RFCQ 35229.docx

Issue Date:

Request for Competitive Quotes No. S-73000-00002623 ESB Solar Project – Hermiston Maintenance Station

Non-Discrimination Notice: ODOT 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 Bidders that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Accessibility and Accommodation Requests: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. To request reasonable accommodation for access, due to a disability, to information related to this document, please contact the Oregon Department of Transportation’s Procurement Office at 3930 Fairview Industrial Drive SE Salem, OR 97302-1166, phone #541 207-7225 or kevin.d.cassidy@odot.oregon.gov

Emerging Small Business (ESB) ONLY:

This Request for Competitive Quotes is restricted to qualified Contractors who have been certified by the State of Oregon as an “Emerging Small Business” (“ESB”) per the guidelines of the Certification Office for Business Inclusion and Diversity (COBID). Only quotes from certified ESB firms will be considered for award of a contract under this Request for Competitive Quotes. To verify your certification, please contact COBID at (503) 986-0075.

EMERGING SMALL BUSINESS ASSISTANCE PROGRAM: This project is part of the Emerging Small Business (ESB) Assistance Program under Oregon Revised Statute (ORS) 200.160 through ORS 200.200 and as such, Contractor shall comply with all requirements, including the following:

ORS 200.170(3) Eligibility for Assistance. The applicant for assistance under ORS 200.005 and 200.160 to 200.200 must perform at least 51 percent of the labor on any public improvement or maintenance project for which assistance is received using the applicant's own workforce. 1991 c.517 3, 6.

Procurement Summary:

Project Scope: The Oregon Department of Transportation is interested in having an ESB Certified Firm purchase and install a roof top solar array system along with the electrical service upgrade at the Hermiston Maintenance Station.

Attendance at a mandatory pre-quote conference will be required – see Competitive Quote Information below.

COMPLETION DATES (See the General Conditions for definitions of substantial and final completion. A link to the General Conditions is provided in Attachment C.):

Substantial Completion: January 2, 2023 Final Completion: January 16, 2023 The work contemplated under an awarded contract includes all labor, materials, transportation, equipment and services for, and incidental to, the completion of all work in connection with the project described in the Contract Documents.

Competitive Quote Information:

This Request for Competitive Quotes is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. Competitive quotes must be submitted through the OregonBuys system.

· Prospective Contractor must be registered as a vendor in OregonBuys to do business with the State. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

· Prospective Contractor is responsible for ensuring that its vendor information is current and correct in OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

This procurement is being conducted in accordance with ORS 279C.355(1)(g) which provides an exemption from competitive bidding on public improvement contracts with an estimated contract price of $250,000 or less to ESB and allows the contracting agency to solicit competitive quotes, ORS 279C.412 and ORS 279C.414. HB3055 – 2021 Regular Session

No public opening of quotes will be held.

Any questions regarding this Request for Competitive Quotes must be directed to the Purchaser identified in OregonBuys for this Request for Competitive Quotes. Any changes to (addenda) or notices regarding the Request for Competitive Quotes will be posted in OregonBuys.

Prospective Contractor must select “Yes” on the Terms & Conditions tab in OregonBuys or the quote will be rejected.

Prospective Contractor must submit the attached Competitive Quote Form (Parts 1, 2, and 3) no later than the Bid Opening Date and time specified in OregonBuys in order to be considered for award.

Competitive quotes must be submitted via OregonBuys. Competitive quotes submitted by any other means will be rejected.

YOU MUST ATTEND a mandatory pre-quote conference to be considered for award. The pre-quote conference will be held at:

Hermiston Maintenance Station – 1840 Hwy 395, Hermiston, OR 97838 on April 12th at 1:00 PM Pacific Time

ALL REQUIRED DOCUMENTS SHALL BE SUBMITTED AS ONE PDF ATTACHMENT.

The specifications in Attachment A include a “brand name or approved equal” specification. Other brands will be considered if they are of equal or better quality, utility, durability, function, and purpose, as determined by ODOT. To request approval of an alternate brand, prospective Contractor must submit a request by email to the ODOT contact person listed on page 1 of the Request for Competitive Quotes no later than 5 calendar days prior to the quote submission deadline. The request must include sufficient information for ODOT to determine product acceptability including, but not limited to, detailed product specifications.

Attachments: The following attachments, which are provided in OregonBuys, are incorporated into this Request for Competitive Quotes and will be incorporated into any resulting contract as part of the Contract Documents.

Method of Award:

ODOT intends to award a Contract to the responsible prospective Contractor with the lowest price whose offer complies with the requirements. ODOT intends to award a contract to the prospective Contractor whose offer will best serve the interests of ODOT, taking into account price as well as other factors as described in ORS 279C.414(2).

COMPETITIVE QUOTE FORM

Prospective Contractor must submit this form by the Bid Opening Date and Time specified in OregonBuys.

Request for Competitive Quotes No. S-73000-00002623 (ESB Solar Project – Hermiston Maintenance Station) Part 1: Prospective Contractor Information/ Signature

Prospective Contractor (COMPANY) Legal Name:

Prospective Contractor Address:

Contact Person:

Phone:

Email:

CCB #:

CCB Expiration:

ESB#:

By signature below, the undersigned Authorized Representative of the prospective Contractor hereby certifies on behalf of prospective Contractor that:

1. Prospective Contractor agrees to and shall comply with all requirements, specifications and terms and conditions included with this Request for Competitive Quotes (including all Attachments and Addenda, if any) if awarded a Contract under this solicitation.

1. In accordance with ORS 279A.110(4), prospective Contractor does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin. And, pursuant to ORS 279A.110, prospective Contractor has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business certified under ORS 200.055.

Authorized Representative Printed Name and Title:

Authorized Representative Signature:

Part 2: Prospective Contractor References for Comparable Projects

In order to determine whether a prospective Contractor meets the standards of Responsibility set forth in the procurement code and related administrative rules, ODOT requires information on prospective Contractor’s past performance. Prospective Contractor must check one of the two checkboxes below. If the second checkbox is selected, prospective Contractor must attach a completed prospective Contractor References Form.

☐ Prospective Contractor has performed similar projects for ODOT within the past 3 years as the prime Contractor under a contract between prospective Contractor and ODOT. Prospective Contractor understands that if it is the apparent successful prospective Contractor, ODOT may still require that prospective Contractor provide references, in which case prospective Contractor must promptly provide them upon ODOT’s request.

☐ Prospective Contractor’s quote contains three references for similar projects on the prospective Contractor References Form provided in this quote.

Part 2 Continued - Prospective Contractor References Form REFERENCES FOR COMPARABLE PROJECTS IN SIZE AND SCOPE: If prospective Contractor checked the second checkbox in Part 2, prospective Contractor shall provide on this form a list of three different firms that can be contacted regarding the quality of services that the prospective Contractor provided in the last 4 years on projects of comparable size and scope.

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Part 3: Pricing Submittal Competitive Quote Pricing. Prospective Contractor must complete online entry of all required pricing information in the “Item Information” section for this Request for Competitive Quotes in OregonBuys.

The quantities listed in the Item Information section for this Request for Competitive Quotes in OregonBuys are intended to serve only as a guide to prospective Contractors, and are not to be construed as a guarantee. All quantities are estimated and are for competitive quote purposes only. ODOT reserves the right to adjust quantities or delete items as needed. Payment will be made based on actual, measured quantities.

AWARD REQUIREMENTS (for selected prospective Contractor only)

1. Prior to award of a contract, prospective Contractor must submit the following to the ODOT Purchaser:

· Tax ID Number:

Provide Taxpayer Identification Number (TIN) on an ODOT TIN Request Form.

· Certificates of Insurance (Attachment C):

Provide Certificates of Insurance and supporting documentation relating to the required insurance coverages as stated in Attachment C. Each prospective Contractor is encouraged to discuss insurance requirements with their insurance agent prior to submitting a Competitive Quote.

· Responsibility Inquiry Form:

Complete and provide the Responsibility Inquiry Form - https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Forms section, Misc. Procurement Related Forms).

· Conflict of Interest (COI) Disclosure Forms – If applicable:

All ODOT Contractors must comply with ODOT’s Conflict of Interest Guidelines and submit a COI Form for any actual or potential conflict. See https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Forms section - Misc. Procurement Related Forms).

· Performance Bond and Payment Bond (Attachment D):

1. Successful prospective Contractor shall promptly execute and deliver to ODOT a Performance Bond in an amount equal to the full contract price conditioned on the faithful performance of the contract in accordance with the plans, specifications and conditions of the contract. If the public improvement contract is with a single person to provide both design and construction of a public improvement, the obligation of the performance bond for the faithful performance of the contract required by this paragraph must also be for the preparation and completion of the design and related services covered under the contract.

2. Successful prospective Contractor shall promptly execute and deliver to ODOT a Payment Bond in an amount equal to the full contract price, solely for the protection of claimants under ORS 279C.600.

· First-Tier Subcontractor Disclosure Form (Attachment E) – if applicable:

Complete and provide the First-Tier Subcontractor Disclosure Form, if applicable, as provided within Attachment E.

2. Additional requirements:

· Business Registry:

Prior to entering into a Contract, the successful prospective Contractor must be duly authorized to transact business in the state of Oregon through registration of its assumed business name (if any) or corporation with the Secretary of State Corporations Division. ODOT may require the successful prospective Contractor to provide its registry information prior to issuing a Contract.

· W-9 Form:

If the successful prospective Contractor has not received payments from ODOT before, the prospective Contractor will need to submit an IRS form W-9: https://www.irs.gov/pub/irs-pdf/fw9.pdf.

· Oregon Nonresident Bidder Form:

If the successful prospective Contractor is a nonresident bidder [as defined in ORS 279A.120(1)] and the Contract amount exceeds $10,000, the prospective Contractor must submit to the Department of Revenue an Oregon Nonresident Bidder Form prior to receiving final payment under the Contract.

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