.

The Regional Sites:

https://www.oregon.gov/gov/Documents/executive_orders/eo_17-20.pdf https://www.oregon.gov/gov/Documents/executive_orders/eo_20-04.pdf

The Sites are located in ODOT Region’s 3, 4 and 5. The Region 3 HQ office is located in Roseburg. The Region 4 HQ office and DMV/Annex building are located in Bend. The Region 5 HQ office is located in La Grande.

Specific details about the facilities are included in the Facility Profile (Exhibit 1). ODOT reserves the right to add additional items to the scope of work for each Site based on recommendations from the successful Proposer.

The Region 3 HQ building in Roseburg, OR is in need the following:

• Complete HVAC replacement, including new boiler

• Commissioning

• HVAC controls for main area and networked programmable thermostats for administration area

• Building envelope and insulation upgrade recommendations

Energy Trust of Oregon commissioned a technical analysis of the Region 3 HVAC system. The analysis was conducted by Colebreit Engineering and is attached to this RFP as Exhibit 2 for informational purposes only.

The Region 4 HQ and DMV/Annex offices in Bend, OR are in need of the following:

• HVAC replacement in Region 4 HQ

• HVAC controls upgrades

• Building envelope sealing and insulation upgrades recommendations

• Air de-stratification in the DMV lobby

• Commissioning

The Region 5 HQ building in La Grande, OR is in need of the following:

• Direct Digital Controls (“DDC”) building automation system

• HVAC replacement, including air distribution

• Commissioning

• Building envelope sealing, remediation, and insulation upgrades recommendations

The Services and associated deliverables for the prospective Contract are further described in Exhibit A, Statement of Work of the Sample Contract (RFP Attachment C).

Project Schedule. Agency anticipates the contracted Services will follow the schedule below:

Site Information Gathering December 2021 – January 2022

Design February 2022 – August 2022

Bidding Support September 2022 – October 2022

Construction Support November 2022 – September 2023

Closeout Support October 2023 – November 2023

Future Work Limitations: For purposes of this subsection, “Affiliate” or “Affiliates” of a consultant means any Person or entity that controls, is controlled by or is under common ownership or control with that consultant.

If a consultant or an Affiliate of consultant enters into a personal services contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that consultant or an Affiliate of that consultant will not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See ORS 279C.307.

If a consultant or any Associate of consultant enters into a personal services contract with Agency for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, a request for proposals or other solicitation documents and materials related to a given procurement, the consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by Agency).

Quantity of Contracts Awarded: It is anticipated that one Proposer will be selected for Contract award from this solicitation. Agency, in its sole discretion, may select more or fewer Proposers based on the Proposals submitted, the results of the evaluation, and Agency’s capacity needs for the Services.

Offer Period: A Proposer's Proposal is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the Bid Opening Date for this RFP. Agency may request, either orally or in writing, that Proposer extend the offer period in writing.

Contingent upon Agency need and available funding, Agency may (for up to 9 months following the close of this solicitation), in Agency’s sole discretion, make additional awards from this RFP. Agency may select the next ranked responsible Proposer who has submitted a responsive Proposal (provided the Proposer agrees to an extended offer period, if necessary), issue an intent to award and begin a new selection protest period. If agreement with that Proposer is not reached, Agency may offer an award to the next ranked Proposer and so on until agreement is reached or until Agency terminates the process.

Agency reserves the right to require confirmation of the qualifications of any Proposer.

Contract Duration: The Contract is anticipated to be effective by November 2021 and is expected to last approximately 2-3 years. Contingent upon Agency’s need and Consultant’s performance, Agency may amend the Contract for additional time as necessary for Project completion. The successful Consultant shall perform its obligations through final completion of all Services required under the Contract, and through completion of all warranty work for the public improvement or public works Project, if applicable, unless the Contract is terminated or suspended.

Funding Source(s):

It is anticipated that only State funds will be expended under the resulting Contract.

Contract Amount: The anticipated value of the construction contract(s) resulting from the designs developed from the Contract are estimated to be in the range of $3,000,000 to $3,500,000. Following notice of intent to award, Agency and the apparent successful Proposer will negotiate (as provided in Section 2.4) the statement of work and maximum dollar amount of the Contract. Contingent upon Agency’s need, Consultant’s performance, and the availability of approved funding, Agency may later amend the Contract for additional tasks, Contract phases and compensation as necessary to complete the Services needed for the Project, provided the amendments are within the Scope of Work described in this RFP. Proposers are advised that the award and potential dollar amount of the Contract, including any amendments, are contingent upon Agency receiving approval of adequate funding for use under this RFP, as determined by Agency in its sole discretion.

Contract Payment:

The method of compensation will be negotiated with the awarded proposer and may be based on any of the following methods (and may include more than 1 method):

• Cost Plus Fixed-fee, up to a maximum NTE amount;

• Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;

• Time and Materials, up to a maximum NTE amount;

• Price per Unit.

For further information see RFP Attachment A, Sample Contract, Exhibit B - Compensation

Aspirational Targets: A Certified Small Business Aspirational Target of 12% will be assigned to the Contract to ensure that contractors take reasonable steps to provide opportunities to Certified Firms.

Refer to Exhibit K of the Sample Contract (RFP Attachment A) for further explanation and description of these Aspirational Targets.

DBE Participation Goal:

The utilization of federal funds is not anticipated in this Contract and no DBE participation goals will be assigned. In the event that federal funding becomes available and will be utilized, the Contract may be amended to require DBE participation and compliance with the DBE provisions.

1.1.3 PROCUREMENT AUTHORITY AND METHOD; ELECTRONIC SIGNATURES

Procurement Authority. Agency is conducting this RFP according to its authority under ORS 279A.050(3).

Procurement Method. Agency is conducting this RFP in conformance with ORS 279C.110, OAR 731- 148-0220 – Formal Selection Procedure, and OAR 731-146-0150 – Electronic Procurement and Submittals.

Electronic Signatures. By submitting a Proposal to this RFP, the Proposer agrees that signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or email are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

1.2 QUESTIONS AND CLARIFICATIONS

1.2.1 PROPOSER QUESTIONS

https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx https://secure.sos.state.or.us/oard/viewSingleRule.action;JSESSIONID_OARD=NNrqguPTVAEv054GuvxcYDhBfMvcaJh3Hs21Vc_l43RdT26KWXC_!-1599462816?ruleVrsnRsn=255817

All inquiries regarding this procurement, whether relating to this RFP process, administration, deadline or award, Scope of Work, potential COI issues, or to the intent or technical aspects of the Services must be submitted using the “Bid Q&A” button for this solicitation in OregonBuys. Failing to follow the foregoing requirements for inquiries may result in Proposal rejection by Agency. All questions must be submitted in OregonBuys not later than the Deadline for Proposer Questions set forth in RFP Section 0.3 – Solicitation Schedule.

Answers to questions Agency receives via OregonBuys and that Agency, in its sole discretion, determines are substantive, will be issued as official addenda to this RFP or as Question and Answer documents (see Section 1.2.3) to ensure that all Proposers base their Proposals on the same information.

When appropriate, as determined by Agency in its sole discretion, revisions, substitutions, or clarifications of this RFP or attached terms and conditions will be issued as official addenda to this RFP.

Changes or modifications to this RFP shall be binding on Agency only if set forth in a written addendum published on OregonBuys

1.2.2 ADDENDA (referred to as “Amendment” in OregonBuys)

Addenda/modifications, if any, to this RFP will be published in OregonBuys as “Amendments”.

Prospective Proposers are solely responsible for checking OregonBuys (https://oregonbuys.gov/bso/) to determine whether or not any addenda have been issued. Addenda are incorporated into the RFP by this reference.

1.2.3 QUESTION AND ANSWER DOCUMENTS

Question and Answers will be posted on OregonBuys to respond to inquiries that Agency determines, in its sole discretion, do not effect changes to this RFP. Question and Answer documents provide clarifications and interpretations but do not change RFP requirements.

1.3 PROTESTS; REQUESTS FOR CHANGE

1.3.1 REQUIREMENTS FOR RFP PROTESTS AND REQUESTS FOR CHANGE

Prospective Proposers may submit a written protest of anything contained in this RFP and may request a change to any provision, specification or Contract term contained in this RFP. Prospective Proposers must submit protests concerning this RFP and requests for change to any particular provisions, specifications, or Contract terms contained in this RFP, to the Purchaser/Single Point of Contact identified in OregonBuys for this RFP. Protests and requests for change must be submitted in writing (via e-mail) no later than the deadline for RFP protests set forth in RFP section 0.3 Solicitation Schedule. Agency will not consider any protest to this RFP or request for change submitted after this deadline. Each protest and request for change must include the reasons for the protest or request (supported by factual documentation) and any proposed changes to RFP provisions, specifications or Contract terms. Agency will resolve all timely submitted protests in accordance with OAR 731-148- 0240(2). Agency will address all timely submitted requests for change within a reasonable time following Agency’s receipt of the request and once addressed, will promptly issue a written decision on the request to the Proposer who submitted the request. The foregoing procedures and deadline shall also apply to protests and requests for change respecting the contents of addenda to this RFP, unless the addenda specify a different deadline.

1.3.2 SELECTION PROTEST REQUIREMENTS

Following Agency’s evaluation process, every Proposer who submits a Proposal shall be notified by Agency of its selection status. Any Proposer who claims to have been adversely affected or aggrieved by the selection of a higher ranked Proposer must submit a written protest of the selection via email to https://oregonbuys.gov/bso/ the Purchaser/Single Point of Contact identified in OregonBuys for this RFP no later than the deadline for selection protests set forth in RFP section 0.3 Solicitation Schedule. Agency will not consider any protest submitted after this submittal deadline. Agency will not consider selection protests based on terms or requirements contained in this RFP – solicitation protests must be submitted during the solicitation protest period described in Section 1.3.1. The protesting Proposer must claim that it is the highest ranked Proposer or is within the class of higher ranked Proposers with whom Agency will negotiate Contracts because the Proposals of all higher ranked Proposers failed to meet the requirements of this RFP or because the higher ranked Proposers otherwise are not qualified to perform the Services.

Agency will resolve all timely submitted protests in accordance with OAR 731-148-0240(3). Proposers who have been notified that they were not selected may contact the Purchaser/Single Point of Contact (identified in OregonBuys for this RFP) to request copies of the evaluation documentation.

1.3.3 COSTS AND DAMAGES

All costs of a protest shall be the responsibility of the protestor and undertaken at the protestor's expense. The State and ODOT shall not be liable for the protestor’s damages or costs relating to the protest, or to the damages or costs of any participant in the protest, on any basis, express or implied.

1.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must comply with all of the following Pass/Fail criteria to be considered for further evaluation.

Proposals with items in this Section 1.4 marked as “PASS/FAIL” that are incomplete (except for minor informalities), not submitted by Bid Opening Date and time, or are otherwise not in substantial conformance with the requirement, will be rejected as non-responsive.

1.4.1 PROPOSAL SUBMITTAL DEADLINE (PASS/FAIL)

Agency will not accept Proposals submitted after the Bid Opening Date and time for this RFP specified in OregonBuys.

1.4.2 TERMS AND CONDITIONS (PASS/FAIL)

Unless an official addendum has modified or reserved the right to negotiate any terms and conditions contained in the Contract or exhibits thereto, Agency will not negotiate any term or condition after the solicitation protest deadline, except the SOW and pricing with the apparent successful Proposer(s) per Section 2.4. By Proposal submittal, the apparent successful Proposer agrees to be bound by the Oregon Department of Transportation Terms and Conditions as set out in RFP Attachment A (Sample Contract), and as they may have been modified or reserved for negotiation by Agency. Any Proposal that is received conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

Government bodies subject to ORS Chapter 190 do not bid or compete on the same basis as private-sector Proposers; however, Agency will initially review Proposals from government bodies according to the same evaluation criteria described in this RFP. Government bodies submitting a Proposal must comply with all applicable Proposal requirements described in this RFP. In addition to any other Proposer selection, Agency may enter into an ORS Chapter 190 agreement with any government body for the Services. Alternatively, Agency may cancel this RFP if Agency determines that to do so would be in the public interest, and enter into an ORS Chapter 190 agreement with a government body.

1.5 “REQUIRED” PROPOSAL SUBMITTAL ITEMS & SCORING DEDUCTIONS

Scoring Deductions:

• Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in this Section 1.5 marked as “REQUIRED” that is incomplete (except for minor informalities) or that is not submitted with the Proposal in substantial conformance of the requirement. Incomplete or missing items must be completed and submitted within 2 business days of email request by Agency (this does not apply to “PASS/FAIL” items which must be submitted by Bid Opening Date and time). Missing or incomplete items must be submitted via email to Agency at the email address shown on page 1. Failure to complete and deliver missing or incomplete “REQUIRED” items within 2 business days of request by Agency will result in Proposal rejection. Time limitations will be based upon the time of the email sent by Agency and the time of Agency’s receipt of the missing or incomplete items.

• Only one scoring deduction will be applied per deficiency. For example, if a minimum qualification is not listed on the Proposal Cover Sheet, one 2% deduction will be applied (rather than a 2% deduction for a missing minimum qualification and another 2% for an incomplete Proposal Cover Sheet).

• Proposals not in conformance with the font requirements for substantive text (including text in tables) set forth in Section 1.5.3 will receive a 3% scoring deduction and will not be sent back to Proposer for correction.

• Scoring deductions are on an average score per Proposal basis and not a deduction per evaluator.

For example, if a Proposer received an average score of 92 points from the evaluation committee, a 2% scoring deduction would result in a Proposal score of 90. (Percentage will be rounded to the nearest whole number.)

1.5.1 PROPOSAL COVER SHEET (REQUIRED)

The Proposal must include a completed Proposal Cover Sheet in the form as set forth in RFP Attachment C, with the “APPROVED” checkbox marked to certify approval by a duly authorized representative empowered to bind the Proposer. Any cover letters submitted in addition to the required Proposal Cover Sheet will not be forwarded to the evaluation committee.

On the Proposal Cover Sheet (or a separate sheet submitted with the Proposal Cover Sheet), identify the sections of the Proposal, if any, Proposer claims to be exempt from disclosure pursuant to Oregon Public Records Law, ORS 192.311 through 192.478. List sections, paragraphs, pages, etc., and the specific ORS citation(s) that Proposer claims provides for exemption of each listed section. (See RFP section 1.6.)

1.5.2 MINIMUM QUALIFICATIONS (REQUIRED)

Please include responses to the following Minimum Qualifications in the space provided on the Proposal Coversheet (RFP Attachment C):

REGISTERED PROFESSIONAL ENGINEER

Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying, and must supervise and direct the Services proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract. In the space provided on the Proposal Cover Sheet (RFP Attachment C), list the name and registration number of at least one Oregon

Registered Mechanical Engineer in active status who would be performing engineering Services under the Contract.

1.5.3 FORMAT FOR PROPOSAL SUBMITTALS; PAGE LENGTH LIMITATION

a. (REQUIRED) Proposals must use 12-point minimum font size for the substantive text (including text in tables) with the following exceptions which must use an 11-point minimum font size: RFP Attachment C – Proposal Cover Sheet, references (if required), “Key Staff Resumes” (if required), and COI Disclosure Form (if required). Proposers may use their discretion for the font size of other materials that do not include substantive text (e.g. graphics, picture or graphics captions, and organizational charts).

b. The Proposal must not exceed 10 pages, excluding Proposal Cover Sheet (RFP Attachment C), any tabs or indexes, and any of the following forms (if required in this RFP): references, Conflict of Interest form(s), and Subcontractor/Supplier Solicitation and Utilization form. If a Proposer submits a Proposal exceeding this limit, Agency will consider the pages up to that allowable number and discard all subsequent pages. The Proposer may choose how to allocate pages between any sections, within the overall page limit.

“One page” is defined as: one side of a single 8-1/2" x 11" page that meets the font size requirements stated in subsection “a” above. Any page over this size will be counted as 2 pages. Any page, partial page, tabs, indexes or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page.

1.5.4 REQUIRED SUBMITTALS VIA OREGONBUYS

Proposer must complete and submit the following items via OregonBuys before the Bid Opening Date and time specified in OregonBuys for this RFP (submittals by any other means will be rejected):

1) (REQUIRED) A single PDF file of the Proposal. The Proposal Cover Sheet (RFP Attachment

C) may be included as part of the single PDF file of the Proposal or may be in a separate file. (To the maximum extent practicable, the Proposal, Proposal Cover Sheet and all other submittal items should be compressed/optimized so the combined total size does not exceed 6 megabytes*.)

2) (REQUIRED) A PDF file of a completed Subcontractor Solicitation and Utilization Report form (available at: https://www.oregon.gov/ODOT/Forms/2ODOT/2721.pdf)

3) (REQUIRED) COI Disclosure Forms (if any must be submitted per section 1.5.5).

4) (REQUIRED) Key Staff Resumes may be included in the single Proposal file or they may be submitted as a separate file (one file for all Key Staff Resumes).

5) (REQUIRED) Provide 3 references for relevant projects as required in RFP section 2.1.3. The Reference Form must be submitted with the Proposal (separate file from the Proposal) but is not included in the Proposal page count.

* How to reduce PDF file size; How to reduce the size of Word documents that contain images.

Per OAR 731-146-0150(4), in the event of a failure of an Electronic Procurement System or electronic mail system that interferes with the ability of a Proposer to submit Electronic Submittals, to protest or to otherwise participate in the procurement, ODOT may cancel the procurement or may extend the date and https://www.oregon.gov/ODOT/Forms/2ODOT/2721.pdf https://www.oregon.gov/odot/Business/Procurement/DocsPSK/keystaff.docx https://www.oregon.gov/odot/Business/Procurement/DocsPSK/References.docx https://blog.gonitro.com/2013/04/5-tricks-to-reduce-pdf-file-size/ https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/ time of receipt of Electronic Submittals by providing notice of the extension immediately after the Electronic Procurement System or electronic mail system becomes available.

1.5.5 CONFLICT OF INTEREST (“COI”) DISCLOSURE (REQUIRED)

Proposer must indicate on RFP Attachment C - Proposal Cover Sheet (by checking the appropriate checkbox in the signature certification section) that the Proposer, its subcontractors and all other “Associates” (as that term is defined in the ODOT COI Guidelines) are in compliance with all COI disclosure guidelines, or submit COI Disclosure form(s) if applicable.

The ODOT COI Guidelines and COI Disclosure Form are available at the following Internet site:

https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx under “Miscellaneous Procurement Forms”).

1.5.6 REFERENCE QUESTIONNAIRE FORMS (RESERVED)

1.5.7 EARLY WITHDRAWAL OR MODIFICATION OF PROPOSAL

If a Proposer wishes to withdraw or make modifications to a submitted Proposal, Proposer must do so through OregonBuys, using the “Withdraw Quote” button prior to the Bid Opening Date and time for this RFP in compliance with OAR 731-146-0150(3)(c). In the case of a Proposer who wishes to modify its Proposal, the Proposer would then resubmit the entire Proposal as provided in Section 1.5.4.

1.6 PUBLIC RECORDS

This RFP, and one copy of every Proposal received in response to it, together with copies of all documents pertaining to the award of the Contract(s), shall be kept by Agency and made a part of Agency’s records. Proposals shall be open to public inspection in accordance with ORS 279C.107. If a Proposal contains any information that may be considered exempt from disclosure as a trade secret under either ORS 192.345(2) or ORS 646.461(4), or under other grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate on or with the Proposal the portions of its Proposal which Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal in whole as trade secret, confidential or otherwise exempt from disclosure is not acceptable. In such circumstances Agency will require Proposer to submit a memorandum citing the statutory justification for each specific area of the Proposal that Proposer claims to be exempt.

If Proposer fails to identify, on or with the Proposal, the portions of the Proposal Proposer claims are exempt from disclosure and the authority used to substantiate that claim, Proposer is deemed to have waived any later claim of an exemption or request for nondisclosure of that information.

Any Proposer that does not comply with these requirements may have its Proposal rejected.

Application of the Oregon Public Records Law or other applicable law shall determine whether any information is exempt from disclosure. Agency will not be held liable for any disclosure of information that Proposer considers to be exempt from disclosure if required by a Public Records Order.

Notwithstanding any rights under 17 USC 101 et seq., (the United States Copyright Act), when Agency is required to provide copies of the non-exempt portion of a Proposal pursuant to a Public Records Order, Proposer hereby grants a license to Agency to copy those portions of the Proposal that are subject to disclosure.

By submitting a response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free, worldwide license for the rights to copy, distribute, display, prepare derivative works and transmit the response for the purpose of conducting this procurement and to fulfill obligations under Oregon Public Records Laws.

1.7 NON-DISCRIMINATION

Agency, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

Section 2.0 EVALUATION PROCESS & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

2.1.1 PROPOSAL EVALUATION

Agency will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 731-148- 0220 and this RFP. Agency will review Proposals for conformance with the Pass/Fail and REQUIRED criteria identified in Sections 1.4 and 1.5. Proposals meeting all Pass/Fail criteria (including submittal of all REQUIRED items in the time allowed) will be forwarded to an evaluation committee that will independently review, score and rank Proposals according to the scoring criteria set forth in Section 2.2 (“Scoring Criteria”). Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in this RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal. Agency will not evaluate any proposed prices for Services as part of the evaluation process.

The outcome of the evaluation process may, in Agency’s sole discretion, result in:

(a) notice to Proposer(s) of selection or rejection for Contract negotiation and possible award;

(b) further steps to gather additional information for evaluation (e.g. checking references, notice of placement on an interview list, requesting clarification); or

(c) cancellation of this RFP and either re-issuance of this RFP in the same or revised form or no further action by Agency with respect to this RFP.

Agency may reject any or all Proposals and may cancel this RFP at any time if doing either would be in the public interest as determined by Agency. Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals submitted in response to this RFP will become property of Agency and part of the public file.

2.1.2 INTERVIEWS/FOLLOW-UP QUESTIONS

Agency may conduct and score interviews/follow-up questions. If interviews/follow-up questions are conducted, they will be evaluated and scored based on the following criteria:

• Understanding of Requested Services

• Technical Approach

• Project Management/Cost Effectiveness

• Proposer’s General Qualifications

• Proposer’s Capabilities

• Proposer’s Relevant Experience

• Project Team and Qualifications

• Any additional items as ODOT sees fit

If interviews/follow-up questions are conducted, the following will apply:

• A minimum of 3 evaluators shall score the interviews/follow-up questions (the evaluation committee for interview/follow-up questions may or may not include the same evaluators from the scoring of the written Proposals).

• The interviews/follow-up questions will have a maximum score of 100 points.

• Agency will, to the extent practicable, select the 3 highest ranked Proposers for interviews/follow-up questions. Agency, in its sole discretion, may increase or decrease the number of Proposers selected for interviews/follow-up questions if there is a natural break in the scores.

• As an alternative to interviews, follow-up questions may be sent via e-mail to Proposer(s) selected by Agency. Proposer’s responses to the follow-up questions must be received by the Agency’s Single Point of Contact at the email address shown on page 1 by the deadline set forth in the Agency’s email to Proposers. Agency may conduct interviews if determined necessary after conducting written follow-up questions.

• Agency, in its sole discretion, may elect to conduct interviews via teleconference, video conference, or in-person. Further details will be included with notification of time and date of interviews, if conducted.

2.1.3 REFERENCES

As required in RFP Section 1.5.4 – Required Submittals via OregonBuys, Proposers must submit through OregonBuys 3 references (using the form hyperlinked below) for projects where Proposer provided services relevant to the Scope of Work contemplated in this RFP. Agency does not intend to score references but may contact references to verify information provided in Proposals. If the contact and alternate contact for a reference are both members of the evaluation committee for this RFP, Agency will request a different project reference from the Proposer.

The Reference Form is available at:

https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Miscellaneous Procurement Forms).

2.1.4 CLARIFICATIONS

Agency may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications or modifications requested by Agency may be made before the Proposer is awarded a Contract, and some or all of the clarifications or modifications may become part of the final Contract.

Clarifications cannot be used to rehabilitate a non-responsive Proposal.

2.2 SCORING CRITERIA

Scoring will be based on the categories described in the table below. The Proposer must describe how Proposer meets each of the requirements that are specified in the subsections below. Proposers should be clear and concise in their responses.

Evaluation & Scoring Criteria

Max Points

2.2.1 GENERAL QUALIFICATIONS

• (5 points) Describe your firm’s qualifications and proficiencies to complete the requested Services.

• (5 points) List 3 projects, by type and location, performed within the last five years that are most comparable to the requested Services.

• (5 points) For the 3 projects listed, include a brief description of project type, size, location, site weather conditions, duration and objectives; a chronological timeline describing the tasks performed by the Proposer to fulfill the project objectives; and the actual project budget.

• (5 points) For each of the 3 projects submitted, indicate whether the services were accomplished within Proposer’s original estimated budget and schedule, or whether the budget or schedule needed to be revised.

Briefly explain the reason for any revisions. Describe if your firm (or a subconsultant) provided interim cost estimating during the design phases.

Describe any value engineering efforts to keep these projects within budget and your firm’s role in the value engineering process.

2.2.2 UNDERSTANDING OF REQUESTED SERVICES

• Demonstrate a clear and concise understanding of the Scope of Work requested in this RFP. Describe why your firm is the best choice for this Project.

2.2.3 PROJECT APPROACH

• (10 Points) Given the Project information provided in this RFP, describe your approach to cost-effectively meet Agency’s deliverables/objectives in the timeline needed. Describe what you believe are the most critical elements of this Project that the design team must address for a successful outcome.

• (10 Points) Describe the specific methods, tools, and processes your firm uses to develop estimates for services. How does your firm ensure that estimates for services are fair and reasonable to both the government and your firm?

2.2.4 PROJECT APPROACH BASED ON PRE-PROPOSAL SITE VISITS

• Based on your observations from the pre-proposal conference, what do you see as the major challenges and opportunities of each site visited.

(10 Points) Region 3 (10 Points) Region 4 (10 Points) Region 5

2.2.5 DESIGN PHILOSOPHY

The Sites selected for upgrades in this RFP have many aging systems, and are located in areas of the State that experience severe winter weather conditions.

Describe Proposer’s design philosophy for:

1. (5 points) Ensuring that systems are designed adequately to support the buildings needs and meet the State’s energy efficiency and greenhouse gas emissions reduction goals outlined in Executive Orders 17-20 and 20-24.

https://www.oregon.gov/gov/Documents/executive_orders/eo_20-04.pdf

2. (5 points) Future-proofing design for equipment changes.

3. (5 points) Creating redundancy and back-ups in systems design so these facilities can continue to function and serve the public in the event of severe weather or other emergency.

4. (5 points) Designing for severe weather conditions, including high wind speeds, excessive rainfall, and a high corrosive environment.

5. (5 points) Designing seismic resilient systems within the facility that exceed code requirements.

6. (5 points) Designing and specifying hardy and low-maintenance systems to hold up to heavy and long-term use

2.2.6 PROPOSER’S CAPABILITIES

Demonstrate capability to complete the requested Services. Response must include:

• (10 points) An explanation describing how the Proposer can accommodate the varying workload during different phases of the Services contemplated under the Contract, including any limitations.

• (5 points) An explanation describing Proposer’s proximity to the Project and how the Proposer can cost effectively accommodate providing the needed A&E and Related Services for the Project. Describe if Proposer has branch or satellite offices that will assist with the requested Services – indicate their location(s) and which services they are capable to perform.

2.2.7 PROPOSER’S PROJECT MANAGEMENT & COMMUNICATION

• (10 points) Describe your firm’s management, organizational structure, and methods of coordinating and expediting all elements of projects to meet delivery schedules without sacrificing quality. Describe your firm’s approach to adjusting schedules when needed, or adjusting your firm’s level of effort in order to meet a schedule and keep a project within a stated budget.

• (10 points) Describe your firm’s program controls approach for tracking and reporting project performance based on schedule and cost management.

Provide a concise summary of your firm’s Quality Control procedures and policies. Describe how your firm would integrate a third-party peer review into your Quality Control workflow.

• (5 points) Describe the specific efforts your firm makes to ensure tasks and deliverables are completed in the most cost-effective manner and to keep travel costs as low as possible.

• (10 points) Describe what…