RFP 2024-64 Kellogg Creek Water Resource Recovery Facility (WRRF) Disinfection Project.pdf

REQUEST FOR PROPOSALS #2024-64

FOR

Kellogg Creek Water Resource Recovery Facility (WRRF) Disinfection Project

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

PAUL SAVAS, Commissioner MARK SHULL, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

Gary Schmidt

County Administrator

Tralee Whitley Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: August 13, 2024

TIME: 2:00 PM, Pacific Time

PLACE: Email: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP# 2024-64 Kellogg Creek Water Resource Recovery Facility (WRRF) Disinfection Project Page ii

SCHEDULE

Request for Proposals Issued…….................................................. July 15, 2024

Protest of Specifications Deadline..................................................July 22, 2024, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions....................................... August 6, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……....................... August 13, 2024, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award............................................. Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Water Environment Services (“WES”), through its Board of County Commissioners, will receive sealed Proposals per specifications until 2:00 PM, August 13, 2024 (“Closing”), to provide engineering services for Kellogg Creek Water Resource Recovery Facility (WRRF) Disinfection Project. No Proposals will be received or considered after that time.

RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010-00010977.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys. Sealed Proposals are to be emailed to https://bidlocker.us/a/clackamascounty/BidLocker.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Tralee Whitley at Twhitley@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:Twhitley@clackamas.us

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas Water Environment Services (WES, District) is seeking Proposals from vendors to provide engineering services for the Kellogg Creek Water Resource Recovery Facility (KC WRRF) Disinfection Project from conceptualizing alternatives, through design, equipment purchase, bidding, and construction.

Proposers should demonstrate their firm’s capabilities to successfully complete this project within the allowed budget and schedule. Selection will be made based on firm qualifications, and an agreement will be developed with the selected firm.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas Water Environment Services, an intergovernmental partnership formed pursuant to ORS 190, owns and operates over 340 miles of wastewater conveyance infrastructure and five wastewater treatment facilities.

Kellogg Creek WRRF, located in Milwaukie, Oregon, was initially constructed in the 1970’s, and is the second largest of WES’s treatment facilities. The WRRF receives a base (dry-weather) wastewater flow of around 7 million gallons a day (“mgd”) and can handle a peak day wet-weather flow of up to 25 mgd.

The Chlorine Contact Basin (“CCB”) was constructed as part of the original facility. It was built as a 450,000-gallon tank split equally into two sides. Clarified effluent was originally disinfected from human pathogens through the injection of chlorine gas before the fully treated effluent was ultimately released to the Willamette River.

A major improvement to the CCB was constructed in the 1990’s, when the eastern half of the basin was repurposed to house an ultraviolet (UV) disinfection system, leaving the western half to be used for chemical disinfection with liquid sodium hypochlorite during high flows. This hybrid configuration remains in use today.

The UV side of the CCB is about three decades old, nearing the end of its service life, and demands extensive ongoing maintenance. Switching UV bulbs on the old design is particularly cumbersome and time consuming.

The CCB’s two sides can operate in series or in parallel with each other, as well as in other configurations. During dry months, the entire chemical disinfection side, as well as parts of the UV side, are generally kept empty. During wet months, both sides of the disinfection facility are filled with water as a safeguard against the structure becoming buoyant if the Willamette River floods.

The disinfection facility ties into adjacent process facilities at the WRRF that must be considered as part of this project. These include upstream secondary clarifiers, a “flow management” structure that can divert primary effluent to disinfection during peak wet weather events, adjacent reclaimed water pumping facility, and a downstream effluent channel with flow controls that allow for emergency bypass of the

WRRF.

The services sought by this RFP will generally include the following:

• Evaluate, understand, and document basis of design information using District-supplied records, historical data, wastewater engineering knowledge, and past master planning efforts. Assess the condition of existing structural, mechanical, and electrical components.

• Conduct an Alternatives Analysis that considers different methods of disinfection. Alternatives should consider the value to the district in maintaining the existing hybrid disinfection layout.

This existing layout should be considered against alternatives that rely on UV disinfection only, chemical disinfection only, and/or other arrangements.

• Lead a disinfection equipment selection process that engages with WES operations and maintenance staff to prioritize their input during development of major equipment specifications.

Consider alternative procurement approaches for key equipment and support the District during any owner-procurement activities, if needed.

• Recommend, design, and specify construction documents to improve the facility and meet disinfection needs at all flows and operating conditions while exceeding the operational life of the disinfection facility.

• Develop and implement a control strategy to control the rebuilt disinfection facility that increases operational efficiency and resiliency and integrates new and existing equipment into the plant’s SCADA system.

The following record drawings, planning documents, and data sets are included and incorporated within this RFP, they can be found at the following link:

https://www.dropbox.com/scl/fo/q6kj18g22xgm1yar1rlfb/ADPCuUhX6F2nspTEERW6XDY?rlkey=nqik yfx125hu7ibs6yv5h24m9&st=3gxyrrym&dl=0

• 1972 – Record Drawings of Original WRRF construction.

• 1994 – Record Drawings of UV Improvements to disinfection facility.

• 2022 – Kellogg Creek WRRF Willamette Facilities Plan.

• 2024 – Recent time-series data sets.

3.3. SCOPE OF WORK

3.3.1. Design Services:

Elements of the consultant’s design services will include the following:

a. Project Management and Quality Control - Proposers should demonstrate their ability to manage the project and provide information regarding processes and tools that will be used to ensure project completion on schedule and within budget. Quality control staff and procedures should be identified to ensure technically accurate and complete deliverables.

b. Preliminary Assessment – Proposers should describe their approach to reviewing the existing structures, treatment equipment, electrical infrastructure, hardware, and software that supports disinfection through ultraviolet light and chemical dosing. An assessment of the concrete structure and mechanical and electrical components should be evaluated and documented for the District. Cost of concrete refurbishment, if any, should be included as unique line item(s) in the cost estimate. Control evaluation must include Profibus and Profinet protocols. Experience with Siemens Control Systems and WonderWare is preferred.

https://www.dropbox.com/scl/fo/q6kj18g22xgm1yar1rlfb/ADPCuUhX6F2nspTEERW6XDY?rlkey=nqikyfx125hu7ibs6yv5h24m9&st=3gxyrrym&dl=0 https://www.dropbox.com/scl/fo/q6kj18g22xgm1yar1rlfb/ADPCuUhX6F2nspTEERW6XDY?rlkey=nqikyfx125hu7ibs6yv5h24m9&st=3gxyrrym&dl=0

c. Alternatives Analysis – Proposers should demonstrate their experience and ability delivering simple yet comprehensive conceptual designs to evaluate alternative approaches to wastewater projects, preferably disinfection projects. Each alternative should consider the capital cost as well as long-term operation and maintenance effort of ultraviolet disinfection, chlorine-based disinfection, or a combination of both disinfection methods. Each alternative should be presented on only a few comprehensive drawings, along with cost estimates for capital and lifecycle costs, and a brief narrative. At least two alternatives should focus on modern UV disinfection technology. Conceptual design drawings should be drawn from scratch and brought to 10-to-30% design level. This deliverable should be simple and understandable for a layperson minimally familiar with wastewater treatment. Drawings should stand alone as they present the entire design concept neatly and make it intuitively clear. Unnecessary symbology and references should be avoided at this phase.

d. 60% Design – The 60% design should further develop the selected design concept, combination of concepts, or derivative of concept(s) selected from the Alternatives Analysis and the District’s feedback to it. 60% Design deliverables should be a preliminary versions of construction documents and include an associated cost estimate. A table of contents of anticipated specifications should be delivered at this phase along with early drafts of the most critical specifications, if any.

e. Pre-Procurement – Should the project benefit from owner-procurement of key equipment, provide technical documentation to support solicitation of the equipment. Describe the approach for assessing the need for pre-procurement and the development of deliverables to support the District’s selection.

f. 90% Design - Draft 90% design level deliverable should be comprised of drawings, specifications, and associated cost estimate. This deliverable should be the penultimate draft of complete bid documents, targeting full detailing and specifications, and presented for final review by the District. Proposers should describe their approach for developing 60% and 90% draft documents, engaging with WES staff to elicit feedback, and address District review comments.

g. Final Design / Bid Documents – This deliverable is the set of documents that will be put out to bid. The final cost estimate should be included separately. Firms should demonstrate a history of bid document development that results in bids which are responsive and provide value to ratepayers, both on bid day and through construction completion.

h. Cost Estimation and Market Conditions – Cost estimates developed at each phase of design should reflect the latest market and supply chain conditions. Proposers should identify their approach to mitigate and manage impacts to the District’s budget and schedule, including any potential strategies for bidding or pre-procurement that may be appropriate for this project.

3.3.2. Service During Bidding and Construction:

Consultant’s services during bidding and construction include the following:

a. Bid Period Services – Including responses to technical questions during the bid period.

b. Construction Administration Services – May include responding to Requests for Information, and submittal review and response. Proposers should demonstrate experience with these services and provide evidence of a history of timely response to maintain contract requirements and construction schedules.

c. SCADA System Integration Services – Proposers should describe experience and approach to provide SCADA programming and modifications to existing SCADA systems while minimizing disruption to plant operations.

d. Startup Support Services – Proposers should describe their approach to keeping WES engineering and O&M staff engaged during construction and startup and demonstrate experience with successful startup that does not disrupt plant operation.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2027.

3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract, for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 27 – Confidentiality Article II, Paragraph 28 – Criminal Background Check Requirements Article II, Paragraph 29 – Key Persons Exhibit A – On-Call Provision

Additional Personal Services Contract Terms:

Max Multiplier: 3.15 Rate Cap: $260.00 Technical Expert: Negotiated.

Subcontractor Markup: 5% Expenses Markup: 0% Accounting, Technology and Safety program charges are considered to be business expenses and included in the multiplier.

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

RFP# 2024-64 Kellogg Creek Water Resource Recovery Facility (WRRF) Disinfection Project Page

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Project Team 0-35 Prior Experience 0-35

Project Understanding and Approach 0-30 Total 0-100

4.3 Once a selection has been made, the Proposer will be required to submit its proposed fees for completion of the project. The proposed fees must be on a time and material basis with a not to exceed for each phase of the Work. The proposed fees must be reasonable and fair to the County, as determined solely by the County.

During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, negotiations shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Complete Proposals must be emailed to https://bidlocker.us/a/clackamascounty/BidLocker. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

5.1.2. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.3. The Proposal’s Statements of Qualifications (SOQ) consists of the proposer’s Project Team, Prior Experience, and Project Understanding and Approach, as defined below in sections 5.3, 5.4 and 5.5 respectively.

To maintain the fairness and integrity of the selection process, the entire SOQ should follow these page limit requirements:

• Limit entire SOQ to 10 pages (five double-sided sheets of paper).

• Use 8 ½ x 11 paper size, in a minimum of 12 pt. font.

• Blank pages, cover letter, section separators, resumes, and the Proposal Certification do not count towards the SOQ page limit.

Provide the following information in the order in which it appears below:

5.2 Cover Letter:

The cover letter should identify the proposing entity, the contact for the procurement and contract negotiation process, and be signed by an authorized representative or official. The cover letter is not included in the SOQ page count.

5.3 Project Team (35 Points):

This criterion relates to the Proposer's firm and key individuals, qualifications, capabilities, and experience.

Provide a description of the following:

• Brief description of the firm.

• Credentials/experience of key individuals that would be assigned to this project. Key individuals should include the project manager as well as process, mechanical, electrical and instrumentation/control and software engineers. Specific experience with wastewater disinfection system design is required.

• Identify the firm's (including partners and sub-consultants) accomplishments in disinfection system design projects (size, date and scope).

5.4 Prior Experience (35 Points):

This criterion relates the record of past performance, including but not limited to price and cost data from previous projects, quality of work, ability to meet schedules, cost control and contract administration. Provide a description of the following:

• Provide a description of providing similar services to public entities of similar size within the past five

(5) years. Must provide project owner representative contact (phone and email) information.

https://bidlocker.us/a/clackamascounty/BidLocker

• A record of experience implementing disinfection projects in Oregon and navigating the required approval process with the Oregon Department of Environmental Quality and other relevant regulatory authorities.

• Evaluating aging concrete structures in similar applications and potential rehabilitation or restoration techniques to extend the life of the structure.

• Delivering simple yet comprehensive conceptual designs.

• Evaluating, designing, and providing construction and startup services for UV disinfection systems that are retrofitted into existing channels.

• Providing electrical and HMI and SCADA upgrades to support similar disinfection improvement projects.

• Any other information applicable to the evaluation of the firm’s qualifications for accomplishing the project.

5.5 Project Understanding and Approach (30 Points):

This criterion relates to the Proposer’s understanding of the project and the methodology and course of action used to meet the goals and objectives of the project. The issue is whether the Proposer has a clear and concise understanding of the project based on existing information. Provide a description of the following:

• Proposer’s understanding of the project as demonstrated in the RFP.

• Proposer’s awareness of key issues facing operations and maintenance staff.

• Proposer’s understanding of the range of processes currently in operation at the KC WRRF, planned future projects at the facility, and the role of the disinfection system(s) as part of the long-term plan for the facility.

• Proposer’s awareness of project requirements to produce the necessary project deliverables on schedule and within budget, as defined in the District’s Capital Improvement Plan.

• Include a schedule that achieves the District’s goal to have the KC Disinfection Project design complete by the end of the term of the Contract defined in Section 3.3.3 of this RFP.

5.6 Supportive Information

Provide resumes of key project team members highlighting relevant experience. Resumes will not be included in the SOQ page count.

5.7 Completed Proposal Certification (see the below form)

PROPOSAL CERTIFICATION

RFP #2024-64

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer 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 that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________