KTC Gate Entry_Final072425.docx.pdf

SALEM AREA MASS TRANSIT DISTRICT

INFORMATION TO BID

ITB 25-003

Keizer Transit Station Electrical Gate Installation

1. The Salem Area Mass Transit District (SAMTD) seeks Bids from qualified firms to provide the Keizer Transit Station Electrical Gate Installation as described in Section 2 of this Information to Bid (ITB).

2. SAMTD utilizes the State of Oregon’s e-procurement system OregonBuys.

Bidders are asked to register online at https://oregonbuys.gov. In the event solicitation addenda are issued only registered Bidders will be notified via email of the availability of addenda for download. Acknowledgement of addenda will be required for bids to be considered responsive.

3. All communications, including any requests for clarification, additional information, questions about the scope of work, final contract or anything else concerning this ITB must be addressed in writing to procurement@cherriots.org at the date and time provided in the procurement schedule. Failure to follow this requirement may result in SAMTD determining the bid to be non-responsive.

https://oregonbuys.gov/bso/view/login/login.xhtml

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

ITB 25-003

Keizer Station Electrical Gate Installation- Instructions to Bidders

Contents Part 1 – Introduction 3 Part 2 – Scope of Work 4 Part 3 – Submission Guidelines 14 Part 4 – Bid Evaluation 22 Part 5 – Special Terms and Conditions 26 Part 6 – Confidentiality 27 Part 7 – Bidder Checklist 28

Included as separate attachments Appendix A1 – General Terms and Conditions Appendix B1 – Federal Terms and Conditions Appendix C1 – Sample Contract Appendix D1 - Electrical Drawings Appendix E1 - Gate Location Map

Exhibit 1 – Bid Form Exhibit 2 – Non-Collusion Affidavit Exhibit 3 – Organizational Conflict of Interest Exhibit 4 – DBE Determination of Good Faith Effort Exhibit 5 – Contractor’s Representations & Warranties Certification Exhibit 6 – Federal Debarment & Suspension Certificate Exhibit 7 – Certification Regarding Lobbying Exhibit 8 – Buy America Certification Exhibit 9 – Bid Cost (Included as a separate Excel file) Exhibit 10- First-Tier Subcontractor Disclosure Form Exhibit 11- CCB Registration Requirements & Joint Venture-Partnerships Exhibit 12- Responsibility Inquiry/Contractor References Exhibit 13- State of Oregon Bid Security Form Exhibit 14- State of Oregon Performance Bond Form Exhibit 15- State of Oregon Payment Bond Form Exhibit 16- Compliance with Non-Discrimination Laws

Part 1 – Introduction

1.A Salem Area Mass Transit District

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation SAMTD operating fixed-route transit and paratransit service within the urban growth boundary of Salem and Keizer, and regional express service between communities in Marion, Polk, and Linn counties. Other SAMTD services include Cherriots Shop and Ride, travel training and rideshare (Cherriots Commuter Options) including carpool and vanpool matching.

SAMTD operates 72 Cherriots local buses, 43 Cherriots LIFT (paratransit service), 14 Cherriots Regional express buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride). In addition, Cherriots Route 1X is a commuter service that connects Salem with Wilsonville and the Portland Metro area to the North. SAMTD also manages ride share services called Cherriots Commuter Options.

SAMTD Locations:

Administrative Office The Cherriots General Manager, Communication, Finance, and Human Resources Departments are located at:

555 Court St NE, Suite 5230, Salem, OR 97301.

Operations, Contracted Services, and Maintenance The Transportation, Maintenance, and Planning and Development Departments are located at the Del Webb Operations Headquarters. The Del Webb facility also includes the parking area for buses not in service:

3140 Del Webb Ave NE, Salem, OR 97301.

Project Location Keizer Transit Center 5860 Keizer Station Blvd., NE Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

Bidders are required to adhere to the terms and conditions of the solicitation packet.

SAMTD may not negotiate any aspect of the required service or Contract once the Notice of Intent to Award is issued. SAMTD will not make any concessions for Bidders who are not completely familiar with the scope or Contract requirements.

All submittals become the property of SAMTD and are subject to public disclosure after award.

Equal Opportunity: Small, minority, veteran, women-owned, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Bids in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly, and removes barriers to participation in our contracts.

End of Part 1 - Introduction

Part 2 – Scope of Work

2.A Background

SAMTD requires the successful Bidder to acquire and install four (4) automatic vehicle entry gates. The total price must include all labor, materials, transportation, equipment, permits, bonds, insurance, services, and associated equipment that will be used for the Keizer Transit Center (KTC) project.

This project will enhance the safety and efficiency of the KTC by restricting access to the "Bus Only" area to authorized vehicles. This measure aims to prevent unauthorized civilian vehicles from entering the restricted area, thereby reducing safety risks and operational disruptions.

2.B Technical Requirements & Scope of Work Bidders are directed to review Appendix - Electrical Drawing C1 and C2 Gate Map Locations.

SAMTD requires, at a minimum, the below project phases: Kick-Off Meeting, A&E Documents, Construction, Operational Plan and Implementation Schedule, Safety Plan, Testing, Staff Training/Materials, As-Built Drawings, Buy America Post Audit and Contract Maintenance.

Any gate system hardware, gate components, services, hardware/software, and implementation services will be provided by the awarded Bidder and will be paid by SAMTD by a monthly invoice process. (See Section 5.A.8 Invoice Process)

Documentation provided for deliverables must cover all plans, product purchasing provided as a line item invoice, installations, testing and training materials, as-built drawings, processes, integrations, design diagrams, and any other material related to the overall project. Bidder will provide SAMTD’s Project Adviser with final documents.

The Bidder shall be responsible for obtaining all necessary State of Oregon permits and inspections. The Scope of Work includes, but is not limited to, the following:

2.B.1 Gate Hardware & Features The Bidder shall install four (4) high-traffic automatic pivot-arm gates at two (2) entry points and two (2) exit points at the designated facility.

2.B.1.1 Gate system installation shall include the following features:

A. Gate spans must cover approximately 24 feet at each vehicle entrance/exit.

B. Gates shall operate at a speed of no less than 3 feet per second.

C. Green and red LED indicators on each gate arm to signal operation status.

D. Fire department lockboxes shall be installed at each gate to ensure emergency access.

E. Strobe detection devices must be provided at each gate to facilitate emergency vehicle recognition and access.

F. Battery backup systems must be provided to allow gates to remain locked in the open position in the event of a power failure.

G. A manual override feature must be included for SAMTD personnel to lock gates open in the event of equipment failure.

H. The Bidder shall include the estimated number of bollards to install to protect gate(s) hardware from vehicular collision. Final bollard placement must be coordinated with and approved by SAMTD Project Adviser.

2.B.2 Gate System Requirements The Bidder shall furnish a complete and operational automatic gate control system, inclusive of all required hardware and software. This includes, but is not limited to: gate controllers, pivot arms, access control integration devices, manufacturer warranties, and supporting infrastructure.

2.B.2.1 The automatic gate control system must be compatible and integrate with

SAMTD’s existing systems, including:

A. Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system

(Avail). Access Control system (Lenel)

B. The proposed system must utilize technologies to automate vehicle detection and gate operation.

C. The Bidder must supply all necessary vehicle-mounted equipment that works with the gate control system. Installation of equipment on SAMTD-owned vehicles will be completed by the SAMTD Maintenance Department.

The Bidder must clearly specify all components and technologies used to deliver this functionality, including detailed documentation and part specifications.

2.B.3 – Building and Light Pole Infrastructure Requirements The Bidder will be responsible for the installation of required infrastructure to support power and data needs for the new automatic gate system. This includes integration with the Keizer Transit Center’s (KTC) building systems and designated site lighting infrastructure.

2.B.3.1 Electrical Routing: Electrical wiring must run from the KTC electrical room to the existing external junction box.

a. Bidders must use existing conduit where permitted by code and where feasible based on condition and capacity.

b. All conduit used must be clearly labeled and meet NEC (National Electrical Code) requirements.

2.B.3.2 Data Connectivity: Install a low-voltage ethernet line from the server room within the KTC building to the designated center light pole located in the bus entry/exit circle.

Conduit routing for the data line must follow best practices for minimizing interference and protecting the cable from moisture and damage.

Data cabling must meet or exceed Cat6 specifications to support future-proofing and high-speed control system communication.

2.B.3.3 Circuit Tracing and Termination: Bidders must trace and verify all electrical circuits from the KTC electrical room to the designated light pole.

a. Include labeling and panel schedule updates as needed.

b. Terminate connections in weather-rated, lockable enclosures where applicable.

2.B.3.4 Photo Eye Installation: Install a photo eye sensor at the light pole to enable automated control of site lighting. Sensors must be adjustable and accessible for future maintenance.

2.B.3.5 Transponder Power Supply: Provide a constant, uninterrupted power supply for automatic gate transponders. Mount power connection hardware to support the transponder at a minimum height of 15 feet 6 inches above the driving surface to ensure visibility and effective function. Include surge protection and labeling for all power supplies related to gate automation systems.

2.B.3.6 Optional Additions for Consideration (based on the pre-bid conference on-site walkthroughs): Bidders are encouraged to take advantage of the (2) Pre-Bid Conference on-site walkthroughs. This will allow Bidder or Bidders representative the opportunity to visually inspect, measure and not down on provided paper any and all questions. Bidders can assess the conditions during the Pre-bid Conference on-site walkthrough to make bids accurate, bid for additional infrastructure or alternative solutions that may reduce cost, increase efficiency, durability, or long-term maintenance. Bidder to provide updates on any warranty recalls through the term of the contract and include in the Warranty Plan Schedule.

Where existing infrastructure is insufficient, Bidders must identify in the Bid the reasoning and the described need for the requested supplemental conduit, new trenching, or risers are to be included in the pricing Bid.

2.B.3.7 Gate Maintenance & Warranty: The Bidder shall provide manufacturer-recommended maintenance services for all gate system components for a period of three (3) years from the date of final acceptance.

SAMTD reserves the right to extend the maintenance agreement for up to two (2) additional one-year periods, under the same terms and conditions, at its sole discretion.

The Bidder shall include a comprehensive warranty covering all installed equipment, components, and workmanship for a minimum period of three (3) years following final acceptance.

The Warranty coverage must include repair or replacement of defective components, labor, and travel costs at no additional expense to SAMTD.

The Bidder must clearly identify all applicable manufacturer warranties, the product number and provide warranty documentation at project closeout.

During the maintenance and warranty periods, the Bidder must respond to service requests within 24 hours and provide a resolution plan or on-site technician within 72 hours of initial contact, unless otherwise agreed upon in writing by SAMTD.

2.B.4 – Electrical Requirements:

Bidders must detail their approach to electrical installation, including how they will assess and make use of existing infrastructure at the Keizer Transit Center. The intent is to minimize disruption to current operations and reduce the need for invasive construction methods such as trenching.

2.B.4.1 Requirements:

2.B.4.1.1 Utilization of Existing Infrastructure:

Bidders must identify opportunities to utilize existing electrical conduits, panels, and connections, provided they meet code and performance requirements for new gate equipment. Contractors are expected to verify the integrity and capacity of existing systems and include any necessary upgrades in their Bid.

2.B.4.1.2 Line Boring Over Trenching: SAMTD strongly prefers line boring (horizontal directional drilling) to minimize disruption to landscaping, sidewalks, and active bus operations. Bidders must describe their proposed boring line method and how they will protect existing utilities and infrastructure.

2.B.4.1.3 Electrical Design and Routing: Bidders must include a plan for routing power and low-voltage connections from the building to gate locations, including:

a. Server room connectivity to designated light pole (for network/data)

b. Constant power to gate transponders

c. Dedicated circuits where necessary

d. Integration of photo control systems for lighting, if applicable

2.B.4.1.4 Backup Power Requirements:

Each gate must include a backup power system that allows the gate to lock in the open position in the event of power failure. Bidders must develop a manual for SAMTD to operate the backup power system. Bidders must diagram how it integrates with the gate control logic. Bidder to provide the backup power system schedule of maintenance and testing the intervals as manufacturer recommended.

2.B.5 – Compliance and Standards

All work must be completed in accordance with applicable federal, state, and local standards to ensure safe, reliable, and code-compliant installation.

2.B.5.1 Requirements:

2.B.5.1.1 Construction Codes: (All work must comply with):

All applicable municipal ordinances and federal construction standards shall apply.

a. Oregon Electrical Specialty Code

b. Oregon Structural Specialty Code

2.B.5.1.2 OSHA and Safety Compliance:

Bidders must comply with Oregon OSHA safety regulations, including:

a. Use of proper Personal Protective Equipment (PPE)

b. High-visibility clothing at all times while on-site.

2. B.5.1.3 Workforce Qualifications:

All personnel conducting electrical or structural work must be properly licensed and qualified under Oregon regulations. Bidders must include credentials and licensing information for key personnel and any subcontractors.

2.B.5.1.4 Inspections and Quality Assurance Plan:

Bidders must include an internal quality assurance and inspection plan in their response. This plan must outline:

a. Key Internal Inspections Milestones Plan and scheduled milestone dates.

b. How Bidder will document and maintain the quality assurance plan is met and projected on schedule. Weekly documentation will be maintained and shared with SAMTD Project Adviser.

c. Bidders shall develop any needed protocols for issue identification and resolution throughout the project.

2.B.5.1.5 Coordination with SAMTD Staff:

Bidder shall report to the SAMTD Project Adviser and Maintenance Operations the week prior to any work commencing on SAMTD Operations.

a. Contractors must provide at least 48 hours’ notice before initiating any work that may impact SAMTD operations. Any work affecting bus movement or access must be pre-approved and coordinated with SAMTD staff.

2.B.6 SAMTD Operational Procedures:

The Bidder shall coordinate daily with designated SAMTD project personnel to ensure work activities do not interfere with the safe and continuous operation of transit services at the Keizer Transit Center (KTC).

2.B.6.1 Procedures:

2.B.6.1.1 KTC is an active and publicly accessible transit facility and must maintain full operational capacity throughout the duration of the project. Disruptions to bus service, passenger movement, or access to key areas must be avoided unless explicitly approved by SAMTD.

2.B.6.1.2 For any work that may impact transit operations, access, or safety, the Bidder is required to:

a. Submit a detailed Operational Action Plan to SAMTD in advance.

b. Obtain written approval via email prior to initiating such work.

2.B.6.1.3 The Bidder must ensure that the worksite remains clean, organized, and secure at all times:

a. Daily cleanup of all construction debris, tools, and materials is required.

b. All equipment must be safely stored or removed from public-facing areas when active work is not taking place.

2.B.6.1.4 The Bidder shall provide and maintain barriers and safety measures to clearly mark construction zones.

2.B.7 SAMTD Roles and Responsibilities:

2.B.7.1 Vehicle-Mounted Equipment Installation: While vehicle-mounted components of the gate control system (e.g., transponders, RFID/RTLS tags) will be procured by the Bidder, installation on SAMTD-owned vehicles will be performed by SAMTD’s Maintenance Department.

2.B.7.2 Bollard Placement: Installation of protective bollards shall be provided by the Bidder as necessary to protect gate infrastructure. Final placement shall be determined through joint agreement between SAMTD and the Bidder during the implementation phase.

2.B.7.3 System Integration Support: SAMTD will provide reasonable access to internal systems (Avail CAD/AVL and Lenel Access Control) for purposes of integration, as well as designated IT staff to assist with configuration or connectivity as needed.

2.B.8 Functional Testing

Prior to final acceptance of the gate system, Bidder shall conduct comprehensive functional testing of all installed equipment and integrated systems to verify full operational readiness.

2.B.8.1 Testing shall include, but is not limited to:

2.B.8.1.1 Gate Operation Validation:

a. Demonstration that all entry and exit gates open and close reliably under automated control.

b. Confirm that gates operate at the required speed and respond accurately to authorized vehicle approaches.

2.B.8.1.2 RFID/RTLS Functionality:

a. Verification that all installed real-time locating system (RTLS) hardware, including technologies utilizing Angle of Arrival (AoA) and Time Difference of Arrival (TDoA) correctly detect SAMTD vehicles.

b. Testing of all reader equipment to ensure proper trigger of gate operation only for authorized vehicles.

2.B.8.1.3 System Integration:

a. Confirmation that the gate system communicates with and is fully integrated into SAMTD’s Avail CAD/AVL and Lenel Access Control systems, enabling centralized control and monitoring.

2.B.8.1.4 Emergency & Backup Systems:

a. Testing of manual override features and battery backup systems to confirm proper gate behavior during power loss or equipment failure.

b. Validation that emergency strobe detection and fire department lockboxes function as designed.

2.B.8.1.5 Safety Feature Operation:

a. Check that LED gate arm lighting, bollard placement, and photo eye sensors operate correctly and do not hinder normal transit operations or create hazards.

2.B.8.1.6 Testing Documentation:

a. Bidder must submit detailed test results including:

i. Dates, procedures, personnel involved

ii. Issues discovered and resolved

iii. Confirmation of successful test completion

2.B.8.1.7 Testing Coordination:

a. All testing activities must be scheduled in advance with SAMTD project staff and occur with minimal disruption to transit operations.

b. SAMTD reserves the right to observe testing and request additional validation or corrective action before final project acceptance.

2.B.9 Staff Training Session & Training Materials

The Bidder shall provide comprehensive training to designated SAMTD Facilities staff prior to Substantial Completion. Training must ensure staff are prepared to operate, monitor, and respond to issues with the gate system.

2.B.9.1 Instructional Content:

a. Overview of installed components and their function.

b. Procedures for manual operation, including use of battery backup and override mechanisms.

c. Troubleshooting common issues, such as power loss, sensor misreads, or communication failures.

d. Review of emergency response procedures, including use of strobe detection and fire lockboxes.

e. Daily inspection and maintenance protocols.

f. Point of contact for technical support and escalation procedures.

2.B.9.2 Training Delivery:

a. One (1) on-site, instructor-led session for up to ten (10) SAMTD staff.

b. Delivered by personnel who are knowledgeable in the installed system and capable of answering technical questions.

c. Includes a Q&A session, with questions and answers documented and provided to SAMTD.

2.B.9.3 Training Materials:

a. Provide digital and printed training documentation, including step-by-step guides, component schematics, and troubleshooting flows.

2.B.9.4 Scheduling:

a. Training must be scheduled at least one (1) week in advance and must be approved by SAMTD Project Adviser.

b. SAMTD reserves the right to request additional training sessions for new or returning staff as needed throughout the term of the contract.

2.C Bidder Architecture and Engineering Requirements

The successful Bidder shall be responsible for providing all necessary architectural and engineering (A&E) services required for the successful design, permitting, installation, and integration of the four (4) automatic vehicle entry gates at the Keizer Transit Center (KTC).

These services must comply with all applicable codes, regulations, and transit facility standards.

At a minimum, the following A&E tasks are required:

1. Site Survey and Assessment Conduct a site assessment to verify existing conditions, utility locations, infrastructure constraints, and to inform final gate placement and system design.

Proposer shall validate the layout shown in Appendix C2 and coordinate any variances with SAMTD prior to design finalization.

2. Design Development Develop design documents, including but not limited to:

A. Civil, structural, and electrical engineering drawings B. Integration of gate control equipment with the existing KTC infrastructure C. Power and data routing plans that align with existing utility pathways D. Foundation and mounting details for gate equipment and associated components

3. System Integration and Controls Engineering

Provide design documentation for all control systems, including logic diagrams, network topology (if applicable), and integration specifications with any automatic vehicle detection or access control systems (e.g., technologies utilizing Angle of Arrival and Time Difference of Arrival).

4. Permitting and Code Compliance The Bidder shall ensure that all design work meets current state and local building codes and is suitable for permit submission. The Bidder is responsible for preparing and submitting permit applications, scheduling inspections, and addressing any plan review comments or required revisions.

5. Construction Documents and Coordination Final construction documents must be sealed by a licensed professional engineer (PE) registered in the State of Oregon. Bidders shall coordinate all disciplines to ensure complete and constructible design packages are submitted for SAMTD review prior to construction.

6. As-Built Documentation Upon completion of installation, Bidder must submit detailed as-built drawings reflecting any deviations from the approved design. As-built documents must be provided in both PDF and editable CAD (DWG or similar) formats.

2.D PROJECT PHASES AND DELIVERABLES

The Bidder shall coordinate daily with SAMTD staff to avoid or mitigate operational disruptions during construction. The Bidder is responsible for conducting internal inspections at key project phases milestones to ensure work complies with design specifications, safety standards, and quality expectations. The Bidder shall provide transparent communication and progress updates, responding promptly to issues or changes as identified by Bidder, SAMTD or other stakeholders.

All work must be executed in a professional, timely, and safety-conscious manner in accordance with the Scope of Work and all applicable regulations.

Weekly coordination meetings shall occur before work begins each Monday (between 6:15–6:30 AM), where SAMTD will review and approve the day's plan. Any deviations from the weekly schedule must be discussed and approved during this meeting.

2.D.1 PROJECT KICK-OFF

The initial phase will be project kick-off, team meeting, reviewing the project schedule for the process and development of A&E documents, construction portion of the project, discuss Operational and Safety Plans, review all project phases and redefine as needed.

This is an opportunity for Bidder’s project team to align with SAMTD regarding project requirements, approach, and timelines.

Key tasks associated with this first phase include:

1. Conducting an on-site project kick-off meeting.

2. Confirming Bidder’s understanding of project deliverables

3. Identifying any potential project risks or schedule issues.

4. Discussing and agreeing on a preliminary project plan, project schedule, and project resources required to execute each phase as teams and resources may shift during the project.

5. Reviewing roles and responsibilities for Bidder and SAMTD resources.

6. Bidder will develop a mutually-acceptable plan and schedule for the work to be completed and identify the resources and timeframe required for the efforts.

SAMTD will require weekly updated schedules throughout the implementation until project completion documents have been received.

2.D.2 Project Phases

Phase 1: Kick-Off Meeting

Bidder’s Responsibilities

1. Conduct kick-off meeting

2. Conduct orientation session

3. Develop and maintain the project schedule

SAMTD Responsibilities

1. Ensure all appropriate stakeholders attend the kick-off and orientation

2. Schedule the kick-off and orientation and provide meeting facility

3. Provide input for the project schedule

4. Identify key stakeholders

Deliverables

1. Delivery of kick-off meeting and orientation

2. Project Schedule

Phase 2: Architectural and Engineering

1. Site Survey

2. Design Development

3. System Integration

4. Permitting and Code

Compliance Review

5. Review the final

Professional Engineering A&E documents.

6. As-built Drawings stakeholders attend the review meeting.

2. Provide input for the final compliance and permitting meeting.

3. Identify key stakeholders to attend final review of A&E documents and As-built drawings.

1. Final documents for Professional Engineering A&E documents.

2. As-built Drawings.

Phase 3: Construction

1. Site Survey

2. Design Development

3. System Integration

4. Final project schedule required for construction of Gate System, Building & Light Pole w. Photo Eye, Electrical Wiring/Connectivity, Ethernet Line to KTC Building, Power and Back-up Power.

5. Foundation and Mounting

6. Electrical wiring/Line Boring

1. Identify key stakeholders to review and maintain the integrity of the construction phase.

2. Schedule Vehicle Mounted equipment installation by SAMTD Maintenance Department.

3. Provide access to Bidder for systems, integration and coordinate schedule with the Maintenance Department.

1. Equipment

Installation Schedule

2. Bollard Placement and placement schedule.

3. Quality Control Assessment.

Phase 4: Operational Action Plan Safety Plan

1. Operational and Safety Plan for project.

2. Maintain the project schedule.

3. Report to SAMTD Project Adviser and Maintenance Operations.

1. Review and agree to the Operational and Safety Plan.

2. Maintain project schedule

1. Final Operational and Safety Plan.

Phase 5: Functional Testing

1. Conduct comprehensive functional tests on all installed equipment including all integrated systems.

2. Gate operation demonstration of all entry and exit gates.

3. Verify RFID/RTLS functionality test and demonstration.

4. Develop and maintain the project schedule stakeholders have reviewed and are engaged to promote efficiency in completing projects.

2. Provide input for the functional test and demonstrations.

3. Verify that the project stays on schedule.

1. Live on-site Gate Demonstration Test.

2. Live on-site

RFID/RTLS

Demonstration.

3. Any schedule updates.

4. Confirmation of successful test completion

Phase 6: Training and Materials

1. Conduct kick-off on-site training with SAMTD staff.

2. Conduct orientation session

3. Develop and maintain the project schedule

4. Provide all manuals and review with SAMTD staff at training session (digital format) staff are signed up and available for the training.

2. Schedule the kick-off and orientation and provide meeting facility

3. Provide input for the project schedule

4. Identify key stakeholders

1. Equipment Procedural Manual

2. Operation Manual

3. Emergency

Response Procedure

4. Maintenance Protocols

5. Inspection and Maintenance Plan

6. Product Warranty Schedule

Phase 7: Completion Phase

1. As-built Drawing due with a review with SAMTD staff.

2. Conduct the FTA required Buy America Post Delivery Audit

3. Project debrief with SAMTD staff staff are available for the document reviews and project debrief.

2. Provide input for the Bidder and any issues that remain unresolved on the schedule.

1. Ensure all deliverables have been provided.

2. FTA, State of Oregon Bond Copies, Certified Payroll any and all required documents have been submitted.

Prior to release of the final Milestone Payment.

Phase 8: Contract Maintenance Phase

1. Project debrief with SAMTD staff.

staff are available for the document reviews and project debrief.

2. Provide input for the Bidder and any issues that remain unresolved on the schedule.

1. Ensure all deliverables have been provided.

2. FTA, State of Oregon Bond Copies, Certified Payroll any and all required documents have been submitted.

2. Maintenance term to begin.

2.D.3 Bidder Deliverables

The Bidder shall develop the list of deliverables below and by the due date listed in the schedule. Any changes to a deliverable or the delivery schedule must be changed through a written request to SAMTD Project Adviser and amended in the resulting contract by Procurement.

2.D.3.1 Bidder Deliverables and Documentation The Bidder shall develop and provide the following documentation:

As-built drawings detailing infrastructure, wiring paths, and installed equipment.

1. Reports on inspections and quality control checks.

2. Manufacturer specifications for all procured equipment.

3. Maintenance documentation outlining service requirements for all installed components.

4. Product warranty schedule.

2.D.3.2 Deliverable Table and Due Date

Deliverable Due Date

● PE approved A & E Documents TBD Before Construction Phase Commences

● Construction Phase TBD

● Operational Action Plan TBD

● Safety Plan TBD

● Functional Testing Prior to Final Acceptance

● Staff Training Session & Materials Prior to Final Acceptance

● Product Warranty Schedule Prior to Final Acceptance

● As-Built Drawings Condition of Final Payment

● Buy America Post Delivery Condition of Final Payment

● DBE and Subcontract Payments Condition of Final Payment

● Certified Payrolls Condition of each Invoice Payments

2.D.4 Deliverable Payments

The work performed under the resulting Contract to this solicitation must include all labor, materials, transportation, equipment, permits, and services for and incidental to the completion of all construction work in connection with the KTC project including.

2.D.4.1 Key Construction Project Dates and Compensation:

1. Bid Bond: Due at time of Bid submittal and Bid Bond Amount $250,000.

2. Estimated Contract Start Date is 14 calendar days from issuance of Notice to

Proceed.

3. Project Construction Completion: May 1, 2026.

4. Contract Maintenance Term: Maintenance to begin after acceptance of the

Construction Phase.

5. Contract Term: SAMTD will award one (1) contract for a term of three (3) years with two (2) additional terms. Additional terms will be dependent on Bidder performance rating (see Section 2.C).

2.D.4.2 Warranty and Maintenance Term:

1. The contract maintenance term will be for three (3) years. SAMTD reserves the right to extend the maintenance contract for an additional two (2) years.

2.The manufacturer warranty and schedule must follow as Bidder has described and verified in section 2.C.1.5 Product warranty schedule.

2.E Bidder Performance Reviews To ensure accountability and adherence to project standards, SAMTD will evaluate Bidder performance based on the following criteria.

Evaluations will be based on a 0-4 scale with 0 being poor and 4 being consistently exceeded.

2.E.1 Performance Rating Criteria:Bidder performance will be evaluated through the term of the contract. The below describes the expectations of SMATD.

A. Communication Communicate regularly and openly with staff assigned to projects. This can be done face to face, via phone conferences, one-to-one, or group meetings. Project Managers or Inspectors are visible and available when needed. Answers emails and phone calls in a timely manner. Provides timely follow-up. Verbal and written communication is concise and easy to understand for individuals not on project teams.

B. Quality and Timeliness of Deliverables Completed reports accurately represent Work Order, follow milestones, and meet or exceed proposed deadlines. Deliverables are timely and are customized based on SAMTD’s specifications. The Bidder has a quality assurance process in place to reduce errors and ensure accuracy of information.

C. Interpersonal Skills with SAMTD Staff Effectively coordinates and cooperates in development, implementation, process, and programs. Actively engages stakeholders in project completion and administration.

Collaborates with all stakeholders and is conscious of how workflows intersect. Respectful of SAMTD’s culture, mission, vision, and values. Seeking feedback to improve relationships and improve stakeholder commitment towards quality deliverables.

D. Manufacturer Interaction and Relationships Cooperates with manufacturers while being mindful of SAMTD’s requirements. Assertive with SAMTD’s needs and requirements while being respectful. Represents SAMTDS appropriately at meetings and discussions.

End of Part 2 - Scope of Work

Part 3 – Bid Submission Guidelines

3. A SCHEDULE OF EVENTS

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

3.A.1 Pre-Bid Conference Requirement The first of the three pre-bid conferences will be held virtually via Google Meet at the date and time provided in the Event Schedule (see section 3.B.1).

Two pre-bid on-site walkthrough conferences will be held. Interested Bidders are encouraged to attend these as a means of gaining clarity for the requested scope of work and resulting contract.

meet.google.com/eju-rstr-fyf Meeting ID meet.google.com/eju-rstr-fyf Phone Numbers

(US)+1 727-324-6254

PIN: 114 977 930#

To ensure Bidders have a clear understanding of the existing site conditions and to support the development of accurate Bids, SAMTD strongly encourages all potential Bidders to https://meet.google.com/eju-rstr-fyf?hs=122&authuser=2 attend one of the (2) Pre-Bid Conferences for the on-site walkthroughs of the property prior to Bid submission. The Pre-Bid Conference on-site walkthrough will be the only opportunity for Bidders to ensure they gather all necessary measurements to give the most accurate bid and project schedules.

3.A.1.1 The Pre-bid conference on-site walkthrough will allow Bidders to: Observe and assess construction, deconstruction, clean up activities, areas around existing infrastructure, opportunity to get exact field measurements, current work conditions, site challenges and project related components that Bidder will need to complete the project on time and on budget. Bidder can do the following on-site:

a. Take field measurements and verify spatial constraints.

b. Evaluate the current condition of electrical, and mounting systems.

c. Identify any site-specific challenges that may impact installation.

d. Understand gate orientation, traffic patterns, and integration needs with automatic control systems.

Bidders are required and responsible for bringing all the necessary tools or equipment needed to gather the Bid data, measurements and any additional information Bidder feels necessary to complete the most competitive and accurate bid based on the solicitation dates and project timelines for market-based products. (e.g., measuring tapes, tablets, cameras, etc.).

To capture questions Bidders will be provided with a blank sheet of paper (only indicating the ITB# 25-007 and lines for writing) prior to the on-site walkthrough. No talking to other respective Bidders or comparing notes. All questions must be written down. At any time during the walkthrough, if questions are raised that may affect all Bidders those questions will be documented and published as part of an Addendum to ensure open transparency and fairness in the procurement process.

3.B.1 Table of Events

Dates preceded by an asterisk (*) are estimated dates and provided for information only. Estimated dates may change after Bid submission and not be part of any addenda.

EVENT DATE TIME (Pacific Time) Pre-Bid Conference Virtual Call 8/7 10:00 am-11:00 am

#1- On-Site Bidder Walkthrough Pre-Bid Conference - Not Mandatory-HIGHLY

RECOMMENDED

8/13 10:00 am-11:30 am

#2 On-Site Bidder Walkthrough Pre-Bid Conference - Not Mandatory-HIGHLY

RECOMMENDED

8/20 10:00 am-11:30 am

Questions and Clarifications Due 8/22 3:00 pm Answers to Questions and Clarifications Due (approximate)

8/25 3:00 pm

Closing (Due Date and time to submit Bids )

9/1 3:00 pm

Opening of Bids 9/1 3:00 pm

*Notice of Intent to Award (approximate)

TBD

Notice of Intent to Award Protest Ends 7 days from Notice of Intent to Award

Pre-award Bonds Required

*Contract Execution (approximate)

Contract Post Contract Execution Bonds 2 days after execution

3.B.2 SAMTD Business 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.

3.B.3 DEFINITIONS OF TERMS

DEFINITIONS: the following definitions apply to this ITB and the resulting Contract.

1. "Addendum” (referred to as “Amendment” in OregonBuys) means an addition or deletion to, a material change in, or a clarification of, the ITB. Each Addendum shall be labeled as such and shall be made available to all interested Offerors in accordance with OAR 125-249-0250(2). The plural form of “Addendum” is

“Addenda.”

2. "Agency" means the Salem Area Mass Transit Division.

3. "Bid" (referred to as “Quote” in OregonBuys) means the Offeror's written offer submitted in response to the ITB, including all necessary attachments and information required to be submitted prior to award. Bid also means "Offer".

4. "Bidder" means an individual, organization or representative of an organization that submits a Bid in response to an ITB. Bidder also means "Offeror”.

5. "Closing" (referred to as “Bid Opening Date” in OregonBuys) means the date and time set in the ITB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

6. "DAS" means the Oregon Department of Administrative Services.

7. "Invitation to Bid" or "ITB" means all documents, whether attached or incorporated by reference, and any Addenda thereto, used for soliciting Bids.

8. "Opening" means the date/time set to read the Bid submittals.

9. OregonBuys means the on-line electronic Oregon Automated Procurement System administered by DAS. The OregonBuys System website is located at:

https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

10.“Signature” means to write one's name to confirm assent, responsibility, or obligation, either by hand using ink or by electronic means that constitute an “electronic signature" under ORS Chapter 84.

11."State" means the State of Oregon.

12.“Writing” means letters, characters and symbols inscribed on paper by hand, print, type or other method of impression, intended to represent or convey particular ideas or meanings. “Writing” when required or permitted by law, or required or permitted in a Solicitation Document, also means letters, characters and symbols made in electronic form and intended to represent or convey particular ideas or meanings.

3. C Bid Process

To be considered responsive and responsible, the Bidder and any subcontractor(s) identified in the Bid must meet the following minimum qualifications at the time of Bid submission. These requirements ensure the Bidder has the appropriate legal authority, technical competence, and financial and regulatory standing to successfully perform the scope of work.

Responsiveness: For its Bid to be considered responsive, the Bidder must substantially comply in all material respects with applicable solicitation procedures and requirements and the solicitation documents. In making such evaluation, (SAMTD) may waive minor informalities and irregularities.

As a particular matter of responsiveness Bidder shall not make the Bid contingent upon (SAMTD)’s acceptance of Specifications, Plans or Contract terms that conflict with or are in addition to those advertised in this ITB.

Responsibility: Prior to award of a Contract, (SAMTD) will evaluate whether the apparent successful Bidder meets the applicable standards of responsibility identified in ORS 279C.375(3) and OAR 125-249-0390. In doing so, (SAMTD) may investigate Bidder and request information in addition to that already required in the ITB, when (SAMTD), in its sole discretion, considers it necessary or advisable.

Documentation verifying these qualifications must be provided upon request or as required by SAMTD during the procurement process.

3.C.1 Minimum Requirements: (Pass/Fail)

1. Hold a current and active Electrical Contractor license under Oregon Administrative Rule (OAR) 918-828-000, allowing for the performance and supervision of electrical work specified in the Scope of Work.

2. Hold a current and active Oregon Construction Contractors Board (CCB) license as required by Oregon Revised Statutes (ORS) 701.

3. Be registered with the Oregon Secretary of State and maintain all other required local, municipal, or government-issued business licenses, registrations, and endorsements necessary to lawfully conduct business and perform work in the State of Oregon.

4. Not be suspended or debarred from participating in federal contracts, as verified via the System for Award Management (SAM.gov).

5. Not be disqualified from bidding on public contracts under ORS 279B.130.

6. In compliance with all Oregon tax laws, including but not limited to:

a. ORS Chapters 118, 314, 316, 317, 318, 321, and 323;

b. ORS 320.005–320.150 (corporate activity tax);

c. ORS 403.200–403.250 (emergency communications tax);

d. and any local tax laws administered by the Oregon Department of Revenue under ORS 305.620.

SAMTD reserves the right to verify all qualifications and will reject any Bid or Bidder that fails to meet these minimum requirements. Subcontractors performing portions of the work must meet the same qualifications where applicable. Bidders may not substitute the experience of their Subcontractors for their own.

All subcontractors must be pre-approved by SAMTD before they begin work and meet the same minimum qualifications as outlined here in Part 3.C. Bidder must provide the company name(s) of any subcontractor certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, an emerging small business, or a business that a service-disabled veteran owns, that Bidder intends to utilize in the performance of this Contract.

3.C.2 BID TABULATION

SAMTD shall award the Contract to the lowest Responsible Bidder whose bid substantially complies with the requirements and criteria set forth in Section 2.B Technical Requirements.

3.C.3 REFERENCES

SAMTD 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. (See Exhibit 12)

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

3. D Bid Submission Package

3.D.1 SUBMISSION:

Bids will be in PDF format submitted to procurement@cherriots.org. It is the Bidders responsibility to ensure the submission packet is received on time by SAMTD. Bids sent via DropBox, Google Drive, SharePoint or other file sharing method will not be reviewed.

SAMTD will not review submissions if the packet or forms are altered in any way. SAMTD will not review submissions if the Exhibits are altered in any way. Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Bidder may submit a wet signature, provided the remainder of the submission is typed. Failure to include any of the requested information using the provided Exhibits will render the Bid non-responsive.

Marking a Bid, or portions of the Bid, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

3.D.2 BIDDER FORMS

Bidder shall provide the required information on the forms specified in this ITB that are posted to OregonBuys. Any information Bidder submits that is not required to be included on forms prescribed by this ITB must be formatted in the manner called for in this ITB and submitted on Bidder’s letterhead.

3.D.3 BIDDER REGISTRATION OREGON BUYS.

Bidder must be a registered Vendor in Oregon Buys. All vendors must be registered in Oregon Buys to do business with the State. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the Oregon Buys website:

https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

Bidders are responsible for ensuring that their vendor registration and information is current and correct in Oregon Buys and SAMTD shall not be responsible for defective registration or incorrect vendor information.

Bidder shall complete and submit ITB through procurement@cherriots.org (see Section 3.D)

3.D.4 ELECTRONIC BID PROVISIONS

Bidders shall make reasonable efforts to minimize the file size of attachments, so the total submittal does not exceed 5 megabytes (5MB).

SAMTD reserves the right to reject any Bid that is unreadable.

https://oregonbuys.gov/bso https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Pages/vendorregistration.aspx mailto:procurement@cherriots.org

SAMTD reserves the right to request that the apparent successful Bidder promptly submit its complete original signed Bid to (SAMTD), to confirm the apparent successful Bidder’s Bid submitted through procurement@cherriots.org per Section 3.F. SAMTD may cancel the procurement or may extend the date and time of receipt of electronic Bids by providing notice of the extension through an Addenda that will be posted on Oregon Buys.

By submitting a Bid in response to this ITB, the Bidder (and if selected for award, also as the Contractor) agrees with (SAMTD) that any Signature, and other forms of authorized representative certification, showing on documents and submitted via procurement@cherriots.org or email is an “Electronic Signature” under ORS Chapter 84, bind the signing party, and are intended to be and can be relied upon by the parties.

3.D.5 ITB ATTACHMENTS AND ADDENDA. In addition to the provisions set forth within this ITB, this ITB incorporates by this reference the information published or linked on the Oregon Buys “Bid Solicitation” page for this ITB, including but not limited to:

1. Details are entered into the Header Information section.

2. All ITB Attachments, Addenda and notices (“Amendments” in Oregon Buys), question and answer documents, and any other files linked in the File Attachments and Form Attachments subsections; and

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

3.D.5.1 OBTAINING ITB DOCUMENTS: This ITB, any ITB attachments and any Addenda and related notices (collectively the “Amendments”) may be downloaded from the Oregon Buys eProcurement system at: https://oregonbuys.gov/bso.

Bidders should contact the Purchaser identified in Oregon Buys for this ITB if they are unable to access solicitation documents via Oregon Buys.

Bidders are solely responsible for checking Oregon Buys regularly until the Bid Opening Date specified in Oregon Buys to assure that they have not missed any Addenda or other notices issued as “Amendments” in Oregon Buys for this ITB.

3. D.5.2 ADDENDA

Modifications to this RFP shall be made only by addenda posted to the OregonBuys site. Verbal, faxed, or e-mailed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Bidders and included in their Bids. All addenda issued by SAMTD (posted to OregonBuys site) shall be acknowledged by Bidder on the Acknowledgement of Addenda form.

3. D.6 CONFLICT OF INTEREST

SAMTD officers, employees, agents, or Board members will not solicit or accept gifts, favors, or anything of monetary value from Bidders.