ITB 00002656 for On-call Crane and Heavy Haul Services - ITB Body.pdf

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Date: November 5, 2025

City of Portland, Oregon ITB No. 00002656 Invitation to BID for

ON-CALL CRANE AND HEAVY HAULING SERVICES

PROPOSALS DUE:

November 28, 2025

By 4:00 P.M. Pacific Time

SUBMITTAL INSTRUCTIONS:

Submit proposals electronically by uploading the required proposal documents below to the City’s

Procurement Services vendor portal, BuySpeed found at: https://procure.portlandoregon.gov.

Additional instructions are provided in Attachment 1 – Electronic Submittal Instructions.

REFER ALL QUESTIONS TO:

Axkana Rios-Martinez, Procurement Specialist

Bureau of Revenue and Financial Services, Procurement Services

Phone: (503) 341-0310

Email: Axkana.Rios-Martinez@portlandoregon.gov https://procure.portlandoregon.gov/

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SECTION 1 INTRODUCTION

1.1 Background

The Portland Bureau of Transportation (“City” or “PBOT”) has the need for on-call crane and heavy hauling services to be ordered on an as-needed or emergency basis, over a 5-year contract term, with term spend not expected to exceed $250,000.

1.2 Scope of work

See Exhibit A – Scope of Work.

1.3 Technical Requirements

See Exhibit A – Scope of Work.

SECTION 2 GENERAL REQUIREMENTS AND INSTRUCTIONS TO BIDDERS

All bids are subject to the provisions and requirements of the Oregon Revised Statutes (ORS), the Portland

City Code (PCC), including PCC 5.10 and the Public Contracting Rules (PCR) 5.33.

2.1 Bid Preparation

2.1.1 Bid Format

Bids must be submitted on the format provided in the Invitation to Bid.

2.1.2 Conformance to Bid Requirements

Bids must conform to the requirements of the Invitation to Bid. All necessary attachments

(residency statement, bid bond, references, descriptive literature, etc.) must be submitted with the bid and in the required format. Bid prices must be for the unit indicated on the bid.

Failure to comply with all requirements may result in bid rejection.

2.1.3 Conflict of Interest

By submitting a bid, a Bidder certifies that no officer, agent or employee of the City has a pecuniary interest in this Agreement has participated in preparation of the proposal or resulting Agreement, that the proposal was made in good faith without fraud, collusion, or connection of any kind with any other Offeror of the same proposals, and that the Offeror is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm.

2.1.4 Cost of Bidding

This invitation to bid does not commit the City to pay any costs incurred by any Bidder in the submission of a bid, or in making necessary studies or designs for the preparation thereof, or for procuring or Contracting for the items to be furnished under the invitation to bid.

2.1.5 Use of Brand or Trade Names

Any brand or trade names used by the City in bid specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition. Bidders may submit bids for substantially equivalent products to those designated unless the Invitation to Bid provides

City Project 00002656 Page 3 of 9 On-call Crane and Heavy Haul Services that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to purchaser's approval.

2.1.6 Product Identification

Bidders must clearly identify all products bid. Brand name and model or number must be shown. The City reserves the right to reject any bid when the product information submitted wit the bid is incomplete.

2.1.7 FOB Destination

BID PRICES MUST BE F.O.B. DESTINATION FREIGHT PREPAID AND ALLOWED with all transportation and handling charges paid by the Bidder.

2.1.8 Exceptions

Any deviation from solicitation specifications, terms and conditions may result in bid rejection.

2.1.9 Delivery

Delivery time must be shown in number of calendar days after receipt of order.

2.1.10 Signature on Bid

Bids must be signed by an authorized representative of the Bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and is in all respects fair and without collusion or fraud. Failure to sign is cause for bid rejection.

Signature on a bid also certifies that the Bidder has read and fully understands all solicitation specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without comprehending all requirements of the Invitation to Bid

Submission of a bid online through the City’s web portal, BuySpeed constitutes an e-signature on the bid.

2.1.11 Bid Modification

Bids, once submitted, may be modified in writing before the time and date set for bid closing. Bidders may not modify bids after bid closing time.

2.1.12 Bid Withdrawals

Bids may be withdrawn prior to bid closing time.

2.1.13 Late Bids

Sealed bids must be received and time-stamped by Procurement Services prior to bid due time on the bid due date. Late bids will not be considered for award.

2.2 City Sustainability Objectives

The City has a history of striving to be more sustainable in its operations and planning. Starting with the City’s Sustainable City Principles (1994) the City has established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local

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Action Plan on Global Warming, and the Stormwater Management Manual (to view these and related

City policies, go to the Portland Policy Documents Website:

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy. As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the

City’s sustainability objectives tend to focus on: reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings; reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, reusable and recycled materials; utilizing, small, an local businesses; preserving or enhancing biodiversity; and maintaining fiscal health in the short and long term. As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives.

2.3 Addenda to Plans or Specifications

If, in the opinion of the Chief Procurement Officer, additional information or interpretation should be provided, an Addendum will be made available to all known specification holders. Any Addendum will be issued seventy-two (72) hours or more before the scheduled closing time for submitting bids, not including Saturday, Sunday, and legal holidays. The City shall post all Addenda on the

Procurement Services website. Failure of the Bidder to exercise due diligence to receive or obtain such Addenda shall not excuse the respondent from compliance therewith if awarded the contract.

2.4 Oral Instructions

Oral instructions or information concerning the ITB documents or the project given out by officers, employees, or agents of the City to prospective Bidders are not binding unless confirmed by

Addendum.

2.5 Questions or Clarifications

It is the Bidder’s responsibility to ask questions, request changes or clarifications, or inform the City of Portland, Procurement Services if it believes the language, specifications or requirements of this

ITB are ambiguous, contradictory, or have other problems. Unless a different time is provided in the

ITB, questions received less than seven (7) calendar days prior to the date bids are due may not be answered Clarifications of any provision of the solicitation document are binding only if the City amends the solicitation document by Addendum.

2.6 Protest of Solicitation Specifications

A Bidder who believes specifications are unnecessarily restrictive or limit competition may submit a protest, in writing, to the Chief Procurement Officer. To be considered, protests must be submitted within 7 days after a solicitation document is advertised. Protests must be submitted via email to the

Procurement Buyer identified on page 1.

2.7 Bid Opening

Bids will be opened and a public notice of the bid tab will be posted online in BuySpeed. . Award decisions will not be made at the bid opening.

2.7.1 Bid Evaluation and Award

Multiple awards may be made to the lowest responsive and responsible Bidders according to the

Invitation to Bid.

2.7.2 Evaluation Criteria

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Bids will be awarded based upon whichever responsive and responsible bidder submits the lowest cost bid in accordance with Section 5.33 of Public Contracting Rules (PCR).

The criteria which will be used to evaluate Responsiveness to this Invitation to Bid may be found below..

The following documents must be included in the submission for the bid to be considered responsive:

• Attachment 1: Representation and Certifications

• Attachment 2: Non-Collusion Affidavit

• Exhibit B: Pricing Schedule / Bid Form

2.7.3 Reserved.

2.7.4 Reserved.

2.7.5 Reserved.

2.7.6 Reserved.

2.7.7 Payment

The City’s standard payment term is Net 30 days. Bids which require payment in less than

30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, vendors shall execute the City’s standard ACH Vendor Payment Authorization Agreement which is available on the City’s website at: https://www.portland.gov/sites/default/files/2019-

09/achvendorpaymentauthorizationagreement.pdf

Upon verification of the data provided, the Payment Authorization Agreement will authorize the City to deposit payment for services rendered or goods provided directly into vendor accounts with financial institutions. All payments shall be in United States currency.

2.7.8 Bid Rejection

The City reserves the right to reject any and all bids.

2.7.9 Cancellation

The City reserves the right to cancel this solicitation at any time without award.

2.7.10 Bid Results

Bidders who receive awards will be notified of bid results via the Procurement Services website; unsuccessful Bidders will not be directly notified. Bid results are available by phone or email.

2.7.11 Protests

A written protest regarding the procurement process or this solicitation document must be submitted within 7 days after a solicitation document is advertised. A written protests https://www.portland.gov/sites/default/files/2019-09/achvendorpaymentauthorizationagreement.pdf https://www.portland.gov/sites/default/files/2019-09/achvendorpaymentauthorizationagreement.pdf

City Project 00002656 Page 6 of 9 On-call Crane and Heavy Haul Services regarding contract award must be submitted in writing within 7 days after the award of a contract or Notice of Intent to Award, whichever occurs first. A written protest of any

Addendum must be submitted by the close of the next business day after issuance of the

Addendum. Late protests will not be considered. See PCR 5.33.730 and 740.

SECTION 3 SUPPLEMENTAL REQUIREMENTS

3.1 Intergovernmental Co-Operative Purchasing

The Bidder awarded the contract agrees to extend identical prices and services under the same terms and conditions to all public agencies. Quantities stated herein reflect the City of Portland usage only. Purchases from other agencies do not affect the Contactor’s obligation to the City of

Portland. Other agencies will execute their own Contracts with the Bidder. The successful Contractor shall provide quarterly usage reporting of the City of Portland and that of other public agencies. Any

Bidder, by written notification included with their bid, may decline to extend the prices and terms of this bid to any and/or all other public agencies.

3.2 Additional Purchases

The City reserves the right to purchase additional equipment or materials beyond the quantities stated in the bid documents at the same prices submitted by the Bidder. Such additional purchases are not guaranteed and will be made at the City’s sole discretion.

3.3 Preparation of Bids

3.3.1 Pre-Bid Meeting

There will be no pre-bid meeting or site visit scheduled for this project.

3.3.2 Intent Of Specifications

The intent of these specifications is to provide the City with fully operational crane and heavy hauling equipment, fully staffed. Bidders shall include in their bids all costs for all components and labor necessary to ensure that the equipment is fully operational, regardless of any apparent omission of any particular component of these specifications.

If it appears the City omitted an important component of any item identified in this bid, the

Bidder shall bring that matter to the attention of the City during the period of time available for requesting clarification. The specifications in this ITB will be part of the Contract between the City and the successful Bidder(s).

3.3.3 Silence Of Specification

The silence or omission of the specifications as to any detail means that only the best commercial practices are to prevail in this ITB and resulting Contract; only materials and workmanship of first quality are to be used.

3.3.4 Taxes

Taxes, whether State or Federal, shall not be included in the bid prices. A tax exemption certificate will be provided by the City on request.

3.4 Submission of Bids

3.4.1 Bid Submittal

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By submitting a bid, the Bidder agrees to furnish any and all equipment, supplies and/or services required by the ITB, at the prices quoted, pursuant to all requirements and specifications as contained therein.

If the intent of the Bidder is not clearly identifiable, the interpretation most advantageous to the City will prevail. All bids must be on the form furnished by the City, or it may be rejected by the City. The omission of such items as delivery dates, or any other required information may cause the offer to be considered non-responsive. .

3.4.2 Bid Prices

The prices submitted shall be firm during the first year of the Contract period. If unit prices are requested, they shall be shown for each unit on which there is a bid. The Bid price includes the cost to obtain all permits and licenses that may be required to perform the

Contract. All prices quoted shall include all packing, handling, shipping charges, and the warranty provisions and requirements as listed in these specifications, FOB delivered and unloaded at the designated location(s). If assembly is required, offered prices shall include all costs associated with delivery, assembly, set-up and proper disposal of packaging materials. The offer price shall be exclusive of any sales, purchaser, or consumer tax.

Submit unit prices if requested.

3.4.3 Execution Of Contract

The Bidder to whom award is made shall execute and return the Contract in the required number of copies and shall furnish all required bonds and insurance certificates satisfactory to the city within twenty (20) days after the Bidder receives the Contract.

3.4.4 Failure To Execute Contract

Failure on the part of the Bidder to whom the Contract is awarded to execute the Contract and deliver the Contract, all required bonds and insurance certificates within the time required permits the City to cancel the award of the Contract and charge Bidder for the difference in price between its bid and that of the next lowest responsible bidder.

SECTION 4 STANDARD TERMS AND CONDITIONS FOR CITY OF PORTLAND CONTRACTS

Please see Exhibit C included as a separate attachment

SECTION 5 RESERVED.

SECTION 6 ATTACHMENTS

1. REPRESENTATION, CERTIFICATIONS

2. NON-COLLUSION AFFIDAVIT

VI. EXHIBITS AND APPENDICES

A SCOPE OF WORK

B. PRICING SCHEDULE / BID FORM

C. SAMPLE PRICE AGREEMENT

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ATTACHMENT 1

REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGMENTS

[This form must be submitted with bid]

OFFER DATE

OFFEROR NAME

OFFEROR DOING BUSINESS AS

OFFEROR ADDRESS

AUTHORIZED REPRESENTATIVE NAME

AUTHORIZED REPRESENTATIVE TITLE

AUTHORIZED REPRESENTATIVE PHONE

AUTHORIZED REPRESENTATIVE EMAIL

AUTHORIZED REPRESENTATIVE MAILING

ADDRESS

AUTHORIZED REPRESENTATIVE SIGNATURE

NAME OF LOCAL REPRESENTATIVE

LOCAL REPRESENTATIVE PHONE

LOCAL REPRESENTATIVE EMAIL

CITY OF PORTLAND BUSINESS LICENSE TAX

ACCOUNT #

STATE OF OREGON REGISTRY NUMBER

FEDERAL TAXPAYER IDENTIFICATION NUMBER

(TIN)

TYPE OF ORGANIZATION Sole proprietorship;

Partnership;

Corporate entity (not tax-exempt);

Corporate entity (tax-exempt);

Government entity (Federal, State, or local);

Other:

COMMON PARENT Offeror is not owned or controlled by a common parent:

Name and TIN of common parent:

Name:

TIN:

RESIDENT BIDDER

All Offerors must state whether or not they are an Oregon resident Bidder as defined in ORS 279A.120, a resident Offeror is one who has paid unemployment taxes or income taxes in the State during the twelve (12) calendar months immediately preceding bid submission, has a business address in Oregon, and has stated in their bid to be a resident bidder.

Offeror is a Resident Bidder Offeror is not a Resident Bidder State of Residence:

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ATTACHMENT 2

NON-COLLUSION AFFIDAVIT

FOR

CITY OF PORTLAND SOLICITATION NO. 000002656

[This form notarized and submitted with bid]

STATE OF

COUNTY OF

I, , state that I am

(Printed Name) (Position/Title) of and that I am authorized to execute this affidavit

(Name of Firm) on behalf of this firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.

I state that:

1. The price(s) and the amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, offeror, or potential offeror, except as disclosed.

2. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is an offeror or potential offeror, and the price(s), will not be disclosed before bid opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this Contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.

4. The bid of this firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.

5. (Name of Firm) , its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as described.

I state that (Name of Firm) understands and acknowledges that the above representations are material and important, and will be relied on by THE CITY OF PORTLAND, OREGON in awarding the Contract(s) for which this bid is submitted. My firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from THE CITY OF PORTLAND, OREGON of the true facts relating to the submission of bids for this Contract.

Signature

Subscribed and sworn to before me on this _______ day __________ of _________ x

SIGNATURE OF NOTARY PUBLIC

MY COMMISSION EXPIRES________