9480 ITB Final.pdf

OPRD PROCUREMENT No. 9480

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OREGON PARKS AND RECREATION DEPARTMENT

ISSUES THIS INVITATION TO BID

FOR THE PURCHASE OF

PORTABLE MESSAGE BOARDS

OPRD Procurement No. 9480

OregonBuys Bid S-63400-00006167

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TABLE OF CONTENTS

1. PROCUREMENT DESCRIPTION

1.1 Purpose

1.2 Specifications

1.3 Delivery Address

1.4 Additional Information

2. SOLICITATION PROCESS

2.1 Procurement Authority and Method

2.2 Definition of Terms

2.3 Procurement Schedule

2.4 Public Notice

2.5 Pre-Bid Meeting

2.6 Inquiries and Changes

2.7 Bid Requirements

2.8 Bid Opening

3. EVALUATION PROCESS

3.1 Clarification of Bids

3.2 Disqualification of Bids

3.3 Cancellation of Solicitation

3.4 Administrative Review

3.5 Method of Award

3.6 Applicable Preferences

3.7 Bidder Responsibility

4. AWARD PROCESS

4.1 Intent to Award

4.2 Contract Requirements

ATTACHMENTS:

Attachment 1 Contractual Acceptance Form Attachment 2 Pricing Proposal Form Attachment 3 Detailed Specifications Attachment 4 Standard Terms and Conditions for the Purchase of Goods

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1. PROCUREMENT DESCRIPTION

1.1 PURPOSE

The Oregon Parks and Recreation Department (OPRD) is seeking bids for the purchase 5 portable changeable message signs (a.k.a. message boards, variable message signs). 3 for the Coast region.

As a result of this solicitation process, OPRD intends to award one contract for the Goods described in this Solicitation Document. The awarded contract will be in the form of a standard State of Oregon purchase order.

The general provisions of the awarded contract are included in Attachment 4 (Standard Terms and Conditions for the Purchase of Goods).

1.2 SPECIFICATIONS

Detailed specifications and requirements for the Goods are described in Attachment 3 (Detailed Specifications).

1.3 DELIVERY ADDRESS

Delivery (FOB Destination) to the address below within six weeks of order date. Bidder is responsible for offloading.

Two PCMS-3812 units will be delivered to:

Fort Stevens State Park Attn: Justin Parker

(503) 440-4219 100 Peter Iredale Rd.

Hammond, OR 97121

One PCMS-3812 unit will be delivered to:

OPRD Coastal Region Office Attn: Alan Freudenthal

(541) 270-8235 1236 N Beaver Creek Rd Seal Rock, OR 97376

1.4 ADDITIONAL INFORMATION

1.4.1 Tobacco Free Properties. Bidders need to be aware that Executive Order 12-13 established statewide policy that properties wholly owned or leased by the State of Oregon shall be tobacco free. If Bidder is selected for contract award, Bidder, and its employees, agents and subcontractors will be expected to comply with established smoking restrictions while performing services on State property.

2. SOLICITATION PROCESS

2.1 PROCUREMENT AUTHORITY AND METHOD

OPRD is conducting this Procurement under the authority granted in ORS 279A.050(6)(d), which gives the State Parks and Recreation Department authority to procure or supervise the procurement of all goods, services, public improvements and personal services relating to state parks in accordance with the Public Contracting Code.

OPRD is conducting this Procurement in accordance with OAR 137-047-0270, Intermediate Procurements.

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2.2 DEFINITION OF TERMS

2.2.1 Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110, OAR 137-047-0100, or OAR 137-047-0310.

"OregonBuys System" or “OregonBuys” means the on-line electronic Oregon automated procurement system administered by the State’s Department of Administrative Services. The OregonBuys System website is:

https://oregonbuys.gov/bso/. Terminology specific to the OregonBuys system may be found at:

https://oregonbuys.gov/bso/view/homepage/homePage.xhtml

2.2.2 CROSSWALK OF TERMS FOR OREGONBUYS

Terms used in OregonBuys

Definition

Addenda “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 Addenda.

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, after which the Bid “Opening” as defined in OAR 137-046-0110(21) will immediately occur.

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 (i.e., any form of contract; agreement; price agreement or on-call contract, etc.; purchase order; or work order contract.

Master Blanket Purchase Order

(“MBPO”)

Any form of contract; agreement; price agreement or on-call contract, etc.; purchase order; or work order contract.

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

Vendor Any form of business entity registered in OregonBuys. Only registered Vendors are eligible to submit a Quote and enter into any form of Contract pursuant to Bid Solicitations advertised in OregonBuys.

2.3 PROCUREMENT SCHEDULE

The anticipated procurement schedule is listed below. All dates are estimates and all times are Pacific Time. OPRD may modify the schedule at its sole discretion.

Solicitation Issued/Posted on OregonBuys…………………………………March 16, 2023

Deadline for Inquiries (Requests for Clarification)……………………..March 23, 2023 at 2:00 PM

Closing/Bids Due/Opening…………………………………………………………March 30, 2023 at 3:00 PM

Contract Awarded……………………………………………………………………..April 5, 2023

2.4 PUBLIC NOTICE

https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/view/homepage/homePage.xhtml

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This Solicitation Document, including all Addendums and attachments, are published in the OregonBuys e-procurement system. Solicitation documents will not be mailed to prospective Bidders.

2.5 PRE-BID MEETING

There is no pre-Bid meeting scheduled for this solicitation.

2.6 INQUIRIES AND CHANGES

2.6.1 Single Point of Contact. Bidders shall address ALL INQUIRIES related to this Solicitation to the individual identified below by any of the following methods:

NAME Dee E. Brausch, Contracts Coordinator EMAIL: dee.e.brausch@oprd.oregon.gov

PHONE: (971) 720-0408

MAIL: OREGON PARKS AND RECREATION DEPARTMENT

725 SUMMER STREET NE, SUITE C, SALEM OR 97301

2.6.2 Requests for Clarification. A prospective Bidder may request clarification of any provision contained in this Solicitation Document. Any request for clarification must:

• Be submitted by e-mail to the Single Point of Contact; and

• Be received by the deadline for inquiries designated in section 2.3 Procurement Schedule, or as changed by Addenda.

At its sole discretion, OPRD will respond to such requests received by direct response to the requestor, by issuing clarification(s) in the form of Questions and Answers posted on ORPIN, or by issuing changes in the form of Addenda posted on OregonBuys. OPRD’s clarification to a Bidder’s request, whether orally or in writing, does not change this Solicitation Document and is not binding on OPRD unless the Solicitation Document is amended by Addendum in accordance with section 2.6.4 below.

2.6.4 Changes to Solicitation Document. Changes to the Solicitation Document will be made only by Addenda issued by OPRD and posted on OregonBuys.

2.7 BID REQUIREMENTS

2.7.1 Bid Format. Bids must be submitted on the forms and in the format required by this Solicitation Document. Any specific forms required for Bid submittal are included as attachments to this Solicitation Document.

2.7.2 Bid Content. The Bid must be complete in all respects, including necessary signatures, certifications, documentation, and responses to any other information required by this Solicitation Document, including but not limited to the following:

A. Contractual Acceptance Form

The Bid must contain a completed Contractual Acceptance Form (Attachment 1) including an original signature of the Bidder or a representative of the Bidder who is authorized to commit the Bidder to legal contracts. The person signing the Bid shall initial any alterations or erasures in ink. By submitting its Bid, a Bidder agrees to be bound by the terms and conditions contained in this Solicitation Document. A Bidder shall not make a Bid conditional upon OPRD’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document.

B. Pricing Proposal

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The Bid must contain a completed Pricing Proposal Form (Attachment 2). All Pricing Proposals must be valid for 30 days from Closing.

C. Specifications; Minimum Requirements

The Bid must comply with all specifications and/or minimum requirements described in Attachment 3 (Detailed Specifications). If the Bid submitted is for an equivalent brand, Bidder must attach detailed specifications of the item bid.

2.7.3 Bid Submission. Bidder is solely responsible for ensuring its Bid is submitted via OregonBuys e-procurement system and is received in accordance with the solicitation requirements before Opening. OPRD is not responsible for any transmission errors, delays or mistaken delivery of email.

2.7.3.1 OregonBuys Electronic Submission. OPRD will accept only those Bids submitted via the OregonBuys-e procurement system. All Bidders or vendors must be registered in OregonBuys to do business with the State.

Registration is free.

• To create a vendor account, click the blue “Register” button in the upper right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

• Vendors are responsible for ensuring their vendor registration and general business information is current and correct in OregonBuys. OPRD will not be responsible for defective registration or incorrect vendor information.

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

• Details entered in the Header Information section;

• All ITB Attachments, Addendums and notices, question and answer documents, and any other files linked in the “File Attachments” and “Form Attachments” subsections; and

• Any information entered in the “Questions” and “Item Information” sections.

Bidder should select the “Confidential” checkbox in OregonBuys, when uploading any files required in response to this ITB.

2.7.4 Bid Modification. Any Bidder that wishes to make modifications to a Bid already submitted in OregonBuys, shall submit its modification before the Bid Opening Date and time specified in OregonBuys for this ITB. Bidder must note the specific change(s) to the Bid submission. Modifications made after Bid submission must be uploaded to OregonBuys after deleting prior submittal items, using the “Withdraw Quote” button.

2.7.5 Bid Withdrawal. If a Bidder wishes to withdraw a submitted Bid, Bidder shall do so prior to Opening Date and time specified in OregonBuys for this ITB. Bidder also must use the “Withdraw Quote” button in OregonBuys to withdraw the Bid.

2.7.6 Bid Costs. All costs associated with preparation, submission, modification and withdrawal of a Bid are the sole responsibility of the Bidder and will not be borne by OPRD.

2.7.7 Public Records; Trade Secrets. This Solicitation Document and one copy of each original Bid received in response to it will be kept by OPRD and made a part of a file or record which shall be open to public inspection. If a Bidder https://oregonbuys.gov/bso

9480 ITB Page 7 of 8 believes that its Bid contains any information that is considered a trade secret under ORS 192.501(2) or otherwise exempt from disclosure under the Oregon Public Records Law, ORS 192.410 through 192.505, each sheet of such information must be marked as follows:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS

192.410 through 192.505.”

Bidders are cautioned that cost information submitted in response to a Solicitation is generally not considered a trade secret under the Oregon Public Records Law. Further, information submitted by a Bidder that is already in the public domain is not protected as a trade secret. Go to:

https://www.oregonlegislature.gov/bills_laws/ors/ors192.html for the definition of trade secret and information on what is exempt from disclosure.

OPRD will not be liable for disclosure or release of any information when authorized or required by law or court order to do so. OPRD shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

2.8 BID OPENING

Bids and all required submittal items must be received by the SPC in OregonBuys on or before the Bid Opening. All Bid modification or withdrawals must be completed prior to Opening. Bids received after Opening will be considered LATE and will NOT be accepted for evaluation.

There will be no public Bid Opening. Bids will be opened by the SPC at the Closing date and time designated in section 2.3 Procurement Schedule or as changed by Addendum. Bids received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, OPRD will record and make available the identity of all Bidders after Opening.

3. EVALUATION PROCESS

Bids received prior to Closing will be evaluated in accordance with the evaluation process described below, OAR 137-047-0270, and any other applicable rules and statutes.

3.1 CLARIFICATION OF BIDS

During the evaluation process, OPRD may request clarification from any Bidder regarding any portion of their Bid.

Bidders should remain available during the evaluation period to respond to any such requests for clarification.

Bidders should respond to requests for Bid clarification in the format and timeframe required by OPRD. If OPRD is unable to contact or receive a requested clarification from a Bidder, that Bidder’s Bid may be rejected according to OPRD’s interpretation of the Bid without clarification.

3.2 DISQUALIFICATION OF BIDS

Any attempt by a Bidder to improperly influence the evaluation process will result in the disqualification of that Bidder’s Bid from consideration.

3.3 CANCELLATION OF SOLICITATION

Any time during the Solicitation Process, OPRD may cancel this Solicitation or reject any and all Bids in accordance with ORS 279B.100.

3.4 ADMINISTRATIVE REVIEW

Bids will be evaluated for compliance with the Bid requirements identified in section 2.7. Bids deemed nonresponsive will be rejected. Bids deemed Responsive will be further evaluated as described below.

https://www.oregonlegislature.gov/bills_laws/ors/ors192.html

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3.5 METHOD OF AWARD

Only Responsive Bids will be considered for award. In accordance ORS 279B.070(4), if a contract is awarded, OPRD shall award the contract to the Bidder whose Bid will best serve the interests of OPRD, considering price as well as other considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility.

3.6 APPLICABLE PREFERENCES

In accordance with ORS 279A.120 and 125, OPRD must:

(a) Give preference to goods or services that have been manufactured or produced in Oregon if price, fitness, availability and quality are otherwise equal,

(b) Add a percent increase to the Bid of a nonresident Bidder equal to the percent, if any, of the preference given to the Bidder in the state in which the Bidder resides, and

(c) Give preference to the procurement of goods manufactured from recycled materials.

For purposes of applying (a) and (b) above, Bidder must identify on the Contractual Acceptance Form (Attachment

1) whether Bidder is a “Resident Bidder” as defined in ORS 279A120(1)(a).

3.7 BIDDER RESPONSIBILITY

In accordance ORS 279B.110, OPRD may contact any references (whether or not provided by Bidder) and request any additional information deemed necessary to determine the Responsibility of the Bidder to provide the Goods or Services.

4. AWARD PROCESS

4.1 INTENT TO AWARD

OPRD will notify all Bidders via Notice on OregonBuys of the selected Bidder. This announcement will serve as notice to all Bidders that OPRD intends to award a contract to the selected Bidder subject to the successful negotiation of any negotiable provisions.

4.2 CONTRACT REQUIREMENTS

4.2.1 Contract Form. The Bid is an offer to enter into a contract that, if accepted for award, binds the Bidder to a contract and the terms and conditions contained in this Solicitation Document.

The form of contract will be a standard State of Oregon Purchase Order that incorporates the terms and conditions contained in Attachment 4 (Standard Terms and Conditions for the Purchase of Goods).

A Bidder shall not make a Bid contingent upon OPRD’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document. The process for requesting changes to the Contract terms and conditions is described in section 2.6 of this Solicitation Document.

4.2.2 Recyclable Products. Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

4.2.3 Insurance. If Bidder will be shipping the Goods on their own truck/vehicle, the selected Bidder shall provide to OPRD certificates and additional insured endorsements for the automobile liability insurance required in attachment 4 section 13.B.