Pole Barn RFP 21-526.pdf

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STATE OF OREGON

Oregon Department of State Lands

South Slough National Estuary Reserve

COVER PAGE

RFP TITLE: POLE BARN

Intermediate Request for Proposal (RFP) Number #21-526

Date of Issue: November 30th, 2021

Closing Date and Time: December 14th, 2021, at 2:00 PM Pacific Time

Single Point of Contact (SPC): Michelle Johnson, Contracts Specialist

Address:

Department of State Lands 775 Summer St. NE Suite 100 Salem, OR 97301

Phone (voice): (503) 798-7975 E-mail: Michelle.j.johnson@dsl.oregon.gov

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SECTION 1: BACKGROUND; DEFINITIONS; SCOPE

Background This project has been funded by NOAA Federal funding to construct a 20x45 pole barn building to house paddle craft. These dimensions were specifically chosen to allow for a 40 foot canoe/trailer to fit and be maneuvered in the building. Currently we have a large Indian canoe and gear that is housed outside and in current maintenance building taking up valuable space. Once the new pole barn is constructed the paddle crafts and associated equipment will be stored in the new building to protect them from the elements.

Work is anticipated to begin when contract is executed and be completed no later than June 15th, 2022.

Definitions

DSL or Agency Department of State Lands SSNER South Slough National Estuary

Reserve

Scope of Services

The scope of services is described below:

This is an RFP is for a 20’ x 45’ pole barn

- Pour a 20ft x 45ft concrete slab for the pole barn to be built on

- Construct a 20ft x 45ft pole barn (includes all barn kit materials) with 1 bay and 1 walk-in door

- Eve Height – 14 feet

- Install 16 ft x 12 ft tall garage doors (chain assist opening)

- Install 1 – 36-inch steel or fiberglass walk-in door

Agency will work with contractor for exterior material colors that match existing buildings .

Contractor will be given preference with of 4 years’ experience and references should reflect 2 past projects for the same or similar work.

SECTION 2: GENERAL INFORMATION

2.1 Pre-Proposal conference call

A pre-Proposal conference call will be held on December 6th, 2021 11:00am, Call in # 503-446-4951 ID # 306616182

Prospective Proposers’ participation is voluntary to be considered for the project..

The purpose of the Pre-Proposal conference call is to:

• Provide additional description of the project;

• Explain the RFP process if needed; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

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2.2 Submission Requirements

Proposers must submit a Proposal Response to criteria described in Section 3 and the Proposal Cover Sheet in order to participate in this procurement.

Proposals must be submitted via email to the Single Point of Contact identified below.

********DEADLINE FOR RESPONSE IS: December 13th, 2021 at 2:00 PM pst********

DSL will consider all timely submittals for the proposed project. Non-submittal or submittal after the established deadline are non-responsive and will not be considered. DSL is not responsible for incomplete or ‘unreadable’ submittals.

Proposals must be submitted via email to: michelle.j.johnson@dsl.state.or.us

2.3 Proposal Submittal Requirements

Proposals must be emailed which clearly identifies the RFP number, the project name, the SPC name, agency name and address. Mis-deliveries and late submittals will not be accepted or considered. Proposals must be received at the email by the required time. Late responses will not be considered.

Proposers must submit one (1) original signed proposal by an authorized signer via email. The proposal must not exceed 10 total pages; excluding the Proposal Cover Sheet with References (Attachment A), and W-9.

DSL will not be held responsible for any error or omissions from downloading the RFP. The official solicitation document is the one held at the DSL.

Those proposals which are incomplete, or which do not meet all requirements of the RFP, will be deemed by DSL to be "non-responsive" and will be rejected. Proposals considered complete, or "responsive," will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the proposal is unclear, the proposer may be asked to provide written clarification to assist DSL in determining the issue of the proposal’s responsiveness.

2.3 Required Submittal Items

In addition to responses to the Evaluation Criteria in Section 3, Proposer’s Proposal must include the following:

Proposal Response to Evaluation Criteria 3.1 - 3.3

Proposers must submit one (1) signed proposal by an authorized signer via email.

Proposal Cover Sheet with 2 References, Attachment A (Not counted in the page limitation)

Request for Tax Identification Number W-9 (Not counted in the page limitation) State of Oregon Business Registration Number

2.4 Procurement Authority and Method. DSL is conducting this Intermediate Procurement according to its authority under ORS279A.050 (3) and OAR 137-147-0270.

2.5 RFP Questions. All inquiries relating to the RFP must be directed to the Single Point of Contact (“SPC”) listed above on page 1. Questions regarding this RFP will be accepted until 12:00 p.m. Pacific Time on December 7th, 2020.

Questions from and answers to any one proposer will be forwarded to all proposers (as soon as resolved and before the submission deadline), if such questions will clarify any part of this RFP.

2.6 References. Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed.

Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

mailto:michelle.j.johnson@dsl.state.or.us

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SECTION 3 EVALUATION CRITERIA

3.1 Understanding of Requested Services 50 points possible

Demonstrate a clear and concise understanding of the Scope of Services being requested in this RFP.

1. Describe your experience with the same or similar project.

2. Describe what you believe are the most critical elements of this Project.

3. Describe what you believe are the most key concerns or challenges related to the project.

4. Describe any additional information demonstrating innovative approaches for the services requested.

3.2 Approach to Services 20 points possible

1. Provide a detailed approach to the project including the timelines for completing the project.

3.3 Cost Proposal 30 points possible

The Cost Proposal must reflect a not-to-exceed amount for the project inclusive of all services, expenses, travel, and fees if any. Detailed pricing will be requested of the awardee.

Cost Proposals will be evaluated for reasonableness and competitiveness. If the Cost Proposal is higher than the Agency anticipated budget, Proposer shall provide a detailed explanation of costs.

SECTION 4: EVALUATION PROCESS

4.1 Evaluations

Responses will be reviewed and ranked for content, solution features, and pricing for award, if any, in DSL’s sole discretion.

The outcome of the Evaluation process may, at the Agency’s sole discretion, result in:

a. Notice to Proposer(s) of award selection;

b. Notice to selected Proposer(s), as solely determined by Agency, to participate in Interviews or Follow/up questions; or

c. Cancellation of the RFP and either re-issuance of the RFP in the same or revised form or no further action by

Agency with respect to the RFP.

4.2 Interviews/Follow-Up Questions (if any)

Agency may conduct and may score interviews/follow-up questions. If interviews/follow-up questions are conducted, the following will apply:

• Selected Proposers will be notified via email.

• Interviews, if any, will be held by phone or virtual.

• The number of Proposers selected for interviews/follow-up questions is at the sole discretion of Agency.

4.3 Selection

DSL may award a contract to the proposer whose proposal and interview/follow-up questions, if any, that DSL determines in the exercise of its reasonable discretion, will best serve the interests of DSL.

Proposers will be notified in writing of DSL’s notice of award.

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SECTION 5: GENERAL SOLICITATION TERMS

5.1 By submitting a proposal to this RFP, proposer shall accept all terms and conditions of this RFP and Attachment B, Sample Contract.

5.2 DSL reserves the right, at its sole discretion: (1) to amend the RFP prior to the closing date (2) to amend the deadline for submitting proposals; (3) to determine whether a proposal does or does not substantially comply with the requirements of this RFP; (4) to waive any minor irregularity, informality, or nonconformance with this RFP; (5) to obtain from and/or provide to other public agencies, upon request, references, regarding the Proposer’s contract performance; (6) at any time prior to Contract execution (including after announcement of the apparent awardee): (a) to reject any proposal that fails to substantially comply with all prescribed RFP procedures and requirements; and (b) to reject all proposals received and cancel this RFP upon a finding by DSL that there is good cause and that such cancellation would be in the best interests of the State; (7) seek clarification on any or all proposals; and (8) negotiate the final description of work tasks, deliverables, and pricing of the sample Contract within the scope of what is advertised here for inclusion in the resulting Contract.

5.3 This RFP and one copy of each original response received, together with copies of all documents pertaining to the award of a Contract, shall be kept by DSL and made a part of a file or records, which shall be open to public inspection.

If a proposal contains any information that is considered a trade secret under ORS 192.501 (2), each sheet of such information must be marked with the following legend:

“This proposal content constitutes a trade secret under ORS 192.501 (2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” ORS 192.501 (2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determination made pursuant to the Public Records Law.

If a Proposal contains any information that may be considered exempt from disclosure under the various grounds specified in Oregon Public Records Law, ORS 192.430 through 192.505, Proposers must clearly designate any portion of its Proposal as exempt, along with a citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying a Proposal in whole as exempt from disclosure is not acceptable. Failure to identify a portion of the Proposal as exempt from disclosure, and the authority used, shall be deemed a waiver of any future claim of non-disclosure of that information.

5.4 The pricing and statement of work of the project may be negotiated, within the overall intent described in this RFP, with the selected Proposer. If negotiations are not successful and a Contract is not executed within 10 days, DSL may either: (a) terminate negotiations with the top selection and begin negotiations with the next highest ranked Proposer, (b) cancel the solicitation, or (c) continue negotiations with the highest ranked Proposer.

5.5 All costs associated with Proposer’s submission of the project concept and/or proposals are the sole responsibility of the proposer and shall not be borne by the State of Oregon. All proposals submitted will become public record.

5.6 Proposers submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. For Proposers that do not submit a notice of withdrawal or another best and final offer, their immediate previous offer will be construed as their best and final offer. Negotiations may be conducted with responsible Proposers who submit proposals found to be reasonably likely to be selected for award.

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SECTION 6: BOLI PREVAILING WAGE RATE REQUIREMENTS

6.1The Contractor and all subcontractors shall comply with the provisions of ORS 279C.800 through 279C.870, relative to Prevailing Wage Rates, as outlined in Sections C.1, C.2 and G.2.3 of the General Conditions.

Before starting Work the Contractor shall file with the Construction Contractors Board, and maintain in full force and effect, the separate public works bond required by ORS 279C.836 and OAR 839-025-0015, unless otherwise exempt under those provisions. The Contractor shall also include in every subcontract a provision requiring the Subcontractor to have a public works bond filed with the Construction Contractors Board before starting Work, unless otherwise exempt, and shall verify that the Subcontractor has filed a public works bond before permitting the Subcontractor to start Work.

6.2 This RFP and the resulting Contract may be subject to the following BOLI prevailing wage rate requirements and the prevailing wages rates set forth in the following booklet, as amended, which is incorporated herein by reference with the same force and effect as though fully set forth herein and is available at the following web link: The rate information is required to be included in the proposal the contractor submits.

Prevailing Wage Rates for Public Works Contracts in Oregon issued _________.

Prevailing Wage Rates Apprenticeship Rates issued _______.

These BOLI wage rates are available on line at:

http://www.oregon.gov/BOLI/WHD/PWR/Pages/index.aspx

6.3 The Work will take place in [Insert County] County, Region [Insert Region]

(Remainder of this page left blank intentionally) http://www.oregon.gov/BOLI/WHD/PWR/Pages/index.aspx

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RFP # 21-526; Attachment A

PROPOSAL COVER SHEET

Legal Name of Proposer: ___________________________________________

Address: __________________________________________ City, State, Zip: ______________________________

State of Incorporation: _______________________________ Entity Type: _________________________

Contact Name:__________________________ Telephone: _________________Email: _________________________

Oregon Business Registry Number (if required):__________________________________

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

1. Proposer understands and accepts the requirements of this RFP. By submitting a Proposal, Proposer agrees to be bound by the Contract terms and conditions in Attachment A and as modified by any Addenda, except for those terms and conditions that Agency has reserved for negotiation, as identified in the RFP.

2. Proposer acknowledges receipt of any and all Addenda to this RFP.

3. Proposal is a Firm Offer for 60 days following the Closing.

4. If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Contract.

5. I have knowledge regarding Proposer’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

6. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112 (formerly HB 3060), of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

7. Proposer complies with ORS 652.220 and does not unlawfully discriminate against any of Proposer’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 continuing compliance constitutes a material element of the Contract and a failure to comply constitutes a breach that entitles Agency to terminate the 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.

8. Proposer and Proposer’s employees, agents, and subcontractors are not presently debarred, suspended, proposed for debarment under ORS 279B.130, or declared ineligible for the award of contracts by any federal agency or agency of the State of Oregon and are not included on:

https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx http://www.leg.state.or.us/ors/279b.html

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A. the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at:

https://www.treasury.gov/ofac/downloads/sdnlist.pdf.,

9. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112, of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. (Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice.

10. Contractor shall, during the term of the Contract or the duration of EO-21-29, whichever expires or terminates first, maintain documentation and certify that all Contractor employees who provide services at an agency worksite are fully vaccinated against COVID-19 unless exempt.”

11. Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet, are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

12. Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" {as defined by the Oregon False Claims Act, ORS 180.750(1)}, made under Contract being a "false claim" {ORS 180.750(2)} subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

13. Proposer acknowledges these certifications are in addition to any certifications required in the Contract and Statement of Work in Attachment A at the time of Contract execution.

Authorized Signature Date

(Print Name and Title) https://www.treasury.gov/ofac/downloads/sdnlist.pdf

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REFERENCES

Provide 2 references from current or former clients for the same or similar work.

Name of Firm:

Reference Contact Person:

Telephone: Fax: Email:

Alternate Reference Contact Person:

Telephone: Fax: Email:

Project/Contract Title:

Project/Contract Date: Location:

Description of Services provided:

Name of Firm:

Reference Contact Person:

Telephone: Fax: Email:

Alternate Reference Contact Person:

Telephone: Fax: Email:

Project/Contract Title:

Project/Contract Date: Location:

Description of Services provided:

3.3 Cost Proposal 30 points possible