FUEL TRAILERS RFQ~1.pdf

REQUEST FOR QUOTES (RFQ) for

FUEL TRAILERS

OREGONBUYS NO. S-25800-00012909

Issue Date: February 27, 2025

Issuing Office: State of Oregon, acting by and through the

Oregon Department of Emergency Management (OEM or Agency)

RFQ Single Point of Contact (SPC): Christian Nasset Address: 3930 Fairview Industrial Drive SE

Salem, OR 97302 Phone: (971) 283-4258 E-mail: Christian.a.nasset@oem.oregon.gov

Offer Due Date and Time: March 14, 2025, at 3:00 PM PST

This RFQ includes the following attachments:

ATTACHMENT A SAMPLE PURCHASE ORDER

ATTACHMENT B OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C REFERENCE CHECK FORM

ATTACHMENT D PRICE QUOTE FORM

ATTACHMENT E OPTIONAL EQUIPMENT

ATTACHMENT F RESPONSIBILITY INQUIRY

1. Introduction

The State of Oregon, acting by and through the Oregon Department of Emergency Management, (“OEM or Agency”), is issuing this Request for Quotes for six (6) Fuel Trailers under its authority set forth in ORS 401.551(3)(d).

Additional details on the Scope of the goods or services or both are included in section 4 below.

2. Event Schedule

EVENT DATE TIME (PT)

Due date for questions/ requests for clarification March 4, 2025 5:00 PM PST

Answers to questions/ requests for clarification (approx.) March 7, 2025 5:00 PM PST

Quote due date and time March 14, 2025 3:00 PM PST Notice of intent to award (approx.) March 28, 2025

Substantive questions and answers will be issued as official addenda to this RFQ.

Changes or modifications to this RFQ shall be binding on OEM only if in the form of written addenda issued by OEM.

OEM will provide addenda by posting them to OregonBuys. In addition, the OEM may directly provide addenda to directly solicited firms. Anyone who has received a copy of this RFQ from a source other than OEM is responsible for checking with the SPC or online postings for any notifications or addenda. OEM is not responsible for sending addenda to any unknown potential Offerors.

3. Background Information The Oregon Department of Emergency Management (OEM) coordinates and maintains a statewide emergency services system for emergency and disaster communications.

OEM leads collaborative state-wide efforts, inclusive of all partners and the communities we serve, to ensure capability to get help in an emergency and to protect, mitigate, prepare for, respond to, and recover from emergencies or disasters regardless of cause.

Pursuant to ORS 401.551, OEM has authority to manage the State Preparedness and Incident Response Equipment (SPIRE) grant program. Through SPIRE, the State provides equipment to local governments and other recipients for emergency preparedness. The program funds the purchasing and distribution of equipment, including vehicles and other property, to be used during an emergency to decrease the risk for loss of life and property damage.

4. Description of Goods and/or Services:

OEM is looking to purchase six (6) Fuel Trailers. Minimum requirements are as follows:

• 500 Gallon Transportable fuel tanker

• ODOT approved fully galvanized trailer

• Trailer wiring should be watertight sealed at points where it enters and exits the frame of the trailer.

• Any exposed electrical wiring should be covered with an automotive grade wiring loom or similar protective covering.

• 2 Fuel Surge Baffles with Cross Bracing

• 16” D Range Tires

• 6” C Channel Frame

• 7 Gauge Tank Thickness

• Conduit wrapped wiring

• DOT Compliant

• Dual Axle 3,500 lbs.

• 6 Lug Hubs

• Electric Brake

• 7,000 lb. Commercial Jack

• Adjustable 5-position vertical 2-5/16” Ball Hitch or Pintle Hitch

• Heavy Duty Safety Chains and Hooks

• 6" Deep Drop Sump with 1/2" Drain Plug

• Fuel Shut Off Valve

• Lockable Vented Fuel Cap

• Tank 2.5 PSI Pressure Relief Vent

• Digital Breakaway and Electric Drum Brakes

• Roll Over Railing

• Deep Cycle Battery

• DOT 1993 Placards

• Grounding Cable

• Spare Tire

1 Fuel Trailer will be delivered to each of the following locations. At time of delivery, the Fuel Trailer must be fully functional and response ready. We are looking for the earliest possible delivery time.

City of Gresham Department of Environmental Services 1333 NW Eastman Pkwy Gresham, OR 97030 City of Hubbard 3607 Sunset Drive Hubbard, OR 97032 Confederated Tribes of the Siletz Indians 410 Cemetery Road Siletz, OR 97380 Silverton Fire District 819 Rail Way NE Silverton, OR 97381

City of Newport Fire Department

165 SW Coast Highway Newport, OR 97365

Kellogg Rural Fire District 1759 Maupin Rd Oakland, OR 97462

Quote must include delivery, a description of the on-site training to be provided, and any freight, shipping or transportation costs or fees.

Optional Equipment:

If Offeror chooses to fill out Attachment E, OEM may choose to add equipment and prices to the quote. Optional equipment are as follows:

• Electric brakes (dual axle),

• Emergency brake breakaway box,

• 25 GPM 12V Industrial Grade Pump, Auto trip nozzle,

• In-line 20-micron fuel filter system,

• 20' of 1” Hose with Hose Rack or Reel and Manual Nozzle

• At-a-Glance Fuel level gauge,

• Diamond Plate Lockable Storage box for the storage of hazmat/ spill mitigation supplies,

• 2 Tire chocks with mounts

• LED Side and Rear Lighting

• Fuel Pump Meter and Swivel

• Solar Charging Panel

• Hydraulic/Electric Jack

• White 2 Coats Acrylic Enamel Paint with Industrial Tuff Coat Alkyde Primer

• 5 Year Tank Warranty

• Aluminum Wheels

• Fuel Hose Reel

• All fittings are sealed with Teflon tape and also Gas-Oil thread compound. The highest quality sealant available.

• Include User and Maintenance manual in all-weather Binder book

5. Quotation Submittal:

Quotes must be received on or before the Offer Due Date and Time at the location identified above to be considered. Quotes will not be accepted after the Offer Due Date and Time. Quotes must be sent electronically through OregonBuys (https://oregonbuys.gov/).

Offeror shall submit one copy of its Quote and all other submittal requirements, with Attachment B - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

The Price Quote must be submitted as a separate electronic response file.

https://oregonbuys.gov/

If Offeror believes any of its Quote is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Quote that Offeror believes are exempt from disclosure.

OEM may require any clarification it needs to understand a Quote. OEM may reject all Quotes or to cancel this RFQ if in its sole determination, it is in the best interest of the State.

6. Submittal Requirements:

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

a. Attachment B - Offeror Information and Certification Sheet (fill out all information and sign)

i. Offeror shall complete and submit Attachment B Offeror Information and Certification Sheet.

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

b. Attachment C – Reference Check Form (not scored, fill out)

Offeror shall complete and submit Attachment C. References must be from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

OEM may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFQ. OEM may use references to obtain additional information, or verify any information needed. OEM may contact any reference (submitted or not) to verify Offeror’s qualifications.

c. Attachment D - Price Quote Form (Fill out. List pricing for model and minimum specifications only).

Offeror shall complete and submit Attachment D detailing the equipment Offeror intends to provide meeting or exceeding the requirements set forth in Section 4 above, and setting forth the delivery timelines to the locations designated.

Offeror should detail in its Quote whether Offer will provide any additional services related to the equipment, including training, support and maintenance. Offeror shall describe those services. Offeror should detail delivery times. Offeror may also complete Attachment E Optional Equipment form and if so, must include an itemized breakdown of costs for add on equipment and any value-added product or services.

d. Attachment F - Responsibility Inquiry (Fill out all information and sign) Offeror shall complete and submit Attachment F, Responsibility Inquiry.

OEM will make a determination of responsibility prior to awarding a contract under this RFQ.

e. Warranties and other Documents

Offeror shall submit copies of warranty, and any other documents Offeror believes are relevant.

7. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on the evaluator’s determination of what best meets the needs of OEM taking into account the following considerations:

• Offered Product o Does proposed product meet requirements in Scope of Work?

• Estimated Delivery Schedule o How quickly can product be delivered?

• On Site Training Plan o Does the Training Plan meet OEM needs?

• Value o Detailed total budget of product, freight, delivery, installation and training provide best value.

OEM, if it awards a Contract, will be based upon the “Best Value” determination.

OEM may award less than the full description of goods or services described in this RFQ.

8. Contract Negotiation:

Upon selection of an Offeror(s), OEM intends to issue a Purchase Order in the form attached hereto as Attachment A.

Upon delivery, all ownership-related documentation to OEM’s address listed below and must include the following:

• Copy of itemized invoice for the vessel and trailer (including the HIN and VIN) – must show the value of each piece of equipment.

• Delivery Confirmation (Date / Point of Contact)

• Certificate of Origin(s)

• Warranty Documentation (if applicable)

• Any pertinent educational material – including maintenance schedules (if applicable)

• All vehicles purchased in Oregon will include the Vehicle Privilege Tax. All vehicles purchased outside of Oregon must include a certificate of Vehicle Use Tax Payment.

https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf

OEM Address:

https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf

Oregon Department of Emergency Management Attn: SPIRE - Ari Nordquist 3930 Fairview Industrial Drive SE Salem, OR 97302-1166