ITB S-63400-00005858.pdf

OPRD PROCUREMENT No. 9219

OregonBuys S-63400-00005858 Page 1 of 9

STATE OF OREGON

INVITATION TO BID

OPRD Project #9219

OregonBuys Bid Solicitation #S-63400-00005858

OREGON PARKS AND RECREATION DEPARTMENT

is issuing this Intermediate Procurement for

Firewood and Delivery Services for Prineville Reservoir State Park

Single Point of Contact (SPC): Winona Butler, Senior Procurement Specialist Oregon Parks and Recreation Department 725 Summer Street NE, Suite C

Salem, OR 97301 Phone: 503-779-7834 E-mail: Winona.Butler@oprd.oregon.gov

ATTACHMENTS:

Attachment 1 Contractual Acceptance Form Attachment 2 Pricing Proposal Form Attachment 3 Sample Price Agreement Exhibit A: Contract Terms Exhibit B: Pricing, Specifications, and Special Provision mailto:Winona.Butler@oprd.oregon.gov

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1. PROCUREMENT DESCRIPTION

1.1 PURPOSE

The Oregon Parks and Recreation Department (OPRD) is issuing this Invitation to Bid (ITB) to establish a price agreement for bundled firewood and delivered to Prineville Reservoir State Park at 19020 SE Parkland Dr, Prineville, OR 97754. OPRD intends to order firewood as needed throughout the term of the awarded Price Agreement.

The form of contract for purchase of firewood under the awarded Price Agreement will be the standard OPRD Purchase Order form. The general provisions that apply to each contract are included in Attachment 3, Exhibits A and B.

The initial term of the awarded Price Agreement is expected to be two (2) years, with options to extend the term for up to six (6) years.

1.2 SPECIFICATIONS

Detailed specifications and delivery requirements for the goods are described in Attachment 3.

1.3 DELIVERY ADDRESS

Bidder is responsible for delivery and off-loading. Delivery FOB Destination to the address below:

Oregon Parks and Recreation Department Prineville Reservoir State Park 19020 SE Parkland Dr Prineville, OR 97754

1.4 ADDITIONAL INFORMATION

Tobacco Free Properties. Bidders need to be aware that Executive Order 12-13 established statewide policy that properties wholly owned or leased by the State of Oregon shall be tobacco free. If Bidder is selected for contract award, Bidder, and its employees, agents and subcontractors will be expected to comply with established smoking restrictions while performing services on State property.

1.5 SINGLE POINT OF CONTACT

All questions and 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.

2. SOLICITATION PROCESS

2.1 PROCUREMENT AUTHORITY AND METHOD

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OPRD is conducting this Procurement under the authority granted in ORS 279A.050(6)(d), which gives the State Parks and Recreation Department authority to procure or supervise the procurement of all goods, services, public improvements and personal services relating to state parks in accordance with the Public Contracting Code.

OPRD is conducting this Procurement in accordance with OAR 137-047-0270, Intermediate Procurements.

2.2 DEFINITION OF TERMS

2.2.1 Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110, OAR 137-047-0100, or OAR 137-047-0310.

"OregonBuys System" or “OregonBuys” means the on-line electronic Oregon automated procurement system administered by the State’s Department of Administrative Services.

2.2.2 Crosswalk of Terms for OregonBuys

Terms used in OregonBuys Definitions

Addenda “Addendum” or “Addenda”, as defined in OAR 137-046-0110(1); or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Addenda.

Bid Opening Date

“Closing” as defined in OAR 137-046-0110(5). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid Solicitation, after which the Bid “Opening” as defined in OAR 137-046-0110(21) will immediately occur.

Bid Solicitation

Any form of solicitation: Request for Proposal, Invitation to Bid, Request for Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.). Each Bid Solicitation has a separate page and ID number in OregonBuys.

Change Order A formal change to an existing MBPO (i.e., any form of contract;

agreement; price agreement or on-call contract, etc.; purchase order; or work order contract.

Master Blanket Purchase Order

(“MBPO”)

Any form of contract; agreement; price agreement or on-call contract, etc.; purchase order; or work order contract.

Quote Any form of Bid submission by vendors; i.e., Bids, Quotes, or any other type of Bid required by a Bid Solicitation.

Vendor Any form of business entity registered in OregonBuys. Only registered Vendors are eligible to submit a Quote and enter into any form of Contract pursuant to Bid Solicitations advertised in OregonBuys.

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2.3 PROCUREMENT SCHEDULE

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

Solicitation Issued/Posted on OregonBuys……………………………February 17, 2023

Deadline for Inquiries (Requests for Clarification)…………………March 3, 2023 at 2:00 PM PT

Closing/Bids Due/Opening………………………………………………….…March 10, 2023 at 2:00 PM PT

Contract Awarded………………………………………………………………….March 17, 2023

2.4 PUBLIC NOTICE

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

2.5 PRE-BID MEETING

There is no pre-Bid meeting scheduled for this solicitation.

2.6 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: winona.butler@oprd.oregon.gov;

• Reference the OregonBuys Bid #S-63400-00005858;

• Identify Bidder’s name and contact information;

• Be emailed to the SPC 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.

2.6.3 Addendum. Unless otherwise stated in the ITB, ORPD will 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. Bidder is responsible for monitoring OregonBuys regularly until ITB Closing. OPRD is not responsible for sending Addendum to any prospective Bidder.

2.7 BID REQUIREMENTS

2.7.1 Bid Format and Quantity

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Bids must be submitted in the OregonBuys e-procurement system on the forms and in the format required by this Solicitation Document. Any specific forms required for Bid submittal will be included as attachments to this Invitation to Bid.

Bidder shall submit one electronic copy of its Bid in accordance with Section 2.7.4 below. In addition, if Bidder believes any of its Bid is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Bidder shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Bidder shall submit a fully redacted version of its Bid, clearly identified as the redacted version. Bidder shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

2.7.2 Bid Requirements (Pass/Fail)

2.7.2.1 The Bid must be complete in all respects, including necessary signatures, certifications, documentation, and responses to any other information required by this Solicitation Document, including but not limited to the following:

A. Contractual Acceptance Form

The Bid must contain a completed Contractual Acceptance Form (Attachment 1) including an authorized signature of the Bidder or a representative of the Bidder who is authorized to commit the Bidder to legal contracts. The person signing the Bid shall initial any alterations or erasures in ink. By submitting its Bid, a Bidder agrees to be bound by the terms and conditions contained in this Solicitation Document. A Bidder shall not make a Bid conditional upon OPRD’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document.

B. Bid Pricing Form

The Bid must contain a completed Pricing Proposal Pricing Form (Attachment 2). All Pricing Proposals must be valid for 30 days from Closing.

2.7.2.2 Specifications; Minimum Requirements

The Bid must comply with all of the Required firewood Specifications described in Attachment 3.

2.7.2.3 Authorized Signature

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

2.7.4 Bid Submission

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Bidder is solely responsible for ensuring its Bid is submitted via OregonBuys e-procurement system and is received in accordance with the solicitation requirements before Opening.

OPRD is not responsible for any transmission errors or delays or mistaken delivery of email.

Proposals submitted by any means not authorized will be rejected.

2.7.4.1 OregonBuys Electronic Submission

• OPRD will accept only those Bids submitted via the OregonBuys e-procurement system. All Bidders or vendors must be registered in OregonBuys to do business with the State.

Registration is free.

- To create a vendor account, click the blue “Register” button in the upper right corner of the OregonBuys website: https://oregonbuys.gov/bso For registration assistance see vendor registration guidance.

- Vendors are responsible for ensuring their vendor registration and general business information is current and correct in OregonBuys. OPRD will not be responsible for defective registration or incorrect vendor information.

• In addition to the provisions set forth and linked within this ITB, this ITB incorporates by this reference the information published or linked on the OregonBuys “Bid Solicitation” page for this ITB, including but not limited to:

- Details entered in the Header Information section;

- All ITB Attachments, Addendums and notices , question and answer documents, and any other files linked in the File Attachments and Form Attachments subsections; and

- Information, if any, entered in the “Questions” and “Item Information” sections.

• Bidder should select the “Confidential” checkbox in OregonBuys, when uploading any files required in response to this ITB.

Proposer will not submit line item pricing in OregonBuys for this ITB.

2.7.4.2 Modification or Withdrawal of Bids

• Modification. Any Bidder that wishes to make modifications to a Bid already submitted in OregonBuys shall submit its modification before the Bid Opening Date and time specified in OregonBuys for this ITB. Bidder must note the specific change(s) to the Bid submission.

Modifications made after Bid submission must be uploaded to OregonBuys after deleting prior submittal items, using the “Withdraw Quote” button.

• Withdrawal. If a Bidder wishes to withdraw a submitted Bid, Bidder shall do so prior to Opening Date and time specified in OregonBuys for this ITB. Bidder also must use the “Withdraw Quote” button in OregonBuys to withdraw the Bid.

2.7.4.3 Bid Costs. All costs associated with preparation, submission, modification and withdrawal of a Bid are the sole responsibility of the Bidder and will not be borne by OPRD.

https://oregonbuys.gov/bso

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2.7.5 Public Records; Trade Secrets. This Solicitation Document and one copy of each original Bid received in response to it will be kept by OPRD and made a part of a file or record which will be open to public inspection. If a Bidder believes that its Bid contains any information that is considered a trade secret under ORS 192.501(2) or otherwise exempt from disclosure under the Oregon Public Records Law, ORS 192.410 through 192.505, each sheet of such information must be marked as follows:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS 192.410 through 192.505.”

Bidders are cautioned that cost information submitted in response to a Solicitation is generally not considered a trade secret under the Oregon Public Records Law. Further, information submitted by a Bidder that is already in the public domain is not protected as a trade secret. Go to: https://www.oregonlegislature.gov/bills_laws/ors/ors192.html for the definition of trade secret and information on what is exempt from disclosure.

OPRD will not be liable for disclosure or release of any information when authorized or required by law or court order to do so. OPRD will also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

2.8 BID OPENING

Bids and all required submittal items must be received by the SPC in OregonBuys on or before Opening. All Bid modifications or withdrawals must be completed prior to Opening. Bids received after Opening will be considered LATE and will NOT be accepted for evaluation.

There will be no public Bid Opening. Bids will be opened by the Single Point of Contact at the Closing date and time designated in section 2.3 Procurement Schedule or as changed by Addendum. Bids received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, OPRD will record and make available the identity of all Bidders after Opening.

3. EVALUATION PROCESS

Bids received prior to Closing will be evaluated in accordance with the evaluation process described below, OAR 137-047-0270, and any other applicable rules and statutes.

3.1 CLARIFICATION OF BIDS

During the evaluation process, OPRD may request clarification from any Bidder regarding any portion of their Bid. Bidders should remain available during the evaluation period to respond to any such requests for clarification. Bidders should respond to requests for Bid clarification in the format and timeframe required by OPRD. If OPRD is unable to contact or receive a requested clarification from a Bidder, that Bidder’s Bid may be rejected according to OPRD’s interpretation of the Bid without clarification.

3.2 DISQUALIFICATION OF BIDS

https://www.oregonlegislature.gov/bills_laws/ors/ors192.html

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

3.3 CANCELLATION OF SOLICITATION

Any time during the Solicitation Process, OPRD may cancel this Solicitation or reject any and all Bids in accordance with ORS 279B.100.

3.4 ADMINISTRATIVE REVIEW

Bids will be evaluated for compliance with the Bid requirements identified in section 2.7. Bids deemed non-Responsive will be rejected. Bids deemed Responsive will be further evaluated as described below.

3.5 METHOD OF AWARD

Only Responsive Bids will be considered for award. In accordance ORS 279B.070(4), if a contract is awarded, OPRD will award the contract to the responsible Bidder submitting the lowest total for a responsive BASE BID and any Desired Features selected for award. If no Desired Features are selected for award, then award will be made to the responsible Bidder submitting the lowest total for a responsive BASE BID. OPRD reserves the right to reject all Bids.

3.6 APPLICABLE PREFERENCES

In accordance with ORS 279A.120 and 125, OPRD must:

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

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

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

For purposes of applying (a) and (b) above, Bidder must identify on the Contractual Acceptance Form (Attachment 1) whether Bidder is a “Resident Bidder” as defined in ORS 279A120(1)(a).

3.7 BIDDER RESPONSIBILITY

In accordance ORS 279B.110, OPRD may contact any references (whether or not provided by Bidder) and request any additional information deemed necessary to determine the Responsibility of the Bidder to provide the Goods or Services.

4. AWARD PROCESS

4.1 INTENT TO AWARD

OPRD will notify all Bidders via Notice on OregonBuys of the selected Bidder. This announcement will serve as notice to all Bidders that OPRD intends to award a contract to the

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4.2 CONTRACT REQUIREMENTS

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

The form of contract will be a standard State of Oregon Purchase Order that incorporates the terms and conditions contained in Attachment 3.

A Bidder shall not make a Bid contingent upon OPRD’s acceptance of terms or conditions (including Specifications) that conflict with or are in addition to those contained in this Solicitation Document. The process for requesting changes to the Contract terms and conditions is described in section 2.6 of this Solicitation Document.

4.2.2 Recyclable Products. Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

4.2.3 Insurance. If Bidder will be shipping the Goods on their own truck/vehicle, the selected Bidder shall provide to OPRD certificates and additional insured endorsements for the automobile liability insurance required in Attachment 3.