ITB S-63400-00006409.pdf

OPRD PROCUREMENT No. 9244 OREGONBUYS BID No. S-63400-00006409

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OPRD Project # 9244

OregonBuys Solicitation # S-63400-00006409

OREGON PARKS AND RECREATION DEPARTMENT

is issuing this Intermediate Procurement for

Bagged Ice and Delivery to Cove Palisades State Park

Single Point of Contact (SPC): Dee E. Brausch, Contracts Specialist Oregon Parks and Recreation Department 725 Summer Street NE, Suite C

Salem, OR 97301 Phone: 971-720-0408 E-mail: dee.e.brausch@oprd.oregon.gov

ATTACHMENTS:

Attachment 1 Contractual Acceptance Form

Attachment 2 Pricing Proposal Form

Attachment 3 Sample Contract

Exhibit A: Specifications Exhibit B: Compensation Exhibit C: Insurance Requirements mailto:dee.e.brausch@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 contract for bagged ice delivery service, equipment and maintenance at 1 location (Deschutes Campground) at 7300 SW Jordan Rd, Culver, OR 97734. OPRD intends to order ice as needed throughout the term of the awarded contract.

As a result of the ITB, OPRD will award one (1) contract for bagged ice and delivery services.

The form of the resulting contract and applicable general provisions are included in Attachment 3.

The term of the contract is from May 15, 2023 to September 15, 2023.

1.2 SPECIFICATIONS

The purpose of this Contract is to provide 7-pound bagged ice, ice machines, and ice delivery to Cove Palisades State Park Deschutes Campground Loops A, B, and C. Detailed specifications and delivery requirements for the goods are described in Attachment 3.

1.3 DELIVERY ADDRESS

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

Steve Bifano Oregon Parks and Recreation Department Cove Palisades State Park

7300 SW Jordan Rd Culver, OR 97701 Email: steve.bifano@oprd.oregon.gov Phone: 541-977-5464

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, 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.

mailto:steve.bifano@oprd.oregon.gov

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2. SOLICITATION PROCESS

2.1 PROCUREMENT AUTHORITY AND METHOD

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. The OregonBuys System website is: https://oregonbuys.gov/bso/ Terminology specific to the OregonBuys system may be found at https://oregonbuys.gov/bso/view/homepage/homePage.xhtml

2.2.2 Crosswalk of Terms for OregonBuys

Terms used in OregonBuys

Definition

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.

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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.

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……………………………….……………………………April 5, 2023

Deadline for Inquiries (Requests for Clarification)…………………..…………April 12, 2023 at 2:00 PM

Closing/Bids Due/Opening…………………………………… ……………………….…April 19, 2023 at 2:00 PM

Contract Awarded…………………………………………………………………..……………….………….April 30, 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

2.6.1 Requests for Clarification. A prospective Bidder may request clarification of any provision contained in this Solicitation Document. Any request for clarification must:

• Be submitted in writing to the Single Point of Contact at: dee.e.brausch@oprd.oregon.gov and indicate OregonBuys Bid No. S-63400-00006409/OPRD Procurement No. 9244 on the written request; and

• Be received by the deadline for inquiries designated in section 2.3 Procurement Schedule, or as changed by Addenda.

At its sole discretion, OPRD will respond to such requests received by direct response to the requestor, by issuing clarification(s) in the form of Questions and Answers posted on OregonBuys, or by issuing changes in the form of Addenda posted on OregonBuys.

OPRD’s clarification to a Bidder’s request, whether orally or in writing, does not change this Solicitation Document and is not binding on OPRD unless the Solicitation Document is amended by Addendum in accordance with section 2.6.2 below.

2.6.2 Changes to Solicitation Document. Changes to the Solicitation Document will be made mailto:dee.e.brausch@oprd.oregon.gov

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2.7 BID REQUIREMENTS

2.7.1 Bid Requirements

Bids must be completed and submitted in the OregonBuys e-procurement system on the forms and in the format required by this Solicitation Document.

2.7.1.1 Bid Content. 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 Bid Pricing Form (Attachment 2). All Pricing Proposals must be valid for 30 days from Closing.

C. Minimum Requirements:

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

• License(s). The Bid must contain information that clearly demonstrates that Bidder is currently licensed or certified to provide the ice services described in this Solicitation Document

2.7.2.2 Specifications; Minimum Requirements

The Bid must comply with all of the required 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.

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2.7.4 Bid Submission

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.

https://oregonbuys.gov/bso

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• 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.

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

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3.2 DISQUALIFICATION OF BIDS

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.

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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 selected Bidder, subject to the successful negotiation of any negotiable provisions.

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.