900455 Instructions to Bidders.pdf

Instructions to Bidders – August 2024 Page 1

INSTRUCTIONS TO BIDDERS

These instructions supplement the Invitation to Bid and the General Conditions for Construction for the City of Eugene (“General Conditions”). For additional information, or in the case of any discrepancies, refer to the General Conditions.

1. OregonBuys eProcurement System

1.1 Registration Requirement and Bidder Guidance

All Bidders (Vendors) must be registered in OregonBuys to participate in this solicitation.

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 contact support.oregonbuys@oregon.gov or call 1-855-800-5046.

Bidders (Vendors) are responsible for ensuring that their Vendor registration and information is current and correct in OregonBuys. The City shall not be responsible for defective registration or incorrect Vendor information.

Detailed instructions on how to submit a Bid, “Vendor Formal Solicitation Response.pdf” can be found at OregonBuys https://oregonbuys.gov/bso/.

1.2 Crosswalk of Terms used in OregonBuys

Terms used in OregonBuys Definition

Amendment “Addendum” or “Addenda”, as defined in City of Eugene Public Contracting Rules 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 City of Eugene Public Contracting Rules 137-046-0110(4). 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 any form of existing contract.

Master Blanket Purchase Order

(“MBPO”)

Any form of contract or agreement.

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.

Vendor Any form of business entity registered in OregonBuys. Only registered Vendors may submit a Quote or Bid or enter a contract pursuant to a solicitation advertised in OregonBuys.

https://oregonbuys.gov/bso/ mailto:support.oregonbuys@oregon.gov

Instructions to Bidders – August 2024 Page 2

2. Description of Work

Construction of Regional Bicycle Enhancements Eugene 2024, as called for in the Plans and Specifications and such additional Incidental Work as requested by the Engineer. The estimated project cost range is $33,000 to 44,500.

The scope of work generally includes:

• Installation of bike racks

• Temporary pedestrian and traffic control

3. Requests for Clarification or Changes

Inquiries regarding the plans, specifications, and contract documents shall be made to: Catherine Rohan – 541-682-8472 or crohan@eugene-or.gov.

The City will provide Addenda by publishing them on the OregonBuys. Bidders shall be responsible for checking for Addenda.

4. Submission of Bids

A. Bid submittals shall be in accordance with the Invitation to Bid, the General Conditions, and any issued Addenda.

B. The Bid, a scanned copy of the bid security, and any other documents required to be submitted with the Bid shall be uploaded as a pdf attachment in the OregonBuys online portal. See instructions “OregonBuys Vendor Formal Solicitation Response.pdf” at

C. The online bid submittal shall be identified with the project name and the Bidder's name and address.

D. Bids shall be uploaded to the OregonBuys online portal prior to the time and date for receipt of Bids indicated in the Invitation to Bid or any extension thereof made by Addendum. The City is not responsible for any delays caused by computer submissions.

E. Bids received after the Bid Closing date and time will not be considered.

F. The Bidder shall assume all responsibility for timely delivery designated for receipt of Bids.

G. Oral or other communication of the Bid is invalid and will not receive consideration.

H. If a Bidder wishes to withdraw or make modifications to a submitted Bid, Bidder must do so through OregonBuys, using the “Withdraw Quote” button prior to the Bid Opening date and time.

5. Required Bid Submission Forms

The following forms must be completed, signed and returned with the Bidder’s submission package:

✓ Bid Guaranty

✓ Affidavit of Noncollusion

✓ Certificate of Bidder/Contractor Employee Drug Testing Program

✓ Certificate of Non-Discrimination in Sub-Contracting

✓ Certificate of Compliance with Oregon Tax Laws

✓ DBE Commitment Certification and Utilization Form (DBE goal >0)

✓ Certification of Lobbying Activities

Instructions to Bidders – August 2024 Page 3

✓ Certification of Workers’ Compensation Coverage

✓ Conflict of Interest (COI) Disclosure

✓ Bid Schedule

✓ Acknowledged Addenda (if any issued)

The following form must be completed, signed and returned within two (2) hours of the Bid Closing:

▪ First-Tier Subcontractor Disclosure Form

The City may consider any Bid that does not include the mandatory submission forms identified in this section, filled out completely and appropriately endorsed, to be non-responsive. The City reserves the right to waive minor informalities and irregularities in determining the responsiveness of individual Bids. Non-responsive Bids shall not be considered for award.

6. Bid Opening

A. Bids will be opened immediately and publicly read aloud in an online Microsoft Teams meeting Click here to join the meeting.

B. Bidders and other interested parties are invited to remotely view the Bid Opening;

however, the identity of the successful Bidder will not be determined at the Bid Opening time. The City reserves the right to review the Bids and to consult with Purchasing and Legal Counsel about the sufficiency and legality of the Bids.

7. Post-Bid Opening

A. Submit the First-Tier Subcontractor Disclosure Statement by:

• An attachment to the Bid using the OregonBuys website (see 00110.05(e)), at the time designated for receipt of Bids;

• Email transmission to the email address Eugene.PWE.Bidding@eugene-or.gov; or

• Fax transmission to 541-682-8410.

Bidders are required to submit a first tier subcontractor disclosure form, substantially as described in ORS 279C.370, within two working hours of the Bid Closing date and time.

B. Reserved

C. It is the intent of the City to award a Contract to the lowest Responsive Responsible Bidder provided the Bid has been submitted in accordance with the requirements of the Bidding Documents and does not exceed the funds available.

D. The City has the right to waive any informality or irregularity in any Bid received and to accept the Bid which, in the City's judgment, is in its own best interest.

E. The City shall also have the right to reject any or all Bids when in the City's judgment it is in the City's best interest to do so.

F. If an apparent successful Bidder is identified, the City will issue an intent to award notice on OregonBuys and will provide a copy of the notice to all Bidders.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWMwZmI4M2QtNjcxNS00NmM0LWFiOTYtMDcwYTA1MTdlNTA1%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%2207b0db61-40e9-448e-8a04-c2c00bd490bc%22%7d