Formal RFP for 54 North FY26.pdf

RFP: S-62900-00014694 – 54 North Fuels Reduction & Huckleberry Restoration FY26

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STATE OF OREGON

COVER PAGE

Oregon Department of Forestry

54 NORTH FUELS REDUCTION & HUCKLEBERRY

RESTORATION FY26

Request for Proposal (RFP)

S-62900-00014694

Date of Issue: August 20, 2025

Closing Date and Time: September 22, 2025

Single Point of Contact (SPC): Katrina Chinn, Contract Officer

Address: 2600 State Street, Bldg. E City, State, Zip Salem, OR 97310 Phone (voice) 971-345-7823 E-mail: Katrina.chinn@odf.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:Katrina.chinn@odf.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 PRINTING, BINDING, AND STATIONERY WORK

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION FORM

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H QUESTIONS FOR PROPOSER

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Forestry (“Agency” “ODF”), is issuing this Request for Proposal for analysis and documentation Services that are necessary for an Environmental Assessment, Decision Notice, and Finding of No Significant Impact (FONSI) for the 54 North Integrated Vegetation Management Project on the Umatilla National Forest (UNF). This Work will be performed under the Good Neighbor Authority (GNA).

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of one Contract from this RFP. The term of the Contract is anticipated to expire on June 30, 2026.

1.2 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.

Event Date Time

Pre-Proposal Conference (Duration: 1.5 hrs.) Sept. 3, 2025 2:30 PM

Questions / Requests for Clarification Due Sept. 5, 2025 4:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) Sept. 12, 2025

RFP Protest Period Ends

7 calendar days prior to RFP Closing

Closing (Proposal Due) Sept. 22, 2025 2:00 PM

Opening of Proposal Sept. 22, 2025 2:00 PM

Issuance of Notice of Intent to Award (approx.) Sept. 25, 2025

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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Agency is issuing this RFP pursuant to its authority under ORS 279A.050, OAR 125-246-0170(2) and the Department of Administrative Services (DAS) Delegation Agreement REQ-DASOBO- 00065874 (as amended).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

“Agency” means the Oregon Department of Forestry (ODF).

“OregonBuys” means the State of Oregon’s automated procurement system.

“Schedule of Events” means the specific time and dates events relating to this RFP will occur.

“Services” means all work, including any incidental goods, required under the Contract resulting from this Solicitation Document.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Federal forests are critical to the ODF’s mission to protect, manage, and promote stewardship of the state’s 30 million acres of forests on behalf of all Oregonians.

With approximately 61% (18 million acres) of Oregon’s forests under federal ownership, the health and management of federal lands are key to ODF’s success in fulfilling this mission.

The Federal Forest Restoration (FFR) Program plays a role in supporting healthy federal forests in Oregon by leveraging tools such as the Good Neighbor Authority (GNA), cooperative agreements, and grant agreements. Its mission is to accelerate the pace, scale, and quality of forest restoration, thereby increasing the resilience of Oregon’s federal forests. The program is guided by Oregon state law (ORS 526.271- 76), which established a policy to prioritize GNA projects that increase timber harvest volume, create jobs, reduce wildfire risks, enhance wildlife habitat and watershed health, and stimulate local economies. State law also mandates that ODF efforts be "additive,” achieving more than federal agencies can accomplish with their existing resources.

Environmental planning and compliance work is an important component of the FFR Program.

2.3.2 Project Overview and Background

ODF plans to assist UNF in their federal forest project planning needs and

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 6 of 23 compliance with the National Forest Management Act (NFMA), National Environmental Policy Act (NEPA), and other federal laws. This Work will be performed under the GNA agreement.

A Contractor has already completed a portion of the surveys, documentation and analysis necessary for this project. This RFP is intended to accomplish the remainder of the Work associated with this project.

The Forest Service proposes to treat up to 40,565 acres utilizing (1) Large diameter thinning for trees that are 9 inches diameter at breast height (DBH) and over; (2) Small diameter thinning for trees that are up to 9 inches DBH; and (3) Underburning treatment types. Thinning prescriptions are to be designed to improve and/or maintain stand health, density, and diversity while also contributing to meeting the timber harvest and production goals and objectives of the Umatilla National Forest Land and Resource Management Plan (LRMP).

The project was selected for analysis to reduce surface and ladder fuel loadings, enhance forest structure, return project area to a low to moderate severity surface fire to the landscape, and improve habitat for native plant species. The project is adjacent to the Umatilla Indian Reservation and is within the Ceded Territory of the Confederated Tribes of the Umatilla Reservation (CTUIR). It has been identified as a priority area to help enhance first foods habitat, specifically to address declining huckleberry habitat conditions and improve Big Game forage and habitat needs.

The project is about 7 miles northeast of Ukiah in Umatilla and Union Counties.

The selected Contractor will prepare an Environmental Assessment to “facilitate planning, decision making, and public disclosure” in accordance with 7 CFR 1b.5(a).

ODF is seeking Contractors to review resource conditions in the project area, perform required resource analysis, and document that analysis in a draft Environmental Assessment and project record for the 54 North Fuels Reduction and Huckleberry Restoration GNA Project. Work will include contact with Forest Service and Agency personnel, public involvement support, analysis of relevant environmental effects, maintenance of the project record, and preparation and submittal of the draft DN and FONSI. There are no surveys required. Contractor shall perform all services as described in Exhibit A of Attachment A, Statement of Work (SOW) for the 54 North Fuels Reduction and Huckleberry Restoration GNA Project.

The Agency will hold the Contract and be responsible for payment. The U.S. Forest Service (“Forest Service” or “USFS”) staff will act as local contacts and Contract field inspectors reporting to the Agency on Contract implementation and accepting completed Work. The Contractor will contact USFS staff for issues and questions regarding policy, analysis, format requirements and SOW tasks. The Contractor will contact the ODF Federal Forest Restoration Program Lead or designated representative for questions regarding Contract specifications, contract-related issues, and Contract payments.

2.3.3 Purpose

The purpose of this RFP is to establish a Contract to perform analysis, and documentation

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 7 of 23 services necessary for compliance with the National Environmental Policy Act (NEPA) and other federal laws for the 54 North Fuels Reduction and Huckleberry Restoration Good Neighbor Authority (GNA) Project on the North Fork John Day Ranger District on the Umatilla National Forest (hereinafter referred to as “the project”). ODF and USFS anticipate that an Environmental Assessment will be prepared for this project as described in 7 CFR 1b.5(a).

The project includes but is not limited to development and producing a Finding of No Significant Impact (FONSI) and Decision Notice (DN) in accordance with such requirements.

2.4 SCOPE OF WORK/SPECIFICATIONS

The scope of this RFP includes, analysis, and documentation services necessary for compliance with the National Environmental Policy Act (NEPA) and other federal laws for the 54 North Fuels Reduction and Huckleberry Restoration Good Neighbor Authority (GNA) Project on the North Fork John Day Ranger District on the Umatilla National Forest. This includes but is not limited to:

• Participation in a pre-work meeting

• Progress review meetings

• Wildlife Biological Evaluation (BE)

• Aquatics Report and Fisheries BE

• Fisheries Biological Assessment (BA)

• Socioeconomic and Recreation reports

• Data Management (maintenance of the project record)

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Key Person Requirements

Proposer shall specify key persons to be assigned to this project who meet or exceed the minimum requirements listed below.

Project Manager

• At least 2 years of experience in leading similar projects.

Wildlife Biologist

• An undergraduate degree in wildlife biology, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing biological evaluations or assessments.

Aquatic Specialist

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• An undergraduate degree in fish or aquatic biology, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing Biological Evaluations or Assessments.

• Ability to write a biological evaluation of potential project impacts on aquatic habitat and biota.

Hydrologist

• An undergraduate degree in Hydrology.

• At least 2-4 years of experience in preparing hydrological evaluations or assessments, including sediment and water yield modeling.

• Conducted at least two hydrology resource analyses for a NEPA project on Forest Service System Lands.

Recreation Specialist

• An undergraduate degree in recreation-related field.

• At least 2 years of experience related to NEPA analysis of content related to recreation and visual analysis.

Socioeconomic Specialist

• An undergraduate degree in recreation-related field, economics, or social sciences.

• At least 2 years of experience related to NEPA analysis of content related to recreation, cultural resources and socioeconomics.

Geographic Information System (GIS) Specialist

• An undergraduate degree in computer science, geography, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing geodatabases, maps, and analyzing line, polygon and raster data.

3.1.2 Other Requirements:

The proposer shall provide a statement of qualifications that demonstrates Proposer’s knowledge, experience and training in:

• NEPA and ESA analysis and writing and editing of NEPA and ESA documents

• Planning and implementation of forest restoration, timber harvest, and hazardous fuels reduction projects

• Pacific Northwest ecosystems

• Collection and analysis of various types of natural resource data

3.2 MINIMUM SUBMISSION REQUIREMENTS

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3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Executive Summary and Management Plan

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Questions for Proposer (Attachment H)

• Key Persons and Resumes

• Statement of Qualifications

3.2.2 Other Submissions

If applicable, Proposer shall complete and submit Disclosure Exemption Form (Attachment B).

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Price information must be submitted as a separate electronic file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 64 megabytes. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version, along with the Disclosure Exemption form (Attachment B).

3.2.4 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 10 of 23 to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 Executive Summary and Management Plan

Proposer shall provide a brief overview along with a plan that identifies the managerial effort, supporting staff, equipment, resources, and space that shall be committed to the timely and successful completion of the project.

3.3.2 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.3 References

Proposer shall submit the Reference Check Form (Attachment D) including the names, addresses, telephone numbers, and contact information for three (3) customers for whom Proposer has provided Services equivalent to those described in this solicitation within the last five (5) years. References must be able to verify the quality of previous, related Work.

Agency may use references to obtain additional information, or verify any information needed.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may request references in addition to those provided by the Proposer (whether or not furnished by the Proposer) to investigate any references, to verify Proposer’s qualifications and to investigate the past performance of any Proposer. Agency may investigate the qualifications of a Proposer, including but not limited to successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. Agency may postpone the award or execution of the Contract after the announcement of the apparent successful Proposer to complete its investigation.

3.3.4 Price Proposal

Proposer shall submit a detailed Price Proposal Form (Attachment E) in a separate electronic file, stating the cost per unit for each item listed and the total cost for the entire project. Proposer must include personnel, travel, supplies, other costs, and administrative and overhead charges.

Proposer must submit the per unit rates within the Price Proposal Form to receive award consideration. Proposer shall provide all pricing in US funds. Offer prices shall be firm for a period of 90 days from the deadline for Offer submission. If awarded a Contract, the prices shall be firm through the Contract term.

3.3.5 COBID Certification/Outreach Plan

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Proposer shall complete and submit the COBID Certification / Outreach Plan (Attachment F).

3.3.6 Responsibility Inquiry

Proposer shall complete and submit Responsibility Inquiry (Attachment G).

3.3.7 Questions for Proposer

Proposer shall complete and submit the Questions for Proposer (Attachment H).

3.3.8 Key Persons and Resumes

Proposer shall specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each individual that demonstrates qualifications and experience for the Work described. Proposers shall also include an organizational chart or list that demonstrates their team includes all the necessary specialists and describes how each key person meets or exceeds the minimum requirements listed below. Key persons must meet the requirements listed in Section 3.1.1.

Key Persons may fulfill as many specialist roles as they meet or exceed the minimum requirements of. For example, if one Key Person meets the requirements for both Recreation Specialist and GIS Specialist, they may satisfy both specialist roles.

3.3.9 Statement of Qualifications

The proposer shall provide a statement of qualifications that demonstrates Proposer’s knowledge, experience and training listed in Section 3.1.2.

SECTION 4: SOLICITATION PROCESS

4.1PUBLIC NOTICE

The RFP and attachments are published in the OregonBuys at https://oregonbuys.gov/bso/.

RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda published in OregonBuys.

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

4.2 PRE-PROPOSAL CONFERENCE

A virtual Pre-Proposal conference via Zoom or Teams will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

https://oregonbuys.gov/bso/

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Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal conference by the following:

• Contact the SPC via email at least 48 hours in advance of the Pre-Proposal conference

• Reference the RFP number

• Identify Proposer’s name and contact information

The SPC will then send further instructions and the meeting link to interested parties for their participation in the Pre-Proposal conference.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below.

4.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 All Protests must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify prospective Proposer’s name and contact information;

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• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based

• State the proposed changes to the RFP provisions or other relief sought;

• Protests to the RFP must be received by the due date and time identified in the Schedule;

and

• Protests to Addenda must be received by the due date identified in the respective

Addendum.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

• Delivery through email

Proposals must be emailed to the Single Point of Contact. ALL PROPOSALS MUST BE SUBMITTED BY EMAIL only. Please include the Request for Proposal number in the subject line of the email. If Proposer is unable to submit a Proposal via email, Proposer must contact ODF’s Single Point of Contact within a reasonable time period (as determined by ODF) prior to the submission deadline to make arrangements for alternate delivery or an alternate format. ODF is not responsible for incomplete Proposals or Proposals that were not correctly addressed to email of Single Point of Contact. Only approved alternative delivery or formats may be accepted.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal it must submit its modification in one of the authorized methods listed in the Proposal Delivery Options section.

To be effective the notice must include the RFP number and be submitted to the SPC prior to Closing.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to closing in accordance with OAR 125-247-0440. To be effective the notice must include the RFP number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Closing. All Proposal modifications or withdrawals must be received prior to Closing.

A Proposal received after Closing is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

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4.8 PUBLIC OPENING

A public Opening will be held “by appointment only.” Proposers who wish to attend a public opening of the Proposals must notify the Single Point of Contact at least 48 hours prior to RFP closing, to allow time for planning. Proposals received in response to this Solicitation Document will be opened during the scheduled Closing date and time designated in Section 1.2 Procurement Schedule or as changed by Addendum. However, the date and time of the public opening may be held at a later date and time. Public opening may occur via Zoom or Teams video conference if ODF believes it is in the best interests of ODF staff and Proposers to do so. If ODF decides to hold a Zoom or Teams conference for the Proposal opening, Proposers will be sent instructions on how to join the meeting.

Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to

OAR 125-247-0630.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum Qualifications section and Minimum Submission Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with

OAR 125-247-0470.

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4.10.1.2 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition.

Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1 – Executive Summary and Management Plan

Does the Management Plan reflect a clear grasp of project objectives, constraints, and success criteria?

Is there a logical work breakdown structure with a realistic, high‑level Gantt (or similar) chart identifying timeline and milestones?

4.10.2.2 Evaluation Item 2 – References

Proposer shall provide references that can rate Proposer’s performance specific to this

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

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RFP’s scope and complexity in these categories:

• Timeliness/Responsiveness/ Effectiveness (up to 5 points)

• Customer satisfaction with services received (up to 5 points)

• Knowledge/Experience (up to 5 points)

• Overall quality of work performed (up to 5 points)

Evaluation Process: One member of the Evaluation Committee will evaluate the references using a scale of 0 to 5 for each question, with 5 being the highest score. Each Proposer may receive a maximum of 20 points from evaluation of the references. The formula for award of Reference Evaluation Points is:

(TPR#1 + TPR#2 + TPR#3) Divided by 3 = AAS Where:

TPR#1: Total Points of the Proposer’s first reference evaluation (if received) TPR#2: Total Points of the Proposer’s second reference evaluation (if received) TPR#3: Total Points of the Proposer’s third reference evaluation (if received) AAS: Awarded Average Score

Proposer shall provide at least 3 references. One member of the Evaluation Committee will make up to 3 attempts to contact each reference given. These attempts will be made during normal business hours. If the 3 attempts are unsuccessful, or if the reference provided is for work not specific to resource analysis and documentation services, the Proposer will receive zero points for that reference. Each reference that is contacted and questioned will be asked questions from the categories above. All three scoring references will be used in the evaluation process formula as stated above. If Agency receives only one reference, the total points scored for the one reference will be divided by 3. If the Evaluation Committee receives no reference responses, then Proposer will receive zero points for the reference portion of the Offer being scored.

4.10.2.3 Evaluation Item 3– Questions for Proposer

As explained in Attachment H, Questions related to the following items will be scored as follows:

1) Proposer’s experience in providing the requested Scope of Work (up to 10 points).

2) Proposer’s past work with ODF (up to 5 points).

3) Proposers experience in working with tribes (up to 5 points).

4.10.2.4 Evaluation Item 4 – Key Persons and Resumes

Do Key Persons’ resumes clearly match the roles and minimum qualifications identified in Section 3.1?

Does each Key Person possess demonstrated experience on projects of similar scope (years, project types, responsibilities)?

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4.10.2.5 Evaluation Item 5 – Statement of Qualifications

Does the Statement of Qualifications demonstrate successful completion of projects similar in size, scope, and complexity within the last five years?

Are the firm’s core competencies and professional licenses directly relevant to the required services (e.g., forestry, NEPA, silviculture, GIS)?

4.10.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

4.10.4 PREFERENCES

4.10.4.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percent increase to each out-of-state Proposer's Proposal price that is equal to the percent preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, Agency will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10.4.3 Tiebreakers

Oregon Supplies: If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

4.11 POINT AND SCORE CALCULATIONS

Points are the total possible for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 18 of 23 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

4.12 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members).

Agency will rank all Proposers at the conclusion of the evaluation and scoring and may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

After any applicable preference has been applied, SPC will describe the rank order for each Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.13.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

TOTAL POINTS POSSIBLE: 150

EVALUATION ITEM POINTS POSSIBLE 100

4.10.2.1 Evaluation Item 1 – Executive Summary and Management Plan 20

4.10.2.2 Evaluation Item 2 – References 20

4.10.2.3 Evaluation item 3 – Questions for Proposer 20

4.10.2.4 Evaluation item 4 – Key Persons and Resumes 20

4.10.2.5 Evaluation Item 5 – Statement of Qualifications 20

4.10.3 PRICE POINTS POSSIBLE 50

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SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope defined in this RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protests must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify Proposer’s name and contact information

• Be signed by an authorized representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the Intent to Award notice

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

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5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by their Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.3.6 Pay Equity Compliance

As required by ORS 279B.235, Contractor shall comply with ORS 652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 21 of 23 comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Commencing on January 1, 2019, Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s compliance with this section constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles Agency to terminate this Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

5.3.7 Other Required Information

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. Unless Agency agrees to modify any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

It may be possible to negotiate some provisions of the final Contract; however, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency will consider the Scope of requested exceptions in the evaluation of Proposal.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

• Contract Term

In the event that the parties have not reached mutually agreeable terms within 5 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

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SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

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RFP, award, or rejection of any…