ITB for Goods and Services~1.pdf

ITB S-63500-00013212 – Bonneville Spawning Elevator Valves

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 1 of 17

STATE OF OREGON

COVER PAGE

Oregon Department of Fish and Wildlife

BONNEVILLE SPAWNING ELEVATOR VALVES

Invitation to Bid (ITB) Contract

S-63500-00013212

Date of Issue: 03/17/2025

Closing: 03/27/2025, Time 10:00 AM (Pacific)

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

Address: 4034 Fairview Industrial Dr. SE City, State, Zip: Salem, OR 97302 Phone (voice): 971-732-4431 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.

mailto:Ashley.j.kallberg@odfw.oregon.gov

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 2 of 17

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

1.2 SCOPE OF WORK

1.3 SCHEDULE OF EVENTS

1.4 DEFINITION OF TERMS

1.5 SINGLE POINT OF CONTACT

SECTION 2: ITB PROCESS

2.1 PROCUREMENT AUTHORITY

2.2 PROCUREMENT METHOD

2.3 PRE-BID CONFERENCE

2.4 ORPIN

2.5 QUESTIONS AND CLARIFICATIONS

2.6 PROTEST OF ITB

2.7 ADDENDUM

2.8 PROTEST OF ADDENDUM

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

3.2 BID SUBMISSION REQUIREMENTS (GENERAL)

3.3 BID REQUIREMENTS (PASS/FAIL)

SECTION 4: BID REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

4.2 RESPONSIBILITY DETERMINATION

4.3 COST COMPARISON

4.4 RESERVED ..........................................................................................................................................Error! Bookmark not defined.

4.5 REFERENCES

4.6 RESERVED ..........................................................................................................................................Error! Bookmark not defined.

4.7 RESERVED

4.8 METHOD OF AWARD

SECTION 5: INTENT TO AWARD

5.1 INTENT TO AWARD NOTIFICATION

5.2 INTENT TO AWARD PROTEST

5.3 PAY EQUITY

5.4 NONDISCRIMINATION IN EMPLOYMENT

5.5 OTHER REQUIRED INFORMATION

SECTION 6: CONTRACT EXECUTION

SECTION 7: ADDITIONAL INFORMATION

7.1 GOVERNMENT BODIES

7.2 OWNERSHIP/PERMISSION TO USE MATERIALS

7.3 COST OF BIDDING

7.4 CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

7.5 RESERVED ..........................................................................................................................................Error! Bookmark not defined.

7.6 RECYCLED PRODUCTS

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 3 of 17

LIST OF ATTACHMENTS

ATTACHMENT A – SAMPLE CONTRACT

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

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 4 of 17

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 for Goods and Services.

Bonneville Collection and Spawning area is in need of a replacement of spawning elevator valves, as the age and condition of the valves has made repairs not possible, as parts are no longer available, and all valves have deteriorated to the point of near or complete failure to function. The spawning elevator is used to move adult fish from the trap to the sorting/spawning room. An inoperable water elevator would suspend adult fish collections and spawning as that is the only way to get fish up to the sorting/spawning area.

The contractor will remove and replace existing butterfly valves and pneumatic valve actuators for the fish elevator system at Bonneville Hatchery. The scope of work includes the removal and replacement of one 6” and two 12” butterfly valves along with their corresponding pneumatic valve actuators. The replacement valves and actuators will be installed in a like-for-like manner.

The valves are located in a valve pit that is approximately 5’ deep and 5.5’ wide.

• Agency anticipates the award of oneContracts resulting from this ITB. In the event multiple Contract/Price Agreements are awarded, Agency will use the following methodology to determine from which Contractor to purchase.

• Issue all purchases to the lowest responsible Bidder.

• Determine a list of the most commonly purchased items, price compare this list between all awarded Contractors. Issue all purchases to the Contractor with the lowest Offer. A new comparison will be conducted at least once per year.

• Compare each item between all awarded Contractors, issue Purchase

Order to the Contractor with the lowest Offer.

• Required delivery date for [the good or service]: May 30, 2025

• This work may be subject to prevailing wage rate.

1.2 SCOPE OF WORK

I. PROJECT TITLE: Bonneville Spawning Elevator Valves

II. BACKGROUND or GENERAL INFORMATION and Purpose:

The Bonneville Collection and Spawning area was built in the late 70’s. It is critical that the equipment within this area is in good functioning condition so that adult salmonid collections can occur.

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 5 of 17

Currently the replacement of spawning elevator valves is needed, as the age and condition of the valves has made repairs not possible, as parts are no longer available, and all valves have deteriorated to the point of near or complete failure to function. The spawning elevator is used to move adult fish from the trap to the sorting/spawning room. An inoperable water elevator would suspend adult fish collections and spawning as that is the only way to get fish up to the sorting/spawning area.

Work will need to be performed between May 15-May 30st due to fish production schedules, adult trapping operations, and the dewater requirements for the repair work.

III. PROJECT DESCRIPTION, DESCRIPTION OF WORK and TASKS:

Project Description or Description of Work.

The contractor will remove and replace existing butterfly valves and pneumatic valve actuators for the fish elevator system at Bonneville Hatchery. The scope of work includes the removal and replacement of one 6” and two 12” butterfly valves along with their corresponding pneumatic valve actuators. The replacement valves and actuators will be installed in a like-for-like manner. The valves are located in a valve pit that is approximately 5’ deep and 5.5’ wide.

Valve and Actuator Specs:

• Two-twelve-inch butterfly, wafer style and one-six-inch butterfly wafer style valves, with cast iron/ductile iron body, stainless steel shaft and valve disk material with seal material suitable for 45-55 degree clean well water.

• Three-pneumatic actuators with proximity switches indicating open or closed status.

Where existing components are in good working condition, the contractor will reuse the control wiring, ASCO dual coil solenoids, and compressed dry air (CDA) tubing. If replacements are necessary, the contractor will be responsible for supplying any required parts and materials to complete the repair. Upon completion, the contractor will conduct testing to ensure the pneumatic valves and water elevator are fully operational.

TASKS:

Contractor will:

1. Provide necessary safety materials and documentation.

2. Remove and replace one 6” and two 12” butterfly valves and pneumatic valve actuators for the fish elevator.

3. Reuse and rewire existing control systems to connect to the new valves.

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 6 of 17

4. Reuse and reconnect the existing ASCO dual coil solenoids and CDA tubing where feasible.

5. Provide an additional ASCO dual coil solenoid for future repairs.

6. Test the pneumatic valve and water elevator system to confirm full functionality.

7. Provide a one-year warranty covering parts and labor.

8. Complete all work between May 15 – May 30, 2025.

ODFW will:

1. Provide access to the worksite and required facilities at Bonneville Hatchery.

2. Ensure the D battery head tank is emptied and locked out before work begins.

3. Assign a Facility Operations Specialist to operate the elevator controls as needed.

IV. DELIVERABLES AND SCHEDULE:

• The contractor must deliver and install one 6” and two 12” butterfly valves for ODFW’s Bonneville fish elevator no later than May 30, 2025.

• All removal and installation activities must occur between May 15 – May 30, 2025.

V. PAYMENT METHOLODOGY

The contractor will receive full payment upon successful completion of the work and submission of an invoice reflecting labor and material costs

VI. DELIVERABLE REVIEW & ACCEPTANCE PROCESS

ODFW will inspect all installed equipment to confirm operational functionality.

Acceptance is contingent upon successful installation, testing, and receipt of required certifications. Non-operational valves 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).

EVENT DATE TIME (Pacific Time)

Pre-Bid Conference non-mandatory

3/20/2025 11:00am

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 7 of 17

Questions and Clarifications Due 3/24/2025 4:00pm Answers to Questions and Clarifications Due

(approximate) 3/25/2025 2:00pm

Closing (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 attached as Attachment A.

1.4.1 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, and protests 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 conducting this ITB pursuant to ORS 279A.050 and OAR 125-246-0170(3).

2.2 PROCUREMENT METHOD

Agency is using the Competitive Sealed Bidding method, pursuant to ORS 279B.055 and OAR 125- 247-0255, and may use any available optional procedures.

2.3 PRE-BID CONFERENCE

A voluntary pre-Bid conference will be held for this ITB. PLEASE CONTACT ASHLEY KALLBERG

TO CONFIRM INTEREST IN ATTENDING PRE-BID AT

ASHLEY.J.KALLBERG@ODFW.OREGON.GOV

mailto:ASHLEY.J.KALLBERG@ODFW.OREGON.GOV

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 8 of 17

DATE TIME LOCATION

3/20/2025 11:00AM See Map to Maintenance

Building (South Side)

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 ORPIN

This ITB, including all Addenda, attachments and exhibits is posted on the Oregon Procurement Information Network (ORPIN) at http://www.ORPIN.oregon.gov. ITB documents will not be mailed. Parties without access to ORPIN may download copies at Agency at the location identified on the cover page of this ITB.

2.4.1 ALTERNATIVE ACCESSIBILITY TO ADDENDA, ATTACHMENTS, AND EXHIBITS

If an exhibit, attachment or Addendum is used, but cannot be viewed or downloaded through ORPIN, the ITB will include instructions on how to obtain these documents.

2.4.2 ORPIN ASSISTANCE

Parties needing assistance with ORPIN may contact the ORPIN Helpdesk by telephone at (503) 373-1774 or by email at info.orpin@oregon.gov.

2.4.3 ORPIN REGISTRATION INFORMATION

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 submitted in writing to the SPC identified on the cover page of this ITB (email)

• Reference the ITB #S-63500-00013212

Identify the section number and the passage.

Include name and contact information of party submitting question or clarification.

• Be received by the due date for questions and clarifications identified in Section 1.3 of this ITB.

Questions by telephone are not accepted.

Agency will respond to questions and requests for clarifications through ORPIN. In its’ sole discretion, Agency, may change this ITB by written Addendum and post to ORPIN. Clarifications, corrections or changes to this ITB made in any other manner are not binding on the State.

http://www.orpin.oregon.gov/ mailto:info.orpin@oregon.gov

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 9 of 17

2.6 PROTEST OF ITB

Protests to this ITB, including the specifications and requirements of the ITB and the terms and conditions of the Sample Contract, must be submitted in writing to the SPC identified on the cover page of this ITB.

Protests must be submitted by the due date in Section 1.3, or Section 2.8 for Addendum. Agency will not consider protests received after these deadline(s).

Protests must include:

• Protestor name and contact information;

• The ITB #S-63500-00013212 ;

• Reason for the protest, including:

1) Grounds demonstrating how the procurement process is:

a) Contrary to law, and/or

b) Unnecessarily restrictive, and/or

c) Legally flawed, and/or

d) Improperly specifies a brand name; and

2) Provide evidence and documentation supporting the grounds on which the protest is based.

• Any proposed changes to the ITB provisions or other relief sought.

Agency will address all protests meeting the requirements within a reasonable time and will issue a written decision. Protests not meeting these requirements will not be considered by Agency.

Protests will be received by the following methods:

• Emailed to the SPC identified on the cover page of this ITB.

2.7 ADDENDUM

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

2.8 PROTEST OF ADDENDUM

Unless a modified deadline is set forth through Addendum, a prospective Bidder may submit a protest of the Addendum by the close of the next business day after the issuance of the Addendum, or no later than the due date for Protests of ITB identified in Section 1.3 of this ITB, whichever is later. Unless otherwise specified in the Addendum, a protest must be submitted in the same manner as a protest of the ITB under Section 2.6.

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 10 of 17

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

[Determine actual length of time.]

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

3.2 BID SUBMISSION REQUIREMENTS (GENERAL)

3.2.1 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.

3.2.2 SUBMITTING BIDS

Bidder is solely responsible for ensuring its Bid is received at Agency in accordance with the ITB requirements, by closing, at the location specified on the cover page of this ITB. Agency shall not be responsible for any delays in delivery. Bids submitted by facsimile (fax) will be rejected.

Agency operating hours are Monday through Friday 8:00 AM to 5:00 PM, Pacific Time, except for State holidays and State approved closures.

3.2.3 QUANTITY OF BIDS TO BE SUBMITTED

One Bid with original signature, and all required documents must be submitted on or before Closing (date and time). Envelopes, packages or boxes must be marked in accordance with Section 3.2.4.

3.2.4 ENVELOPE, PACKAGE OR BOX LABEL

The Bid shall be submitted in a sealed envelope, package, or box bearing the following information:

• Name of Bidder (or Company Name)

• ITB Number

• Closing (date and time)

• SPC Name

3.2.5 BID MODIFICATION

It is the responsibility of the Bidder to ensure modified Bids are submitted before the Closing date and time.

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 11 of 17

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, electronic, facsimile or telephonic modifications will not be accepted.

3.2.6 BID WITHDRAWAL

If a Bidder wishes to withdraw its Bid, the Bidder must withdraw its Bid prior to Closing date and time. The Bidder must submit a written notice on Bidder’s letterhead of intent to withdraw its Bid. The notice must identify the ITB number, be signed by the authorized representative and be received by the SPC identified on the cover page of this ITB prior to the Closing date and time.

3.2.7 LATE BIDS

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

3.2.8 OPENING OF BIDS

Bids will be publicly opened and the names of all Bidders will 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.

3.3.1 CLOSING

Bids must be submitted by Closing to be considered.

3.3.2 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

3.3.3 AUTHORIZED SIGNATURE

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 12 of 17

The Bid must be signed by person(s) legally authorized to bind the Bidder to the Bid and the Contract 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.

3.3.4 RESERVED

3.3.5 MATERIAL OR TECHNICAL REQUIREMENTS

[Requirements identified here must be precisely defined and must be essential elements to be met by the Bidder. Identify specific document(s) Bidder must provide, if any. If there are no material or technical requirements, mark this Section “Reserved”.]

3.3.6 KEY PERSONS

[If Key Persons will not be required, mark this Section “Reserved” and delete the following. If Key Persons are required, identify the roles which they are required to fulfill.]

Bidder must identify Key Persons and the roles each will serve. Include resumes of background, experience and expertise related to the specific work.

3.3.7 BID REQUIREMENTS

[The ITB shall contain a Bid Price requirement unless using a Multistep Sealed Bids process where unpriced Bids are required. See ORS 279B.055(12), which requires a subsequent ITB, and OAR 125- 247-0255(d).]

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 Closing 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. 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.

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 13 of 17

4.3 COST COMPARISON

Agency shall award the Contract 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/Price Agreements, Agency shall award the Contract/Price Agreement to the Responsible Bidders whose Bids substantially comply with the requirements and criteria set forth in the ITB.

4.4 RESERVED

4.5 REFERENCES

Agency may check to determine if references provided are supportive of the Bidder’s ability to comply with the requirements of this ITB. Failure to provide complete and accurate information in a Bid may be cause for rejection.

Agency may conduct other reference checks with persons whose names have not been provided by Bidder, but whom Agency has knowledge. Agency may use references to obtain additional information, break ties, or verify any information needed.

4.6 RESERVED

4.7 RESERVED

4.7.1 OREGON SUPPLIES AND SERVICES

Agency prefers Oregon goods and services, and for bid calculation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Bidder proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.7.2 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.

4.7.3 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.

4.7.4 PUBLIC PRINTING

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

4.7.5 TIEBREAKERS

Oregon Supplies: If Agency receives Bids identical in price, fitness, availability and quality and https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 14 of 17 chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

4.8 METHOD OF AWARD

4.8.1 GENERAL AWARD

If awarded, Agency must award the Contract 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 ORPIN. Bid files are public records and available for review at Agency by appointment.

5.2 INTENT TO AWARD PROTEST

An Affected Bidder shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Bidder is an Affected Bidder only if the Bidder would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in

ORS 279B.410:

• All lower Bids are non-Responsive.

• Agency has failed to conduct an evaluation of Bids in accordance with the criteria or process described in the ITB.

• Agency abused its discretion in rejecting the protestor’s Bid as non-Responsive.

• Agency’s evaluation of Bid or determination of award otherwise violates ORS Chapter

279A or ORS Chapter 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.

5.2.1 PROTESTS MUST:

• Be delivered to the SPC via email

• Reference the ITB number

• Identify Bidder’s name and contact information

• Be signed by an authorized representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the Intent to Award notice

5.2.2 RESPONSE TO PROTEST

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 15 of 17

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Bidder. Protests that do not include the required information may not be considered by Agency.

5.3 PAY EQUITY

If selected for award and as applicable, Bidder shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate issued to the Bidder by the Oregon Department of Administrative Services. See https://www.oregon.gov/das/Procurement/Pages/Supplier.aspx for requirements.

ORS 279B.110(2)(f) requires that Bidder provide this prior to execution of the Contract.

As required by [ORS 279B.235 or ORS 279C.520], Contractor shall comply with ORS 652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s compliance with this section constitutes a material element of this Contractand a failure to comply constitutes a breach that entitles Agency to terminate this Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

5.4 NONDISCRIMINATION IN EMPLOYMENT

As a condition of receiving the award of a Contractunder 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 constituting sexual harassment, sexual assault, or unlawful discrimination.

5.5 OTHER REQUIRED INFORMATION

5.5.1 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.

https://www.oregon.gov/das/Procurement/Pages/Supplier.aspx

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 16 of 17

SECTION 6: CONTRACT 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 attached hereto as Attachment A is not negotiable.

Contractor shall not commence work under the Contract until the Contracthas 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, 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 Closing 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 Closing 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

DAS Procurement Services, Version 1.0 – February 20, 2019 Page 17 of 17

Contract. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280)