DWSP Grant Request for Quote_Final~1.pdf

Request for Quotes (RFQ)

Hazmat Spill Response Trailer and Equipment

Submit to:*

Kimberly Swan

Program Manager Clackamas River Water Providers kims@clackamasproviders.org

*Electronic Submittals Only

Deadline: May 15, 2026 at 2:00 PM Pacific Time mailto:kims@clackamasproviders.org

Introduction

The Clackamas River Water Providers is a coalition of cities and public water districts located in the Portland, Oregon metropolitan area. Collectively serving over 300,000 people in Clackamas and Washington Counties, the parties rely on the Clackamas River as their primary source of public drinking water.

Among the larger watershed planning efforts, the CRWP facilitates emergency response planning among its member agencies. This project supports implementation of the CRWP Geographic Response Plan (GRP), which outlines strategies to protect drinking water intakes in the event of a hazardous material spill.

The CRWP, in cooperation with the North Clackamas County Water Commission, obtained a $50,000 grant from the State of Oregon to purchase of a customized Hazmat Spill Response Trailer and associated equipment. This grant is funded through Business Oregon and the Oregon Drinking Water Source Protection program.

Objective To procure a fully equipped, towable hazmat spill response trailer capable of supporting on-water spill response strategies identified in the CRWP GRP, particularly those designed to protect key drinking water intake locations.

Scope of Work The selected vendor will provide:

1. Trailer Specifications

• Size: 12 ft x 6 ft

• Minimum payload capacity: 1,500 lbs

• Towable by a ½-ton pickup truck

• Road-legal and compliant with all applicable regulations

• Configured for organized storage and rapid deployment of spill response equipment

2. Spill Response Equipment The trailer should be fully outfitted with equipment necessary to give the CRWP the most flexibility in implementing GRP strategies, including but not limited to:

• Containment booms (appropriate for river deployment)

• Anchoring systems (anchors, lines, rigging)

• Ropes and deployment lines

• Personal Protective Equipment (PPE)

• Sorbent materials (pads, rolls, socks)

• Skimming or recovery tools (if applicable)

• Storage containers and organization systems

• Tools required for deployment and retrieval

• Any additional equipment recommended for river-based hazmat spill response

Equipment selection should align with strategies outlined in the CRWP Geographic Response Plan https://experience.arcgis.com/experience/a171867ff297445ba5061eecd251ca36/page/Page, with emphasis on protecting identified drinking water intakes, highlighted below in yellow.

3. Assumptions Vendors should base their quotes on the following:

• Spill response partners will supply boats for deployment

• All GRP strategies are deployable under average river flow conditions

• Equipment should be suitable for riverine environments

• Trailer must support efficient deployment and retrieval of all equipment.

• All equipment must be new. No used or refurbished equipment will be considered.

Submittal Requirements Submitted quotes must include:

• Description and specifications of trailer

• Detailed list of included equipment

• Customization details (as deemed necessary)

• Itemized quote including delivery cost (all pricing must be in US dollars)

• Estimated delivery timeline

• Warranty information

• Vendor experience with similar projects (preferred)*

*Preference will be given to vendors who can provide both the trailer and all required equipment as a complete package.

All quotes, including any price quotations, are binding upon quoter for sixty (60) calendar days from the Quote Due Date.

https://experience.arcgis.com/experience/a171867ff297445ba5061eecd251ca36/page/Page

Electronic Submittals/Deadline Email the requested information to Kim Swan at kims@clackamasproviders.org not later than 2 pm Pacific Time on Friday, May 15, 2026. Only electronic submittals will be accepted. The timestamp on the email will be used to verify on-time delivery within the stated deadline.

Submittals after the stated deadline will be deemed non-responsive and rejected.

Evaluation of Proposals Proposals will be evaluated for their completeness. Missing items or incomplete submittals may be deemed non-responsive and rejected at the sole discretion of the CRWP and its member agencies. Submittals will be evaluated based on price, inventory of items offered, product warranties and other product information deemed relevant, as requested. Preference will be given to women, minority and veteran owned businesses or any other designated disadvantaged business enterprise. Selection will be granted to the least-cost, most responsive bidder.

Questions/Addenda All questions regarding this RFQ should be directed to: Kim Swan in writing at kims@clackamasproviders.org . Only written comments and questions will be deemed valid and binding. Any changes to this solicitation will be issued by written addenda. Questions submitted less than 3 business days prior to the submittal deadline may not be considered.

Rejection of Quotes The CRWP reserves the right at their sole discretion to reject any or all quotes for any reason.

Modification or Withdrawal Prospective bidders may modify or withdraw any quotation up until the stated deadline for receipt of submittals.

No Cost Preparation Bidders will not be reimbursed for any costs incurred in connection with the preparation of a response to this RFQ for any reason.

Purchase Order Terms In submitting a response to this RFQ, all bidders acknowledge and accept the terms and conditions stated in the attached Purchase Order Terms and Conditions for the North Clackamas County Water Commission (NCCWC).

Authorization This solicitation is subject to the rules for Intermediate Procurements, as authorized under Oregon Revised Statute 279B.070 and Oregon Administrative Rule 137-047-0270.

Protests All protests to the solicitation or any resulting award shall be subject to Oregon Administrative Rules 137-047-0730 and 137-047-0740.

The following language included is required of all federal and state grants and should be reviewed.

1. Source of Funds

Work under this contract is funded by the Source Water Protection Fund through Business Oregon and a partnership of Local and/or Private Funds.

2. Whistleblower

“Contractor receiving DWSP funds shall under or through this contract to, post notice of the rights and remedies provided to whistleblowers under No Fear Act Pub. L. 107-174. 29 CFR § 1614.703 (d).” (language to be included in all construction contracts and subcontracts)

3. Non Discrimination

Each procurement contract must include the following term and condition:

“The contractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 40 CFR part 33 in the award and administration of contracts awarded under EPA financial assistance agreements. Failure by the contractor to carry out these requirements is a material breach of this contract which may result in the termination of this contract or other legally available remedies.”

4. Termination for Cause and for Convenience & Breach of Contract

“Contractor shall address termination for cause and for convenience, including the manner by which it will be effected and the basis for settlement. In addition, contractor shall address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.”

5. Intellectual Property (language to be included in all contracts)

“Contractor hereby grants to the U.S. E.P.A. a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government purposes, any intellectual property developed under this contract. Contractor shall secure from third parties the same license in the name of the U.S. E.P.A. regarding any intellectual property developed by third parties as subcontractors to perform this project, or developed under contract with the Contractor specifically to enable Contractor’s obligations related to this project.”

6. Disadvantaged Business Enterprises (language to be included in all contracts)

Recipient will implement the good faith efforts for solicitation and contracting with Disadvantaged Business Enterprises (“DBE”) described in Section 4.1 of the Safe Drinking Water Handbook. This applies to all solicitation and contracting for construction, equipment, supplies, engineering or other services that constitute the Project financed by this Contract. Recipient will maintain documentation in a Project file and Disadvantaged Business Enterprises. Recipient will maintain documentation in a Project file and submit required forms, as described in Section 4.1 of the Safe Drinking Water Handbook. Recipient will ensure that all prime contractors and subcontractors implement the good faith efforts for solicitation and contracting, and comply with all DBE procurement forms, statements, and reporting requirements. If the Loan exceeds $250,000, Recipient agrees to apply the current regional fair share objectives.

Recipient will ensure that each procurement contract (prime plus all subcontractor contracts) includes the following term and condition:

“The contractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 40 CFR part 33 in the award and administration of contracts awarded under EPA financial assistance agreements. Failure by the contractor to carry out these requirements is a material breach of this contract which may result in the termination of this contract or other legally available remedies.”

Recipient will ensure that all prime contractors and subcontractors implement the good faith efforts for solicitation and contracting, and comply with all DBE procurement forms, statements, and reporting requirements. If the Loan exceeds $250,000, Recipient agrees to apply the current regional fair share objectives.

(Include the following forms, found in the Business Oregon Preconstruction Packet)

• DBE Six Good Faith Efforts and Form

7. Inspections; Information (language to be included in all contracts and subcontracts:)

“Contractor shall permit, and cause its subcontractors to allow [insert name of water system Owner], the State of Oregon, the federal government and any party designated by them to:

(1) Examine, visit and inspect, at any and all reasonable times, the property, if any, constituting the Project.

(2) Inspect and make copies of any accounts, books and records, including, without limitation, its records regarding receipts, disbursement, contracts, and any other matters relating to the Project, and to its financial standing, and shall supply such reports and information as reasonably requested.

(3) Interview any officer or employee of the Contractor, or its subcontractors, regarding the Project.

Contractor shall retain all records related to the Project for three years after final payments are made and any pending matters are closed.”

8. Suspension and Debarment (language to be included in all contracts and subcontracts:)

“Contractor certifies that it is not debarred or suspended or is otherwise excluded from or ineligible for participation in federal assistance programs under Executive Order 12549, ‘‘Debarment and Suspension”, and shall not contract or permit any subcontract at any level with any party similarly excluded or ineligible. A list of excluded parties is available in the System for Award Management (SAM) at www.sam.gov, under “search records”.”

FOR DWSP CONSTRUCTION CONTRACTS ONLY (IN EXCESS OF $10,000)

9. Equal Employment Opportunity (language to be included in all construction contracts and subcontracts in excess of $10,000)

“Contractor shall comply with Executive Order 11246 of September 24, 1965, entitled ‘‘Equal Employment Opportunity,’’ as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60).”

http://www.sam.gov/

Six Good-Faith Efforts

Any public water system receiving an award from the Safe Drinking Water Revolving Loan Fund and the Drinking Water Source Protection Fund must ensure good-faith implementation of the six good-faith efforts comprising the federal “Fair Share Program,” for the solicitation of all contractors providing construction, equipment, supplies, engineering or other services that constitute the project financed by the award.

Documentation demonstrating that these six good faith efforts have been taken must be included and maintained in the water system’s project files. Likewise, once a contractor has been selected by the water system, that contractor must adhere to the following six good-faith efforts in soliciting its subcontractors:

1. Ensure Disadvantaged Business Enterprises (DBEs) are made aware of contracting opportunities to the fullest extent practicable through outreach and recruitment activities.

For Indian Tribal, state and local government recipients, this will include placing DBEs on solicitation lists and soliciting them whenever they are potential sources. (Note: The acronym DBE used throughout this document is a global term for Minority Business Enterprises (MBEs) and Women’s Business Enterprises (WBEs).

2. Make information on forthcoming opportunities available to DBEs and arrange time frames for contracts and establish delivery schedules, where the requirements permit, in a way that encourages and facilitates participation by DBEs in the competitive process. This includes, whenever possible, posting solicitations for bids or proposals for a minimum of 30 calendar days before the bid or proposal closing date.

3. Consider in the contracting process whether firms competing for large contracts could subcontract with DBEs. For Indian Tribal, state and local government recipients, this will include dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by DBEs in the competitive process.

4. Encourage contracting with a consortium of DBEs when a contract is too large for one of these firms to handle individually.

5. Utilize the services of the Small Business Administration (SBA) and the Minority Business Development Agency of the Department of Commerce.

6. If the prime contractor awards subcontracts, require the prime contractor to take these six good-faith efforts in subcontracting with Disadvantaged Business Enterprises for any subcontract that they let. Locating Disadvantaged Business Enterprises for Outreach Applicable MBE / WBEs are certified by the Office of Minority, Women and Emerging Small Business (OMWESB), Small Business Administration, or by a federal agency. The following sites may be of assistance for locating Minority or Women-Owned Business (MBE / WBE) firms and others may exist too:

• Office of Minority, Women and Emerging Small Business (OMWESB) Directory of Certified Firms at http://www.oregon4biz.com/How-We-Can-Help/OMWESB/

• Federal System for Award Management at https://www.sam.gov

• Minority Business Development Agency, US Dept. of Commerce at www.commerce.gov/os/ogc/minority-business-development-agency

• EPA’s Office of Small Business Programs at www.epa.gov/osbp/

• Oregon Office of Economic & Business Equity at https://dasapp.oregon.gov/statephonebook/display.asp?agency=12100&division=12103

• U.S. Department of Transportation at www.dot.gov/osdbu/disadvantaged-business-enterprise

Prevention of Unfair Practices

Finally, there are a number of provisions designed to prevent unfair practices that may adversely affect DBEs that are now required of the prime contractor for every SDWRLF funded project:

• A SDWRLF loan recipient must require its prime contractor to pay its subcontractor for satisfactory performance no more than 30 days from the prime contractor’s receipt of payment.

• A SDWRLF loan recipient must be notified in writing by its prime contractor prior to any termination of a DBE subcontractor for convenience by the prime contractor.

• If a DBE subcontractor fails to complete work under the subcontract for any reason, the SDWRLF loan recipient must require the prime contractor to employ the Six Good-Faith Efforts if soliciting a replacement subcontractor.

• A SDWRLF loan recipient must require its prime contractor to employ the Six Good Faith Efforts even if the prime contractor has achieved its fair share objectives.

http://www.oregon4biz.com/How-We-Can-Help/OMWESB/ https://www.sam.gov/ http://www.commerce.gov/os/ogc/minority-business-development-agency http://www.epa.gov/osbp/ https://dasapp.oregon.gov/statephonebook/display.asp?agency=12100&division=12103 http://www.dot.gov/osdbu/disadvantaged-business-enterprise http://www.dot.gov/osdbu/disadvantaged-business-enterprise