Port of Cascade Locks RFP Bridge of the Gods~1.pdf

REQUEST FOR PROPOSALS FOR

Owner’s Engineer & Project Manager for

Bridge of the Gods Seismic, Safety, &

Preservation Studies Project

Issued by:

Port of Cascade Locks

Single Point of Contact:

Jeremiah Blue, Executive Director PO Box 307 | 427 NW Portage Road Cascade Locks, OR 97014 Phone: (541) 490-3794 Email: jblue@portofcascadelocks.gov

RFP Title/Project Name:

Request for Proposals: Owner’s Engineer & Project Manager for Bridge of the Gods Seismic, Safety, & Preservation Studies Project

Issue Date:

August 21, 2024

A copy of this RFP may be obtained by contacting Jeremiah Blue at the phone number or e-mail provided on page 1.

PROPOSAL DUE DATE and TIME:

September 18, 2024 by 4:00 PM PST to 427 NW Portage Road, Cascade Locks, OR 97014, Attn: Jeremiah Blue, Executive Director. Proposals will not be accepted electronically and must be physically delivered. See Note 3 below for delivery information. Proposals must be received prior to the posted due date and time in order to be considered.

Proposer Questions and RFP Protests:

Submit questions or protests via email to jblue@portofcascadelocks.gov no later than seven (7) calendar days prior to Proposal Due Date.

A non-mandatory, pre-proposal conference is scheduled for September 11, 2024 at 2:00 PM PST, via Microsoft Teams. No in-person conference will take place. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions that Proposers may have.

Proposers may only rely on written Addenda issued by the Port and may not rely on any oral statements or any other interpretations and clarifications. Proposers wishing to attend the conference should request an invite by emailing jblue@portofcascadelocks.gov.

Notes:

1. This RFP is a Qualifications Based Selection (QBS) funded by the State of Oregon.

2. This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. DO NOT USE OREGONBUYS TO SUBMIT YOUR PROPOSAL.

3. Proposals and all other submittal requirements specified in RFP Section 2.4 must be submitted before the Proposal due date and time to the above to the physical address. Please note: the Port offices are closed on Fridays and will accept no deliveries on Fridays, Saturdays, or Sundays.

Delivery must be made by hand delivery, courier, FedEX, or UPS. The USPS does not deliver to this address on any days.

mailto:jblue@portofcascadelocks.gov

Table of Contents

0.0 OREGONBUYS ePROCUREMENT SYSTEM

1.0 SOLICITATION PURPOSE & CONTRACT OVERVIEW

2.0 INSTRUCTIONS TO PROPOSERS & SUBMITTAL REQUIREMENTS

3.0 EVALUATION PROCESS & CONSULTANT SELECTION

4.0 CONTRACT AWARD REQUIREMENTS & NEGOTIATIONS

5.0 GENERAL TERMS & CONDITIONS FOR THIS RFP

ATTACHMENT A - PROPOSAL COVER SHEET

ATTACHMENT B – STATEMENT of WORK

ATTACHMENT C – SAMPLE CONTRACT

ATTACHMENT D - PROJECT SAMPLES AND REFERENCES

ATTACHMENT E: PROJECT LOCATION

0.0 OREGONBUYS ePROCUREMENT SYSTEM

0.0 REGISTRATION REQUIREMENT AND VENDOR GUIDANCE

All Proposers must register as vendors in OregonBuys to participate in this solicitation. Registration is free. To create a Vendor account, click the blue “Supplier Registration” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see online guidance.

Vendors are responsible for ensuring that their Vendor registration and information is current and correct in OregonBuys. The Port of Cascade Locks shall not be responsible for defective registration or incorrect Vendor information.

The Port of Cascade Locks is using OregonBuys to post the RFP and any addendums. DO NOT SUBMIT

YOUR PROPOSAL THROUGH OREGONBUYS.

1.0 SOLICITATION PURPOSE & CONTRACT OVERVIEW

1.1 SUMMARY OVERVIEW & PROCUREMENT SCHEDULE

The Port of Cascade Locks (“Port”) is issuing this Request for Proposals and any Addenda thereto (collectively, the “RFP”) to obtain Proposals from qualified consultant(s) for Owner’s Engineering and Project Management, and related services (“Services”) for the project described in Section 1.2.

For further information regarding the project and Services needed, see Sections 1.2 through 1.8 and RFP Statement of Work (Attachment B).

Proposers responding to this RFP do so solely at their expense, and the Port is not responsible for any Proposer expenses associated with the RFP including preparing for or attending any interviews or presentations.

Procurement Schedule Date

RFP issue date, pre-Proposal conference, deadline for Proposer questions/protests, and Closing/Proposal submittal deadline

Stated on front page

Interviews (if conducted). Make plans to be available to meet either virtually or in person on these dates.

September 26, 2024

Notice of Intent to Enter into Negotiations / Notice of Intent to Award September 30, 2024

*Negotiations begin October 1, 2024

Contract approval October 15, 2024

Contract start/Notice to Proceed October 16, 2024

Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to accommodate the negotiation schedule above if selected for intent to award. See Section 4.7 - Negotiations.

1.2 PROJECT BACKGROUND/SCOPE INFORMATION & LOCATION

The statement of work (SOW) will be developed and negotiated, within the scope advertised in this RFP, with the selected Proposer for inclusion in the Contract.

Owner’s Engineer & Project Manager

• Project location: Bridge of the Gods, Cascade Locks, Oregon

• Estimated cost of the associated project studies: $6,000,000

• Estimated date for completion of the Owner’s Engineer & Project Manager and

Related Services required under this RFP: 06/30/2028

SOLICITATION PURPOSE

The purpose of this Request for Proposals (RFP) is to select a qualified and experienced firm to provide professional consulting services to assist the Port in managing the Bridge of the Gods Seismic, Safety, and Preservation Studies Project.

Services include oversight of the day-to-day project execution and delivery, including:

• Project management.

• Budget management and cost analysis of construction and professional services costs and performance.

• Environmental consultation and outreach.

• Report to the Port Executive Director, Port Commission, and related subcommittees and partners, as directed

• Assist in reporting periodically and final reporting to the State of Oregon.

• Review and approve invoices for all specialized professional services contracts and construction contracts.

• Oversight and compliance verification of documentation and other contract verifications consistent with the terms of the State of Oregon grant agreement and the Port, as well as subsequent additional funding agreements.

• Develop RFPs for remaining project services and manage proposal and selection process.

• Develop scope and recommend contracts for remaining project services.

• Coordinates directly with key project stakeholders as directed by the Executive Director.

• Oversight and development of permits as needed.

• Oversight of structural assessments and provide direction on design solutions.

• Oversees construction activities (CM, CA, CEI), ensures regulatory compliance, and provides quality and safety management.

• Support of grant applications.

BACKGROUND

The Bridge of the Gods (“Bridge”), constructed in 1926, spans the Columbia River and connects the City of Cascade Locks, Oregon, with the Washington communities of North Bonneville and Stevenson (see Attachment E). The Bridge was vertically elevated in 1938 to accommodate rising water levels resulting from the construction of the Bonneville Dam, which lies approximately 2 river miles to the west.

The Port purchased the bridge in 1961. The Bridge continues to be owned and operated as a toll bridge and is maintained by the Port. The Bridge is a critical link in the area’s transportation system and the communities of Stevenson, North Bonneville, Carson, Cascade Locks, and Corbett are dependent on the Bridge for economic well-being and emergency response.

In 2017, a Seismic Vulnerability Assessment Report for the Bridge and its approaches was completed by firm HDR and is available for download here:

https://www.portofcascadelocks.gov/files/334bbc946/FINAL_TO2_BOG+Seismic+Vulnerability_20 17.pdf

Following several years of advocacy by the Port, in 2024, the Oregon legislature appropriated $6,000,000 from the state General Fund for a grant to the Port to fund the Bridge of the Gods Seismic Resilience & Preservation Study Project, which includes engineering analysis, site investigations, project cost estimating, external outreach, and impact analysis for a seismic retrofit and other preservation actions for the Bridge of the Gods (the “Project”). The Project studies will also examine the feasibility of adding a pedestrian and bike pathway to enhance safety on the Pacific Crest Trail crossing of the Columbia River. The Port is working with

Washington state legislators on a proposal seeking an additional $6 million to fund construction and capital improvements recommended as a result of these initial studies.

AGENCY BACKGROUND

Established in 1937, the Port of Cascade Locks played a pivotal role in the Columbia River's navigation history. Initially formed to as a jurisdiction to accomplish Columbia River navigation channel improvements, the Port took ownership of the obsolete Cascade Locks from the U.S.

Army Corps of Engineers in 1939, following the construction of Bonneville Dam. The Port purchased the Bridge of the Gods in 1961 and has been the sole operator of the tolled facility since then.

The Port is governed by its Commission composed of five elected members who continue to guide efforts to, “through partnerships, care for our community, and preservation of the Bridge of the Gods, [to be] an engine for economic growth, recreation, and tourism within the Columbia River Gorge.” The powers and duties of the Port are described in Oregon Revised Statutes (“ORS”) Chapter 777, and other state and federal laws. The Port owns and operates the Bridge of the Gods, the Marine Park and Thunder Island, the Cascade Locks Marina, and multiple industrial, residential, and recreational-zoned properties within the Port District.

RELATIONSHIP TO OTHER REGIONAL PLANS AND PROGRAMS

The recommendations of the Bridge of the Gods Seismic, Safety, & Preservation Study project will be consistent with state highway plans and statewide comprehensive planning regulations for both Oregon and Washington, and other local and regional land use and transportation plans.

1.3 PROJECT PHASES

The Port anticipates the contracted Services will be phased over the course of the next four years as follows:

1. Phase 1: Specialty Professional Services Selection o Define scope of services for technical specialized firm (e.g., seismic analysis and design).

o Issue RFP for technical specialized firm(s).

o Outline specific technical requirements and qualifications.

o Evaluate RFP responses based on technical expertise, experience, and approach to seismic analysis and design.

o Optional: Conduct interviews if necessary to clarify proposals.

o Select the preferred technical specialized firm.

o Assist the Port with contract terms negotiations and guide finalization of contracts/agreements.

o Duration: Approximately 4 months from scope definition to contract negotiation.

2. Phase 2: Preliminary Assessment and Concept Evaluation, Project Planning o Conduct site inspections, field studies, and structural vulnerability assessment.

o Perform seismic hazard analysis and evaluate retrofit options.

o Develop feasibility study and preliminary design concepts for each approved project, including safety enhancements for bike/ped crossing.

o Update 15-Year Bridge Maintenance Plan o Develop Bridge Preservation Plan o Duration: 6 months

3. Phase 3: Design Development o Develop detailed seismic retrofit designs.

o Develop detailed preservation and retrofit designs.

o Prepare design drawings, specifications, and material requirements.

o Conduct peer review and finalize design documents.

o Duration: 10 months

4. Phase 4: Regulatory and Environmental Compliance o Obtain necessary permits and approvals.

o Conduct environmental impact assessments and develop mitigation plans.

o Duration: 6 months

5. Phase 5: Final Design Phase Services o Develop construction bid documents o Duration: 12 months

6. Phase 6: Construction Phases – dependent on securing future additional funding o Finalize bid documents and assist in contractor selection.

o Provide technical oversight during construction.

o Conduct quality assurance and safety management.

o Conduct final inspections and performance testing.

o Prepare as-built documentation and final project report.

o Develop maintenance and monitoring plan.

o Duration: To be determined, dependent on securing additional funding.

1.4 PERIOD OF PERFORMANCE

The schedule for performance of Services needed under the prospective Contract is approximately:

• October 1, 2024 – January 30, 2025 for Phase 1.

• February 1, 2025 – July 31, 2025 for Phase 2.

• August 1, 2025 – May 30, 2026 for Phase 3.

• June 1, 2026 – December 31, 2026 for Phase 4.

• January 1, 2027 – December 31, 2027 for Phase 5.

• Phase 6 is dependent on future additional funding. Performance period is to be determined.

1.5 QUANTITY OF CONTRACTS AWARDED & OFFER PERIOD

If award is made, it is anticipated that one Proposer will be selected for Contract award from this RFP.

A Proposer's Proposal is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the Closing date for this RFP. The Port may request, either orally or in writing, that Proposer extend the offer period in writing.

If award is made from this RFP, the award will be based on the results of Port’s evaluation and scoring of Proposals for the project.

1.6 FUNDING SOURCE(S):

Funding for services will be provided through a secured Oregon Department of Transportation Grant Agreement.

1.7 CONTRACT NOT TO EXCEED AMOUNT & METHOD OF COMPENSATION

Contingent upon the Port’s need, Consultant’s performance, and the availability of approved funding, the Port reserves the right to amend the Contract (within the scope of the project described in this RFP) for additional tasks, project phases, and compensation as necessary to complete the project.

The method of compensation will be time and materials, up to a maximum Not to Exceed (NTE) amount.

1.8 DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PARTICIPATION GOAL

As funding for this Project is originating from the Oregon State Legislature, the Port is utilizing ODOT’s DBE Policy.

ODOT’s DBE Policy Statement is posted at the following Internet address:

https://www.oregon.gov/ODOT/Business/OCR/Pages/Disadvantaged-Business- Enterprise.aspx

The DBE Policy Statement applies and is incorporated with the same force and effect as though fully set forth in this RFP. A DBE participation goal of 6% has been assigned for the Contract.

Proposers shall demonstrate ability to meet the DBE goal. Proposers should not assume that a minority-owned business (“MBE”), a woman-owned business (“WBE”), a business owned by a service- disabled veteran (“SDV”) or an emerging small business (“ESB”) currently certified in Oregon is a DBE firm. Proposers are encouraged to verify the DBE firms’ certification by:

• requesting a copy of the DBE certification letter from the committed DBE firm; or

• contacting the Oregon Certification Office for Business Inclusion and Diversity

(“COBID”)at (503) 986-0123. Proposers may also access the updated certification list by accessing COBID’s Internet Web Page address at:

https://oregon4biz.diversitysoftware.com/

1.9 INSURANCE REQUIREMENTS

See Attachment C - Sample Contract for the insurance requirements (Contract Section 6.06.D) and terms and conditions that will apply to the prospective Contract from this RFP.

1.10 CONTRACT TERMS & CONDITIONS

See Attachment C - Sample Contract, which is incorporated in the RFP by this reference, for the terms and conditions that will apply to the prospective Contract from this RFP. Unless an official Addendum has modified or reserved the right to negotiate any terms and conditions contained in the Sample Contract or exhibits thereto, the Port will not negotiate any term or condition after the solicitation protest deadline, except the Scope of Work (SOW) and pricing with the selected Proposer(s). Changes to standard Contract terms and conditions may be subject to approval by ODOT and/or the Port.

By Proposal submittal, the selected Proposer agrees to be bound by the terms and conditions as set out in the Sample Contract associated with this RFP, and as they may have been modified or reserved by the Port for negotiation. Any Proposal that is received conditioned on the Port’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

CONTRACTOR REQUESTED REMOVAL

Throughout the term of the Contract, should the Contractor wish to remove any Key Persons (not including for cause terminations or removals beyond the control of Contractor such as death or incapacity) then the Contractor will be expected to provide immediately a qualified candidate acceptable to the Port. In addition, liquidated damages will be assessed for each condition payable upon receipt of next invoice.

Should the authorization for removal be given by the Port and the position not be filled with a qualified candidate acceptable to the Port, then for each month the Contractor will be assessed liquidated damages per each month the position is unfilled.

OWNER REQUESTED REMOVAL

Should the Port determine that a Key Person is not executing responsibilities as needed, then the Port will inform the Contractor in writing requesting the said Key Person be removed and replaced with a suitable candidate. It is expected that the Contractor will take all necessary steps to replace the individual in an expeditious manner. The Port will work cooperatively with the Contractor and will not delay candidate approvals.

Should a Key Person of the team not be replaced within 3 months, then monthly liquidated damages will be assessed beginning with month 4.

2.0 INSTRUCTIONS TO PROPOSERS & SUBMITTAL

REQUIREMENTS

2.1 PROPOSER QUESTIONS, RFP PROTESTS AND REQUESTS FOR CHANGE

All questions, requests or change(s) relating to any aspect of this RFP or the associated project(s) must be submitted in writing via e-mail to the Single Point of Contact identified on page 1 of this RFP. RFP protests and requests for change(s) submitted after the due date on page 1 of this RFP will not be considered. Any RFP protest or request for change(s) must identify the RFP number and project name it applies to and must be in conformance with requirements set forth in OAR 137-048-0240(1).

The foregoing procedures and deadline shall also apply to protests and requests for change respecting the contents of Addenda to the RFP, unless the Addenda specify a different deadline.

Failing to follow the foregoing requirements regarding the Single Point of Contact for inquiries may result in Proposal rejection by the Port.

2.2 ADDENDA

When appropriate, as determined by the Port in its sole discretion, changes to Closing/Proposal due date and time or revisions, additions, substitutions, clarifications of the RFP or attached terms and conditions will be issued as Addenda to this RFP. Modifications to this RFP shall be binding on the Port and Proposer only if in the form of written Addenda issued by the Port. Any such Addenda are incorporated into this RFP as if fully set forth herein. Except for officially issued Addenda, no person has been authorized to provide any other written or oral representation, clarification, warranty or assurance with respect to this RFP or the project. Answers to substantive questions and/or any changes to the RFP will be issued as an official Addenda to this RFP, no later than 5 calendar days prior to the Proposal due date.

Agency shall publish Addenda, if any, on OregonBuys (referred to as “Amendment” in OregonBuys). Anyone who has downloaded or received a copy of this RFP will only be alerted to the existence of any Addenda by monitoring and downloading from OregonBuys, or by checking with the Single Point of Contact for this RFP. The Port is not responsible for sending Addenda to any potential Proposers. Proposers are responsible for reading and understanding any Addenda issued.

2.3 MINIMUM QUALIFICATIONS & MAXIMUM SUBCONTRACTING

Project Manager (PM). The Consultant Project Manager must be either an Oregon Registered Professional Engineer as defined in ORS 672.002(2) or a Project Management Professional (“PMP”) certified by Project Management Institute, Inc. The Consultant Project Manager must be currently registered or certified in active status and must supervise and direct the work proposed under the contract. PM must have a 4-year college degree in either Project/Construction Management or Engineering.

Owner’s Engineer. Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of a Registered Professional Engineer currently licensed to practice in the State of Oregon, or a Professional Engineer currently licensed to practice in the State of Washington (or a Professional Engineer currently licensed to practice in both states), as defined in ORS 672.002(2) for Oregon and as defined in applicable Washington law for Washington.

Maximum Subcontracting. Proposers are advised that, to be considered for award, the prime consultant must have qualified employees and capacity to self-perform (without subconsultant assistance) at least 51 percent of the Contract value for the proposed services (this does not apply to CA/CEI phase which may be subcontracted without the 51% self-performance requirement). The prime must have qualified employees to self-perform the Services and conduct quality control reviews of the core deliverables required under the Contract. For example, if a specific professional services project includes some survey, environmental, and geotechnical services, the Port intends to select a firm with employees qualified to perform the work, instead of selecting a survey, environmental, or geotechnical firm that will subcontract the work.

2.4 PROPOSAL & SUBMITTAL REQUIREMENTS

2.4.1 Time, Date and Place for Submission. Proposals and all required submittal items must be submitted at the physical address and received by the deadline specified on page 1 of this RFP (or such other deadline as may be revised by Addenda issued by the Port). The Port will not accept Proposals submitted after the Proposal submittal deadline.

2.4.2 Proposal Page Limit. The Proposal is limited to 15, 8-1/2” x 11” single sided pages. Any pages exceeding this limit will not be considered in the evaluation. Items excluded and not counted as pages toward the page limit include:

• Attachment A – Proposal Cover Sheet,

• Attachment D – Project Samples and References,

• Any additional forms required in section 2.4.5.

2.4.3 Proposal Format. One page is defined as: one side of any 8-1/2" x 11" page, partial page, tab, index or table of contents that contains substantive text, tables, graphics, charts, resumes, etc. Any page over this size will be counted as 2 pages. Proposals must use a 12-point font for substantive text (including text in tables or resumes, if any).

2.4.4 Required Proposal Contents. Proposals must include:

• Proposal Cover Sheet (Attachment A). Completed and signed.

• Transmittal Sheet o Indicate review and understanding of the required certifications (See Proposal Cover Sheet - Attachment A). The successful contractor will be required to complete the certifications. Failure to agree to the certifications is grounds to reject the proposal. (1/2 page)

• Table of Contents (1 page)

• Executive Summary (1 page) o A short essay summarizing the longer proposal in such a way that readers can rapidly understand the proposer’s interest in and background with similar projects.

• List of Key Persons and Qualifications (10 pages). Key Persons must consist of Project Manager, Owner’s Engineer.

o Organizational Chart o List of experience and education o Commitment to project

• Company or Team Experience (min. 1 page)

• Project Understanding. How familiar is your firm/team with the project? (min. 1 page)

• Project Approach. How would your firm/team approach the project? (min. 1 page)

• Other Information. Contractors are free to provide other information that may assist the

Port in determining the Contractor's qualifications to undertake the work described as long as proposal stays within the 15-page limit. Price proposals shall not be submitted as part of Contractor response to this RFP.

Any content in the Proposal which Proposer believes to be a trade secret or exempt from public disclosure must be so indicated in conformance with Section 5.4 of this RFP.

This is a Qualifications-Based Selection (QBS). Cost information shall not be submitted with Proposals.

2.4.5 Additional Required Forms/Documents. The following do not count toward the Proposal page limit and must be submitted with the Proposal package (but separate from Proposal):

• Signed Subcontractor Solicitation and Utilization Report - SSUR (form available at:

https://www.oregon.gov/ODOT/Forms/2ODOT/2721.pdf.) Submit 1 copy of a completed, signed SSUR with Proposal.

• Signed Conflict of Interest Disclosure (form available at:

https://www.oregon.gov/ODOT/Business/Procurement/DocsLPA/COI_LP A.docx)

• Proposers should review Section 4 of this RFP to ensure they can comply with submittal requirements for the selected Proposer.

2.4.6 Proposal Package.

• Six printed responses should be submitted within 1-inch, 3-ring binders along with a digital (.pdf) version of the proposal on USB flash drive. Responses must be prepared simply, economically, and sustainably. Documents shall be enclosed in a sealed envelope or package with the following information conspicuously and legibly written or typed on the outside:

► Name and address of proposing firm ► RFP Number ► RFP Title ► RFP Closing date and time ► Name of Port’s Single Point of Contact identified on page 1 of this RFP

• Electronic File Size. Proposer’s digital file shall not exceed a combined total of 25 megabytes for all submittals.

• Electronic Signatures. By submitting a Proposal in response to this RFP, the Proposer (and if selected for award, also as the Consultant) agrees with the Port that signatures showing on PDF documents submitted or exchanged electronically are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

2.4.7 Proposal Withdrawals or Modifications.

If a Proposer wishes to withdraw or make modifications to a submitted Proposal, Proposer must do so in writing via email to jblue@portofcascadelocks.gov with the words “Withdraw Quote” in the subject line of your email prior to the Bid Opening Date and time for this RFP.

mailto:jblue@portofcascadelocks.gov

3.0 EVALUATION PROCESS & CONSULTANT SELECTION

3.1 PROPOSAL EVALUATION

Submittals will be reviewed by the Port for responsiveness to all requirements (allowing for minor informalities) set forth in the RFP and RFP Coversheet. Responsive Proposals will be forwarded to an evaluation committee of at least 3 members that will independently review, score, and rank Proposals according to the Evaluation Criteria set forth in Section 3.2. Scoring and ranking of Proposals will be completed separately for the Project. Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in the RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal. The outcome of the Evaluation process may, in Agency’s sole discretion, result in:

(a) A short list of only those Proposers with essential qualifications and experience according to the criteria provided.

(b) notice to Proposers of selection or rejection for interviews per Sec. 3.3; or

(c) further steps to gather additional information for evaluation (e.g. checking references, notice of placement on an interview list, requesting clarification).

(d) The Port cancelling the RFP; rejecting all proposals; or cancelling and re-issuing the RFP.

The Port may require any clarification it desires to understand the Proposer’s submittal.

Clarifications may not be used to rehabilitate a non-responsive Proposal.

3.2 EVALUATION CRITERIA

A maximum of 100 points are possible for proposals per evaluator. Individual scores will be averaged to determine ranking.

Proposal Evaluation Criteria Maximum Points

1 RELEVANT EXPERIENCE OF THE PROJECT MANAGER (PM)

• Does PM have a minimum of 20 years’ experience managing large, complex bridge projects of a similar or more complex type?

• Did proposal demonstrate the PM’s excellent communication, team building, and organizational skills?

• Does PM have experience leading projects using proven project management techniques such as managing to schedule and budgets, identifying risks and taking appropriate steps of mitigation, working with owners and other political bodies to communicate progress?

• Did proposal show PM being proactive and providing common sense solutions to problems as they arise?

2 RELEVANT EXPERIENCE OF OWNER’S ENGINEER (OE)

• Does OE have experience with ODOT, WSDOT, and FHWA specifications?

• Does OE have experience in developing RFP packages for the Specialty Professional Services that are expected?

• Does OE have experience in managing successful efforts as are expected?

• Does OE have experience in reviewing and resolving multiple/simultaneous bridge analyses and engineering review issues?

• Does OE have experience in ensuring engineering/design progress to schedule?

• Does OE have experience in engineering evaluations to optimize project value?

3 PAST PERFORMANCE ON SIMILAR PROJECTS

Using the proposal’s Attachment D (Project Samples and References) submission, evaluate the firm’s response to the below criteria.

• Did firm’s similar project examples provide unique issues and constraints? Were problems and solutions adequately described?

• Did firm provide project examples with similar studies and analyses as is needed for the project?

• Did firm provide examples of original budgets and schedules and its frequency for meeting those milestones or reasons for not?

• Did firm provide examples of compressed delivery schedules and adaptation to problems?

• Did firm provide examples of significant public outreach to many different stakeholders?

-- MAXIMUM PROPOSAL SCORE 100

3.3 INTERVIEWS

The Port may, in its sole discretion, conduct and score interviews with the top ranked Proposers following Proposal evaluation. If interviews are conducted, the following will apply:

► The Evaluators shall score the interviews.

► Evaluation and scoring will be based on the criteria listed below.

► Interviews will have a maximum score of 100 points.

► The number of Proposers selected for interviews is at the sole discretion of the Port.

► Interviews may require physical attendance at the Port’s offices; however, the Port may elect to conduct interviews via teleconference or video conference. Further details will be included with notification of time and date of interviews, if conducted.

Interview Scoring: Interviews will consist of two parts. Part One is a presentation by each invited proposer to describe their team, experience and reach-back capabilities. Part One is limited to 60 minutes maximum. At the conclusion of Part One, the interview will be adjourned for a 15-minute break. Part Two will consist of a Question & Answer period during which the Proposer will respond to a short series of standard questions relevant to the project. The proposer will have a maximum of 10 minutes to respond to each question. Scores will be limited to the information presented during Part One and Part Two.

The evaluation committee shall use the following criteria to evaluate Proposers.

► Presentation by Owner’s Engineer and Project Manager (50 Points) ► Engagement of Team Members (20 Points) ► Question and Answer Period Performance (30 Points)

PART Interview Evaluation Criteria Maximum Points

1 PRESENTATION BY OWNER’S ENGINEER & PROJECT MANAGER

A. Leadership abilities

B. Engagement w/ other team members

C. Effectiveness addressing committee

D. Clarity and efficiency of responses

E. Thoughtfulness/Appropriateness of responses

ENGAGEMENT OF TEAM MEMBERS

A. Demonstrated knowledge level and ability to explain their role in the overall project

B. Creativity and innovation of approach to the project

C. Engagement with leadership

2 QUESTION & ANSWER PERIOD

A. Demonstrated knowledge and ability to adequately answer the question set

B. Illustration of diverse technical knowledge

C. Effectiveness addressing committee

D. Clarity and quickness of responses

E. Thoughtfulness/Appropriateness of responses

MAXIMUM INTERVIEW SCORE 100

3.4 REFERENCES

The Port reserves the right to investigate references, including clients other than those provided in the Proposal. Investigation may include past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or any other criteria as determined by the Port.

3.5 METHOD OF AWARD

The scores for Proposer ranking and tentative award will be determined as follows:

Total Proposal Score Total of all evaluator scores for a given Proposal, divided by the number of evaluators.

100 points maximum.

Total Interview or Follow-up Questions Score (if conducted)

Total of all evaluator scores for a given Proposer, divided by the number of evaluators.

100 points maximum.

Final Score Total Proposal Score plus Total Interview or Follow-up Questions Score (if conducted).

200 points maximum.

After the interviews and post-interview discussions, the committee will collect the individual evaluation documents and submit them to the Port’s Executive Director (or designee). The Executive Director will prepare a matrix of the scores and communicate the same to the Port Commission with a recommendation to enter into negotiations with the top-ranked Team. The Port Commission will review the recommendation and make the final determination of whether to initiate negotiations.

The Port Commission reserves the right to reject all Proposals and reassess the evaluation process at which a notice will be sent to all Proposers.

3.6 RESPONSIBILITY DETERMINATION

At any time prior to Contract execution, the Port may rescind the intent to award notice, if applicable, and reject any Proposer found to be not responsible.

3.7 INTENT TO AWARD NOTICE

If an apparent successful Proposer is selected, the Port will issue an intent to award notice on the OregonBuys eProcurement System specified in RFP Section 0.0 and will provide a copy of the notice to all Proposers. Award to the apparent successful Proposer is subject to successful negotiation of the Contract.

3.8 PROTEST of CONSULTANT SELECTION

A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the Single Point of Contact, identified on page 1 of this RFP, no later than 7 calendar days after the date of the selection notice. Selection protests submitted after this deadline will not be considered.

Selection protests must identify the project name it applies to and must be in conformance with requirements set forth in OAR 137-048-0240(2).

All costs of a protest shall be the responsibility of the protestor and undertaken at the protestor's expense.

3.9 PUBLICITY

Any publicity giving reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, shall be done only after prior written approval of the Port.

4.0 CONTRACT AWARD REQUIREMENTS &

NEGOTIATIONS

The submittal requirements in this Section 4 apply only to a Proposer that receives intent to award notice following Agency’s evaluation and scoring of Proposals (and interviews, if conducted).

Cost information shall not be submitted as part of the Proposal package and shall be submitted only when requested by the Port.

Failure to submit required submittal items in a timely manner may result in the Port rescinding the intent to award notice and issuing notice of intent to award to the next ranked Proposer.

4.1 COST INFORMATION

4.1.1 Approved Cost Data on File with ODOT. If awardee or its subconsultants have current, approved overhead, salary, or Negotiated Billing Rate (NBR) rate schedules on file at ODOT, awardee and its subconsultants will submit those approved rate schedules and any required certifications to the Port (or the Port may obtain approved rate schedules from ODOT) in lieu of the submittal requirements in Section 4.1.3 below. If the awardee or any of its subconsultants do not have approved cost data on file with ODOT, then the cost data and certification forms required under Section 4.1.3 must be submitted as applicable.

4.1.2 Conformance with Cost Principles. Direct and indirect costs as applied to cost estimates and invoices under federally funded Agency Contracts and subcontracts must be in conformance with Port and State of Oregon cost principles. Costs may not be discriminatory against the Port.

It is discriminatory against the Port if employee (or owner/sole proprietor) compensation (in whatever form or name) is in excess of that being paid for similar non-Port work under comparable circumstances. Any cost data submitted by Proposer pursuant to this solicitation may be shared with Port and ODOT, and the Oregon Secretary of State as necessary for audit purposes.

4.1.3 Billing Rates. Following notice of intent to award, the selected Proposer shall submit (electronically in Excel format) billing rate information within 5 Business Days of request by the Port. Compensation related forms/templates are available at https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx. Billing rate information must include either “Direct Salary and Overhead Information” or “Negotiated Billing Rate Schedule” described below, as applicable to your firm’s (and subconsultant’s) accounting method:

4.1.4 Direct Salary and Overhead Information:

Direct Salary Rate Schedule. This schedule includes the name, classification and actual direct salary rate for each employee that may be used under the Contract. The direct salary rate schedule will not be included in the Contract but will be used by Port for negotiations and to develop an approved billing rate schedule, if applicable, for the Contract.

Calculation of Overhead Rate (if applicable for your firm’s type of accounting). Current overhead accounting information on a form using the standard 3-column format. Firms shall condense or expand categories as applicable to the firm’s method of accounting. Firms that have not established an overhead rate, based upon their particular financial reporting methodology, shall be reviewed by the Port to determine whether an overhead rate schedule will be required, or a negotiated non- provisional billing rate will be used. If a firm does calculate overhead, the information must be submitted to the Port and updates must be provided annually.

Independent Audit – If an audit for the most recent fiscal year has been completed for your firm (or any sub-consultants) by an independent, third-party accounting firm, this must be submitted with the billing rate information (electronically in PDF format).

Negotiated Billing Rate Schedule (NBR): This schedule is used by firms that do not have an acceptable overhead rate with independent audit as part of their normal accounting practice and the Port determines it is in the best interest of the Port and the state to negotiate fully loaded billing rates. The negotiated billing rate schedule includes rates that are fully loaded with direct salary, indirect expenses and profit. Provide name, classification (project role) and fully loaded rate for each employee. Use of a negotiated billing rate schedule may be required by the Port (or ODOT) for consultants or subcontractors that do not have audited overhead rates.

4.1.5 COST ESTIMATE BREAKDOWN. The cost estimate must include a detailed breakdown of the costs for each element of the work regardless of compensation method. Unless specified otherwise in the solicitation, Contract, or by the Port, the estimate must identify:

• The proposed staff assignments (job classifications, and names if requested) and hours per task and sub-task.

• Hours per task and sub-task for each subconsultant with job classifications (and names if requested) and itemized direct non-labor costs.

• Each contingency task, if any, must be shown as a separate line-item on the estimate with the same requirements for breakdown of costs as non-contingency tasks. The total amount for a contingency task must include all labor, overhead, profit, and direct non-labor expenses for the contingency task. Do not include expenses for contingency tasks in the amounts or totals for non-contingency tasks; they must be reported separately on the estimate.

Notes:

• Consultant must submit their initial cost estimate breakdown without profit included.

Profit will be negotiated and added to cost estimates following agreement on the SOW, labor costs and expenses.

• Do not add profit to costs based on fully loaded NBR billing rates. Profit is already included in the hourly rate.

4.2 CERTIFICATION REGARDING DEBARMENT & OTHER RESPONSIBILITY MATTERS

Within 5 Business Days of receipt of notice of intent to award, for Contracts that will exceed $150,000 (including as may be amended) the selected Proposer shall submit a signed Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters form available on line at:

https://www.oregon.gov/ODOT/Business/Procurement/DocsPSK/CertFederal.pdf

4.3 CERTIFICATES OF INSURANCE

Prior to Contract execution, selected Proposer shall provide certificates of insurance via e-mail for insurance coverage required in Section 6.06.D of the Sample Contract (RFP Attachment C).

4.4 COMMITTED DBE BREAKDOWN & CERTIFICATION FORM

The selected Proposer must submit, prior to execution of the Contract (during negotiations), a completed and signed Committed DBE Breakdown and Certification Form (one for each DBE sub). Instructions for submittal are on the “Instructions” tab of the form. The Committed DBE Breakdown and Certification Form-AE is available at:

https://www.oregon.gov/ODOT/Business/OCR/Pages/Forms.aspx.

4.5 TAX ID NUMBER

The selected Proposer shall provide their Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following apply:

• When requested by Agency prior to Contract execution, or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

4.6 BUSINESS REGISTRY NUMBER/REGISTERED AGENT

If selected for Contract award, Proposer must be duly authorized by the State to transact business in the State before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State business registry number (unless operating as your real and true name). All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following website: https://sos.oregon.gov/business/Pages/default.aspx.

4.7 NEGOTIATIONS

The Port will negotiate in the best interest of the Port and the State of Oregon, the SOW, costs, and any provision(s) the Port has indicated in the RFP or any Addenda it will negotiate. The Port will, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if the Port and Proposer are unable for any reason to reach agreement on a Contract within a reasonable amount of time. The Port may thereafter negotiate with the second ranked Proposer, and if necessary, with the third ranked Proposer, and so on until negotiations result in a Contract. The Port may end this solicitation if negotiations do not result in a Contract within a reasonable amount of time, as determined in the sole discretion of the Port.

5.0 GENERAL TERMS & CONDITIONS FOR THIS RFP

5.1 NON-DISCRIMINATION

The Port, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C.

2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit Proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

5.2 FUTURE WORK LIMITATIONS

For these purposes, “Affiliate” or “Affiliates” of a consultant means any Person or entity that controls, is controlled by or is under common ownership or control with that consultant.

If a consultant is awarded a Contract to prepare an Environmental Impact Statement, Environmental Assessment, Categorical Exclusion or designs and plans/specifications for a project, that consultant and its Affiliates will not be eligible to propose/bid on or enter into a Contract to construct that project.

If a consultant or any Associate of consultant enters into a Personal Services Contract(s) with the Port for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, an RFP or other solicitation documents and materials related to a given procurement, the consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by the Port and ODOT).

5.3 ELECTRONIC FILES LINKED OR ATTACHED TO RFP

This RFP document must be viewed electronically to access files, attachments, forms, provisions or other documents that are attached electronically (shown as icons) or provided via hyperlinks from the Internet in this RFP. All files, attachments forms, provisions or other documents attached electronically or linked from the Internet are incorporated in this RFP with the same force and effect as though fully set forth in this RFP.

5.4 PUBLIC RECORDS

Proposals shall be open to public inspection in accordance with ORS 279C.107. If a Proposal contains any information that may be considered exempt from disclosure as a trade secret under either ORS 192.311(2) or ORS 646.461(4), or under other grounds specified in Oregon

Public Records Law, ORS192.311 through 192.478, the Proposer must clearly designate on or with the Proposal the portions of its Proposal which Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal in whole as trade secret, confidential or otherwise exempt from disclosure is not acceptable.

In such circumstances the Port will require Proposer to submit a memorandum citing the statutory justification for each specific area of the Proposal that Proposer claims to be exempt. If Proposer fails to identify, on or with the Proposal, the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, Proposer is deemed to have waived any later claim of an exemption or request for nondisclosure of that information. The Port will not be held liable for any disclosure of information which Proposer considers to be exempt from disclosure if required by a Public Records Order. Notwithstanding any rights under 17 USC 101 et seq., (the United States Copyright Act), when the Port is required to provide copies of the non-exempt portion of the Proposal pursuant to a Public Records Order, Proposer hereby grants a license to the Port to copy those portions of the Proposal that are subject to disclosure.

5.5 USE OF RECYCLED PRODUCTS

Consultants/contractors shall use recyclable products to the maximum extent economically feasible in the performance of the Contract work set forth in this document.

5.6 RFP CANCELLATION

Agency may reject any or all Proposals and may cancel this RFP at any time if doing either would be in the public interest as determined by the Port in its sole discretion. In no event shall the Port have any liability for the cancellation of this solicitation.

ATTACHMENT A -

PROPOSAL COVER SHEET

Part I – Proposer Information and References Bridge of The Gods Seismic, Safety, & Preservation Studies Project – Project Manager & Owner’s Engineer

Name of Firm as provided to IRS:

DBA Name (if different):

SAM Number:________________ Is Proposer registered as a foreign corporation in Oregon? Yes No

Corporation Professional Corporation Ltd. Liability Company Partnership Limited Partnership Ltd. Liability Partnership Sole Proprietorship Other:

State of Incorporation/Organization:

Authorized Point of Contact for this RFP:

Name, Title: _________________________________________________ Mailing Address:________________________________________________________________________ Email Address: _________________________________ Phone: __________________________________

MINIMUM QUALIFICATIONS

Per requirements of RFP Section 2.3:

Position Name Registration Number

Owners Engineer

Project Manager

Part II - Proposer Certifications

By signing below, the authorized representative on behalf of Proposer certifies that:

1. Proposer agrees to and shall comply with the terms and conditions of the sample Contract associated with this RFP, and all requirements, specifications, and terms and conditions contained within the RFP, and all Addenda, if any.

2. All contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Cover Sheet, are truthful and accurate and have been prepared independently from all other

Proposers, and…