Hootnanny Heritage Surveys_ITB S-62900-00011775_Final.pdf

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Level 3 - Restricted

OREGON DEPARTMENT OF FORESTRY

Procurement Program

2600 State Street, Building E Salem, Oregon 97310

ISSUES THIS INVITATION TO BID (ITB)

FOR THE PURCHASE OF SERVICES

Hootnanny Insect and Disease Project Heritage Surveys located on lands managed by United States Forest Service and State of Oregon

OregonBuys Opportunity No. S-62900-00011775

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TABLE OF CONTENTS

1. GENERAL INFORMATION

1.1 PURPOSE OF SOLICITATION AND SCOPE OF SERVICES

1.2 PROCUREMENT SCHEDULE

1.3 DEFINITIONS

1.4 SINGLE POINT OF CONTACT

1.5 OREGON BUYS

2. SOLICITATION PROCESS

2.1 QUESTIONS AND REQUESTS FOR CLARIFICATIONS

2.2 BID SUBMISSION

2.3 BID MODIFICATIONS OR WITHDRAWALS PRIOR TO CLOSING

2.4 BID OPENING

2.5 ACCEPTANCE OF BID

2.6 CANCELLATION OF SOLICITATION AND REJECTION OF BIDS; DELAY OR

SUSPENSION OF SOLICITATION

3. SPECIFICATIONS

4. BID PREPARATION

4.1 FORMAT AND CONTENT OF BID

4.2 BID REQUIREMENTS

5. BIDS

5.1 BID DETERMINATION

5.2 RESPONSIVENESS

5.3 PRICING

6. AWARD PROCESS

6.1 INTENT TO AWARD ANNOUNCEMENT

6.2 PROTEST OF INTENT TO AWARD

6.3 CONTRACT REQUIREMENTS

6.4 FINALIZATION OF AWARD AND COMMENCEMENT OF WORK

6.5 REVIEW OF AWARDED BID FILES

ATTACHMENTS:

ATTACHMENT 1 – CONTRACTUAL ACCEPTANCE FORM

ATTACHMENT 2 – PRICING SUBMITTAL FORM

ATTACHMENT 3 – SAMPLE CONTRACT FORM

EXHIBITS:

EXHIBIT A – STATEMENT OF WORK (SERVICES)

EXHIBIT B – INSURANCE REQUIREMENTS

EXHIBIT C – INDEPENDENT CONTRACTOR CERTIFICATION

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1. GENERAL INFORMATION

1.1 PURPOSE OF SOLICITATION AND SCOPE OF SERVICES

Purpose of Solicitation:

The purpose of this Invitation to Bid (ITB) is to establish a contract with a cultural resource management contractor to provide archaeological heritage survey services for the Oregon Department of Forestry (“ODF” or “Agency”) under Good Neighbor Authority (GNA) for required surveys, field data collection, analysis and recording new cultural resources on federal land managed by the U.S. Forest Service (“USFS” or “Forest Service”) (Area of Potential Effect (APE)) in the Mt. Hood National Forest (MHNF) and options for sections on Oregon state land managed by Oregon Department of Fish and Wildlife (ODFW).

Awarded Contractor shall complete Section 106 of the National Historic Preservation Act (NHPA) compliance Work (Phase I and II) for the Hootnanny Insect and Disease project area (hereinafter referred to as “the project”). The awarded Contractor shall begin the project Work within three weeks of the Contract award and complete the Services no later than October 31, 2025. As a result of this ITB solicitation process, the Agency intends to award one contract to a single contractor for the Services described in this Solicitation Document.

Background and Project Overview:

The 5,456 acres defined as the Hootnanny Insect and Disease project area is located on land managed by the Forest Service (approximately 3,400 acres) and the State of Oregon (approximately 2,000 acres).

Areas requiring survey have been determined by the Forest Service and ODFW and are identified on the enclosed project map (See Figure 1 in Attachment 3 – Sample Contract, Exhibit A – Statement of Work).

The Agency is seeking a contractor to review resource conditions in the project area, perform required resource analysis, and document that analysis.

Cultural resources that may be encountered during survey include both pre-contact and historic era sites and isolated finds. Pre-contact resources are comprised of resource gathering sites, occupation sites, lithic scatters, and culturally modified trees while historic sites predominately derive from late nineteenth to mid-twentieth century homesteading, agriculture, logging, travel, and forest service administration.

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

The awarded Contractor shall perform all Services as described in Exhibit A of Attachment 3, Statement of Work for the project. The form of the resulting Contract and applicable general provisions are included in Attachment 3 (Sample Contract Form). The Contract may be amended to the extent permitted by applicable statutes and administrative rules in accordance with OAR 125-247-0805. The term of the awarded Contract is intended to be in effect until October 31, 2025, but may be amended for additional time.

Unless otherwise specified, the selected Contractor shall be required to meet the highest standards prevalent in the industry or business most closely involved in providing the appropriate Services when performing under the Contract resulting from this Solicitation Document.

Procurement Authority and Method:

The Agency is conducting this Invitation to Bid (ITB) pursuant to its authority under ORS 279A.050, OAR 125-246-0170(3), Department of Administration Services (DAS) Tiered Delegation # REQ-DASOBO- 00065874 (as amended) Agreement and Good Neighbor Authority in ORS 526.271 to 276. The Agency is using the Competitive Sealed Bidding method, pursuant to 279B.055 and OAR 125-247-0255.

1.2 PROCUREMENT SCHEDULE

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

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Solicitation Issued/Posted on OregonBuys: .......................................October 8, 2024

Deadline for Inquiries (Questions and Requests for Clarification): ..October 11, 2024

Answers to Inquiries (approximate): ...................................................October 15, 2024

ITB Protest Period Ends: .......................................................................October 16, 2024

Closing/Bids Due/Bid Opening: ........................................................October 22, 2024, 2:00 PM PT Notice of Intent to Award (approximate): .............................................October 25, 2024 (approximate)

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

1.3 DEFINITIONS

Capitalized terms in this Solicitation Document have the meaning set forth below, and if not defined below, the meaning set forth in the DAS Public Contracting Rules (OAR Chapter 125), and if not defined there, the meaning set forth in the Public Contracting Code (ORS Chapters 279A, 279B and 279C). Other capitalized terms may be defined in the section in which they appear.

“Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of this Solicitation Document.

“Agency” means the State Agency subject to Department of Administrative Services (DAS) purchasing authority pursuant to ORS 279A.050 and ORS 279A.140. For the purposes of this Solicitation Document, the Agency is the Oregon Department of Forestry (ODF).

“Bid” or “Offer” means the Bidder’s Written Offer submitted in response to this Invitation to Bid, including all necessary attachments.

“Bidder” or “Offeror” means a Person that submits a Bid in response to this Invitation to Bid.

“Closing” means the date and time specified in this Solicitation Document as the deadline for submitting Bids.

“Contract” means the entire agreement between the parties, including but not limited to these Standard Terms and Conditions, any Special Terms and Conditions and other provisions of this Solicitation Document, the Offer, any purchase order, work order, or price agreement document, and any terms and conditions contained in any exhibits, schedules, and other attachments to and amendments and restatements of any of the above.

“Contractor” means the person or organization with whom the Agency enters into a Contract setting prices, terms, and conditions for the Services to be performed under the Contract.

“ITB” means this Invitation to Bid.

“ODF” means Oregon Department of Forestry.

“OregonBuys” means the Oregon Procurement Information Network, which is the State of Oregon’s automated procurement system. OregonBuys is the official publication forum for State procurement notices and advertisements by all agencies subject to DAS procurement authority.

“Person” means any of the following with legal capacity to enter into a contract: individual, corporation, business trust, estate, trust, partnership, Limited Liability Company, association, joint venture, governmental agency, public corporation or any other legal or commercial entity.

“Responsible” means a Person who meets the standards of responsibility as described in ORS 279B.110.

“Responsive” means having the characteristic of substantial compliance in all material respects with applicable requirements of this Solicitation Document.

“Services” means all work required to be performed under the Contract resulting from this Solicitation Document.

“Solicitation Document” or “Invitation to Bid (ITB)” means this document, including all parts, sections, exhibits, attachments, and Addendums, which is issued to invite Offers from prospective Contractors pursuant to ORS Chapter 279B.

“State” means the State of Oregon.

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“Written” or “Writing” means conventional paper documents, whether handwritten, manuscript or printed, in contrast to spoken words. It also includes facsimile documents or electronic transmissions to the extent permitted by this Solicitation Document or the Contract.

1.4 SINGLE POINT OF CONTACT

Bidders shall address ALL INQUIRIES related to this Solicitation Document to the individual identified below:

NAME: Katrina Chinn EMAIL: katrina.chinn@odf.oregon.gov

PHONE: 971-345-7823

1.5 OREGONBUYS

This Solicitation Document, including attachments and any Addenda issued, is published on OregonBuys at https://oregonbuys.gov/bso/view/login/login.xhtml. Bidders should check OregonBuys regularly up until Closing for any changes made to the Solicitation Document. The Agency is not responsible for any errors or omissions from downloading the Solicitation Documents, attachments, and any Addenda issued.

OregonBuys Usage:

Bidders unfamiliar with the OregonBuys system may contact the OregonBuys Supplier Help Desk at:

Phone: 1-855-800-5046 Email: support.oregonbuys@das.oregon.gov.

Addenda:

Changes to the Solicitation Document will be made only by Written Addenda issued by the Agency and posted on OregonBuys. Addenda are incorporated with the original Solicitation Document and can be viewed and downloaded by registered Bidders. Bidders should consult OregonBuys system regularly until Closing to avoid missing Addenda.

2. SOLICITATION PROCESS

The Agency will conduct this Solicitation in accordance with the Competitive Sealed Bidding procurement requirements set forth in ORS Chapters 279A and 279B, and OAR Chapter 125, Divisions 246 and 247.

If Agency awards a public contract, the Agency will award the public Contract to the Offeror whose Bid will best serve the interests of the Agency, considering price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110.

2.1 QUESTIONS AND REQUESTS FOR CLARIFICATIONS

Questions and Requests for Clarifications:

Bidders may submit requests for clarification and questions regarding this Solicitation Document. Such requests must:

(a) Identify the Bidder’s name and contact information;

(b) Clearly reference this ITB’s OregonBuys Bid Solicitation number;

(c) Be submitted in Writing by email to the Single Point of Contact identified in Section 1.4; and

(d) Be received by the Single Point of Contact by the deadline specified in Section 1.2 Procurement Schedule “Deadline for Inquiries” unless deadline changed by Addenda in accordance with Section 1.5 above.

The Agency is not responsible for the successful transmission of electronic requests. Late requests will NOT be accepted. The Agency, at its sole discretion, will respond to such requests received by direct response to the requestor and may issue clarification(s) in the form of questions and answers posted on OregonBuys. The Agency’s clarification to a request, whether orally or in Writing, does not change this Solicitation Document and is not binding on the Agency unless the Solicitation Document is amended by Addendum in accordance with Section 1.5 above.

mailto:stacy.l.fulker@odf.oregon.gov https://oregonbuys.gov/bso/view/login/login.xhtml mailto:support.oregonbuys@das.oregon.gov

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Protests:

Any prospective Bidder who believes that this procurement process is contrary to law or that this Solicitation Document is unnecessarily restrictive or is legally flawed may submit a protest. The protest must:

(a) Identify the Bidder’s name and be signed by the Bidder’s authorized representative (electronic signature is acceptable);

(b) Clearly reference this ITB’s OregonBuys Opportunity number;

(c) Contain the information required under ORS 279B.405(4) and OAR 125-247-0730;

(d) Be emailed to the Single Point of Contact listed in Section 1.4; and

(e) Be received by the deadline specified in Section 1.2 Procurement Schedule “Deadline for Inquiries” unless deadline is changed by Addenda in accordance with Section 1.5 above.

The Agency is not responsible for the successful transmission of electronic protests. Late protests will NOT be accepted.

This is the Bidder’s only opportunity to protest or request a change to any requirements of this Solicitation Document, including but not limited to the Solicitation process, Bid requirements and Contract terms and conditions. Bids that take exception to the requirements of this Solicitation Document, including but not limited to the Solicitation process, Bid requirements and Contract terms and conditions will be deemed non-Responsive and will be rejected.

Response to Solicitation Protests:

If the protest is timely filed and meets the requirements of ORS 279B.405(4) and OAR 125-247-0730, then the Agency will consider the protest and issue a Written disposition of the protest no less than four

(4) business days before Bids are due, unless a Written determination is made that circumstances exist that require a shorter time limit. Otherwise, the Agency will promptly notify the prospective Bidder that the protest is untimely or that the protest failed to meet the requirements of ORS 279B.405(4) or OAR 125- 247-0730 and will provide reasons for the failure. If the Agency upholds the protest, in whole or in part, the Agency may in its sole discretion either issue an Addendum reflecting its disposition of the protest or cancel the Solicitation.

Protest of Addenda:

Unless a different deadline is set forth in the Addendum, prospective Bidders may submit a protest of the Addendum by the close of the Agency’s next business day after the issuance of the Addendum, or up to the last day allowed to submit a Solicitation protest under OAR 125-247-0730, whichever is later. The Addendum protest must be submitted in the same manner as if the Addendum protest were a Solicitation protest under this Section 2.1, and the Agency will respond to the Addendum protest in the same manner as if the Addendum protest were a Solicitation protest under this Section 2.1.

2.2 BID SUBMISSION

Bids must be emailed to the Single Point of Contact identified in Section 1.4. ALL BIDS MUST BE SUBMITTED BY EMAIL; ONE PDF ATTACHMENT IS PREFERRED. Please include the Invitation to Bid number in the subject line of the email. If Bidder is unable to submit a Bid via email, Bidder 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. Only approved alternative delivery or formats may be accepted. ODF is not responsible for incomplete Bids or Bids that were not correctly addressed to email of Single Point of Contact identified in Section 1.4.

Bids must be received by the Agency before the scheduled Solicitation Document Closing date and time, found in Section 1.2. Late Bids will not be considered.

All costs associated with preparation, submission, modification, and withdrawal of a Bid are the sole responsibility of the Bidder and will not be borne by the Agency. The Agency will not accept Bids that require payment by the State.

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Public Record/Confidential or Proprietary Information:

Any information Bidder submits in response to this Solicitation Document that Bidder considers a trade secret under ORS 192.345(2) or confidential proprietary information, or otherwise is exempt from disclosure under the Oregon Public Records Law, ORS 192.311 through 192.478, and that Bidder wishes to protect from public disclosure, then Bidder must specifically identify those portions of its Bid that it believes should be confidential or otherwise exempt, and the authority to support this position. Bidders are cautioned that the entire Bid or price information submitted in response to this Solicitation Document is generally not considered a trade secret under the Oregon Public Records Law. Further, information submitted by Bidder that is already in the public domain is not protected. Bidder agrees to not hold the State or the Agency liable for disclosure or release of information submitted by Bidder when such release is authorized or required by law or is pursuant to a court or administrative order. Bidder also agrees that the State and the Agency will be immune from liability for disclosure or release of information submitted by Bidder under the circumstances set out in ORS 646.473(3).

2.3 BID MODIFICATIONS OR WITHDRAWALS PRIOR TO CLOSING

Bid Modification:

A Bid submitted in response to this Solicitation Document may be modified, in Writing, by the Bidder prior to Closing. Bid modifications submitted must be clearly marked as such and must comply with all Bid Submission requirements in Section 2.2. The Bidder shall prepare modifications on the Bidder’s letterhead. Each Bid modification must be signed by Bidder’s authorized representative and state that the modifications amend and supersede the identified portions of the Bid.

Bid Withdrawal:

A Bid submitted in response to this Solicitation Document may be withdrawn by the Bidder prior to Closing. Bid Withdrawals must be submitted electronically (via email) as a PDF document. To withdraw a Bid, Bidder must submit a written notice on Bidder’s company letterhead signed by Bidder’s authorized representative. Bid withdrawals must be clearly marked as such and must comply with all Bid Submission requirements in Section 2.2.

If a Bidder is unable to submit a Bid Modification or Bid Withdrawal via email, Bidder must contact ODF’s Single Point of Contact to arrange for an alternate format prior to the submission deadline.

2.4 BID OPENING

A public Bid Opening will be held “by appointment only”. Bidders who wish to attend the public opening of the Bid(s) must notify the Single Point of Contact at least 48 hours prior to Bid Closing, to allow time for planning. Bids 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, due to safety concerns. Public opening may occur via Teams video conference, if ODF believes it is in the best interests of ODF staff and Bidders to do so. If ODF decides to hold a Teams conference for the Bid Opening, Bidders will be sent instructions on how to join the meeting. The Bidders who choose to attend will be informed only of the names of Bidders submitting Bids.

Duration of Bid:

Bids must be signed by an official Person authorized to bind the Bidder to its provisions. The Bid must remain valid for at least ninety (90) calendar days after Closing.

2.5 ACCEPTANCE OF BID

The contents of this Solicitation Document and the Bid of the successful Bidder will become part of the Contract. The Bidder will be held to the terms submitted in its Bid. Failure to meet these obligations will result in rejection.

Disqualification of Bids:

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

Administrative Review:

Bids will be evaluated for compliance with the Bid requirements identified in Section 4 below. Bids deemed non-Responsive will be rejected. Bids deemed Responsive will be further evaluated as described in Section 5.2 below.

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2.6 CANCELLATION OF SOLICITATION AND REJECTION OF BIDS; DELAY OR SUSPENSION OF

SOLICITATION

In accordance with ORS 279B.100, OAR 125-247-0640 and OAR 125-247-0650, the Agency may cancel this Solicitation or reject any or all Bids in whole or in part, when the Agency determines that such cancellation or rejection is in the Agency’s best interest. The Agency may delay or suspend this Solicitation when the Agency determines that such a delay or suspension is in the Agency’s best interest.

3. SPECIFICATIONS – As described in Attachment 3 (Sample Contract Form), Exhibit A (Statement of Work)

4. BID PREPARATION:

4.1 FORMAT AND CONTENT OF BID

This section will be evaluated on a pass or fail basis by the Agency. Failure to meet the minimum Bid submission requirements may result in the Bid being deemed non-Responsive. Only those Bids determined as being Responsive to the minimum Bid submission requirements listed below will be considered for further evaluation. Agency has the right to determine if Bids substantially meet the requirements of this ITB.

Bid Format:

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

Bid Content:

To be considered for Contract award, Bids submitted in response to this Solicitation Document must be complete in all respects, including necessary signatures, certifications, documentation, and responses to any other information required by this Solicitation Document, including but not limited to Section 4.2 below.

4.2 BID REQUIREMENTS

4.2.1 Contractual Acceptance Form:

The Bid must contain a completed Contractual Acceptance Form (Attachment 1) including an original signature of the Bidder or a representative of the Bidder who is authorized to commit the Bidder to legal contracts. The person signing the Bid shall initial any alterations or erasures in ink. By submitting its Bid, a Bidder agrees to be bound by the terms and conditions contained in this Solicitation Document.

A Bidder shall not make a Bid conditional upon the Agency’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document.

4.2.2 Pricing Submittal:

The Bid must contain a completed Pricing Submittal Form (Attachment 2). All Pricing Submittals must be valid for ninety (90) calendar days from Closing.

4.2.3 Minimum Requirements:

The Bid must comply with all minimum requirements and specifications described below.

(a) Statement of Qualifications:

Bidders must submit a Statement of Qualifications (SOQ) with their Bid which will be evaluated on a pass/fail basis. The SOQ must address the requirements outlined below. Bidders that do not demonstrate that they meet these minimum qualifications will not be considered for award. Each Bidder shall:

1. Provide three (3) examples of relevant past performance for this type of survey in the

Willamette Valley/Cascade Range area; and

2. Describe the knowledge, experience, training, and any qualifications of the Bidder and its Key

Personnel who will provide Services under the Contract, in accordance with Section 4.2.3(b) below.

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(b) Key Personnel Requirements:

Bidder must provide an organizational chart or list detailing the Key Personnel that demonstrates their team includes all necessary specialists listed below, and in addition, the Bidder must demonstrate in its Bid how their Key Personnel includes all necessary specialists and for each role, describe how the Key Person meets or exceeds the minimum requirements listed below. A minimum of 2 crews are required.

The Bidder must also provide resumes for Key Persons, detailing their background, experience, education, accomplishments, and expertise related to the specific work that Key Person will perform. If the Bidder intends to utilize subcontractors to accomplish work under the resulting Contract, the Bidder must include a list of all subcontractors and also include resumes for all subcontractor personnel who will provide Services under the subcontract. Agency will determine in its sole discretion if relevant experience may be substituted for degree requirements.

Writer/editor

• An undergraduate degree in archeology, anthropology, or a closely related field requiring technical writing or editing, or equivalent education and experience.

• At least 2 years of experience in preparing NHPA-compliant documents.

Archaeologist – Principal Investigator The Principal Investigator must meet the Secretary of the Interior's Professional Qualification Standards as outlined in 36 CFR 61, which includes:

• A graduate degree in archeology, anthropology, or a closely related field.

• At least 1 year of full-time professional experience or equivalent specialized training in archeological research, administration, or management.

• At least 4 months of supervised field and analytic experience in general North American archeology and demonstrated ability to carry research to completion.

• At least 6 months experience in archaeological survey or excavation within Oregon.

• Demonstrated competence in collecting, handling, analyzing, evaluating, and reporting archaeological data.

• Ability to obtain or already have a valid Archeological Resource Protection Act (ARPA) permit from the National Forest.

• Meets the Oregon Qualified Archaeologist under ORS 390.

The Principal Investigator must also:

• Meet any current requirements of the State Historic Preservation Office (SHPO) for a person functioning as a Principal Investigator.

• Demonstrate ability to carry out research to completion as evidence by timely completion of previous contracts undertaken within the past 3 years and no current contracts which are past their completion dates.

Crew Chief

The Crew Chief of each survey crew must have the following minimum qualifications:

• An undergraduate degree in anthropology, specializing in archaeology, or equivalent archaeological experience (e.g. number of years worked).

• Completion of an archeological field school.

• Minimum of 6 months general archaeological field experience.

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• Minimum of 3 months previous field archaeological experience in a supervisory capacity conducting similar work with demonstrated ability to plan, equip, staff, organize, and supervise a cultural resources survey.

• Demonstrated ability to accurately plot archaeological site locations on topographic maps and map sites using GPS.

• Demonstrated competence in identifying and describing pre-contact artifacts using the lithic artifact classification system identified in Lithics: Macroscopic Approaches to Analysis (Andrefsky, 2005).

• Must be listed as a Crew Chief on the Principal Investigator’s valid Archeological Resource Protection Act (ARPA) permit for the National Forest.

Crew Member

Each crew member must have the following minimum qualifications:

• At least 24 semester hours of credit in archaeology, anthropology, and/or history courses.

Courses must include information on the conduct and theory of archaeological survey and excavation.

• Completion of an archeological field school.

• At least 3 months field experience in archaeological survey. Crew members must always work under the direct field supervision of a Crew Chief or Principal Investigator.

(c) Management Plan The Bidder shall provide a plan that identifies the managerial effort, supporting staff, equipment, resources, and space that will be committed to the timely and successful completion of the project. The Bidder shall include their approach to survey, including but not limited to the proposed number of surveyors and approximate number of acres/linear miles surveyed per day.

5. BIDS

5.1 BID DETERMINATION

Bids received by Closing will be evaluated in accordance with the evaluation process described below and pursuant to OAR 125-247-0600, and any other applicable rules and statutes. Bids will be evaluated to determine the number of Bidders, if any, to be awarded the Contract. This Solicitation Document does not obligate Agency to award a Contract.

Substantial Compliance Required:

Incomplete Bids (e.g. Bids not in substantial compliance with the Solicitation Document requirements) cannot be considered and cannot be supplemented by submissions delivered after the Solicitation Document Closing date and time. However, the Agency may waive minor deviations from the requirements of this Solicitation Document in accordance with OAR 125-247-0470, and may seek clarification of any response that, in its sole discretion, it deems necessary or advisable.

Bidder Availability Clarification of Bids:

During the evaluation process, the Agency may request clarification from Bidder regarding any portion of their Bid. Bidders must remain available during the evaluation period to respond to any requests for clarification that may be needed to complete the evaluation process.

If Bidder receives a request for clarification regarding their Bid, Bidder should respond to the requests in the format required by the Agency within 3 business days. If the Agency is unable to contact or receive a requested clarification from a Bidder in a timely manner, it may result in a determination that the Bidder’s Bid is non-Responsive, and the Bid may be rejected.

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5.2 RESPONSIVENESS

Bids received in response to this Solicitation Document will be evaluated for compliance to determine the responsiveness to the minimum Bid submission requirements of this Solicitation Document. Bids deemed Responsive to this Solicitation Document will be further evaluated for cost. Bids deemed non-Responsive to the minimum Bid submission requirements of this Solicitation Document will not be further evaluated and will be rejected.

5.3 PRICING

For all Responsive Bids, pricing submitted in accordance with the requirements described in Section 4.2.2 Pricing Submittal, will be evaluated to determine the Bidders providing the lowest cost.

Applicable Preferences:

In accordance with ORS 279A.120 and OAR 125-246-0310, the Agency must:

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

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

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

For purposes of applying (a) and (b) above, Bidder must identify on Attachment 1 whether Bidder is a “Resident Bidder” as defined in ORS 279A.120(1)(b).

6. AWARD PROCESS

Method of Award:

Agency will award the Contract on an “All or None” basis to the Responsible Bidder submitting the lowest Responsive Bid, based upon the following method of calculation: All line items total amounts of Attachment 2 (Pricing Submittal Form) will be totaled for a final Bid price. The Agency reserves the right to modify approximate and estimated quantities or withdraw any or all items from award consideration.

6.1 INTENT TO AWARD ANNOUNCEMENT

The Agency will notify all Bidders via Notice on OregonBuys of its Intent to Award Contract(s) to selected Bidder(s). This announcement will serve as Notice to all Bidders that the Agency intends to award Contract(s) to the selected Bidder(s) subject to the successful negotiation of any negotiable provisions.

6.2 PROTESTS OF INTENT TO AWARD

In accordance with ORS 279B.410 and OAR 125-247-0740, a Bidder may protest the Agency’s Intent to Award a Contract if the Bidder is adversely affected because the Bidder would be eligible to be awarded the Contract if the protest was successful and the reason for the protest is that:

(a) All lower Bids are non-Responsive;

(b) The Agency has failed to conduct the evaluation of Bids in accordance with the criteria or processes described in this Solicitation Document;

(c) The Agency has abused its discretion in rejecting the protestor’s Bid as non-Responsive; or

(d) The Agency’s evaluation of Bids or its subsequent determination of award is otherwise in violation of ORS Chapter 279A or 279B.

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

Protest Submission:

Adversely affected Bidders have seven (7) calendar days from the Agency’s notice of the Intent to Award a Contract to submit a Written protest via email to Single Point of Contact. Late protests will not be considered. Protests must be submitted in Writing via email to the Single Point of Contact identified in Section 1.4. Protests must be identified as protest and identify the ITB number and specify the reason for the protest.

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Response to Protest:

The Agency will consider any protest received by the deadline and respond to it in Writing via email in a timely manner.

6.3 CONTRACT REQUIREMENTS

Contract Form:

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

The selected Bidder will be asked to sign a contract substantially in the form that is included as Attachment 3 (Sample Contract Form) to this Solicitation Document.

Bidder shall not make a Bid contingent upon the Agency’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document. The process for requesting changes to the Contract terms and conditions is described in Section 2.1 of this Solicitation Document.

Recyclable Products:

Contractor(s) shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

Insurance:

Bidders are encouraged to consult with their insurance agent(s) prior to Bid submission about the insurance requirements contained in this Solicitation Document. Prior to execution of the Contract, the selected Bidder must provide the Agency certificates and additional insured endorsements of the insurance coverages identified in Attachment 3 (Sample Contract Form) Exhibit B (Insurance Requirements) or as otherwise specified in this Solicitation Document.

6.4 FINALIZATION OF AWARD AND COMMENCEMENT OF WORK

After submission of the required information and insurances identified in the Solicitation Document by the awardee and obtaining all requisite approvals required by the Agency, the Agency may proceed with the final award.

Contractor shall not commence work under the Contract until the Contract has been executed and the Agency has provided the Contractor with the Notice to Proceed.

6.5 REVIEW OF AWARDED BID FILES

Most information contained in Bid files are public records and available for review after the Intent to Award has been issued by contacting the Single Point of Contact.

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ATTACHMENT 1

CONTRACTUAL ACCEPTANCE FORM

THIS FORM MUST BE COMPLETED AND RETURNED WITH BID

**This form must be signed by an authorized representative of Bidder. Any alterations or erasures must be initialed by the undersigned authorized representative. Electronic signature is acceptable.**

CONTRACTOR DATA

Bidder shall provide the information requested below, as applicable, including Bidder’s federal tax ID number. Tax information is requested pursuant to ORS 305.385 and will be used for the administration of state, federal and local tax laws. ODF may report the information provided to the Internal Revenue Service under the name and taxpayer identification number provided.

Bidder’s Legal Name (tax filing):

Mailing Address:

Citizenship (if applicable): Non-resident alien [ ] Yes [ ] No

Business Designation (check one):

[ ] Corporation [ ] Professional Corporation [ ] Partnership [ ] Limited Partnership

[ ] Limited Liability Company [ ] Limited Liability Partnership [ ] Sole Proprietorship

[ ] Other

State of Incorporation: _______________________________ Federal Tax ID:

Oregon Secretary of State Business Registry number: ________________ OregonBuys Vendor number: ________________

Bidder’s Contact Information:

Authorized Representative

Phone Fax

E-mail

RESIDENCY INFORMATION

In determining the lowest Responsible Bidder, and for the purpose of awarding a contract, Oregon law requires a public contracting Agency to add a percentage increase on the Bid of a non-resident Bidder equal to the percent, if any, of the preference given to that Bidder in the state in which the Bidder resides.

ORS 279A.120.

“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the twelve (12) calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120(1)(b).

A “Nonresident bidder” means a bidder who is not a “resident bidder” as defined above. ORS 279A.120(1)(a).

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a. Check one: Bidder is a ( ) RESIDENT bidder ( ) NON-RESIDENT bidder

b. If resident bidder, enter your Oregon business address: (physical and mailing address)

c. If a non-resident bidder, enter state of residency:

d. If a non-resident bidder, do you or your firm receive, or are you or your firm eligible for, any preference in award of contracts with your state’s government or with other governmental bodies in your state?

CHECK ONE: ( ) YES ( ) NO

If yes, state the preference percentage: %

If yes, but not a percentage of bid price, describe the preference: ________________________

If yes, state the law or regulation that allows the preference described (legal citation): ________

The individual signing on behalf of Bidder hereby acknowledges, attests, and certifies individually and on behalf of the Bidder that:

• He/she is a duly authorized representative of Bidder, has been authorized by Bidder to make all representations, attestations and certifications contained in this Bid and all addenda, if any, issued, and to execute this Bid on behalf of Bidder;

• The information supplied by Bidder in this Bid is true and accurate;

• Bidder, acting through its authorized representatives, has completely read and understands all the provisions of the Solicitation, including all attachments and addenda, if any, issued;

• The Bid was prepared independently from all other Bidders, and without collusion, fraud, or other dishonesty;

• Bidder is bound by and will comply with all the provisions, requirements, specifications, and terms and conditions contained in the Invitation to Bid and Bid, including all attachments and addenda, if any, issued;

• Bidder agrees to provide all services required to be provided under the Contract in accordance with specifications and requirements, and will comply in all respects with the terms of the resulting Contract upon award;

• Bidder has the available resources, including staffing if applicable, to provide the services in a reasonable timeframe to pursue ODF’s objectives;

• Bidder has not discriminated and will not discriminate against a subcontractor in awarding a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran, as defined in ORS 408.225; and

• Bidder has a written policy and practice that meets the requirements described in HB 3060 (2017) Oregon Laws, chapter 212, of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class.

• To the best of his/her knowledge, Bidder is not in violation of any Oregon Tax Laws. For purposes of this certification, "Oregon Tax Laws" are those tax laws listed in ORS 305.380(4), namely ORS Chapters 118, 314, 316, 317, 318, 320, 321 and 323 and Sections 10 to 20, Chapter 533, Oregon Laws 1981, as amended by Chapter 16, Oregon Laws 1982 (first special session); the elderly rental assistance program under ORS 310.630 to 310.706; and any local tax laws administered by the Oregon Department of Revenue under ORS 305.620.

Signature of Bidder’s Authorized Representative Date

S-62900-00011775 Page 14

ATTACHMENT 2

PRICING SUBMITTAL FORM

THIS FORM MUST BE COMPLETED AND RETURNED WITH BID

The undersigned submits the following Bid for furnishing all equipment, travel and labor necessary to perform archaeological heritage survey services for the GNA Hootenanny Insect and Disease Project on federal and state lands for the Oregon Department of Forestry beginning within three weeks of award and ending October 31, 2025. This form must be completed, including a Unit Price for all Bid Items, and submitted with the Bid, or the Bid may be rejected.

PRICING

Bidder: _________________________________________________________________________________

Bidder’s Signature: ______________________________________________ Date: ________________

Bid Item

Description Estimated Quantity

Unit Unit Price Total Amount

1. Pre-work Meeting 1 Meeting $ $

2. Pedestrian Inventory Surveys at ≤20 m and all documentation (MHNF); 1400 approximate acres

Survey

3. Pedestrian Heritage Surveys at ≤20 m and all associated forms (ODFW in project area); 2000 approximate acres

4. Previously Recorded Site Updates (MHNF); 13 approximate sites

13 Sites $ $

5. Cultural Resources Inventory Report

1 Report $ $

6. Pedestrian Heritage Surveys at ≤20 m and all associated forms (ODFW adjacent to project area); 643 approximate acres

7. Previously Recorded Site Updates (ODFW); 10 approximate sites

10 Sites $ $

BID TOTAL

S-62900-00011775 Page 15

ATTACHMENT 3

SAMPLE CONTRACT FORM

Contract # PO-62900-########

STATE OF OREGON PERSONAL/PROFESSIONAL SERVICES CONTRACT

CONTRACTOR: DEPARTMENT OF FORESTRY

Administrator:

Title:

Address:

Administrator:

Title:

Address:

Phone:

Email:

Federal ID #:

Phone:

Email:

This Contract is between the State of Oregon, acting by and through its Department of Forestry, hereafter called “Agency” or “ODF”, and Name of Company, hereafter called “Contractor”. Agency and Contractor shall collectively be referred to as the “Parties”.

The Agency issued Invitation to Bid (ITB) No. S-62900-00011775 seeking Bids from qualified and Responsible Bidders to provide the Services described in this Contract. The Contractor submitted a Bid in response to the ITB offering to provide the Services pursuant to the terms and conditions set forth herein. The Agency is awarding the Contract to the Contractor. The ITB and Contractor’s Bid are made a part of the Contract by this reference.

1. Contract.

a. Term. This Contract shall become effective on the date this Contract has been fully executed by every party and, when required, approved by the Department of Justice. Unless extended or terminated earlier in accordance with its terms, this Contract shall terminate when Agency accepts Contractor's completed performance or on October 31, 2025, whichever date occurs last.

Contract termination shall not extinguish or prejudice Agency’s right to enforce this Contract with respect to any default by Contractor that has not been cured.

b. Authority. Agency is authorized to enter into this type of contract under the authority granted in ORS 526.274 et seq. and the DAS Tiered Delegation # REQ-DASOBO-00065874 (as amended) Agreement

2. Statement of Work. Contractor shall perform the work (the “Work” or “Services”) as set forth in the

Statement of Work, which includes the delivery schedule for such Work, and that is attached hereto as Exhibit A. Contractor shall perform the Work in accordance with the terms and conditions of this Contract.

3. Consideration.

a. The maximum, not-to-exceed compensation payable to Contractor under this Contract is $ ______ Agency will not pay Contractor any amount more than the not-to-exceed compensation of this Contract for completing the Work and will not pay for Work performed before the date this Contract becomes effective or after the termination of this Contract. If the maximum compensation is increased by amendment of this Contract, the amendment must be fully effective before Contractor performs Work subject to the amendment.

b. Interim payments to the Contractor shall be subject to ORS 293.462, and shall be made in accordance with the payment schedule and requirements in Exhibit A.

c. Agency will pay only for completed Work that is accepted by Agency.

d. Contractor agrees to invoice Agency on the schedule and in accordance with the conditions set forth in Section Part IV Payment Provisions of the Exhibit A (Statement of Work).

S-62900-00011775 Page 16

4. Contract Documents.

This Contract consists of the following documents, which are listed in descending order of precedence:

this Contract less all exhibits, attached Exhibit A (the Statement of Work), Exhibit B (Required Insurance), and Exhibit C (Independent Contractor Certification Statement). These Exhibits A-C are attached hereto and incorporated herein by this reference.

5. Independent Contractor; Responsibility; Key Personnel.

a. Contractor shall perform all Work as an independent contractor. The Agency reserves the right

(i) to determine and modify the delivery schedule for the Work and (ii) to evaluate the quality of the Work Product, however, the Agency may not and will not control the means or manner of Contractor's performance. Contractor is responsible for determining the appropriate means and manner of performing the Work.

b. If Contractor is currently performing work for the State of Oregon or the federal government, Contractor by signature to this Contract, represents and warrants that: Contractor’s Work to be performed under this Contract creates no potential or actual conflict of interest as defined by ORS 244 and no statutes, rules or regulations of the state or federal Agency for which Contractor currently performs work would prohibit Contractor’s Work under this Contract.

c. Contractor understands and agrees that it is not an "officer", "employee", or "agent" of the Agency, as those terms are used in ORS 30.265.

d. Contractor and the Agency agree that each individual specified below is an individual whose special qualifications and involvement in Contractor’s performance of Services form part of the basis of agreement between the Parties for this Contract and is an individual through whom Contractor shall provide to the Agency the expertise, experience, judgment, and personal attention required to perform Services (“Key Person” or “Key Personnel”). Each of the following is a Key Person under this Contract (indicate name and role or title):

Neither Contractor nor any Key Person of Contractor shall delegate performance of Services any Key Person is required to perform under this Contract to others without first obtaining the Agency’s written consent.

Further, Contractor shall not, without first obtaining the Agency's prior written consent, re-assign or transfer any Key Person to other duties or positions so that the Key Person is no longer available to provide the Agency with that Key Person’s expertise, experience, judgment, and personal attention. If Contractor requests the Agency to approve a re-assignment or transfer of a Key Person, the Agency shall have the right to interview, review the qualifications of, and approve or disapprove the proposed replacement(s) for the Key Person. Any individual the Agency approves as a replacement for a Key Person is deemed a Key Person under this Contract.

Contractor understands and agrees that the Agency may determine that the lack of experienced and qualified Key Persons constitute grounds to terminate this Contract.

6. Subcontracts, Successors, and Assignments.

a. Contractor shall not enter into any subcontracts for any of the Work required by this Contract without Agency's prior written consent. In addition to any other provisions Agency may require, Contractor shall include in any permitted subcontract under this Contract provisions to ensure that Agency will receive the benefit of subcontractor performance as if the subcontractor were the Contractor with respect to Sections 5, 6, 7, 9, 10, 11, 14, 15, 16, 18, and 23. Agency’s consent to any subcontract shall not relieve Contractor of any of its duties or obligations under this Contract.

Title Name

S-62900-00011775 Page 17

b. The provisions of this Contract shall be binding upon and inure to the benefit of the parties, their respective successors, and permitted assigns, if any.

c. Contractor shall not assign, delegate, or transfer any of its rights or obligations under this Contract without Agency’s prior written consent.

7. No Third-Party Beneficiaries. Agency and Contractor are the only parties to this Contract and are the only parties entitled to enforce the terms of this Contract. Nothing in this Contract gives, is intended to give, or shall be construed to give or provide any benefit or right not held by or made generally available to the public, whether directly, indirectly, or otherwise, to third persons unless such third persons are individually identified by name herein and expressly described as intended beneficiaries of the terms of this Contract.

8. Funds Available and Authorized; Payments. Contractor shall not be compensated for Work performed under this Contract by any other Agency or department of the State of Oregon.