Request for Qualifications - On Call Environmental Services.pdf

CLATSOP COUNTY

REQUEST FOR QUALIFICATIONS

For

ON-CALL ENVIRONMENTAL SERVICES

Clatsop County Public Works Department 1100 Olney Avenue

Astoria, Oregon 97103 503 325 8631

November, 2022

Proposals due December 6, 2022 not later than 2:00 pm

Table of Contents

1.0 Objective 3

2.0 Background and Agency Needs 3

3.0 Scope of Work 3

4.0 Estimate and Schedule 4

5.0 Consultant Selection Process 4

5.01 SOQ Submittal and General Guidelines 4

5.02 SOQ Submittal Content 4

5.03 County Project Manager 6

5.04 Anticipated Schedule 6

5.05 Acceptance/Rejection of Responses 6

5.06 Addendums to the RFQ 7

6.0 Consultant Evaluation Process 7

6.01 Evaluation Criteria 7

6.02 Interviews 8

7.0 Contract Negotiation Process 8

8.0 County Contact Information 8

APPENDIX A

Clatsop County’s standard professional services agreement

REQUEST FOR QUALIFICATIONS FOR

ON-CALL ENVIRONMENTAL SERVICES

1.0 OBJECTIVE

The Clatsop County Department of Public Works is soliciting Statements of Qualifications from qualified individuals and firms for On-Call Environmental Consulting Services. The consultant(s) will provide environmental services as County projects are scheduled for development or as circumstances emerge that require these services.

Clatsop County anticipates selecting one to three firms to provide consulting services on an on-call basis and each firm may subsequently be asked to prepare specific proposals for more than one project. The contract term will be for a period of two (2) years upon approval. At the sole option of Clatsop County, the contract may be extended for up to two (2) years at one (1) year intervals.

The selected consultant will be responsible for the preparation of permit applications, technical studies and other environmental documentation for proposed Clatsop County projects. The selected consultant must be willing and able to work collaboratively with other members of the project team including both Clatsop County staff and other consultants.

2.0 BACKGROUND AND AGENCY NEEDS

Clatsop County desires to have a firm or firms available for a variety of small to medium sized environmental tasks associated with various Clatsop County projects including roads, bridges, trails and stormwater projects. No specific projects have been identified at this time.

3.0 SCOPE OF WORK

The task order process will consist of Clatsop County contacting the consultant and requesting services for a specific project. The consultant will then develop a detailed scope and budget for each task order. Kitsap County’s standard professional services agreement (see Appendix A) will serve as the master contract agreement for these on-call services, unless the services are associated with a Federal Highway Administration (FHWA) funded project, then an agreement from the Local Agency Guidelines (LAG) will be required.

Clatsop County will enter into an on-call agreement for environmental services with the consulting firm(s) that can best demonstrate experience and ability to perform services that include but are not limited to:

Environmental Permits: including but not limited to Removal-Fill Permits, Joint Permit Applications, NEPA, Flood Plain, Conditional Use, Water Quality Certifications, and other federal, state, and local permits.

Environmental Studies: Wetland, Stream and Ordinary High-Water Mark Delineations, Biological Assessments and Evaluations, soil and groundwater contamination assessments.

Mitigation Planning, Design and Monitoring: Preparation of mitigation plans, design and monitoring documents, Habitat Assessments and Management Plans, Planting Plans, regulatory agency coordination and permit negotiation and monitoring.

4.0 ESTIMATE AND SCHEDULE

Anticipated maximum total value of resultant contract(s): $30,000. At the sole option of Clatsop County, the contract amount(s) may be increased to meet ongoing needs of Clatsop County. The contract(s) are expected to be executed in 2023 with a term of two

(2) years. At the sole option of Clatsop County, the contract may be extended for up to two (2) years at one (1) year intervals.

5.0 REQUEST FOR QUALIFICATION (RFQ) PROCESS

As Clatsop County’s intent is to create an on-call roster, a proposer is not required to demonstrate qualifications in all areas identified in the Scope of Work of this RFQ, only in the areas they have ability to perform and possess expertise. Proposers are solely responsible for all costs incurred in the development and submission of the response statement to this RFQ or any other presentations whether in response to this RFQ or to any subsequent requirements of the consultant selection and contract negotiation process.

To be considered responsive to this RFQ the Consultant must follow the directions presented in this solicitation and include the information required.

5.01 SOQ SUBMITTAL AND GENERAL GUIDELINES

SOQ submittal packages shall be submitted no later than 2:00 P.M. on the date listed below in the schedule to: roads@co.clatsop.or.us. They may also be mailed or hand delivered to the address shown under County Contact Information.

Submittals received after the response deadline will not be considered.

5.02 SOQ SUBMITTAL CONTENT

The SOQ submittal package shall include a cover letter. The cover letter is limited to one page and shall include:

The firm/consultant name and a contact person with name, title, mailing address, e-mail address, phone number.

Name and title of the proposed Project manager (if not the contact person) and his/her contact information (mailing address, e-mail address and phone number)

The proposal is limited to 8 numbered pages (8½”x11”) and shall be inclusive of any resumes/bios, photos, graphics, etc.). The cover letter will not be included in the 8-page count. A cover page (title page) will not be included in the 8-page count.

The firm/consultant must demonstrate competence and qualifications related to the services performed including:

Successful experience delivering technical reports and recommendations for an array of the aforementioned services as they relate to roads, bridges, trails, sewer and stormwater.

Specific experience in the aforementioned services indicating the firm’s ability to provide the technical details, reports, and recommendations that may be required, related to roads, bridges, trails and stormwater.

The consultant must demonstrate the ability to manage projects and coordinate with other design team members, and Clatsop County staff, to ensure the projects as a whole are delivered on time and within budget, with potential risks and opportunities identified.

Ability to respond to unexpected requests (emergencies) for services with minimal notice and delay.

Ability to work collaboratively in a regulatory environment with other agencies, interest groups, and permit applicants.

Demonstrate successful safety protocols for working under live traffic and within County right of way.

Demonstrated Experience

The Qualifications shall list previous work experience that describes and demonstrates that the firm and team members have recent experience in performing environmental services in the area of roads, bridges, trails and stormwater. At a minimum, the following information should be included:

The names of firm’s employees that are intended to participate in this contract, including principal employees, and a clear delineation of their responsibilities and level of authority within the firm. Identify their expertise and experience, and their proposed interaction with County staff, within the firm and with other agencies.

Your company’s demonstrated expertise in performing environmental services, the dates in which the work was completed, and project contact information.

Your firm is invited to describe any particular aspects of its organization or qualification that, by way of background, experience, unique qualifications, or other basis, sets this company (team, etc.)

apart from the competition in its ability to accomplish the identified services.

5.03 COUNTY PROJECT MANAGER

Work performed under the resulting task orders shall be under the direction of the County’s project manager for the specific project for which the task order was created. Please direct questions and inquiries regarding this request for proposals to the County Contact listed below.

5.04 ANTICIPATED SCHEDULE

The following schedule has been established for the submission and evaluation of the SOQs and selection of the Consultant. These are tentative dates only and the County reserves the right to adjust these dates at its sole discretion:

Advertisement of RFQ: November 10, 2022 SOQs due: 2:00 P.M. December 6, 2022 Short list for interviews (if conducting): December 9, 2022 Interviews (Zoom or Teams): December 15, 2023 Announce final selection: December 22, 2023

5.05 ACCEPTANCE/REJECTION OF RESPONSES

The County reserves the right to: (a) accept and reject any and all Proposals and/or any part or parts thereof, (b) negotiate modifications of Proposals submitted, (c) negotiate terms and conditions with Proposers which are different than those specified in this RFQ, (d) discontinue, suspend, or abandon the proposed work,

(e) amend or withdraw this RFQ at any time, and/or (f) terminate this RFQ and proceed in some other manner. The selected Proposer will be required to enter into an Agreement with the County and submit proof of insurance. It is the responsibility of the Proposer to obtain any necessary governmental permits or submit any required reports for projects.

This RFQ solicitation does not commit the County to enter into a contract or proceed with the procurement of a project. The County assumes no obligations, responsibilities and liabilities, fiscal or otherwise, to reimburse all or part of the costs incurred by the parties responding to this RFQ. All such costs shall be borne by each company submitting an RFQ response.

5.06 ADDENDUMS TO THE RFQ

The County shall make interpretations, corrections, or changes of the RFQ in writing by published addendum only. Interpretations, corrections, or changes in any other manner will not be binding and Proposers shall not rely upon such interpretations, corrections, and changes.

Any revisions, updates, clarifications, of the RFQ will be posted on the County’s webpage at: https://www.co.clatsop.or.us/rfps and Proposers should frequently check the County’s web site until closing; at least once daily the week of closing.

6.0 CONSULTANT EVALUATION PROCESS

A team of Clatsop County staff will evaluate the SOQs according to the consultant evaluation criteria. At the discretion of Clatsop County interviews may be conducted and a firm’s final score will be a combination of the two.

6.01 EVALUATION CRITERIA

The SOQs will be evaluated and scored based on the criteria listed below with a maximum score of 100 points.

1. Competence and qualifications of key Personnel related to environmental services. This will include technical expertise in environmental services, relevant Clatsop County experience, Public Works project experience and on-call contract management experience. (30 Points)

2. Demonstrated Firm experience with environmental services for roads, bridges, trails and stormwater projects. Provide a brief professional work history of similar projects as it relates to the capabilities of the primary firm and any subconsultants to provide the requested services. (20 Points)

3. Demonstrated ability to communicate and work effectively with the public, County staff, review bodies and other potential project stakeholders. (10 Points)

4. The firm’s ability to allocate appropriate resources resulting in the ability to respond to ongoing or unexpected environmental services needs. This includes staff availability and responsiveness, ability to create/monitor project timelines, ability to meet project timelines. (20 Points)

5. Responsiveness to this request for qualifications. This will include overall quality of the proposal and responsiveness to all aspects of the RFQ. (A proposer is not required to demonstrate qualifications in all areas identified in the Scope of Work and will not lose points if all areas are not covered).

(20 Points)

6.02 INTERVIEWS

Following evaluation of the SOQs, the highest-ranking firms may be invited to participate in an interview process. The project manager will schedule interviews with the contact person provided in the SOQ. Additional interview information shall be provided at the time of the invitation. The intent of the interviews is to help clarify and verify information provided in the SOQ and to give the County’s evaluation team an opportunity to learn more about the firm’s available relevant experience and expertise.

7.0 CONTRACT NEGOTIATION PROCESS

Negotiation of the Scope of Work and budget for each task will be completed on an as needed basis.

8.0 COUNTY CONTACT INFORMATION

Questions regarding this RFQ should be directed to:

Clatsop County Public works Department Attn: Dean Keranen, PE, County Engineer 1100 Olney Avenue Astoria, Oregon 97103 503 325-8631 dkeranen@co.clatsop.or.us

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CLATSOP COUNTY, OREGON

800 Exchange Street, Suite 410

Astoria, Oregon 97103 An Equal Opportunity Employer

Contract No._ _______

PERSONAL/PROFESSIONAL SERVICES AGREEMENT

This AGREEMENT is by and between Clatsop County (“County”) and ______________________ (“Contractor”). Whereas County has need of the services which Contractor has agreed to provide;

NOW THEREFORE, in consideration of the sum not to exceed ____________ to be paid to Contractor by County, Contractor agrees to perform between date of execution and _______________, inclusive, the following specific personal and/or professional services:

(Attach additional information as Attachment A if appropriate or necessary).

Payment Terms: (lump sum, monthly installments, progress payments, etc. – Attach additional information as Exhibit B if applicable):

1. COMPLETE AGREEMENT. This Agreement contains the entire understanding of the parties and supersedes all prior agreements, oral or written, and all other communication between the parties relating to the subject matter of this Agreement.

2. WRITTEN NOTICE. Any notice of termination or other communication having a material effect on this Agreement shall be served by U.S. Mail on the signatories listed.

3. GOVERNING LAW/VENUE. This Agreement shall be governed by the laws of the State of Oregon.

Any action commenced in connection with this Agreement shall be in the Circuit Court of Clatsop County. The prevailing party shall be entitled to reasonable attorney fees and costs, including an appeal. All rights and remedies of County shall be cumulative and may be exercised successively or concurrently. The foregoing is without limitation to or waiver of any other rights or remedies of County according to law.

4. COMPLIANCE. Contractor shall comply with all applicable Federal, State, and local laws, rules and regulations. All provisions of ORS 279B.220-235 (Public Contracts and Purchasing) are incorporated herein to the extent applicable to personal/professional service agreements. Specifically, Contractor shall:

a. Promptly pay, as due, all persons supplying labor and material for the prosecution of the work provided of in such contract. If Contractor fails to pay any such claim, County may pay the claim and charge the payment against the funds due Contractor, pursuant to ORS 279B.220;

b. Pay any required contributions due the Industrial Accident Fund incurred in the performance of the contract;

c. Not permit any lien or claim to be filed or prosecuted against County, on account of any labor or material furnished by Contractor;

d. Pay the Department of Revenue all sums withheld from employees pursuant to ORS 316.167;.

e. Not employ any person more than 10 hours a day, or 40 hours a week, unless permitted under dkeranen Text Box

APPENDIX A

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ORS 279B.235, and any employee working over 40 hours per week shall be paid overtime as provided in ORS 279B.235.

f. Pay promptly, as due, any payment for medical surgical or hospital care furnished to employees of Contractor, pursuant to ORS 279B.230.

g. If Contractor is a subject employer, Contractor will comply with ORS 656.017.

5. JUDICIAL RULINGS. If any provision of this-as applied to either party or to any circumstances shall be adjudged by a court to be void or unenforceable, the same shall in no way affect any other provision of this Agreement or the validity of enforceability of the Agreement.

6. INDEPENDENT CONTRACTOR. Contractor, in carrying out the services to be provided under this Agreement, is acting as an "independent contractor" and is not an employee of County, and as such accepts full responsibility for taxes or other obligations associated with payment for services under this Agreement. As an “independent contractor", Contractor will not receive any benefits normally accruing to County employees unless required by applicable law. Furthermore, Contractor is free to contract with other parties, on other matters, for the duration of this Agreement.

7. INDEMNIFICATION. Contractor shall save harmless, indemnify, and defend County for any and all claims, damages, losses and expenses including but not limited to reasonable attorney's fees arising out of or resulting from Contractor's performance of or failure to perform the obligations of this Agreement to the extent same are caused by the negligence or misconduct of Contractor or its employees or agents.

8. INSURANCE. Contractor shall purchase and maintain at Contractor's expense, Comprehensive General Liability, Automobile Liability, and Professional Liability insurance. This insurance is to provide separate coverage for each of the required types of insurance at a minimum of $700,000 for property damage and minimum of $800,000 per person for bodily injury and no less than $1,600,000 for each occurrence. In addition, all such insurance, with the exception of Professional Liability, shall name County, its Commissioners, employees and agents, as an Additional Insured. A copy of the policy or certificate of insurance acceptable to County shall be submitted to County. Some, or all, of the required insurance may be waived or modified if approved by County's counsel as follows:

________(approved by County Counsel)_______________________(Contractor’s Initials)_________

9. WORKER'S COMPENSATION. Contractor shall comply with ORS 656.017 for all employees who work in the State of Oregon. If Contractor hires employees, he or she shall provide County with certification of Worker's Compensation Insurance, with employer's liability in the minimum of $100,000.

10. NONDISCRIMINATION. No person shall be subjected to discrimination in receipt of the benefits of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, marital status, age or national origin. Any violation of this provision shall be considered a material violation of this Agreement and shall be grounds for cancellation, termination or suspension in whole or in part by County.

11. TERMINATION OF AGREEMENT. This Agreement may be terminated under the following conditions:

a. By written mutual agreement of both parties. Termination under this provision may be immediate.

b. Upon fifteen (15) calendar days written notice by either Party to the other of intent to terminate.

c. Immediately on breach of the contract.

12. SUBCONTRACTING/NONASSIGNMENT. No portion of this Agreement may be contracted to assigned to any other individual, firm, or entity without the express and prior approval of County.

13. SURVIVAL. The terms, conditions, representations and all warranties contained in this Agreement shall survive the termination or expiration of this Agreement.

14. FUNDING. In the event the Board of Commissioners of County reduces, changes, eliminates, or otherwise modifies the funding for any of the services identified, Contractor agrees to abide by any such decision including termination of service.

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15. STANDARD OF SERVICES AND WARRANTY. Contractor agrees to perform its services with that standard of care, skill and diligence normally provided by a professional individual in the performance of similar services. It is understood that Contractor must perform the services based in part on information furnished by County and that Contractor shall be entitled to rely on such information. However, Contractor is given notice that County will be relying on the accuracy, competence and completeness of Contractor's services in utilizing the results of such services. Contractor warrants that the recommendations, guidance and performance of any person assigned under this Agreement shall be in accordance with professional standards and the requirements of this Agreement.

16. COUNTY PRIORITIES. Contractor shall comply promptly with any requests by County relating to the emphasis or relative emphasis to be placed on various aspects of the work or to such other matters pertaining to said work.

17. OWNERSHIP AND USE OF DOCUMENTS. All documents, or other material submitted to County by Contractor shall become the sole and exclusive property of County. All material prepared by Contractor under this Agreement may be subject to Oregon's Public Records Laws.

18. TAX COMPLIANCE CERTIFICATION. Contractor hereby certifies, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Contractor's knowledge, Contractor is not in violation of any of the tax laws of this state or political subdivision of this state, including but not limited to ORS 305.380(4),

305.620 and ORS chapters 316, 317 and 318. Contractor represents that Contract will continue to comply with the tax laws of this state and any applicable political subdivision of this state during the term of the public contract. If Contractor’s fails to comply with the tax laws of this state or a political subdivision of this during the term of this agreement, the Contractor shall be in default and County may terminate this agreement and pursue its remedies under the agreement and under applicable law.

This Agreement will not be effective until approved by the authorized signatory for County.

FOR COUNTY: FOR CONTRACTOR:

Signature Date Signature Date

Printed Name Printed Name

Title Title Address City State Zip