Private_Utility_Locating_Services_(Addendum_#1_Revision).pdf

City of Beaverton

PRIVATE UTILITY LOCATING SERVICES

Solicitation #: 24-050

DATE & TIME PROPOSALS ARE DUE:

February 6, 2024, 2:00 pm

SUBMIT PROPOSAL ELECTRONICALLY VIA THE PROCUREMENT PORTAL AT:

https://secure.procurenow.com/portal/beavertonoregon

This document is available in alternate formats, such as large print, audiotape, oral presentation, and electronic format. To request an alternate format, email the City of Beaverton at bidmail@beavertonoregon.gov or TDD 503-526-2506.

https://secure.procurenow.com/portal/%7bproject.government.code%7d mailto:bidmail@beavertonoregon.gov

TABLE OF CONTENTS

I. Proposal Content and Format II. Legal Advertisement

III. Introduction and Background IV. Scope of Work V. Proposer's Special Instructions

VI. Proposal Submittals VII. Evaluation Phases

VIII. Proposal Evaluation & Contract Award IX. Beaverton Equity Procurement Program Requirements

Attachments:

A - COB Professional Sample Contract

B - Form 1. Personal/Professional Sub-consultant Disclosure Form

C - FORM - 3 Personal-Professional Contract - Monthly Sub-consultant Payment and Utilization Report

Request For Proposal #24-050 Title: Private Utility Locating Services

1. Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

1.1. Proposal Format and Administrative Requirements

The City’s proposal format and administrative requirements are set out below. These are intended to facilitate the City’s ability to quickly and accurately evaluate proposals. Failure to follow these format and administrative requirements may affect the scoring of proposals.

A. Cover Page

Include a cover page with the submitted proposal. The cover page is counted in the total page count unless stated otherwise. Include the following information on the cover page:The RFP

Title;

The name, title, address, telephone number, fax number, e-mail address of Proposer’s primary contact person; and

The date of submission.In addition to the above information, but not in lieu thereof, Proposers may include other information on the cover page.

B. Table of Contents

Include a table of contents with the submitted proposal. All material items comprising the proposal should be clearly identified and easily located. The table on contents page is counted in the total page count unless stated otherwise.

1.2. Substantive Requirements

The following information is requested to allow the City to evaluate Proposer responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

Knowledge & Experience

Background Of The Firm

A comprehensive history of your firm and its experience Private Utility Locating Services. Include the following information by uploading your documents:

Title: Private Utility Locating Services

• The total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

• A description of similar work performed involving the items called out in the Scope of Work.

• A summary of the firm’s management and organizational capabilities.

Project Approach & Understanding

With the Scope of Work in mind, submit statements of project approach and understanding that include the following, by uploading your documents:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them.

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

• A description of the process or tools required by the scope of work.

Relevant Experience & References

Provide a description of the expertise and recent experience you have in the areas described under the

Scope of Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience. Include by uploading your documents:

• A description of your experience in Private Utility Locating Services.

• A list of at least three (3) current references for the most relevant completed contracts that directly relate to the scope of services. The reference list should state the reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

Beaverton Equity Procurement Program

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City would like to achieve 15 percent of firms certified by COBID in its overall dollar amount of contracting and purchasing activities. In evaluating proposals, the City will consider firms that will be able to help the City achieve this goal.

Therefore, the proposal shall address the following:

A. Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s). If Proposer is a COBID-certified firm, 4 points are awarded. If Proposer is not a COBID-certified firm, 0 points will be awarded.

http://www.oregon4biz.com/certification

Title: Private Utility Locating Services

B. Provide a narrative description of your firm’s experience, including any innovative or successful measures, promoting COBID-certified enterprises as partners, subcontractors, or suppliers on previous projects. (1 point)

C. Provide a list and percentage of total contract dollars spent with COBID-certified enterprises with which the Proposer’s firm has had a contractual relationship during the last 12 months. (2 points)

D. Describe the actions the Proposer will take to include COBID-certified enterprise participation in this project. Of the subcontractors (if any) identified in the Proposal, specify which subcontractors are COBID-certified enterprises and what certification they hold, if any. (3 points)

E. State the participation goal the Proposer believes it can realistically achieve on this project using

COBID-certified enterprises identified above. A percentage level is preferred. If Proposer states

Zero percent, 0 points will be awarded. (2 points)

Contract Price

Use the spreadsheet in the evaluation section to provide pricing.

2. Legal Advertisement

The City of Beaverton is seeking sealed proposals from qualified consultants for Private Utility Locating

Services. Consultants are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

Proposals must be received electronically by Tuesday, February 6, 2024, no later than 2:00 pm, via the

City's e-procurement portal ("portal") at https://procurement.opengov.com/portal/beavertonoregon/projects/74190.

There will be no formal opening. Facsimile proposals will not be accepted. Proposals will not be accepted after the stated opening date and time. Late proposals will not be considered.

Solicitation information may be downloaded from the portal at https://procurement.opengov.com/portal/beavertonoregon/projects/74190

Proposers are required to certify non-discrimination in employment practices in accordance with ORS

279A.110(4), and identify resident status as defined in ORS 279A.120(1). All Proposers are required to comply with the provisions of Oregon Revised Statutes and Beaverton’s Contract Review Board Policy.

The City of Beaverton reserves the right to:

A. Reject any or all proposals not in compliance with public bidding procedures.

https://procurement.opengov.com/portal/beavertonoregon/projects/74190 https://procurement.opengov.com/portal/beavertonoregon/projects/74190

Title: Private Utility Locating Services

B. Postpone award of the contract for a period not to exceed ninety (90) days from date of proposal opening.

C. Waive informalities in the proposals.

D. Select the proposal which appears to be in the best interest of the City.

PUBLISHED: Daily Journal of Commerce DATE: Friday, January 12, 2024

3. Introduction and Background

3.1. Summary

The City of Beaverton is requesting sealed bids for private utility locating services for the following utilities: Streetlights, storm water, wastewater, potable and non-potable water for the Public Works

Operations Division.

3.2. Background

CURRENT INFORMATION:

Currently, The City of Beaverton's utility locating services are being performed by Precision Locating LLC.

The utilities being located under the current contract are storm, wastewater, and water. For this contract, the City is requesting streetlight locating services of the 5,000 streetlights owned by the City, in addition to storm, sewer and water. Included below is historical Information of locates that the City performed in 2020:

• In 2020 the City received 8,913 locates.

• Approximately 65% of the 8,913 locate tickets were cleared for City utilities.

• June 2020 total locates received were 785. Responded to 303.

• July 2020 total locates received were 876. Responded to 361.

• August 2020 total locates received were 802. Responded to 320.

• September 2020 total locates received were 797. Responded to 247.

• October 2020 total locates received were 842. Responded to 287.

• November 2020 total locates received were 620. Responded to 211.

3.3. Contact Information

Casey Peck

Program Coordinator

9600 S.W. Allen Blvd.

Beaverton, OR 97005-1678

Title: Private Utility Locating Services

Email: cpeck@beavertonoregon.gov

Phone: (503) 526-2679

Department:

Public Works - Operations

Department Head:

Tim Elsea

PW Director

3.4. Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals January 12, 2024

Deadline for RFP Protests or Requests for

Changes

January 25, 2024, 5:00pm

Question Response Deadline January 25, 2024, 5:00pm

Deadline for Submission of Proposals February 6, 2024, 2:00pm

Interviews (If necessary) February 13, 2024

Award of Contract by Contract Review

Board

March 5, 2024

Commencement of Services March 19, 2024

4. Scope of Work

4.1. Scope of Work

Locate and mark City of Beaverton storm, potable and non-potable water, wastewater, and streetlight utilities.

4.2. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed. Please refer to Attachment A for the City’s standard form of contract.

mailto:cpeck@beavertonoregon.gov tel:(503)526-2679

Title: Private Utility Locating Services

The City anticipates all work will be completed on or before 06/30/2025.

4.3. General Requirements

1. Contractor agrees to perform locating and marking services, to City’s satisfaction for underground facilities as described in this solicitation within the City’s service area.

2. Receive and record locate requests from the One-Call locator service and/or directly from excavators during business days and during the office hours of the One-Call locator service (7 a.m. through 5 p.m. on business days)

3. Maintain records appropriate to support the invoicing and recording of locates.

4. For each Locate Request received:

(a) Determine the type of request and, using the City’s maps and records, determine if a visual inspection is required

(b) When City supplied maps, records, or instructions indicate a visual inspection is required, visit the excavation site and locate City’s utilities as required

(c) If marking is not required, provide excavation notification

5. For each locate request received, Contractor will complete work required in time requirement defined in OAR 952-001-0090

7. Contractor must respond to Emergency locates within a reasonable time with a courtesy call to excavator if there are no City of Beaverton utilities in the area of work.

8. A billable water locate will be completed by directly connecting to a meter, hydrant, valve or other transmittable connection point. At the City’s discretion, a tick mark at a water meter may not be billable if the meter is found to be outside the excavation area. When connection points are unlocatable or do not exist, locator must promptly inform both the Contract Administrator and excavator of unlocatable utility.

9. Contractor shall describe reason for delayed ticket markings outside of locators control, using the One Call ticket system. A carbon copy of notifications from contractor to excavator of delays caused by contractor shall be sent to the Contract Administrator.

10. Storm locates shall be marked “STM” including pipe size with green paint. Sanitary Sewer is to

Title: Private Utility Locating Services be marked SS include pipe size with green paint. Water locates marked “W” including pipe size in blue paint. Reclaimed water marked “RCW” including pipe size in purple paint. Unlocatable service laterals should be marked “SVC UL”.

11. Manholes should be opened to ensure all storm utilities are being accurately located. Pipes from a private system or a pipe to a private system from a catch basin mark PVT for private other information provided to or by the City.

12. Potable Water Pipes 16" or greater need to have "Call COB B4 you dig" written near the markings for the pipe.

13. Direct Connect to street light wire at hand hole or Junction box next to base of street light. New construction will have installed tracer wire in junction box and hand hole as an alternate connection point. All City Street Lights requiring locates will have a double barrel fuse holder, or 2 single fuse holders side by side. If both wires do not have a fuse holder, do not locate it.

4.4. Minimum Qualifications

Bidders must meet all of the following minimum qualifications to be eligible to respond to this ITB and to enter into a contract:

A. Contractor owns or has available to use an “underground utility locator Metro Tech 810 or equivalent”.

B. Contractor has a minimum of three (3) years’ experience in private utility locating services.

5. Proposer's Special Instructions

5.1. Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through the City's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Tuesday, February 6, 2024, no later than 2:00 pm.

Your submission must be uploaded prior to the Proposal's Due Date and Time. We strongly recommend that you give yourself sufficient time before the Due Date and Time to begin the uploading process and finalize your submission. NO LATE PROPOSALS WILL BE ACCEPTED. Please note the type and number of files allowed. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

https://procurement.opengov.com/portal/beavertonoregon

Title: Private Utility Locating Services

The City's portal is a separate portal for the submission of proposals and is not part of the City’s website. Therefore, it will require a separate registration for login.

The City only accepts proposals submitted through the City portal.

5.2. Minimum Requirements

A. Contractor owns or has available to use an “underground utility locator Metro Tech 810 or equivalent”.

B. Contractor has a minimum of three (3) years’ experience in private utility locating services.

5.3. Pre-Proposal Conference

There will be no Pre-Proposal Conference.

5.4. Single Point of Contact

All questions or requests regarding the procurement process shall be directed to Michael Phillips, Purchasing Manager, (503) 526-2229, or mphillips@beavertonoregon.gov. The RFP document may be found on the City's Portal.

5.5. Procurement Method

The City is conducting this RFP pursuant to ORS 279A.050 and Beaverton Purchasing Code Section 46-

0100. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this RFP will result in a single contract with a single vendor for the preferred solution.

5.6. Proposals not available for Public Inspection At The Opening

No formal opening will occur in connection with this procurement. In accordance with ORS

279B.060(6)(a) only the names of the Proposers shall be disclosed at the opening. Notwithstanding ORS

192.410 to 192.505, proposals are not required to be open for public inspection until after the Notice of

Intent to Award a Contract is issued.

5.7. Distribution of Proposals

The City intends to publish the names of all Proposers on its portal within 24 hours of the opening of

Proposals. Proposals will be distributed to members of the City’s evaluation team. In submitting a proposal, each Proposer agrees that the City may post the proposal on the City’s Portal for evaluation and ranking and reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party retained by the City for purposes of evaluating and ranking proposals.

5.8. Proposal Validity Period

Proposals must remain open and valid for at least 90 days from the deadline specified for submission of

Proposals. In the event award is not made within 90 days, the City will send a written request to all

Title: Private Utility Locating Services

Proposers deemed susceptible for award, asking Respondent(s) to hold their price firm for a longer specified period of time.

5.9. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted proposal, it shall do so prior to the Closing date and time.

The Proposer shall electronically withdraw and resubmit through the City's Portal.

5.10. Cost of Preparing Proposals

All costs incurred in preparing and submitting a proposal in response to the RFP is the responsibility of the Proposer and shall not be reimbursed by Agency.

5.11. Interpretations and Addenda

All questions regarding this project proposal shall be submitted through the portal. If necessary, interpretations or clarifications in response to such questions will be made by issuance of an addendum to all prospective Proposers within a reasonable time prior to proposal closing, but in no case less than

72 hours before the proposal closing. If an addendum is necessary after that time, the City will extend the closing date.

Proposers are responsible for checking for addenda on the City’s portal. Proposers should visit the City’s portal in order to register to receive e-mail notification of any addenda issued for this specific proposal document.

Any addendum issued as a result of any change in the RFP must be acknowledged.

Only questions answered by formal addenda are binding. Oral and other interpretations or clarifications are without legal effect.

5.12. Protests

Address any protests to:

The Beaverton Building, City of Beaverton

Michael Phillips, Purchasing Manager email to: mphillips@BeavertonOregon.gov

Name of Solicitation: Private Utility Locating Services-PROTEST

Closing date and time: Tuesday, February 6, 2024, 2:00 pm

5.13. Specification/Term Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

mailto:mphillips@BeavertonOregon.gov

Title: Private Utility Locating Services

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its

Addenda, if any) are unnecessarily restrictive or limit competition may submit a protest or request for change, by email, to the Purchasing Office. A request for change regarding the terms of this RFP may be submitted via facsimile. Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be received no less than 10 days prior to Tuesday, February 6, 2024 and properly state whether it is a protest or request for change of specifications or terms. If a timely protest or request for change regarding the terms of this RFP is received, the proposal opening date may be extended if necessary to allow consideration of the protest or request for change and issuance of any necessary addenda to the proposal documents.

B. Exclusion Protest

Upon the City’s issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by the City.

C. Intent to Award Protest

The City intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on the City’s portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that the City intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest.

Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by the City. The City intends to respond by email to properly filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by the City, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, the City intends to proceed with negotiations and, where appropriate, the final award.

Title: Private Utility Locating Services

5.14. Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

5.15. Contract Administrator

The Contract Administrator will be Casey Peck, who can be reached by telephone at (503) 526-2679 or by e-mail at mphillips@beavertonoregon.gov.

5.16. Insurance Requirements

The contractor will be expected to meet the insurance requirements set forth in Section 18 and Exhibit 1 of the contract (Attachment “A”). Proposers taking exception must submit a request for a change with their proposal.

5.17. Term of Contract & Availability of Funds

A contract awarded is expected to commence on or about expected to commence on or about March

19, 2024, and end on or before June 30, 2025.. Any contract awarded pursuant to the RFP that has a term of more than one year must include a non-appropriation clause. Continuation or extension of the contract after the end of the fiscal period in which the contract takes effect shall be contingent upon a new appropriation for each succeeding fiscal period. If sufficient funds are not provided in future City

Council-approved budgets of the City (or from applicable federal, state, or other sources) to permit City in the exercise of its reasonable administrative discretion to continue the contract, the City may terminate the contract without further liability by giving Proposer reasonable notice.

5.18. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to four (4) additional one-year terms at the option of the City.

5.19. Intergovernmental Permissive Cooperative Procurements

Pursuant to ORS 279A.215 and City of Beaverton procurement rules, other public agencies may purchase goods and services under the terms, conditions, and prices of any contract resulting from this solicitation if the Consultant agrees to extend the terms, conditions, and prices of the contract resulting from this solicitation to such agencies.

Any such purchases shall be between the Consultant and the participating public agency and shall not impact the Contactor’s obligation to the City of Beaverton. Any estimated purchase volumes listed herein do not include estimated purchase volumes of other public agencies. The City of Beaverton

Title: Private Utility Locating Services makes no representation or guarantee as to the volume of such additional purchases by other public agencies.

Any Proposer, by written notification included with their solicitation response, may decline to extend the terms, conditions, and prices of a resultant contract to any and/or all other public agencies.

5.20. Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

5.21. Public Records

All proposals and all protests shall become the property of the City and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, the City shall treat proposals as exempt from public inspection. The City shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, the City shall treat proposals as open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall label any information that it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2). Each page containing the trade secret or other confidential information must be so marked at the top of each page in bold. If the trade secret or confidential information is only on a portion of a page, Proposers must so identify the trade secret or confidential information at the top of each page in bold and list the section title that is to be marked a trade secret or confidential information.

The City shall take reasonable measures to hold in confidence all such labeled information, but shall not be liable for the release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that the City may; (a) reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party who is hired by the City and (b) post the proposal on the City’s intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

6. Proposal Submittals

Title: Private Utility Locating Services

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

6.1. Proposal*

Please refer to the Scope of Work & Proposal Content and Format.

*Response required

6.2. Price Proposal*

*Response required

6.3. Good Faith Effort Program Form 1 - Subcontractor & Self Perform List* Please download the below documents, complete, and upload.

• Form_1._Personal_Profession...

*Response required

6.4. Authorized Signatory Name & Title*

*Response required

6.5. ATTESTATION of COMPLIANCE with TAX LAWS*

By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/74190?section=658539 https://procurement.opengov.com/portal/beavertonoregon/projects/74190?section=658537 https://government-project.s3.us-west-2.amazonaws.com/74190/aaecd635-2859-4c0c-8dbb-1547dca7a899_Form_1._Personal_Professional_Sub-consultant_Disclosure_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIARC2J5PZDCCU66EXN%2F20240201%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240201T193013Z&X-Amz-Expires=72000&X-Amz-Signature=082af8da7901add1afc7a070730574df838b60ded53eea1cda6fd264521f2fd3&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_1._Personal_Professional_Sub-consultant_Disclosure_Form.pdf%22&x-id=GetObject

Title: Private Utility Locating Services

6.6. By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 24-050 Private Utility Locating Services

☐ Please confirm

*Response required

6.7. By confirming, the authorized signatory certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

☐ Please confirm

6.8. Is authorized signatory a Resident Proposer as defined in ORS 279A.120(1)?*

☐ Yes

☐ No

*Response required

6.9. The authorized signatory certifies non-discrimination in accordance with

ORS 279A.110(4).*

☐ Yes

☐ No

*Response required

6.10. If awarded a contract pursuant to this solicitation, will Proposer participate in Intergovernmental Permissive Cooperative Purchasing (extend the terms, conditions and prices of such contract to other public agencies)?*

☐ Yes

☐ No

*Response required

6.11. If no, please explain why you will not participate in Intergovernmental Permissive Cooperative Purchasing.

6.12. Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

Title: Private Utility Locating Services

6.13. If yes, what Certifications do you hold and provide certification number.

6.14. Redacted Response (Optional)

7. Evaluation Phases

N o

Evaluation Criteria Sco rin g

Me tho d

We igh t

(Po int s)

Knowledge & Expierence

Please describe your knowledge and experience with locating storm, sewer, water and streetlight utilities.

0-5

Poi nts

(35 of

Tot al)

Project Approach & Understanding

How does your company plan to keep up with intermittent high demands for utility locate requests?

0-5

Poi nts

(23 of

Tot al)

Relevant Experience & References

Please provide a description of your current contracts that are most relevant to the scope of work in this proposal. List three references that relate to the scope of work.

0-5

Poi nts

(15 of

Tot al)

Beaverton Equity in Procurement Program

OR State COBID Certification 4

Experience in the use of COBID enterprises 1

Dollars spent with COBID enterprises 2

Actions to include COBID enterprise participation 3

Participation goal of Proposer 2

Total Possible Points 12

Poi nts

Bas ed

(12 of

Tot al)

Title: Private Utility Locating Services

Contract Price

Pricing must be given in the units provided in the table below. Based on the estimate given for the quantity of locates for 2024.

ITEM DESCRIPTION

Filter and Edit all locate tickets

ESTIMATED QTY OF LOCATES FOR FY 2024 UNIT PRICE EXTENDED

PRICE

1. Unit rate to locate utility for Stormwater 2172

2. Unit rate to locate utility for Wastewater 2592

3. Unit rate to locate utility for Water 2603

4. Unit rate to locate utility for Non-Potable Water 200

5. Unit rate to locate utility for streetlights 1,222

5. Unit rate when there is no locate required 5,800

6. After-hours hourly rate 240

7. Project Hourly rate, after first 1 hour, or for locates greater than 500ft

GRAND TOTAL$___________________

0-5

Poi nts

(15 of

Tot al)

8. Proposal Evaluation & Contract Award

8.1. Evaluation Criteria

A selection committee of City staff with relevant expertise in the subject matter of this solicitation will review and evaluate submitted proposals to determine which best meets the City's needs. Evaluations will be based on the criteria described in the Evaluation Phases section. The award will be made to the highest-ranked Proposer.

Each selection committee member will use the evaluation factors listed in the Evaluation Phases to evaluate submitted proposals. Each evaluation factor is given a weight, reflecting its importance in the https://procurement.opengov.com/portal/beavertonoregon/projects/74190?section=undefined

Title: Private Utility Locating Services

City’s selection process. The evaluation criteria in the Evaluation Phases section shows the evaluation factors and weighing factors relevant to his solicitation.

The evaluation factors will be judged on a scale of zero to five. Each of the evaluation factors will be awarded points based on the evaluator’s judgment of the quality of the response to that particular evaluation factor. Fractional points (e.g., 3.5 or 1.75) may be awarded. Points awarded to reflect the quality of a response may be assigned individually or by a consensus of the evaluation committee.

Scoring will reflect the following rankings:

Quality of Response Rankings

Excellent Response 5

Great Response 4

Average Response 3

Poor Response 2

Very Poor Response 1

No Response 0

The proposal’s score is the product of the weighing factors times the points each evaluator assigns based on the evaluator’s judgment of the quality of the response. The evaluators’ scores are then totaled.

8.2. Preferences

The following preferences are applicable to this procurement and may affect the evaluation of proposals:

A. ORS 279A.120-If City receives proposals identical in price, fitness, availability, and quality and chooses to award a contract, City shall award the contract in accordance with ORS 279A.120 and the procedures outlined in Beaverton Purchasing Code Section 46-0300.

B. ORS 279A.125-When evaluating proposals, City shall add a percentage increase to a Price proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides, in accordance with ORS

279A.125 and the procedures outlined in Beaverton Purchasing Code Section 46-0310.

8.3. Responsiveness and Responsible Determination

As a condition to be awarded a contract, a proposal must be responsive and a Proposer must meet the responsible Proposer requirements identified in ORS 279B.110 and Beaverton Purchasing Code Section

47-0640.

Title: Private Utility Locating Services

A. Responsiveness-To be considered responsive, the Proposal shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures. In making such an evaluation, the City may waive minor informalities and irregularities.

B. Responsibility-Prior to the award of a contract, the City intends to evaluate whether the apparent successful Proposer meets the applicable standards of responsibility identified in

Beaverton Purchasing Code Section 47-0500. In addition, prior to the award of a contract, the apparent successful Proposer must be duly licensed and registered as may be required by federal, state, and local governments to provide the services described under the “Scope of

Work” heading. Submission of a signed Proposal constitutes approval for the City to obtain any information the City deems necessary to conduct the responsibility evaluation. the City shall notify the apparent successful Proposer by email of any other documentation required. In conducting its responsibility evaluation, the City may request information in addition to that already required in the RFP to the extent the City, in its sole discretion, considers it necessary or advisable. The City may postpone the award of the contract after the announcement of the apparent successful Proposer in order to complete its investigation and evaluation. The City may provide the apparent successful Proposer a reasonable opportunity to correct any licensing or registration deficiencies, so long as the opportunity does not unduly burden the City. Failure of the apparent successful Proposer to demonstrate Responsibility, as required under Beaverton

Purchasing Code Section 47-0500, shall render the Proposer non-responsible and constitute grounds for offer rejection, as required under ORS 297B.100.

8.4. Interviews

At the City’s option, the top two, three, or four firms may be required to make a presentation of their proposal. This will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract Administrator will schedule the time and location of these presentations (if necessary) and notify the selected firms.

Should two or more firms be selected for oral interviews, the invited firms will be evaluated based on the same factor, weighting, and ranking system outlined above except there will be no points given on price and the Beaverton Equity Program. The firm with the highest point total resulting from an interview will be considered the best Proposer. The points from the first evaluation will not be added to or otherwise made a factor in the scoring of the second evaluation.

8.5. Investigation of References

At the City’s option, the top two, three, or four firms may be required to make a presentation of their proposal. This will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract Administrator will schedule the time and location of these presentations (if necessary) and notify the selected firms.

Should two or more firms be selected for oral interviews, the invited firms will be evaluated based on the same factor, weighting, and ranking system outlined above except there will be no points given on

Title: Private Utility Locating Services price and the Beaverton Equity Program. The points from the first evaluation will not be added to or otherwise made a factor in the scoring of the second evaluation. The firm with the highest point total resulting from an interview will be considered the best Proposer; however, the City may choose up to the top three proposers post-interview to engage in best and final offer discussions and may choose to award to the proposer that is the best fit for the City based on these discussions. Best and final offer discussion may include requests for revisions of proposal content and/or price and the City shall not disclose these private discussions leading to best and final offers.

8.6. Clarification of Proposals

The City reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

8.7. Contract Award

The City may award one contract or multiple contracts, as a result of this procurement. The City generally issues a notice of intent to award in advance of the actual award of a contract procured through a request for proposal. The period between the publication of the intent to award and the award of the contract varies but is typically about 14 days.

8.8. Award Consideration

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. The City reserves the right to withdraw any and/or all items from award consideration.

8.9. Award Recommendation

The Notice of Intent to Award shall be the City's recommendation contained in the agenda item published in the City’s Council Agenda. Agendas for Council meetings are posted on the City website at:

www.beavertonoregon.gov . The decision by the Contract Review Board to award the contract shall constitute the final decision of the City to award the Contract.

8.10. Form of Contract

A copy of the standard Professional Service contract which the City expects the successful firm or individual to execute is included as Attachment “A”. The contract will incorporate the terms and conditions from this RFP document and the submitted proposal. Proposers taking exception to any of the contract terms or conditions must submit a request for a change in standard contract terms and conditions WITH THEIR PROPOSAL, or the exceptions will be deemed waived. The City Attorney will review all requests for changes and may or may not accept the requested exceptions.

8.11. Insurance Certification

The apparent successful Proposer shall provide all required proofs of insurance to City within fourteen calendar days of the issuance of the Notice of Intent to Award. Failure to present the required documents within the fourteen calendar-day period may result in proposal rejection or delay of award http://www.beavertonoregon.gov/

Title: Private Utility Locating Services of contract. Proposers are encouraged to consult their insurance agent(s) about the insurance requirements contained in the RFP prior to proposal submission.

8.12. No Contractual Obligation

The City is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from the RFP.

8.13. Reservation of Rights

The City reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend, delay, or cancel the RFP without liability if City finds it is in the best interest of the City to do so (see generally ORS 279B.100);

• Obtain clarification of any point in the proposal or obtain additional information necessary to properly evaluate a particular proposal;

• Reject any or all proposals received upon finding that it is in the best interest of the City to do so

(see generally ORS 279B.100);

• Waive any minor informality or non-conformance with the provisions or procedures of the RFP, and seek clarification of any proposal, if required;

• Reject any proposal that fails substantially to comply with all prescribed RFP procedures and requirements;

• Negotiate a Statement of Work based on the Scope of Work described herein and to negotiate separately in any manner necessary to serve the best interest of the public;

• Amend any Contracts that are a result of the RFP; and

• Engage consultants by selection or procurement independent of the RFP process or any

Contracts or agreements under it to perform the same or similar services.

Although price is a consideration in determining the apparent successful Proposer, the intent of the RFP is to identify a proposal from a Proposer that has a level of specialized skill, knowledge, and resources to perform the work described in the RFP. The Proposer with the lowest Price proposal may not necessarily be awarded a contract. The City reserves the sole right to determine the best proposal.

9. Beaverton Equity Procurement Program Requirements

9.1. Program Description

The City of Beaverton is committed to a procurement strategy that provides opportunities to small businesses, is supportive of the regional economy, and is designed to achieve racial and gender equity in contracting. The City desires to encourage and provide opportunities for firms certified by the State of

Oregon Certification Office for Business Inclusion and Diversity (COBID).

Title: Private Utility Locating Services

To achieve that strategy, the City has adopted an aspirational goal of 15% participation of firms certified by COBID in its overall dollar amount of contracting and purchasing activities, including goods and services, personal/professional services, architectural & engineering, and related services.

Therefore, on projects estimated at $100,000 and above, this Program:

• Helps determine whether proposers made the required good faith effort to open subcontracting opportunities to firms certified by COBID,

• Assists the City in recording sub-consultant utilization on its projects,

• Requires consultants to provide evidence of a good faith effort on ALL of their subcontracting opportunities (regardless of value).

9.2. Form Requirements

Proposers shall ensure that sub-consultants certified by COBID have an equal opportunity to compete for work by providing them with the same information as other sub-consultants. Proposers shall inform sub-consultants certified by COBID of the date and time that sub-proposals are due.

The following document is required to be submitted by Proposers:

A. Form 1. Personal/Professional Sub-consultant Disclosure Form

Proposers must submit Form 1 with their proposal. It must list all sub-consultants to be used on this contract regardless of the dollar amount and a description of the work they will be performing and certification if applicable.

The following document is required to be submitted by the awarded consultant on a monthly basis:

A. Form 3. Personal/Professional Monthly Sub-consultant Payment and Utilization Report (DUE

MONTHLY ONLY FROM THE PROPOSER AWARDED THE CONTRACT)

The Consultant awarded the contract must list the contract and payment amounts paid to all sub-consultants, including sub-consultants certified by COBID on a monthly basis. Monthly Sub-consultant Payment and Utilization Reports must be submitted by the 15th of each month once work has begun.

9.3. Addition or Replacement of Sub-Consultants After Proposals Are Due

The Proposer awarded the contract will not be permitted to add or replace a COBID-certified sub-consultant after submitting its proposal without the authorization of the City’s Purchasing Manager. The

City’s Purchasing Manager must be notified by email immediately upon the need to substitute COBID-certified firm to perform the work. If the Proposer awarded the contract would like to add or replace a sub-consultant, the Proposer awarded the contract must make a good faith effort to contract with another firm that is certified by COBID for the work to be performed. Documentation of a good faith effort is required and must be submitted to the City’s Purchasing Manager before adding or replacing a sub-consultant.

Title: Private Utility Locating Services

9.4. Enforcement of Program

The City's commitment to this program is reflected, in part, by the cost of administering the program.

Failure to meet the requirements of this section of the contract negates such funding and impairs the

City's efforts to promote contracting diversity and provide fair and equal opportunities to the public as a whole through the expenditure of public funds. Therefore, a failure to comply with the Program may result in a finding of a breach of contract, disqualification of the Proposer to propose on future contracts or result in a claim for damages.

In the event that the City…