OregonBuys RFP #S-63500-00016049 Ocean Vessel for Surveying Oregon’s Nearshore Studies

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STATE OF OREGON

COVER PAGE

Oregon Department of Fish and Wildlife is issuing this Intermediate Procurement under S-63500-00016049 for

OCEAN VESSEL FOR SURVEYING OREGON'NEARSHORE

STUDIES

Date of Issue: February 24, 2026

Opening Date: March 17, 2026, at 3:00 PM

Single Point of Contact (SPC): Kathy Blehm, PCS2

Address: 4034 Fairview Industrial Dr SE City, State, Zip: Salem, OR 97302 Phone (voice): 503-509-1322 E-mail: kathy.m.blehm@odfw.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.

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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

2.5 SPECIAL CONSIDERATIONS:

2.6 WORK; ACCEPTANCE CRITERIA; DELIVERABLES AND DELIVERY SCHEDULE:

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFERS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 TIEBREAKERS

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFO AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H VESSEL & VESSEL MASTER MINIMUM QUALIFICATIONS FORM

ATTACHMENT I SCORED PROPOSAL COMPONENTS FORM

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency”), is issuing this Intermediate Procurement for Nearshore Studies.

The Oregon Department of Fish and Wildlife’s (ODFW or Agency) mission is to protect and enhance Oregon’s fish and wildlife and their habitats for use and enjoyment by present and future generations. ODFW is conducting research on Oregon’s groundfish to enhance their management and promote their sustainability for future generations. Most trips to sea will be single day trips operating within 30 miles of Newport Oregon. Offshore work may extend as far as 50 miles from land. Work out of other Oregon ports may be required.

The studies may include but are not limited to:

1) Studies of fish movement by tagging and listening for tagged fish

2) Hook and line fishing operations to develop gear to minimize bycatch

3) Running transects with underwater video cameras and/or scientific fish finders to count fish

4) Deploying drop cameras a specified locations to count fish

5) Deploying moorings for different biological and oceanographic purposes

Each specific study will be agreed to upon by the captain and contract manager prior to being conducted.

Agency is seeking Proposals to perform the Services and provide the Deliverables (collectively, the Work) laid out in the sample contract (Contract or sample Contract). The Proposer who submits the highest-ranking Proposal is the Successful Proposer. The Proposer will furnish a Vessel, Vessel Master, and two Deckhands for an at-sea research platform to assist Agency staff to make multiple research trips.

The Offeror must have the knowledge and ability to exercise sound judgment in conducting safe, efficient and effect at sea research and fishing operations.

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to start April 1, 2026, through March 31, 2027.

The Contract may have the option to renew for additional one-year periods up to a cumulative five (5) years. The Agency will allow price increases on a once yearly basis. If price increase is approved by Agency, the price increase will be processed by written Amendment, FUNDING: This Contract may include funding with Federal Funds. (See Attachment A. Sample Contract, EXHIBIT C, Special Terms and Conditions, Federal Provisions for Contracts issued under Federal Grants).

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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 solicitation.

Event Date Time

Questions / Requests for Clarification Due March 10, 2026 3:00 PM

Opening (offer Due) March 17, 2026 3:00 PM

Issuance of Notice of Award (approx.) March 26, 2026

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 496.146(11). Agency has authorization to conduct fish and wildlife management activities under ORS 496.138, consistent with the policy in ORS 496.012..

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270. No protests will be allowed.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

2.3 OVERVIEW AND PURPOSE

The purpose of this project is to conduct research on Oregon’s groundfish stocks in order to promote their sustainable management. The ultimate goals are to develop better methods to count fish, better our understanding of the biology and ecology of fish and understand how to better operate fisheries for these species.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.4 SCOPE OF WORK/SPECIFICATIONS

The Successful Proposer agrees to furnish a Vessel, Vessel Master, and, two Deckhands for an at-sea research platform to assist Agency staff to make multiple research trips.

The Successful Proposer agrees to provide technical assistance to the ODFW for conducting biological research on Oregon’s groundfish on nearshore and offshore reefs in Oregon. The weight of any and all sampling gear deployed will be less than 500 lbs per item.

Description of work:

The Successful Proposer agrees to provide an at-sea research platform to assist ODFW staff to make multiple trips to conduct research on Oregon’s groundfish. These studies may include but are not limited to:

1) Studies of fish movement by tagging and listening for tagged fish.

2) Hook and line fishing operations to develop gear to minimize bycatch

3) Running transects with underwater video cameras and/or scientific fish finders to count fish.

4) Deploying drop cameras a specified locations to count fish

5) Deploying moorings for different biological and oceanographic purposes

The Successful Proposer agrees to provide a vessel that has:

1. Been mutually-agreed upon by the Successful Proposer and the ODFW.

2. An ocean-going vessel (commercial fishing, research or CPFV) larger than 40’

3. All USCG-required safety equipment onboard and in good working order.

4. Adequate space for a scientific party of up to 8 individuals (most operations will be 4 or fewer), in addition to vessel crew.

5. Bathroom facilities

6. A hydraulic crab block capable of deploying (controlled descent) and retrieving moorings, barrel cages and other underwater equipment in weighing no more than 250 lbs, without hand-lifting of the anchors by ODFW staff

7. Ample house space for 4 scientific computers and associated equipment

8. Sufficient maneuverability to maintain a speed of <5 knots along a pre-determined linear survey line

9. A generator system(s) capable of simultaneously providing both 120 volts and 240 volts with a sustained output of 30 amps.

10. Deck space and railings must be capable of being fitted with a davit for deploying equipment and for deploying a 15 foot pole supporting a hydroacoustic transducer while still operating the hydraulic crab block

11. Sufficient deck space for 4 insulated half-totes as well as 16 cages and their associated mooring lines and baskets.

12. Sufficient space at the helm for two computer monitors that will be used to provide the skipper with vessel location and other operating data. Alternatively, if there are two monitors capable of receiving VGA, DVI or HDMI signals these can be used to display the data.

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2.5 Special Considerations:

The Contractor agrees to provide an Operator that has knowledge of:

a) Safe vessel operation

b) Fishing safety, and

c) Weather and its effects The Contractor agrees to provide at least two deckhands capable of handling, retrieving and deploying equipment over the side of the vessel. During hook and line operations deck hands will assist in rigging fishing poles, landing of fish and capture of fish.

The Contractor must have demonstrated ability to exercise sound judgement in conducting safe, efficient and effective operations.

The deckhand and/or skipper must conduct the retrieval and deployment of all gear over the side weighing more than 30 pounds. ODFW staff will handle equipment only while it is on the deck of the vessel and will not operate hydraulic controls.

The Contractor agrees to provide all necessary fuel and operating supplies and equipment. The Contractor hereby assumes full responsibility for the operation, repair, and maintenance of the boat and other equipment furnished by him/her. The Agency shall not control the means or manner of the operation of the vessel except to specify sampling locations, but shall rely on the skills, knowledge and guidance of the Contractor.

The Contractor agrees to provide certifications of all required insurance, mechanical inspections, operator licenses, United States Coast Guard inspections, and boater safety cards/captains licenses.

The Contractor agrees to provide a safety orientation/training to staff and volunteers including discussions of what roles scientists are expected to play in emergency situations and where muster stations are.

The Contractor agrees to cooperate with ODFW in collecting GPS location information at each sample site so that the Department may return to each site later to conduct habitat mapping and additional surveys.

The operations hereunder shall be conducted in accordance with all extant and applicable state and federal fish and wildlife regulations, including the prompt release of all prohibited species.

No fish shall be retained for the purpose of consumption.

2.6 Work; Acceptance Criteria; Deliverables and Delivery Schedule:

Agency will conduct the survey operations hereunder year around. Accordingly, Agency will need Successful Proposer to perform its obligations under the Contract during that time frame.

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The total estimated boat time for this Contract is 300 hours local and 100 hours distant travel.

The days and dates on which the survey shall take place shall be subject to joint determination by Agency and the Successful Proposer within the following limitations:

1. Up to 400 hours completed (less days may be completed at Agency’s sole discretion). The research shall be terminated when, as determined by Agency, either:

a. The scientific objectives of the research have been met, or the available funds have been exhausted, or it is deemed the scientific objectives cannot be met with the time and funds available, or research is legally constrained; or

b. Due to equipment failure, inclement weather, or other cause, Agency decides the scientific objectives cannot be met within a reasonable time frame.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

Proposals not in compliance with the following Minimum Proposal requirements will be rejected. At a minimum, Proposals shall include the following:

3.1.1 Vessel provided by Proposer.

MINIMUM REQUIREMENTS for vessel:

See Section 2.4.

3.1.2 Vessel Master and Commercial Passenger Fishing Vessel (CPFV) Master Qualifications - Minimum Mandatory Requirements:

(Proposer must provide copies of required Certifications or Licenses.)

Vessel Master must have all of the following (Use Attachment H):

- a minimum of five (5) years’ experience;

- a minimum of 3 years of professional experience operating vessels in coastal waters for multiday trips;

- significant knowledge of Oregon’s coastal waters.

- knowledge of, and ability to, anchor and manage at sea transfers of personnel;

- knowledge, experience, ability and commitment to conduct safe operations of vessel and equipment, including the ability to:

a. Closely follow a transect line while motoring at speeds <5 knots;

b. Deploy the suspended camera system within 10 ft of coordinates specified by

Agency staff;

c. Assist in the retrieval of the suspended camera system using the vessels hydraulic block; and

d. Assist in the capture and handling of fish with either the electronic jigging machines or hook-and-line gear;

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- Insurance as otherwise required by this RFP (see Section 4.3.1 and Exhibit B of Attachment A);

- Current Master Operator’s License; and

- Current First Aid Certification.

3.1.3 BUSINESS

1. The Successful Proposer agrees to provide at least two deckhands capable of handling, retrieving and deploying equipment over the side of the vessel. During hook and line operations deck hands will assist in rigging fishing poles, landing of fish and capture of fish.

a. If operations require the vessel to remain at sea for >14 hours one deckhand must have sufficient skill and experience to act as a wheel watch in the event the captain needs relief from operating the vessel.

2. The Successful Proposer must have demonstrated ability to exercise sound judgement in conducting safe, efficient and effective operations.

3. The deckhand and/or Vessel Master must conduct the retrieval and deployment of all gear over the side weighing more than 30 pounds. ODFW staff will handle equipment only while it is on the deck of the vessel and will not operate hydraulic controls.

4. The Successful Proposer agrees to provide all necessary fuel and operating supplies and equipment.

5. The Successful Proposer hereby assumes full responsibility for the operation, repair, and maintenance of the boat and other equipment furnished by him/her. The Agency shall not control the means or manner of the operation of the vessel except to specify sampling locations, but shall rely on the skills, knowledge and guidance of the Successful Proposer.

6. The Successful Proposer agrees to provide certifications of all required insurance, mechanical inspections, operator licenses, United States Coast Guard inspections, and boater safety cards/captains licenses as mandated by the class and registration of the vessel.

7. The Successful Proposer agrees to provide a safety orientation/training to staff and volunteers including discussions of what roles scientists are expected to play in emergency situations and where muster stations are.

8. The Successful Proposer agrees to cooperate with ODFW in collecting GPS location information at each sample site so that the Department may return to each site later to conduct habitat mapping and additional surveys.

9. The operations hereunder shall be conducted in accordance with all extant and applicable state and federal fish and wildlife regulations, including the prompt release of all prohibited species.

No fish shall be retained for the purpose of consumption.

10. The Successful Proposer will provide safety orientation and training to staff and volunteers at the beginning of each trip.

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11. If operations require the vessel to remain at sea for >14 hours, sleeping accommodations must be available to the science party.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Requirements

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

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• Certified Disadvantaged Business Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Vessel, Deck Loadable Vessel, and Vessel Master Qualifications (Attachment H)

• Scored Proposal Components Form (Attachment I)

3.2.2 Proposal Format and Quantity

Offeror should follow the format and reference the sections listed in the Offeror Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.3 Authorized Representative

An Authorized Representative is a person with authority to bind the Offeror. An Authorized Representative shall sign the Proposal. Failure of the Authorized Representative to sign the Offer may subject the Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Offerors.

https://oregonbuys.gov/bso

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Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

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

• Be emailed to the SPC

• Reference the OregonBuys bid number

• Identify Offeror’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation 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

3.3.3 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.3.1 Submission Options

OregonBuys Electronic Response. Offeror should submit its Offer electronically through OregonBuys. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Supplier Bid Solicitation Response.pdf.

The cost sheet must be submitted as a separate electronic response file.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - 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). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

3.3.4 Modification or Withdrawal of Quotes or Offers

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Opening Date

Offer and all required submittal items must be received by the SPC on or before Opening. All Offer modifications or withdrawals must be completed prior to Opening.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

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

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

• Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Offeror makes any contact regarding this solicitation with State representatives such as

State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Offeror attempts to inappropriately influence a member of the Evaluation Committee.

• Offeror 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 solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

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

3.4.1 Offeror Information and Certification Sheet: (Attachment C)

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

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3.4.2 References Check Form: (Attachment D)

Offeror shall submit completed Reference Check Forms.

• Offeror must provide at least two current professional references and one professional reference for work (from different firms and clients) supportive of Offeror’s ability to comply with the requirements of this RFP; and

• References must verify the quality of previous, related Work.

• Agency may check to determine if references provided support Offeror’s ability to carry out the work and perform the obligations for the Contract that agency is seeking to enter through the RFP. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

• Offeror shall submit reference names and contact information. Agency will make three

(3) attempts to contact each of the references provided by the Offeror. If these attempts are unsuccessful, the Offeror will receive a score of zero for that reference.

3.4.3 Costs: (Attachment E)

Submit a detailed Price Proposal (Attachment E) in a separate file that includes the following items:

• Offeror shall submit a Cost Sheet stating the proposed price per day and a total proposed price. The proposed price per day should include all costs required by the Proposer to perform the work on a daily basis, and the total proposed price should include all costs required by Offeror to perform the work for an approximate total of 400 hours. The Offeror shall furnish all required material, equipment, labor, and perform all work, outlined in the Request for Proposals, for the Oregon Department of Fish and Wildlife Project designated for Surveying Oregon’s Nearshore Semi- Pelagic Rockfish.

• Proposal Price is the total including Successful Offeror’s profit and overhead and any other costs to perform all work. Agency will not pay any costs above the Total Proposed Price.

3.4.4 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

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3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror.

However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.5.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

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

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 Offeror 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 Offeror.

1 – 4 FAIR – Offeror 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 solicitation. Offeror has not demonstrated knowledge of the subject matter.

The evaluation committee will consider the following elements of the Proposal in assigning a score:

3.5.2.1 Evaluation of Vessel Master and Vessel Crew Qualifications (Use

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Attachment H & I):

o Does the Proposal clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements?

o Does the Proposal demonstrate services comparable to those required under this RFP?

o Does the Proposal demonstrate comparable services required under this RFP from northeast Oregon?

3.5.2.2 References (Use Attachment D):

o Score the references based upon the submitted scores submitted from three references as required in Attachment D.

3.5.2.3 Evaluation of Vessel Master (Use Attachment I):

o How well does the Proposal meet the Minimum Requirements of Vessel

Master(s)?

3.5.2.4 Evaluation of Proposals Project Approach and Vessel and Deck Loadable Vessel Information (Use Attachment I):

Offeror’s must explain their project approach and demonstrate that vessel and deck loadable vessel meet all criteria laid out in this RFP.

The SPC may request further clarification to assist the evaluation committee in gaining additional understanding of Proposals. 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.

3.6 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

lowest cost of all Offerors X cost points possible = cost score cost being scored

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

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• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 TIEBREAKERS

Oregon Supplies: If Agency receives Offerors identical in cost, 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.

3.9 POINT AND SCORE CALCULATIONS

POINTS POSSIBLE :

3.5.2.2 References (Attachment D) 25

3.1.1 And

3.5.2.3

Vessel Master and Vessel Crew Qualifications (Attachment H & I) 40

3.5.2.4 Project Approach and Vessel Information (Attachment I) 40

3.4.4 Cost Points Possible (Attachment E) 45

TOTAL POINTS POSSIBLE 150

Scores are the values assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion.

3.10 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

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SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Offerors in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

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

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

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

(ODFW update 12/18/24) Page 17 of 19

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a Successful Offeror, Agency may enter into Contract negotiations with the Successful Proposer. By submitting a Proposal, Offeror 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.

Offeror shall review the attached sample Contract and note exceptions.

Offeror must submit those exceptions to Agency during the Questions and 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 Offeror 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. Offeror 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 all items, except those listed below:

• Choice of law;

• Choice of venue;

• Constitutional requirements; and

• Requirements of applicable federal and State law.

In the event that the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate negotiations and commence negotiations with the next highest ranking Offeror.

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to

(ODFW update 12/18/24) Page 18 of 19 compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

5.2 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: Business Oregon : Home : State of Oregon or email:

COBID Biz*Biz

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

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, 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.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror 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 Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part, or may cancel this solicitation 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 Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov

(ODFW update 12/18/24) Page 19 of 19

5.6 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (MUST BE RETURNED WITH PROPOSAL IF APPLICABLE)

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT D REFERENCE CHECK FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT E COST SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT H VESSEL & VESSEL MASTER MINIMUM QUALIFICATIONS FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT I SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH PROPOSAL)