ITB Bonneville Hatchery Heat Pump System Replacement.doc

ITB S-63500-00011113 – New Bonneville Hatchery Heat Pump Systems for On-Station Houses

State of Oregon

COVER PAGE

OREGON DEPARTMENT OF FISH AND WILDLIFE

Is issuing this Invitation To Bid (ITB) under OregonBuys Bid Number S-63500-00011113 for New Bonneville hatchery heat pump systems for on-station houses Date of Issue: 08/09/2024 Bid Opening Date and Time (Bid Due Date): 08/27/2024, Time 2:00 PM

Single Point of Contact (SPC): Ashley Kallberg, Procurement & Contract Specialist Address:

4034 Fairview Industrial Dr SE

City, State, Zip:

Salem, OR 97302 Phone (voice):

971-372-4431 E-mail:

Ashley.j.kallberg@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.

TABLE OF CONTENTS

4SECTION 1:

GENERAL INFORMATION

41.1

SUMMARY OVERVIEW

51.2

SCOPE OF WORK/STATEMENT OF WORK/SPECIFICATIONS

61.3

SCHEDULE OF EVENTS

71.4

DEFINITION OF TERMS

71.5

SINGLE POINT OF CONTACT

7SECTION 2:

ITB PROCESS

72.1

PROCUREMENT AUTHORITY

72.2

PROCUREMENT METHOD

82.3

PRE-BID CONFERENCE

82.4 OREGONBuys

2.5

QUESTIONS AND CLARIFICATIONS

2.6

ADDENDUM

SECTION 3:

INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1

ACCEPTANCE PERIOD

3.2

BID SUBMISSION REQUIREMENTS (GENERAL)

3.3

BID REQUIREMENTS (PASS/FAIL)

1SECTION 4:

BID REVIEW METHODOLOGY

14.1

RESPONSIVENESS DETERMINATION

14.2

RESPONSIBILITY DETERMINATION

114.3

COST COMPARISON

14.4

RESERVED

14.7

METHOD OF AWARD

1SECTION 5:

INTENT TO AWARD

15.1

INTENT TO AWARD NOTIFICATION

15.2

PAY EQUITY

15.3

NONDISCRIMINATION IN EMPLOYMENT

15.4

OTHER REQUIRED INFORMATION

1SECTION 6:

CONTRACT AGREEMENT EXECUTION

1SECTION 7:

ADDITIONAL INFORMATION

17.1

GOVERNMENT BODIES

17.2

OWNERSHIP/PERMISSION TO USE MATERIALS

17.3

COST OF BIDDING

17.4

CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

17.5

RECYCLED PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A – SAMPLE CONTRACT AGREEMENT

ATTACHMENT B – BID COVER SHEET

(must be returned with Bid)

ATTACHMENT C – REFERENCE CHECK FORM

ATTACHMENT D – BID SUBMITTAL FORM

ATTACHMENT E – COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F – RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

The State of Oregon, acting by and through the Oregon Department of Fish and Wildlife, (“Agency”), is issuing this Invitation to Bid (ITB) to establish a Contract Agreement for Goods and Services.

1.2 Heat pump systems that are outdated and difficult to find parts for have become faulty and need replaced for 8 of the on-station houses at the hatchery for the safety and comfort of the residence. SCOPE OF WORK I. PROJECT TITLE: New Bonneville Hatchery heat pump systems for on-station houses II. BACKGROUND or GENERAL INFORMATION and Purpose:

For the past several years maintenance staff and heat pump contractors have been performing repairs to the heat pump system units, some of the issues are not able to be sufficiently remedied due to the age of the units and parts available, and many are operating at below satisfactory levels. The residences are occupied by on-station staff who are responsible for the daily rearing of over 11 million salmonids and required to live on station to respond to after hour responsibilities and emergencies. Having a functioning heat pump at these residences is important as it is the primary source of heating and cooling at the residences. If they were to completely fail during a prolonged heat or cold event it would result in a health and safety issue for the occupants. A proper operating heat pump also is beneficial to keeping the residences in good condition as it promotes good air circulation mitigating the potential for mold and mildew due to excessive moisture build up.

III. PROJECT DESCRIPTION, DESCRIPTION OF WORK and TASKS:

Project Description or Description of Work.

Contractor will remove existing heat pump systems for 8 of the on-station houses that use air to air systems and replace them with new heat pump systems. Removal services of the old heat pumps will be completed by the Contractor. Contractor will install the new heat pumps at the appropriate residences. Contractor will install matching indoor air handlers and appropriate heat strips, install new programable thermostats on all units, new unit pads, and install new lines set from indoor to outdoor equipment. Contractor will also install new condensate drain pumps or drainage systems. Contractor will handle any permits as needed. Contractor will clean up their worksite and start up the new heat pumps to ensure the new systems are operating well.

TASKS:

Contractor will:

Details for seven single level 1200 sqft homes:

1. Contractor will install seven, 3-ton 18 SEER heat pumps with matching indoor air handlers and 10kw heat strips. Heat pump must be capable of normal operations range down to 20-degree Fahrenheit or colder before relying on emergency heat.

2. Install new programable thermostats on all units.

3. Install new line set from indoor to outdoor equipment.

4. Dispose of old equipment.

5. Install transitions to existing ductwork.

6. Install new unit pads/stilts.

7. Install new condensate drain pump/system(s).

8. Contractor will handle any permits needed.

9. Start up and test system operations

10. Contractor will clean up the worksite Details for one 2275 sqft home:

1. Install one, 5-ton 18 SEER heat pump with matching indoor air handler and 15kw heat strips. Heat pump must be capable of normal operations range down to 20-degree Fahrenheit or colder before relying on emergency heat.

2. Install new programable thermostat.

3. Install New line set from indoor to outdoor equipment.

4. Dispose of old equipment.

5. Install transitions to existing ductwork.

6. Install new unit pads/stilts.

7. Install new condensate drain pump/system(s).

8. Contractor will handle any permits needed.

9. Start up and test system operations

10. Contractor will clean up the worksite ODFW will:

1. Provide access to the residential buildings where it is required for installation.

IV. DELIVERABLES AND SCHEDULE:

· Pre-bid meeting will be held on August 14, 2024 at 10:30am at the following location: 70319 NE Chinook Ct, Cascade Locks, OR 97014.

· Contractor will complete the uninstallation and disposal of the old heat-pump and the installation of the new heat-pumps on the ODFW residential buildings no later than October 31, 2024.

V. PAYMENT METHODOLOGY

The contractor will be paid in full after the work has been verified as complete and an invoice has been received for the hourly rate of labor and materials costs

VI. DELIVERABLES REVIEW

When deliverables are confirmed to be operational after install and testing, ODFW will accept. Non-operational heat pumps will be rejected.

1.3 SCHEDULE OF EVENTS

The table below represents a tentative schedule of events. Agency may modify these dates at any time, with appropriate notice. All times are Pacific Time (PT).

Pre-Bid Conference

Bid Opening Date (Due Date and time to submit Bids ) See cover page

Agency operating hours are:

Monday through Friday 8:00 AM to 5:00 PM, Pacific Time, except for state holidays and State approved closures, including those for inclement weather.

1.4 DEFINITION OF TERMS

For the purposes of this ITB, unless specifically defined in this ITB, capitalized words have the meanings provided in OAR 125-246-0110. These definitions do not apply to the Proposed Contract Agreement attached as Attachment A.

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

“SPC” means the Single Point of Contact listed on the cover page of this ITB. All communications related to any provisions of this ITB shall be directed only to the SPC to ensure every Bidder receives the same information.

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

“Successful Bidder” means the person(s), organization(s) to which the award is made.

1.5 SINGLE POINT OF CONTACT

All questions, requests for clarification about any component of this ITB, including the technical requirements, contractual requirements, and the procurement process must be directed to the SPC identified on the cover page of this ITB.

SECTION 2: ITB PROCESS

2.1 PROCUREMENT AUTHORITY

Agency is issuing this ITB pursuant to its authority under OAR 125-246-0170(2) and 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.

2.2 PROCUREMENT METHOD

Agency is using the Intermediate Bidding method, pursuant to ORS 279B.070 and OAR 125-247-0270.

2.3 PRE-BID CONFERENCE

A mandatory pre-Bid conference will be held for this ITB.

The purpose of this conference is to explain the ITB requirements and to answer questions. Statements made at the pre-Bid conference are not binding upon Agency. Bidders are cautioned, the ITB requirements will change only by written Addenda issued by Agency as provided in Sections 2.4 and 2.7.

2.4 Oregonbuys

This ITB, including all Amendments, attachments and exhibits are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. ITB documents will not be mailed. Prospective Bidders are solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

ORegonbuys Assistance Bidders needing assistance with OREGONBUYS may contact the Helpdesk by telephone at (855) 800-5046 or email to support.oregonbuys@oregon.gov .

Oregonbuys Registration Information For Vendor Registration: visit https://OregonBuys.gov

Current and correct registration information is the sole responsibility of the registered party. Agency accepts no responsibility for missing or incorrect information.

2.5 QUESTIONS AND CLARIFICATIONS

All questions and requests for clarification, related to this solicitation must:

· Be delivered to the SPC via an OregonBuys submission, email, or hard copy;

· Reference the OregonBuys bid number ;

· Identify Bidders’s name and contact information;

· Refer to the specific area of the ITB 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

2.6 ADDENDUM

Unless otherwise stated in the ITB, Agency shall post any Addendum on OregonBuys. Addendum are incorporated into this ITB by this reference and can be viewed and downloaded by interested parties registered in OregonBuys, unless an alternate process is defined in Section 2.4.2. Bidder is responsible for monitoring OregonBuys regularly until ITB Opening. Agency is not responsible for sending Addendum to any prospective Bidder.

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

Bids are firm offers for a period of 180 calendar days from Opening.

3.2 BID SUBMISSION REQUIREMENTS (GENERAL)

Bid Format Bidder shall submit its Bid both on electronic thumb drive media and hard copy. Hard copy version must use only white 8 1/2” x 11” Recycled Paper (Bidder must use Recycled Paper, to the maximum extent economically feasible), without extensive art work, unusual printing, or other materials not essential to the utility and clarity of the Bid. Agency requests Bids be submitted with the edges unbound.

The Bid should be presented in a format corresponding and referencing the sections contained in Section 3.3. Responses should be presented in the same order and identify the item being addressed.

Submitting Bids Bidder is solely responsible for ensuring its Bid is received at Agency in accordance with the ITB requirements before Bid Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery for any reason. A Bid submitted by any means not authorized below will be rejected. The following delivery options are permitted for this ITB:

Delivery through OregonBuys

Bid submission should be electronically through OregonBuys. at: OregonBuys.gov Alternative Delivery Option: Delivery through Mail, Email or Parcel Carrier

Bids may be submitted by: Mail, E-Mail, and, addressed as follows:

MAIL:

New Bonneville Hatchery Heat Pump Systems for on-station houses OregonBuys #S-63500-00011113

OREGON DEPARTMENT OF FISH AND WILDLIFE

Ashley Kallberg / Contract Services

4034 Fairview Industrial Drive SE

Salem, OR 97302

E-MAIL:

E-Mail Address: ODFW.Bids@odfw.oregon.gov When E-Mailing in bids, Proposers must address the Subject line as follows:

Subject: BID FOR S-63500-00011113 Agency operating hours are Monday through Friday 8:00 AM to 5:00 PM, Pacific Time, except for State holidays and State approved closures.

Bid Modification It is the responsibility of the Bidder to ensure modified Bids are submitted before the Bid Opening date and time. To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Bid Opening.

A Bidder wishing to make modifications to a Bid already received by Agency must:

· Withdraw its Bid in order to make modifications and resubmit the Bid pursuant to Section 3.2.6.

· All modifications made to a Bid must be made in ink and must be properly initialed by Bidder’s authorized representative.

· Submit modification(s), in writing, on Bidder’s letterhead, noting the specific change(s) to the original Bid submission. All modifications made to a Bid must be made in ink and must be properly initialed by Bidder’s authorized representative.

· Oral, facsimile or telephonic modifications will not be accepted.

Bid Withdrawal If a Bidder wishes to withdraw a submitted Bid, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, or hard copy prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

Late Bids Late bids will NOT be accepted or reviewed. Late Bids will not be returned to the respective Bidder.

Opening of Bids Bids will not be be publicly opened and the names of all Bidders will not be read by Agency at the location identified on the cover page of this ITB.

3.3 BID REQUIREMENTS (PASS/FAIL)

Bids will be reviewed on a Pass/Fail basis. Failure to provide any of the information or comply with any of the requirements in this section 3.3 and its subsections MAY be considered nonresponsive. Agency has the right to determine if Bids substantially meet the requirements of this ITB.

Bid Opening Bids must be submitted by Bid Opening Date to be considered.

Required forms Bidder must submit the following forms:

· Attachment B – Bid Cover Sheet

· Attachment C – Reference Check Form

· Attachment D – Bid Submittal Form

· Attachment E – COBID Certification / Outreach Plan

· Attachment F – Responsibility Inquiry Authorized Signature The Bid must be signed by person(s) legally authorized to bind the Bidder to the Bid and the Contract Agreement resulting from this ITB. Upon request by Agency, any representative submitting a Bid on behalf of the Bidder shall provide a current document certifying the representative’s authority to bind the Bidder. Upon request of Agency, Bidder shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the Bid to execute agreements on behalf of the entity.

RESERVED

Bid Requirements Bidder must provide all information required in Attachment D of this ITB.

SECTION 4: BID REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

A Bid received prior to Bid Opening will be reviewed to determine if it is Responsive to all ITB requirements including compliance with Bids Requirements section. If the Bid is unclear, the SPC may request clarification from Bidder. However, clarifications may not be used to rehabilitate a non-Responsive Bid. If the SPC finds the Bid non-Responsive, the Bid may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.2 RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Bidder is Responsible prior to award and execution of the Contract Agreement. Bidder(s) shall submit a signed Responsibility Inquiry form (Attachment F) with Bid.

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

4.3 COST COMPARISON

Agency shall award the Contract Agreement to the lowest Responsible Bidder whose bid substantially complies with the requirements and criteria set forth in this Section. If the ITB authorizes the award of multiple Contracts Agreements, Agency shall award the Contract Agreement to the Responsible Bidders whose Bids substantially comply with the requirements and criteria set forth in the ITB.

RESERVED

RESERVED

RECIPROCAL PREFERENCE

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

RECYCLED MATERIALS

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

PUBLIC PRINTING

Agency shall, for the purpose of evaluating Bids, apply the public printing preference set forth in ORS 282.210.

TIEBREAKERS

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

4.4 METHOD OF AWARD

GENERAL AWARD

If awarded, Agency must award the Contract Agreement to the Responsible Bidder submitting the lowest, Responsive Bid. Agency may award by item, groups of items or the entire Offer provided such Award is consistent with this ITB and in the public interest.

SECTION 5: INTENT TO AWARD

5.1 INTENT TO AWARD NOTIFICATION

After a final selection is made, Agency will issue a notice of Intent to Award on OregonBuys. Bid files are public records and available for review at Agency by appointment.

5.2 PAY EQUITY

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

5.3 NONDISCRIMINATION IN EMPLOYMENT

As a condition of receiving the award of a Contract Agreement under this ITB, Bidder must certify, in accordance with ORS 279A.112, it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 OTHER REQUIRED INFORMATION

Insurance

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

SECTION 6: CONTRACTAGREEMENT EXECUTION

After submission of the required information and insurances identified in the ITB by the awardee and obtaining all requisite approvals required, Agency will proceed with final award. The Contact Agreement attached hereto as Attachment A is not negotiable.

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

SECTION 7: ADDITIONAL INFORMATION

7.1 GOVERNMENT BODIES

Under ORS Chapter 190, Agency may enter into an agreement with another government body for the Goods or Services that are the subject of this ITB. Intergovernmental agreements are not subject to the Public Contracting Code. If Agency receives an Offer from a government body, Agency will initially review the Offer according to the same criteria set forth in this ITB. Agency, in its sole discretion, may enter into an ORS Chapter 190 agreement with any government body for the Goods or Services, or any portion thereof and cancel this ITB if it would be in the public interest as determined by Agency.

7.2 OWNERSHIP/PERMISSION TO USE MATERIALS

Bids submitted in response to this ITB become the property of Agency. The submission of a Bid in response to this ITB 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 Bid solely for the purpose of evaluating the Bid, awarding a Contract Agreement, or as otherwise needed to administer the ITB process, and to fulfill obligations under Oregon Public Records Laws. Bids, including supporting materials, will not be returned to Bidder unless Agency cancels this ITB prior to the Bid Opening identified in Section 1.3.

7.3 COST OF BIDDING

Bidders must pay all costs of bidding including, but not limited to, the cost to prepare and submit Bids, samples and other supporting materials, or to participate in demonstrations, if required by this ITB.

7.4 CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

Pursuant to ORS 279B.100, Agency may reject any or all Bids in whole or in part, and may cancel this ITB at any time when the rejection or cancellation is in the best interest of the State. Agency, the State, and their officers, employees and agents are not liable to any Bidder for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this ITB, or rejection of any or all Bids. Unless Agency cancels this ITB prior to the Bid Opening identified in Section 1.3, all Bids will become part of the public record without obligation to Agency.

7.5 RECYCLED PRODUCTS

Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Contract Agreement. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280)

ATTACHMENT A

[Attach as separate Attachment or Insert Sample Contract Here] DAS Procurement Services, Version 1.0 – February 20, 2019