AE RFP.pdf

FORMAL

REQUEST FOR PROPOSALS

A&E Related Services for the Commissioning of Eugene Medical Examiner Office and Forensics Lab

STATE OF OREGON

By and through its Department of State Police

RFP No: S-25700-00016540 Issuance Date: April 20th, 2026

PROPOSALS DUE: May 4th, 2026, NOT LATER THAN 2:00 PM (PST)

LATE PROPOSALS WILL NOT BE ACCEPTED

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.

TABLE OF CONTENTS

1.00 GENERAL INFORMATION

1.01 INTRODUCTION AND PUBLIC NOTICE

1.02 OREGONBUYS

1.03 OBTAINING RFP DOCUMENTS

1.04 RFP ATTACHMENTS

1.05 SOLICITATION SCHEDULE

1.06 PREPROPOSAL CONFERENCE

1.07 SINGLE POINT OF CONTACT (“SPC”)

1.08 STATEMENT OF DEI VALUES

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2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 PROCUREMENT AUTHORITY

2.02 APPLICABLE LAW

2.03 PROCUREMENT METHOD – RELATED SERVICES

2.04 DEFINITIONS

2.05 PROPOSER CERTFICATION

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.01 GENERAL BACKGROUND AND PROJECT DESCRIPTION

3.02 SERVICES SOUGHT

3.03 CONTRACT PHASES

3.04 PERFORMANCE SCHEDULE

3.05 CONTRACT DURATION

3.06 FUNDING SOURCE

3.07 PROJECT REQUIREMENTS/DESIGN REQUIREMENTS

3.08 SILENCE OF SPECIFICATION

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.01 SOLICITATION PROTESTS AND RQUESTS FOR CLARIFICATION OR

CHANGE

4.02 DISPUTES

4.03 COST OF PREPARATION OF PROPOSAL

4.04 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY

INFORMATION

4.05 FIRM OFFER

4.06 PROPOSAL FORMAT AND CONTENTS

4.07 MODIFICATION OR WITHDRAWAL OF PROPOSAL

4.08 PUBLIC OPENING

5.00 EVALUATION AND SELECTION

5.01 RESPONSIVENESS REVIEW

5.02 CLARIFICATION OF RESPONSES

5.03 MINOR INFORMALITIES

5.04 POINT AND SCORE CALCULATIONS

5.05 PRICE PROPOSAL EVALUATION- RESERVED

5.06 INTERVIEWS AND PRESENTATIONS

5.07 SCORING AND RANKING OF PROPOSERS; DETERMINATION OF

APPARENT SUCCESSFUL PROPOSER

5.08 SELECTION NOTICE AND PROTEST OF PROPOSER SELECTION

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.01 RESPONSIBILITY DETERMINATION

6.02 APPARENT SUCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.03 CONTRACT

6.04 SUBSEQUENT NEGOTIATIONS

7.00 CERTIFIED FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to

200.200; ORS 279A.105)

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1.00 GENERAL INFORMATION

1.01 INTRODUCTION AND PUBLIC NOTICE

The Oregon Department of State Police (“Contracting Agency”) (referred to herein as the Oregon State Police “OSP”) is seeking Proposals from Related Services Consultants to provide Building System Commissioning (“Cx”) services in support of the new OSP Eugene Medical Examiner (“ME”) Office and Forensics Lab. Contracting Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation pursuant to OAR 125-246-0170(2)(d)(R) (as amended) for architectural and engineering (A&E) services.

The general scope of work will include ensuring building systems are designed, installed, tested, and capable of being operated and maintained to perform in conformity with the Owners Project Requirements. Commissioning Agent (“CxA”) will assist the Owner with design, construction, training, closeout and warranty phase commissioning tasks and documenting the results.

Additional details on the Scope of the Services are described in the Section 3.02 (Services Sought) of this RFP and in Exhibit A of the Sample Contract attached. The Project is described in more detail in Section 3.01 of this RFP.

Owner anticipates the award of one (1) Contract from this RFP.

See Section 3.05 (Contract Duration) and Section 6.03 (Contract) for additional information.

Definitions are located in Section 2.04.

1.02 OREGONBUYS

1.02.1 Electronic Procurement System.

This solicitation is being conducted through OregonBuys, an electronic procurement as authorized by OAR 125-247-0330 (E-Procurement).

1.02.2 Registration Required.

All 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 top right corner of the OregonBuys website (https://oregonbuys.gov/bso).

For registration assistance see vendor registration guidance (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf)

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

1.02.3 User Guides.

See(https://www.oregon.gov/Agency/Business/Procurement/Pages/HowTo.aspx) for quick reference information regarding common questions from vendors when using OregonBuys.

1.02.4 Electronic Signatures.

By submitting a Proposal to this RFP, the Proposer (and if selected for award, also as the Consultant) agrees with the Contracting Agency 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.

https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

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1.02.5 Failure of Electronic Procurement System

Per OAR 125-247-0330(6) in the event of a failure of an Electronic Procurement System that interferes with the ability of a Person to submit Electronic Submittals, to protest or to otherwise participate in the procurement, Contracting Agency may cancel the procurement or may extend the date and time of receipt of Electronic Submittals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

1.02.6 Technical Difficulties; Late Submission

Larger files may take additional time to upload to OregonBuys. Proposers are responsible for allowing sufficient time to navigate the OregonBuys system, upload files, and finalize and submit its Proposal via OregonBuys prior to the Bid Opening Date.

If technical difficulties occur that are of no fault of the Proposer that prevent submission of a Proposal via OregonBuys, the Proposer may notify the SPC in writing, via email, immediately to describe the difficulties encountered and to seek SPC approval of an alternative submission method.

As circumstances warrant, SPC may, at its discretion, allow for an alternative Proposal submission method.

A Proposal received after the Bid Opening Date is considered late and late submissions due to any reason will not be accepted.

1.03 OBTAINING RFP DOCUMENTS

The RFP and attachments are published in the State of Oregon’s electronic eProcurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys.

Prospective Proposer is solely responsible for regularly checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

1.04 RFP ATTACHMENTS

The following are attachments to this RFP:

ATTACHMENT A--SAMPLE CONTRACT

ATTACHMENT B--PROPOSER INFORMATION AND CERTIFICATIONS FORM

ATTACHMENT C--PRICE PROPOSAL AND RATE SCHEDULE

ATTACHMENT D--CERTIFIED DISADVANTAGED BUSINESS FORM AND OUTREACH PLAN

ATTACHMENT E-- RESPONSIBILITY INQUIRY FORM

ATTACHMENT F--REFERENCE QUESTIONNAIRE

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.

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1.05 SOLICITATION SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. “N/A” denotes that event is not applicable to this RFP.

Schedule Item Date

Pre-Proposal Conference N/A 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 Proposal Opening May 4, 2026, 2:00 PM Completion of Proposal evaluations Estimated 10 calendar days after Bid Opening Completion of interviews (if conducted)

Estimated 7 calendar days after Bid Opening

Intent to award notice Estimated 3 business days after all scoring complete Deadline for selection protest No later than 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 6.03.2 Negotiations.

1.06 PREPROPOSAL CONFERENCE

<RESERVED>

1.07 SINGLE POINT OF CONTACT (“SPC”)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.08 STATEMENT OF DEI VALUES. The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit Proposals for this contracting opportunity.

2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 PROCUREMENT AUTHORITY

Contracting Agency is conducting this RFP according to its authority under ORS 279A.050 (Procurement authority) and ORS 279C.100 (Definitions governing procurement of personal services, including commissioning services), and pursuant to the delegated authority from the Oregon Department of Administrative Services under ORS 279A.050(2).

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2.02 APPLICABLE LAW

This RFP solicits proposals for commissioning services, which qualify as personal services under Oregon’s Public Contracting Code. Commissioning services are included within the statutory definition of “related services” in ORS 279C.100(8), alongside architectural, engineering, project management, and mechanical system balancing services. As such, this procurement is being conducted under the procedures and requirements established in Chapters 279A and 279C of the Oregon Revised Statutes, including competitive solicitation, evaluation criteria, and contract award protocols.

2.03 Procurement Method – Professional Services.

Contracting Agency is conducting this RFP in conformance with ORS 279C.110, OAR 125-248- 0130(2)(c) Formal Selection Procedure using specific procedures described in ORS 279B.060 Competitive Sealed Proposal. in. Proposals will be evaluated based on technical competence, relevant experience, and fee structure, using weighted evaluation criteria published in the RFP.

2.04 DEFINITION

In addition to terms defined elsewhere in this RFP, the following definitions apply to this RFP.

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf For purposes of this RFP:

“Amendment” as used in OregonBuys means “Addendum or “Addenda”, as defined in OAR 125- 246-0110(1);

“Business Days” means 8:00 a.m. to 5:00 p.m., Pacific Time, Monday through Friday, excluding State of Oregon holidays;

“Bid Opening Date” means “closing” as defined in OAR 125-246-0110(26). Proposal “Opening” as defined in OAR 125-246-0110(99) will immediately follow;

“Calendar Days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State of Oregon 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 veteran owns”;

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

“Contracting Agency” means the Department of Oregon State Police; Procurement Services;

“Days” means calendar days, unless Business Days is specified;

“DEI” means diversity, equity, and inclusion as described in Executive Order No. 22-15; ‘ “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 constructed facility or other improvement that Consultant has been retained to design or provide services for.

"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; after negotiations, an awarded Proposer will be designated as “Consultant”;

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

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“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 Contracting 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 defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations.

“Substantial Completion” means the date when the Owner accepts in writing the construction, alteration or repair of the improvement to real property or any designated portion thereof as having reached that state of completion when it may be used or occupied for its intended purpose.

Substantial Completion of facilities with operating systems occurs only after thirty (30) continuous Days of successful, trouble-free operation of the operating systems as provided in Section K.4.2 of the State of Oregon General Conditions for Public Improvement Contracts, January 1, 2012, Edition.

“Vendor” is a term used in OregonBuys and means any form of business entity registered in OregonBuys.

“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.

2.05 Proposer Certification

By participating in the procurement process and submitting a Proposal for Services, Proposer must abide by all requirements and provide all certifications listed herein and in the Proposer Information and Certifications Form (Attachment B). Any Proposal that is received conditioned on Contracting Agency’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.01 GENERAL BACKGROUND AND PROJECT DESCRIPTION

The Eugene ME Office and Forensic Lab is anticipated to be an approximately 44,000 square feet, with roughly 17,100 square feet dedicated to the forensics lab, and approximately 10,200 square feet dedicated to the medical examiner area, plus the balance of nearly 16,700 additional square footage for extra cold storage, a sally port, building support services, shared common spaced for training meetings, utility spaces, IT, mechanical rooms and facility maintenance.

The Forensics Lab area will be separated from the Medical Examiner area as well as the office and public functions of the facility to prevent contamination of evidence in the testing area and to provide chain of custody integrity. The facility must provide ample positive pressure hoods, good ventilation, and a secure lobby.

The Forensics Lab is anticipated to provide latent print processing, chemistry/blood alcohol, toxicology, and biology services, and the facility design and construction must support each of these services and meet accreditation standards for each space as required.

The target GMP for the Eugene Medical Examiner Office and Forensics Lab is $71,600,000.00.

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Preliminary Project Schedule:

Start Date, Design: November 2025 Substantial Completion Date: Spring 2029 (estimated) Project may include one or more early work packages for infrastructure and site development, building core and shell, and final tenant improvement fit and finishes.

3.02 SERVICES SOUGHT

The objective of Building System Commissioning Services, including without limitation services necessary for the commissioning of building mechanical, electrical, plumbing, fire, life, safety, communications, and building envelope systems collectively (the “Building System Commissioning System Services”) is to confirm and document the new facility meets, or exceeds, the functional and performance requirements for the Project.

The Consultant shall establish and document the owner’s criteria for system function, performance, and maintainability; verify and document compliance with these criteria throughout design, construction, start-up, and warranty periods; verify completeness of operation and maintenance (O&M) manuals, and depth of training needed on system operations.

The Consultant shall be involved throughout the project from the pre-design through the warranty phase. The primary role of the Consultant during the design phase is to develop detailed commissioning specifications and review design to ensure it meets the Owner’s objectives. During construction, the Consultant shall develop and coordinate the execution of a testing plan, including but not limited to observing, testing, and documenting the performance of all building systems to ensure all systems are functioning in accordance with the Owner’s Project Requirements and the contract documents.

The Consultant shall work as a collaborative member of the Owner’s project team and communicate openly and honestly in a factual manner related to all areas within Consultant’s scope of services. While the Consultant may not be responsible for design or general construction scheduling, cost estimating, or construction management, the Consultant shall assist with problem-solving, resolving non-conformance issues and deficiencies, and providing confirmation and recommendation to the Owner’s project team for acceptance of the Work and work products to be commissioned.

Minimum Qualifications/Requirements:

1) Consultant shall hold current PE License OR certification by the Building Commissioning Association OR the AABC Commissioning Group (ACG), Certified Commissioning Professional (CCP), and Certified Building Enclosure Commissioning Provider (CBECxP).

2) Demonstrated commissioning experience as member of Design-Build team.

3) Assigned staff must be capable obtaining background check clearance through Criminal

Justice Information System (CJIS).

4) Experience commissioning technical facilities of similar size and type, such as critical facilities, laboratories and medical facilities, include minimum of three (3) references within the last five (5) years on similar facilities with budget >$30M, including design-build projects, medical facilities, laboratory facilities, phase construction projects.

5) Must be independent of the design and construction teams Highly desirable attributes:

1) Highly desirable to be Certified Commissioning Authority (CxA).

2) Demonstrated knowledge working in secure facilities that require CJIS clearance.

3) Demonstrate knowledge of Oregon SEED and GET requirements

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4) Be familiar with NISTIR 7941 and OSSC Occupancy Category IV standards The Services and associated deliverables for the prospective Contract are further described in Exhibit A, Statement of Work of the Sample Contract (RFP Attachment A).

3.03 Contract Phases.

Contracting Agency anticipates the contracted Services will be performed in the following phases in support of the Project:

• Phase I – Design Phase

• Phase II - Construction Phase

• Phase III- Building Envelope

• Phase IV- Closeout The resulting contract is anticipated to include Phase I - Phase IV. The Contracting Agency may, at its discretion:

• Amend the Contract to add the next phase (or various elements), or

• Elect to complete subsequent phase tasks with in-house staff, or

• Assign subsequent phase tasks to another consulting firm.

Each added phase will require an amendment to the Contract.

3.04 Performance Schedule.

The anticipated Project milestone schedule:

Schematic Design February – May 2026 Design Development June – September 2026 Construction Documents (early work package) October 2026 – May 2027 Bidding Assistance November 2026 – June 2027 Construction Administration November 2027 – January 2029

3.05 Contract Duration:

The resulting Contract is anticipated to be effective by Spring 2026 and terminate two (2) years after construction Final Competition is achieved.

Contingent upon Contracting Agency’s need and Consultant’s performance, Contracting Agency may elect to amend the Contract for additional time as necessary. The successful Consultant shall perform its obligations through final completion of Construction, and through completion of all warranty work for the public improvement or public works Project, if applicable, unless the Contract is terminated or suspended.

3.06 Funding Source(s):

The Project is funded through State of Oregon Article XI‑Q bond proceeds, administered under ORS 286A.824. The Oregon Department of Administrative Services (DAS) issued these bonds to finance real or personal property projects, and the agency will pay bond-related costs from amounts budgeted for that purpose.

3.07 Project Requirements/Design Requirements

3.07.1 Use of Recycled Products

Successful Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services, pursuant to OAR 125- 246-0321.

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3.07.2 State Energy Efficiency Design (SEED) Program

It is the policy of the State that facilities to be constructed by authorized state agencies be designed, constructed, renovated and operated so as to minimize the use of energy resources and to serve as models of energy efficiency. Successful proposer shall be responsible for providing a design consistent with the requirements of the SEED Program, reducing building energy use 20% or more than the state energy code pursuant to ORS 276.900 and OAR Chapter 330, Division 130.

3.07.3 Green Energy Technology

Successful Proposer shall be responsible for providing a design that includes green energy technology, based on an amount equal to at least 1.5% of the total contract price for the Project, and all necessary documentation, consistent with the Green Energy Technology requirements provided under ORS 279C.527 and ORS 279C.528.

3.07.4 Build America/Buy America (Domestic Preference)

The Work subject to this Contract is subject to the domestic preference requirements provided for under ORS 279C.303. Pursuant to ORS 279C.303(2)(a), steel, iron, coatings for steel and iron and Manufactured Products purchased for or used in the Project, and that become part of a permanent structure, must be Produced in the United States.

3.07.5 Oregon Resilience Plan

The work subject to this Contract is subject to the Oregon Resilience Plan, Section

4. Critical and Essential Buildings and Oregon Structural Specialty Code (“OSSC”) criteria for critical government facilities, as outlined in OSSC Table 1604.5, Occupancy Category III & IV.

3.07.6 NISTIR for Forensic Laboratory Design & Operation

The work subject to this Contract is subject to The National Institute of Standards and Technology (NIST) standards, NISTIR 7941, “Forensics Science Laboratories:

Handbook for Facility Planning, Design, Construction, and Relocation” can be reviewed for reference.

3.08 Silence of Specification

The apparent silence of this scope of work, any specifications and any supplemental specifications as to any detail, or the apparent omission from one of these areas of a detailed description concerning any point, shall be regarded as meaning that only the best commercial and industrial practice is to prevail and that only materials and workmanship of first quality are to be used.

Services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Proposer, must be itemized in the Proposal.

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.01 REQUESTS FOR CLARIFICATION; SOLICITATION PROTESTS/ REQUESTS FOR

CHANGE

A. Requests for Clarification. Any Proposer may make a request for clarification of RFP terms or requirements or information. Requests for clarification must be submitted in writing (via e-mail) to the SPC no later than the deadline for RFP protests set forth in RFP section 1.05, Solicitation Schedule. Clarifications, whether verbal, in Writing, or included in an Amendment as a “clarification,” will be issued at the discretion of the SPC and do not change contractual terms, or procurement requirements. If a request for clarification raises an issue that Contracting Agency determines should be handled by formally amending the

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RFP, Contracting Agency will do so only by announcing such a change in an Amendment posted on OregonBuys, not through information identified as “clarification.”

B. Solicitation Protests/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. Protests and requests for change of any provision, specification or Contract term must be submitted in writing (via e-mail) to the SPC no later than the deadline for RFP protests set forth in RFP section 1.05, Solicitation Schedule. Contracting Agency will not consider any protest to this RFP or request for change of any provision, specification or Contract term 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 this RFP provisions, specifications, or Contract terms.

Contracting Agency will resolve all timely protests submitted in accordance with OAR 125- 248-0240. Contracting Agency will address all timely submitted requests for change within a reasonable time following Contracting Agency’s receipt of the request and once addressed, will promptly issue a written decision on the request via OregonBuys.

The foregoing procedures and deadline shall also apply to protests and requests for change respecting the contents of an amendment to this RFP, unless the amendment specifies a different deadline.

4.02 DISPUTES

In case of any doubt or differences of opinion as to the items or Service to be furnished hereunder, or the interpretation of the provisions of the RFP, the RFP on file with Contracting Agency shall govern and the decision of the State of Oregon shall be final and binding upon all parties.

4.03 COST OF PREPARATION OF PROPOSAL

Proposer is responsible for all costs incurred in Proposal preparation and participation in the Proposal evaluation, Award and Contract negotiation processes.

4.04 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY

INFORMATION

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 Contracting Agency and made a part of Contracting Agency’s records. Proposals shall be open to public inspection in accordance with ORS 279C.107.

If a Proposer believes that any portion of a Proposal contains any information that may be considered exempt from disclosure as a trade secret under ORS Chapter 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 the portions of its Proposal that Proposer believes are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal, in whole, as a trade secret, confidential or otherwise exempt from disclosure is not acceptable. Proposers are cautioned that cost information submitted in response to an RFP is generally not considered a trade secret under Oregon Public Records Law. If Proposal fails to identify the portions of the Proposal that Proposer believes are exempt from disclosure, Proposer is deemed to have waived any later claim of an exemption or request for non-disclosure of that information.

Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Proposer is advised to consult with legal counsel regarding disclosure issues.

The State and Contracting Agency will not be liable for any disclosure or release of information that Proposer considers to be exempt from disclosure if required by applicable law or court order. The State and Contracting Agency shall also be immune from liability for disclosure or release of

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4.05 FIRM OFFER

Submission of a Proposal constitutes Proposer’s affirmation that all terms and conditions of the Proposal constitute a binding offer that shall remain firm for a period of no less than ninety (90) days from the Proposal Due Date and Time specified on the cover page of this RFP.

4.06 PROPOSAL FORMAT AND CONTENTS

All Proposal documents requiring Signature must be signed by an authorized representative of the Proposer. The Proposal documents received by Contracting Agency may contain “Electronic Signatures”. Contracting Agency reserves the right at any time to require the submission of the hard copy originals of any documents included in the Proposal.

Proposals must be submitted through the OregonBuys system as described in more detail in section 1.02 of this RFP. No oral, telephone, e-mail or facsimile Proposals will be accepted.

Proposals must not exceed 10 pages, excluding attachments and forms. Any pages exceeding the maximum number of pages shall not be evaluated. If there is any question as to format requirements contact the SPC for clarification.

Proposer shall provide required information on the forms specified in this RFP. Any information Proposer submits that is not required to be included on forms prescribed by this RFP must be formatted in the manner called for in this RFP and submitted on Proposer’s letterhead.

Proposals must be prepared providing a concise description of the Proposers’ ability to meet the requirements of this RFP. Emphasis should be placed on completeness, clarity and organization.

Proposals must be arranged and organized in separate sections according to the Proposal evaluation criteria requirements listed below in Section 5.04, Point and Score Calculations.

4.07 MODIFICATION OR WITHDRAWAL 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 Proposal Due Date and Time stated on the Cover Page for this RFP.

4.08 PUBLIC OPENING

RESERVED

5.00 EVALUATION AND SELECTION

Contracting Agency will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 125-248-0130(2) and this RFP.

Responsive Proposals (see Section 5.01) will be forwarded to an evaluation committee that will independently review, score and rank Proposals according to the Evaluation Criteria set forth in Section 5.04. 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.

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

(a) notice to Proposer(s) of selection for Contract negotiation and possible award; or (b) cancellation of this RFP and either re-issuance of this RFP in the same or revised form or no further action by Contracting Agency with respect to this RFP. Alternatively, Contracting Agency may determine it will take further steps to gather additional information for evaluation (e.g. notice of interviews, requesting clarification).

Contracting 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 Contracting Agency. Contracting Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during

DAS AE & Related Services RFP Template 12-27-24 Page 13 of 19 further evaluation stages. All unreturned Proposals submitted in response to this RFP will become property of Contracting Agency and part of the public file.

5.01 Responsiveness Review.

Proposals must be considered responsive for further evaluation. A Proposal received prior to the Bid Opening Date will be reviewed by the SPC to determine if it responsive to the requirements set forth in this RFP. If the Proposal is unclear, the SPC may request clarification from Proposer (See Section 5.02, Clarification of Responses). If the SPC finds the Proposal non-responsive, the Proposal may be rejected; however, Contracting Agency may waive minor informalities (see Section 5.03, Minor Informalities).

5.02 Clarification of Responses.

Contracting Agency reserves the right to request clarification of any item in a Proposal to properly evaluate the Proposal. All requests for clarification and responses shall be in writing. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal. Clarifications cannot be used to supplement or rehabilitate a non-responsive Proposal. Except for requests and responses related to a clarification necessary to evaluate whether a Proposal has met minimum requirements, all requests for clarification and responses will be provided to each selection committee member.

5.03 Minor Informalities.

Contracting Agency, in its sole discretion, may waive minor informalities or allow a Proposer to correct them. Minor informalities are: (1) matters of form rather than substance when evident in the Proposal, or (2) insignificant mistakes that can be waived or corrected without prejudice to other Proposers.

Examples of minor informalities include Proposer’s failure to:

• Submit the required number of originals or copies, or both, of Proposals

• Sign the Proposal in the designated block provided an authorized signature appears elsewhere in the Proposal evidencing an intent to be bound.

5.04 POINT AND SCORE CALCULATIONS.

Each responsive proposal will be evaluated and scored by an evaluation committee as set forth in this Section. Available points are shown in the evaluation criteria section below. Evaluation Committee members may change, and Contracting Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below up to the maximum points available. The SPC will then average all the evaluator scores for each evaluation criterion.

Evaluation Criteria

1.) Cover Letter

Available Points: 10

The Cover letter should address the Proposer’s willingness and commitment, if selected to provide the services offered and a brief description of why the Proposer believes it should be selected. The letter should include the name of the firm and the name, title, telephone number, and email address of the individual(s) authorized to represent the Proposer with respect to the RFP, Proposal, and any resulting contract negotiations. The letter must be signed by the Proposer, if an individual, or a legal representative of the Proposer’s entity authorized to bind the entity in contractual matters. The letter must include a statement that Proposer agrees to accept the terms and conditions of the contract provisions.

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2.) Proposer Experience, Key Personnel and Qualifications and Reference Questionnaire

Available Points: 40

Proposer should provide an overview of Proposer’s experience and qualifications with respect to the delivery of the Services described in this RFP. Proposer should list individual team members and subconsultant team members the Proposer proposes to assign to or utilize for the Services. Proposer should provide relevant information for each of the proposed team members, including names of staff and position, professional qualifications, and relevant experience. Provide any applicable experience and certifications and include a current resume for each (not to exceed two (2) pages each).

(Note – Resumes are not included in the Proposal page count).

Proposer should also provide a list and description of similar projects that it has completed within the last five (5) years.

Proposer should provide a portfolio of three previous buildings that best highlight similar projects as outlined in the Scope of Work. The portfolio should consist of a description of the building to explain the project similarities.

Proposer should send the Reference Questionnaire (Attachment F) to three references from prior projects that Proposer provided services for that were similar in nature and complexity to the Services sought in this RFP. A separate form must be completed by each reference, returned to the Proposer and submitted with the Proposal.

Note—Reference Questionnaire forms are not included in the Proposal page count.

3.) Understanding of Requested Services, Approach and Implementation

Available Points: 30

Proposer should describe its understanding of the intent and the requirements of the Services being requested in this RFP, the scope of the Services and its overall plan to complete the Services in support of the Project.

Proposer should describe the firm’s management and organizational structure, and how that structure aids the delivery of the Services sought - including the firm’s chain of command.

Proposer should describe how subcontractors will be selected, utilized and managed to complete the projects. Include a list or organization chart showing all subconsultants and their proposed roles/disciplines.

Proposer should provide any additional betterments (services your firm offers or that your firm recommend being included in the scope of services contemplated in this RFP) or recommended revisions to the scope of services detailed in Exhibit A, Scope of Work, to Attachment A, Sample Contract, or this RFP.

4.) Required Forms:

Available Points: Pass/Fail

a. Proposer Information and Certifications Form (Attachment B to this RFP)

b. Price Proposal and Rate Schedule (Attachment C to this RFP)

c. Certified Business Firm (“COBID”) Outreach Plan (Attachment D to this RFP)

DAS AE & Related Services RFP Template 12-27-24 Page 15 of 19

d. Responsibility Inquiry Form (Attachment E to this RFP)

e. Reference Questionnaire (Attachment F to this RFP)

Note—Required forms are not included in the Proposal page count.

5.05 PRICE PROPOSAL EVALUATION.

Pricing must be submitted as instructed in the Price Proposal Form (Attachment C). The price proposal will be scored by the SPC independently from the Evaluation Committee and based on the following formula. The Proposal with the lowest price proposal must be awarded the maximum number of available points and the Proposals with higher price must be awarded a percentage of the maximum points awarded: (20 points maximum):

(L/X)Y = AP where L – Lowest Price Proposal among all Proposals X – Price Proposal being scored Y – Total points possible AP – Awarded points

5.06 INTERVIEWS and PRESENTATIONS.

At Contracting Agency discretion. If conducted, however, Contracting Agency must interview all proposers unless establishing a competitive range and providing for protests accordingly. If Contracting Agency wishes to use the competitive range process, please note for DOJ to include corresponding language Contracting Agency, at its sole discretion, may arrange Proposer interviews. Proposers should be prepared to provide a brief presentation of their Proposal, lasting no more than 10 minutes.

Proposers should also be prepared to respond to questions related specifically to their Proposals and other pertinent matters regarding the RFP.

Questions may be directed to the Proposer’s key Project staff regarding qualifications, experience and the firm’s overall approach. At a minimum, the project manager and the key individuals responsible for delivering the Services should be in attendance.

Contracting Agency, in its sole discretion, may elect to conduct interviews via teleconference, video conference, or in-person. Contracting Agency will provide information regarding location, time, and format for the interview to Proposers at least seven (7) Days prior to interview.

The total maximum available interview points are 50 points.

5.07 SCORING AND RANKING OF PROPOSERS; DETERMINATION OF APPARENT

SUCCESSFUL PROPOSER

Proposal submissions will be reviewed to determine if all submittal requirements have been met.

Those meeting the Submittal Requirements will be evaluated to determine “Best Value” for the State. “Best Value” is based solely on the evaluators determination of what best meets the needs of OSP, considering all aspects of the contracted scope of services, including but not limited to minimum qualifications outlined within this RFP. The Facility and Capital Construction Manager will provide final determination. scores for Proposer ranking and tentative award will be determined as follows:

• Total Evaluation Criteria Score = Total of all evaluator scores for a given Proposal, divided by the number of evaluators,

• Total Price Proposal Score

• Total Interview or Presentation Questions Score (if conducted) = Total of all evaluator scores for a given Proposer, divided by the number of evaluators.

DAS AE & Related Services RFP Template 12-27-24 Page 16 of 19

• Final Score = Total Proposal Score plus Total Price Proposal Score plus Total Interview (if conducted).

5.08 SELECTION NOTICE and PROTEST OF PROPOSER SELECTION

Contracting Agency will notify all Proposers, through OregonBuys, of its selection status.

A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the Contracting Agency no later than the date set forth in RFP Section 1.05. 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 the RFP or because the higher ranked Proposers otherwise are not qualified to perform the Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services described in the RFP.

Protests based on terms or requirements contained in this RFP – are solicitation protests (Section 4.01B) that must be submitted during the solicitation protest period described in Section 1.05 and will not be considered in Selection Protests.

Contracting Agency will resolve all timely submitted protests in accordance with OAR 125-248- 0240.

All costs of a protest shall be the responsibility of the protesting Proposer and undertaken at its expense. The State and Contracting Agency shall not be liable for any of the Proposer's costs or expenses incurred or related to filing the protest, on any basis, express or implied.

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.01 Responsibility Determination.

Prior to award, Contracting Agency will determine if an apparent successful Proposer is responsible, which may include investigation of references. Contracting Agency reserves the right to investigate references including others than those provided in the Responsibility Inquiry Form (Attachment E) and the Proposal Reference Questionnaire (Attachment F). Investigation may include past performance of any Proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers. At any time prior to award, Contracting Agency may reject a Proposer found to be not responsible.

6.02 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

The highest-ranked Proposer who is found to be responsible and selected for a Contract award under this RFP will be required to submit, in addition to any information or certifications required pursuant to the Proposer Information and Certification Sheet (Attachment B), the following information to Contracting Agency within 10 calendar days of Selection Notice. Contracting Agency will, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if Proposer is unable to provide this information within this timeframe or as otherwise deemed reasonable by the Contracting Agency.

6.02.1 Certificates of Insurance.

The apparent successful Proposer shall provide (electronically via email) Certificates of Insurance to Contracting Agency for levels of Insurance coverage shown in Exhibit C of the Sample Contract (RFP Attachment A). Apparent successful Proposers that have current Certificates of Insurance (with all required coverages and not specific to a particular project) on file with Contracting Agency will not be required to resubmit these.

6.02.2 Business Registry Number/Registered Agent

If selected for Contract award, Proposer must be duly authorized by the State to transact business in the State before executing the Contract. Firms that contract

DAS AE & Related Services RFP Template 12-27-24 Page 17 of 19 with Contracting Agency are responsible for compliance at all times with all applicable legal requirements regarding business organization, authorization and registration. The apparent successful Proposer(s) (unless you are an individual operating as your real and true name or otherwise exempt under applicable laws) shall submit a current Oregon Secretary of State Business Registry number. See process for obtaining a Business Registry number:

https://sos.oregon.gov/business/Pages/register.aspx.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents: https://sos.oregon.gov/business/pages/registered-agents-service-of-process.aspx.

For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules (https://sos.oregon.gov/business/pages/laws-rules.aspx). The titles in this subsection are available on the Secretary of State’s Business site: https://sos.oregon.gov/business/Pages/default.aspx.

6.02.3 W-9 Form

The apparent successful Proposer(s) shall provide their Taxpayer Identification Number and backup withholding status on a completed W-9 form (https://www.irs.gov/pub/irs-pdf/fw9.pdf) if either of the following apply:

• When requested by Contracting Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

No payment can be made until a properly completed W-9 is on file with Contracting Agency.

6.02.4 Joint Venture/Partnership Information

An apparent successful Proposer, if a Joint Venture/Partnership shall provide a copy of the joint venture agreement or partnership agreement evidencing authority to propose and to enter into the resulting Contract that may be awarded, together with corporate resolutions (if applicable) evidencing corporate authority to participate as a joint venturer or partner. A contact person must also be designated for purposes of receiving all notices and communications under the Contract. All partners and joint venturers will be required to sign the Contract awarded.

6.02.5 Certificate of Pay Equity Compliance

If selected Proposer employs 50 or more full time workers and the estimated contract price exceeds $500,000, Proposer shall supply the Certificate of Pay Equity Training issued by DAS (under ORS 279A.167) upon completion of the curriculum and assessment that the Proper understands the prohibitions set forth in ORS 652.220 and in other laws or rules that prohibit discrimination in compensation or wage payment.