RFP 204 Master Plan 8 22 23 JZ.pdf

Douglas County Salmon Harbor Department Request for Proposals

Master Plan Development for Salmon Harbor and Winchester Bay Waterfront

August 28th, 2023

RFP NAME AND NUMBER:

RFP DESCRIPTION:

CONTRACT ADMINISTRATOR:

PROPOSALS ARE TO BE SENT TO:

NON-MANDATORY PRE-BID MEETING:

PROPOSAL DUE DATE:

Request for Proposals for Master Plan Development for Salmon Harbor Marina

RFP #204

Request for Proposals for Master Plan Development for Salmon Harbor Marina

Jim Zimmer Telephone Number: 541-271-3407 Email: james.zimmer@douglascountyor.gov

Douglas County Management and Finance Dept Attn: Purchasing Manager 1036 SE Douglas Avenue, CH Rm 301 Roseburg, Oregon 97470

September 12th, 2023 at 2:00 PM Marina Activity Center 263 Marina Way Winchester Bay, OR 97467

October 16th, 2023 by 2:00 P.M.

Requirements: Interested Proposers are required to comply with all requirements of the RFP. A copy of the RFP and any and all clarifications issued shall be obtained from the County’s website:

https://douglascounty-oregon.us/Bids.aspx

Furthermore, all notices concerning this solicitation shall be posted to the aforementioned website.

Notices shall include, but are not limited to revisions, addenda, clarifications and answers to Proposers’ questions.

TABLE OF CONTENTS

PART 1 NOTICE TO PROPOSERS

PART 2 INSTRUCTIONS TO PROPOSERS

PART 3 SCOPE OF SERVICES

PART 4 SELECTION CRITERIA AND SCORING

ATTACHMENT A PROPOSER CERTIFICATION & IDENTIFICATION FORM

ATTACHMENT B PROPOSED CONTRACT

PART 1—NOTICE TO PROPOSERS

Master Plan Development for Salmon Harbor and Winchester Bay Waterfront

RFP # 204

DOUGLAS COUNTY, OREGON

The Douglas County Salmon Harbor Department is requesting proposals from qualified firms or individuals to provide comprehensive planning, design, community engagement, and strategic consultation services for the development of a master plan for the Winchester Bay Waterfront and Harbor. This includes conducting market studies, analyzing existing land uses, recommending improvements, developing strategies for increased foot traffic and non-motorized water sports, ensuring long-term sustainability, and aligning the master plan with county land use provisions and marketing strategies.

Sealed Proposals for the project described herein must be received by the Douglas County Purchasing Manager, 1036 SE Douglas Avenue, CH Room 301, Roseburg, OR 97470, NO LATER THAN October 16th, 2023 by 2:00 P.M. Proposals received after the due date and time will not be considered. Proposals may not be withdrawn after the time set for opening.

A non-mandatory pre-bid meeting is scheduled for September 12th, 2023 at 2:00PM, and will be held at the Marina Activity Center, 263 Marina Way, Winchester Bay, OR 97467. All Proposers are encouraged to attend prior to submitting a Proposal.

Proposers must view and obtain solicitation documents from the Douglas County Bid Documents Website: https://douglascounty-oregon.us/Bids.aspx .

The Douglas County Board of Commissioners reserves the right to reject any or all Proposals, to waive technicalities, and to award the contract to the highest scoring responsive responsible Proposer. The Douglas County Board of Commissioners may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject all Proposals upon a finding that it is in the public interest to do so.

PART 2—INSTRUCTIONS TO PROPOSERS

Master Plan Development for Salmon Harbor and Winchester Bay Waterfront

RFP # 204

DOUGLAS COUNTY, OREGON

PROPOSALS DUE: October 16, 2023 BY 2:00 P.M.

1 PURPOSE OF REQUEST FOR PROPOSALS:

The Douglas County Salmon Harbor Department is soliciting proposals from qualified firms or individuals to provide comprehensive planning, design, community engagement, and strategic consultation services for the development of a master plan for the Winchester Bay Waterfront and Harbor. This includes conducting market studies, analyzing existing land uses, recommending improvements, developing strategies for increased foot traffic and non-motorized water sports, ensuring long-term sustainability, and aligning the master plan with county land use provisions and marketing strategies.

The County intends to select the highest scoring responsive responsible Proposer based on the evaluation criteria stated in this RFP. This RFP is intended to provide interested persons or entities with sufficient information to prepare and submit a Proposal for consideration by the County.

2 DEFINITIONS:

2.1. As used in this Request for Proposals (“RFP”):

2.1.1. “Addendum” means any document issued by the County to modify the terms and conditions of this RFP or the prospective Contract Documents.

2.1.2. “Applicable Laws” means all codes, statues, rules, regulations, orders, ordinances, and other legal requirements of federal, state, and local governmental bodies, and agencies.

2.1.3. “Board” means the Douglas County Board of Commissioners.

2.1.4. “County” means Douglas County, Oregon.

2.1.5. “Contract” or “Contract Documents” means the documents that govern the contractual rights and obligations of the Parties concerning the Services, including Douglas County’s General Provisions for Procurement of Goods and Services, Special Provisions, Specifications, Addenda pertaining to other Contract Documents, the Proposal accepted by the County, the Contract, and Amendments.

2.1.6. “Contract Administrator” means the person named in Subsection 4.2.

2.1.7. “Contractor” means the successful Proposer selected by the County through this RFP who enters into a contract with the County.

2.1.8. “Director” means the Douglas County Salmon Harbor Department Director.

2.1.9. “Entity” means any association, partnership, corporation, limited liability company, joint venture, or other legal entity.

2.1.10. “Person” means a natural person.

2.1.11. “Proposal” means a written offer to perform the Services. The terms “Bid” or “Offer” may be used in the RFP documents and the Contract Documents to refer to “Proposal.”

2.1.12. “Proposer” means a person or entity who submits a proposal in response to this RFP. The term “Bidder” or “Offeror” may be used in the RFP documents to refer to “Proposer.”

2.1.13. “Request for Proposal Documents” or “RFP Documents” means this form, Addenda, and attachments and exhibits to this form.

2.1.14. “Reviewers” means the Director and other representatives of the County who review and evaluate proposals.

2.1.15. “Will”, “shall”, and “must” signify mandatory obligations.

2.2. Unless otherwise stated, words and phrases used in this RFP that are not defined in Subsection 2.1 will have the generally accepted meaning in Contractor’s trade.

2.3. When not inconsistent with the context, words in the plural number include the singular and words in the singular include the plural.

3 SCHEDULE OF EVENTS:

3.1. The following schedule of events shall be followed for this RFP:

3.2. A non-mandatory pre-bid meeting is scheduled for September 12th, 2023 at 2:00 PM, which will be held at the Marina Activity Center, 263 Marina Way, Winchester Bay, OR 97467. All Proposers are encouraged to attend, as this meeting allows for common questions to be asked and answered by all prospective Proposers prior to Proposal preparation. After

RFP #204 Release August 28th, 2023 Non-mandatory Pre-Bid Meeting September 12th, 2023 Deadline to submit written questions and requests for clarification

September 21st, 2023

Deadline to protest RFP Document provisions September 21st, 2023 Proposal Due Date October 16th, 2023 Proposal Opening October 18th, 2023 Issuance of Intent to Award contract by October 27th, 2023 Deadline to protest intended award No later than 7 calendar days after issuance of Intent to Award Contract will be signed by TBD reviewing the RFP documents, prospective Proposers will examine the Work Site.

3.3. The County reserves the right to change the foregoing schedule as it deems necessary or appropriate.

4 CORRESPONDENCE AND INFORMATION CONCERNING RFP:

4.1. To ensure fair consideration for all Proposers, the County prohibits communication of any kind relating to this RFP with any County department, bureau, or employee during the submission and award process, except as provided in this Section. Such communications, when initiated by a Proposer, may be grounds for disqualifying the offending Proposer from consideration or award of the Contract or a future contract with the County.

4.2. Jim Zimmer is the sole source of information concerning this RFP. Proposers are advised that no other source is authorized to give information concerning, or to explain or interpret, the RFP Documents. Except as otherwise specified in this RFP, all correspondence, including written questions and objections, pertaining to this RFP must be directed to the Contract Administrator at:

Jim Zimmer Contract Administrator !00 Ork Rock Rd.

Winchester Bay, OR 97467

Telephone Number: 541-271-3407 Email: james.zimmer@co.douglas.or.us

4.3. This RFP is intended to provide prospective Proposers with sufficient information to prepare and submit Proposals for consideration by the County. Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of this RFP. Proposers should request clarification if needed. All requests for interpretation or correction shall be in writing and addressed to the Contract Administrator no later than September 21st, 2023.

4.4. Any prospective Proposer who contends that the provisions of this RFP or any aspect of the procurement process will encourage favoritism in the award of the contract for services or substantially diminish competition must file a written protest to the RFP no later than September 21st, 2023. Failure to file a protest will be deemed a waiver of any claim by a Proposer that the procurement process violates any provision of law or this RFP. If protests are filed, the County may elect to postpone opening Proposals without invalidating this RFP or any Proposal.

5 AMENDMENTS & RFP ADDENDA:

5.1. The provisions of this RFP cannot be modified by oral interpretations or statements, which shall be deemed inadmissible in any protest proceedings. If inquiries or comments by Proposers raise issues that require clarification by the County, or if the County decides to revise or modify any part of this RFP, the County will issue RFP addenda on the Douglas County website’s “Bid Documents” web page, which may be found at:

https://douglascounty-oregon.us/Bids.aspx

5.2. It shall be a Proposer’s responsibility to monitor the “Bid Documents” web page regularly while the RFP is open for addenda and other notices provided in connection with this RFP.

5.3. Proposers must clearly acknowledge receipt of addenda issued by signing and returning each addendum with their Proposal. Failure to do so may result in Proposal disqualification.

6 COST OF PROPOSALS: The County will not reimburse any Proposer for costs incurred in preparation, submission, and presentation of a Proposal.

7 INTENTIONALLY OMITTED.

8 FORMAT OF PROPOSAL:

8.1. All Proposals shall be submitted in the format described in this Section.

8.2. In order to be considered for selection, a Proposer must submit a complete, succinct response to this RFP. A Proposal should be prepared simply and economically, providing a thorough, concise description of the Proposer’s qualifications to provide the services.

8.3. All Proposals shall be typed. No handwritten proposals will be accepted. Erasures or other changes must be initialed by the person signing the Proposal. All Proposals shall be signed in ink by a person who is authorized to represent the Offeror.

8.3.1. A Proposal from a partnership shall be signed by at least one partner.

8.3.2. A Proposal from a professional corporation shall be signed by the president, the chief executive officer, or other person authorized to act on behalf of the corporation. It shall include evidence of the corporate officer’s authority to sign, and identify the state of incorporation.

8.3.3. A joint Proposal from two or more firms shall be signed by the representative of each firm.

8.4. The name and title of the person signing the Proposal must be typed below the signature.

8.5. The County requires contractors to provide their Federal Employer Identification Number (FEIN) or Social Security Number (SSN), as applicable. The County may report this information to the Internal Revenue Service (IRS). Contractors must keep this information current at all times. Contractor is required to notify the Contract Administrator within 10 business days if this information changes. The County shall collect the applicable tax identification information prior to signing a Contract.

9 CONTENT OF PROPOSALS:

9.1. The contents of the Proposal will become part of the Contract if accepted by the County.

9.2. Materials submitted to the County in response to this RFP and any subsequent contract negotiations or execution which may follow are subject to disclosure in response to public records requests under the Oregon Public Records Law.

9.2.1. No portion of any Proposal is confidential, notwithstanding a Proposer’s marking its Proposal, or sections of its Proposal, as confidential, proprietary, or otherwise exempt. Such designation must include an explanation of the legal basis for exemption of the specific materials from public records disclosure requirements. Materials not clearly marked as exempt from disclosure and/or which lack the required disclosure exemption explanation will be subject to disclosure in response to public records requests.

9.2.2. Designation of certain Proposal or contract documents as proprietary or confidential without further explanation as to why the Proposer believes them to be exempt from the Oregon Public Records Law’s disclosure requirements will not satisfy the foregoing requirements.

9.2.3. The County will endeavor in good faith to honor appropriate requests for exemption from disclosure, but the County reserves the right to make its own determination of whether Proposal or contract documents designated as exempt from disclosure requirements are in fact legally exempt. The County retains sole discretion to determine the applicability of the Oregon Public Records Law. The County makes no representations or assurances to Proposers that Proposal or contract documents designated by Proposers as exempt will not be disclosed in response to public records requests.

9.2.4. By submitting a Proposal, the Proposer accepts and agrees to the conditions contained in this Subsection 9.2 and to hold the County, and its officers, employees, and agents harmless for disclosures that the County deems, in the County’s sole discretion, to be required by the Oregon Public Records Law or other applicable laws.

9.3. Proposals must contain sufficient information for the County to determine which Proposer will be most qualified to furnish the services. Proposals may include information that is not specifically requested in this RFP if information is pertinent to the proposed contract. Each Proposal shall contain a clear and full statement of the Proposer’s qualifications to provide the services.

9.4. The Proposer selected by the County will be required to enter into a contract for the services as specified in this RFP.

9.5. A Proposal must include the following information within a Cover Letter:

9.5.1. The name and business address of the Proposer.

9.5.2. The name, telephone number, and email address of a representative of the Proposer for communications with the County regarding the Proposal;

9.5.3. If the Proposer is an entity, the nature of the entity (e.g., corporation).

9.5.4. If the Proposer is a corporation, the state of incorporation.

9.5.5. A statement of whether or not the Proposer is a “Resident Bidder” who has paid unemployment taxes or income taxes in Oregon during the 12 calendar months immediately preceding submission of the Proposal and who has a business address in Oregon.

9.5.6. A statement that the Proposer has read the RFP and affirms that the Proposer agrees to be bound by the terms contained within this RFP.

9.5.7. An acknowledgement of receipt of each Addendum. Failure to do so may result in Proposal disqualification.

9.6. A Proposal also must include the following information:

9.6.1. A letter detailing the consultant's experience with coastal economic development and or waterfront and harbor development and a statement of qualifications

9.6.2. A detailed project plan outlining the consultant's approach to developing the master plan, including a timeline, a proposed outline of the master plan content, work breakdown structure, and project team.

9.6.3. A cost estimate for the project, including all expenses related to the consultant's services, such as travel, lodging, and materials.

9.6.4. Provide a list of at least three (3) references, including name, address, telephone number, and email address. For each reference, please also provide the name, description, and location of the project, along with contact information for a project representative who can speak to the consultant's performance.

9.6.5. Examples of similar projects. Examples should be accompanied by relevant visual materials, such as design plans, renderings, and/or photographs, as well as a brief narrative describing the project's goals, strategies employed, and results achieved. These references and examples will be critical in evaluating the proposer's experience, capabilities, and alignment with the unique needs of the Winchester Bay Waterfront and Harbor master plan project.

9.6.6. Indicate either acceptance of the County’s proposed contract provisions or suggest reasonable alternatives that do not substantially impair the County’s rights under the contract. Unconditional refusal to accept the contract provisions proposed by the County without offering acceptable alternatives may result in the disqualification of the Proposer or a less favorable evaluation of its Proposal. The Proposer selected by the County will be expected to enter into a written contract in the form attached to this RFP.

9.6.7. State whether the Proposer will meet the insurance requirements of the contract. If the Proposer will not meet those requirements, describe the current level of insurance maintained by the Proposer.

9.7. Submissions must clearly respond to the elements listed above. The County reserves the right to request additional information from Proposers, in writing and/or in a meeting, pertaining to statements made within a Proposal that the County feels is necessary for clarification purposes. The County shall have the right to disqualify any Proposal as a result of the information gathered in its research.

10 SUBMISSION OF PROPOSALS:

10.1 In order to be considered, a Proposer must submit: one (1) copy marked as an original (signed in blue ink), signed by a representative of the Proposer who is authorized to bind the Proposer in contractual matters and (1) electronic copy on a thumb drive).

10.2 Sealed Proposals must be delivered to the Douglas County Purchasing Manager by affixing the below label to the outside of the Proposer’s package and mailing or delivering them to:

Proposers mailing Proposals should allow extra mail delivery time to ensure timely receipt of their Proposal. Proposals received after the delivery deadline will not be considered.

The original Proposal (and copies) must be contained in a sealed envelope with the above Proposal Identification Label completed and attached to the outside package of the Proposal submitted. PROPOSALS SUBMITTED BY FACSIMILE OR EMAIL TRANSMISSION

WILL NOT BE ACCEPTED.

10.3 Proposals must be received by the Douglas County Purchasing Manager at the address listed above no later than October 16th, 2023 by 2:00 P.M. Late Proposals will be returned unopened.

10.4 By submitting a Proposal, the Proposer certifies that:

10.4.1. The Proposer has read and understands the RFP and the terms of the attached contract. After submitting a Proposal, a Proposer cannot assert that there was any misunderstanding concerning the requirements of the Contract Documents.

10.4.2. The Proposer is familiar with the conditions that will affect the Proposer’s performance, if the Proposer is selected to provide the services.

10.4.3. The Proposal has been made independently and is being submitted without any collusion, agreement, understanding, or planned common course of action with any other Proposer.

10.4.4. The Proposer is compliant with all applicable federal, state, and local tax laws.

10.4.5. The Proposer will comply with all federal, state, and local laws, regardless of whether they are specifically identified herein, applicable to participation in this RFP, public contracting, and provision of the services that are the subject of this RFP.

10.4.6. The Proposer is an equal opportunity employer that presently complies and in the future will comply with all applicable provisions of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972 (42 U.S.C. § 2000) and all regulations thereunder (e.g., 41 CFR Part 60 et seq.);

Executive Orders 11246 and 11375; the Americans With Disabilities Act (42 U.S.C. § 12101 et seq.); and all federal and state civil rights laws applicable to the Proposer’s operations.

Douglas County Management and Finance Department Attn: Purchasing Manager 1036 SE Douglas Avenue, CH Rm 301 Roseburg, OR 97470

SEALED PROPOSAL FOR RFP #204

DO NOT OPEN

10.5 Proposals will be publicly opened on October 18th, 2023 at the regularly scheduled meeting of the Douglas County Board of Commissioners, held at 1036 SE Douglas Avenue, CH Rm 217, Roseburg, OR 97470. The meeting begins at 9:00 A.M. Proposers who wish to be present at the time will be informed of the number and names of Proposers. No other information will be made available at that time.

11 AMENDMENT AND WITHDRAWAL OF PROPOSALS: A Proposer may withdraw its Proposal at any time before Proposals are opened by submitting a written request to withdraw to the Director. A Proposer may amend its Proposal at any time prior to the Proposal due date by submitting a written amendment to the Director. The amendment or withdrawal shall be executed by a duly authorized representative of the Proposer. Proposals cannot be amended after the Proposal due date. Proposals will be irrevocable for thirty (30) days after they are opened or until the County specifically rejects the Proposal or executes a contract with another Proposer, whichever shall occur first.

12 EVALUATION OF PROPOSALS:

12.1 Proposals will be reviewed and evaluated by the Director and other representatives of the County. The reviewers may request supplemental information from a Proposer concerning the Proposer’s Proposal. The Proposer shall respond promptly to the request. Proposers shall not submit supplemental information without the approval of the Director.

12.2 The County may make such investigations as it deems appropriate to determine whether a Proposer is qualified to provide the services. A Proposer may be requested to provide supplemental written information concerning the Proposer’s ability to provide services and provide written authorization for third parties to provide information to the County concerning the Proposer.

12.3 The County may interview any Proposer, but it is not required to interview all Proposers. In an interview the Proposer may be allowed to expand upon information contained in the Proposal.

12.4 The County shall give preference to goods or services that are manufactured or produced in Oregon if price, fitness, availability, and quality are otherwise equal, and shall add a percent increase to the Bid of a Nonresident Bidder equal to the percent, if any, of the preference given to the Bidder in the state in which the Bidder resides.

12.5 The reviewers may consider information that is pertinent to the Proposer’s qualifications regardless of whether such information is specifically requested by this RFP, and other pertinent information obtained during the review process.

12.6 The County may reject a Proposal if it is non-responsive, incomplete, conditional, or otherwise irregular. The County may waive irregularities or deficiencies in a Proposal that the County deems to be minor or if waiver is in the best interests of the County.

12.7 If a Proposer fails to cooperate with an investigation; fails to provide supplemental information; provides false, misleading, or incomplete information; or otherwise materially undermines the selection process, the Proposer may be disqualified.

12.8 The County may correct any arithmetical errors in the Proposal.

12.9 The County may debar a Proposer pursuant to law.

12.10 The County will score the Proposals using the scoring system set forth in Part 4.

12.11 The County reserves the exclusive discretion to:

12.11.1 Determine whether to waive defects, irregularities or deficiencies in a Proposal;

12.11.2 Reject a Proposal that is irregular, incomplete, or non-responsive;

12.11.3 Determine whether a Proposer will be allowed to submit supplemental written information concerning the Proposer’s ability to perform the services;

12.11.4 Decide whether to interview a Proposer;

12.11.5 Reject a Proposal if the Proposer fails to comply with the requirements of this RFP;

12.11.6 Determine whether to disqualify or debar a Proposer;

12.11.7 Determine what information is pertinent to the review process and the importance of information;

12.11.8 Determine the intent, purpose, and meaning of any provision in this RFP;

12.11.9 Determine whether a Proposal complies with the provisions of this RFP;

12.11.10 Determine the appropriate score for each Proposal, using the evaluation criteria and scoring listed in Part 4; and

12.11.11 Select the Proposer best suited to provide the services.

12.12 The County reserves the right to accept one or more Proposals, accept only portions of Proposals, or reject all Proposals at its option.

13 EXECUTION OF CONTRACT:

13.1 The County intends to select the highest scoring responsive responsible Proposer. After the Director and other representatives of the County score the Proposals, the reviewers will rank the Proposers and make a written recommendation on selection of the Contractor to the Board. The reviewers will document the reasons for their recommendation. The Board will make the final decision on selection of the most suitable Contractor. All Proposers will be notified of the Board’s decision.

13.2 All Proposers not selected will be notified of the County’s decision. After the County selects a Contractor, any Proposer may review the evaluation documentation at the Salmon Harbor Office, 100 Ork Rock Rd, Winchester Bay, OR 97476. If there are disagreements with the outcome or questions regarding the selection process, Proposers must submit the questions or protest in writing to the Director no later than seven (7) calendar days after the notice of intent to award has been issued. A written response will be issued for all timely questions or concerns.

13.3 If the successful Proposer fails to execute a contract and provide any document that is required by the contract within fifteen (15) days after the proposed contract is presented to the successful Proposer, the County will, either orally or in writing, formally retract the contract. The County may then accept the next highest scoring Proposal from a responsive responsible Proposer. The County may continue in this manner through successive Proposers until a contract is executed, or the County terminates the selection process.

13.4 The Board reserves the right to reject all Proposals.

PART 3 – SCOPE OF SERVICES

1 LOCATION:

Salmon Harbor Marina, Winchester Bay, Oregon.

2 BACKGROUND:

Salmon Harbor is a recreational area owned and operated by Douglas County, Oregon, and is nestled in the coastal community of Winchester Bay. Renowned as a hub for natural beauty, the area offers a wide array of outdoor activities including fishing, boating, and crabbing. Moreover, it serves as the entrance to the Umpqua Dunes portion of the Oregon Dunes National Recreation Area, where recreational activities like hiking, off-road vehicle riding, sandboarding, and wildlife watching can be enjoyed.

The Salmon Harbor Department is responsible for managing over 200 acres of county-owned shore and submerged lands. These encompass the Salmon Harbor Marina, which maintains 375 boat slips on 14 docks, a public crabbing dock, fish cleaning stations, six launch ramps, 124 dry camping sites, a marine fuel dock, upland fueling stations, two RV dump stations, twenty-one county land and submerged land leases, seven public restrooms, and commercial fishing gear storage areas. Additionally, the 178 space Winchester Bay RV Resort is part of the managed area.

The harbor plays host to a diverse range of activities, from sport and commercial to charter boat operations. Together with the community of Winchester Bay, the Douglas County Salmon Harbor Department is committed to enhancing the waterfront, harbor, and merchant areas. The goal is to make these spaces more appealing to both residents and visitors by offering a unique blend of coastal charm and adventure opportunities. The forthcoming master plan will focus on identifying opportunities to upgrade and market these areas, aligning with the county's broader objectives, and reinforcing the multifaceted appeal that defines Winchester Bay

3 SCOPE OF SERVICES:

The successful consultant will be expected to deliver a comprehensive master plan that includes, but is not limited to, the following:

Market Study: The consultant will conduct a market study of the area marina, moorage, and county-owned land leases to identify opportunities to attract more visitors and generate revenue.

Community Involvement: The consultant will engage with the local community to understand their needs, preferences, and concerns. This will include holding public meetings, conducting surveys, and gathering feedback from community stakeholders.

Review of Land Use Provisions: The consultant will conduct an in-depth review of existing land use provisions. This review will include an evaluation of current zoning, regulations, and policies related to the waterfront and harbor area. Additionally, the consultant will develop the master plan incorporating a promotional positive concept that emphasizes the unique and appealing aspects of Winchester Bay, enhancing its attractiveness to residents and visitors.

Should the marketing plan identify strategies not within the scope of existing land use provisions, the consultant will provide recommendations for redesignation or modifications as needed to facilitate the successful implementation of the master plan's vision and objectives.

Recommendations for improvements: The consultant will recommend improvements to the waterfront, merchant, and camping areas. This may include adding new amenities such as public restrooms, picnic areas, and boat launches. The consultant will be required to provide detailed renderings of the recommended improvements, including design plans, and cost estimates for each improvement. The consultant must also provide a recommended funding strategy, including potential sources of grant funding, for implementing the proposed improvements.

Strategy for foot traffic and non-motorized water sports: The consultant will recommend a strategy for attracting more foot traffic to the waterfront and merchant areas. This may include creating new walking and biking paths, and waterfront boardwalks, establishing rental services for kayaks and paddleboards, and developing a plan for hosting events.

Strategy for long-term sustainability: The consultant will develop a strategy for the long-term sustainability of the waterfront and harbor. This may include recommendations for environmentally friendly practices, maintenance strategies, and emergency management procedures.

PART 4—SELECTION CRITERIA AND SCORING

The County will evaluate Proposals according to the following criteria, where a maximum amount of 100 points may be awarded:

Criteria Maximum Points Consultant's Experience & Qualifications- Relevance of experience in coastal economic development and waterfront/harbor development. Comprehensiveness and clarity of the statement of qualifications.

Project Plan- Clarity and coherence of the proposed project plan, including timeline, master plan outline, work breakdown structure, and project team.

Cost Estimate- Completeness and transparency of the cost estimate, including all expenses related to travel, lodging, and materials. Reasonableness of the cost in relation to the scope of work.

References- Quality and relevance of at least three references, including detailed information on the project and contact information. Favorable feedback from the project representative regarding the consultant's performance

Examples of Similar Projects- Quality and relevance of examples, including accompanying visual materials and a brief narrative. Alignment of examples with the unique needs of the Winchester Bay Waterfront and Harbor master plan project.

TOTAL: 100

ATTACHMENT A

PROPOSER CERTIFICATION & IDENTIFICATION FORM

FAILURE OF THE PROPOSER TO COMPLETE AND SIGN THIS FORM MAY RESULT IN

REJECTION OF THE SUBMITTED PROPOSAL.

The undersigned, having full knowledge of the specifications for the goods or services specified herein, offers and agrees that this offer shall be irrevocable for at least 30 calendar days after the date offers are due or as stated in the solicitation, and if accepted, to furnish any and/or all goods or services as described herein at the prices offered and within the time specified.

PROPOSER NAME:

ADDRESS: City, State, Zip

TELEPHONE NO:

STATE OF

INCORPORATION: DATE OF INCORPORATION:

BUSINESS □ Corporation □ Sole Proprietor □ Partnership DESIGNATION: □ S. Corporation □ Non-Profit □ Government

□ Other:

OREGON MWESB

CERTIFICATION NUMBER:

□ Minority Owned □ Woman Owned □ Emerging, Small □ N/A

ASSURANCES - The Proposer attests that:

1. The person signing this offer has the authority to submit an offer and to represent Proposer in all phases of this procurement process;

2. The information provided herein is true and accurate;

3. The Proposer is [check box which applies]:

□ A resident proposer, as described in ORS 279A.120.

□ Not a resident proposer.

4. Proposer has not and will not discriminate against 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 in awarding subcontracts for the Work pursuant to ORS 279A.110.

5. Proposer will notify the Department Contracts Officer within 30 days of any change in the information provided on this form.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY

MATTERS – The Proposer certifies to the best of its knowledge and belief that neither it nor any of its principals:

1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency;

2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in paragraph 2. of this certification;

4. Have, within a five-year period preceding the date of this certification had a judgment entered against contractor or its principals arising out of the performance of a public or private contract;

5. Have pending in any state or federal court any litigation in which there is a claim against contractor or any of its principals arising out of the performance of a public or private contract; and

6. Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance.

COMPLIANCE WITH TAX LAW – Proposer shall pay all taxes owed to a public body, as defined in ORS 174.109, and Proposer attests to compliance with the tax laws of this state or a political subdivision of this state including, but not limited to ORS 305.620, and ORS chapters 316, 317, and

318. Proposer will continue to comply with the tax laws of this state or a political subdivision of this state during the term of this contract. Failure to comply with this contract term is a default for which County may terminate the contract and seek damages and other relief available.

CERTIFICATION REGARDING CONFLICT OF INTEREST

“Organizational conflict of interest” means that, because of other activities or relationships with other persons or firms, a Contractor or Consultant (including its principal participants, directors, proposed consultants or subcontractors) would be unable or potentially unable to render impartial, technically sound assistance or advice to Douglas County; or the Contractor’s or Consultant’s objectivity in performing the Work would or might be otherwise impaired. The Proposer certifies to the best of its knowledge and believe that neither it nor any of its principal participants and agents:

1. Has any relationships with any firms or individuals that are or appear to be an organizational conflict of interest.

2. Has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Proposer, Douglas County may exclude the Proposer from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Proposer further certifies that the degree and extent of the relationship of the Proposer with these named firm(s)/individual(s) have been fully disclosed below.

Where Proposer is unable to certify to any of the statements in this certification, Proposer shall attach an explanation to their Proposal.

SIGNATURE OF AUTHORIZED PERSON:

Signature:

Print Name and Title:

Date:

Contact Person for this Procurement:

Phone:

Email:

1- CONTRACT FOR PERSONAL SERVICES (T:\SALMON HARBOR\_RFB\RFP 204 - SH Master Plan\RFP 204 Sample Contract.docx)

CONTRACT NO. _________________ FOR PERSONAL SERVICES

(THIS FORM SHOULD BE USED ONLY FOR PERSONAL SERVICES AS DESCRIBED IN

DOUGLAS COUNTY LCRB RULE 12)

This Contract is made on ______________________, between Douglas County (“County”) and

____________________________________________________________________ (“Contractor”) on the following terms and conditions:

1 DEFINITIONS AND USAGE:

1.1 As used in this Contract:

1.1.1. “Amendment” means a written agreement executed by County and Contractor that amends provisions of previously executed Contract Documents.

1.1.2. "Applicable laws" means federal, state, and local codes, acts, statutes, regulations, administrative rules, ordinances, orders, and other legal requirements that affect the Services.

1.1.3. “Claims” means and includes demands, disputes, claims, actions, arbitration proceedings, and other adversarial proceedings and appeals that are asserted, filed, or prosecuted and any resulting damages, judgments, penalties, expenses, and liabilities.

1.1.4. “Contract Administrator” means the officer, employee, or agent of County named in subsection 4.1 below.

1.1.5. “Contract Documents” means this form, Supplementary Conditions, Amendments, exhibits, and documents incorporated by reference.

1.1.6. “Contract Price” means the amounts payable to Contractor for the Services as stated in the Contract Documents.

1.1.7. “Contract Term” means the time during which the Services will be performed as stated in Subsection 2.2 below. References to the Contract Term include both the initial term and any Extensions.

1.1.8. “Documents” means any book, paper, photograph, drawing, model, sound recording, machine readable electronic record, or other material which contains verbal, numerical, or graphic information regardless of physical form.

1.1.9. “Party” or “Parties” means County or Contractor or both.

1.1.10. "Extension" means both a written agreement between the Parties to extend the

Contract Term and the period covered by such agreement.

1.1.11. “Services” means all labor, materials, personal services, opinions, reports, documents, and other work products furnished by Contractor to County pursuant to the Contract Documents.

1.1.12. “Shall”, “will”, and “must” all signify mandatory obligations.

1.2. “Without limitation” will be deemed to follow the words “includes” and “including” when referring to a class of things, occurrences, or conditions.

1.3. When not inconsistent with context, words used in the present tense include the future, words in the plural number include the singular, and words in the singular include the plural.

2 SERVICES:

2.1. The Services are described in Exhibit 1 which is attached to this form.

2.2. Contractor shall start performing the Services by _____________________________, and complete the Services by ____________________________. The Parties may agree to extend the Contract Term for two successive periods of 12 months each which will begin on the day following the end of the initial term or the first Extension. Extensions must be signed by authorized representatives of both Parties.

Attachment B Sample Contract

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2.3. Contractor shall perform the Services promptly and efficiently in accordance with any schedule contained in the Contract Documents. Contractor shall provide progress reports as requested by the Contract Administrator.

2.4. All documents produced by Contractor pursuant to this Contract, including unfinished documents and preliminary documents, will be property of County.

2.5. Contractor shall furnish all labor, materials, equipment, and incidentals that are required for the Services, and shall bear all costs incurred in performance of the Services. Contractor shall be responsible for the means and methods used for the Services. Contractor shall provide and supervise qualified personnel. Contractor and Contractor’s personnel shall possess any licenses and certificates required by law for performing the Services.

3 CONTRACT DOCUMENTS: (CHECK SUBSECTION 3.3 IF APPLICABLE)

3.1. The Contract Documents constitute the entire agreement between County and Contractor concerning the Services. References to “the Contract” or “this Contract” in any contract Documents will be deemed to include all Contract Documents.

3.2. The Contract Documents may be modified only by written Amendments signed by both parties. Amendments cannot increase the limitation and total payments stated in Subsection 11.2.

3.3. Supplementary Conditions that are attached to this form as Exhibit 2 take priority over provisions of this form, except that Supplementary Conditions cannot increase the limitation on total payments stated in Subsection 11.2.

3.4. If any provision of the Contract Documents is held by a court to be invalid, it will not affect the validity of other provisions of the Contract Documents.

4 ADMINISTRATION OF CONTRACT:

4.1. James Zimmer, is the Contract Administrator.

4.2. The Contract Administrator is authorized to interpret the Contract Documents and to request, oversee, and approve services. The Contract Administrator cannot execute Amendments to the Contract.

4.3. Contractor shall give County notice of persons who are authorized to act on behalf of Contractor on all matters concerning administration of this Contract.

5 INDEMNIFICATION:

5.1. Contractor and the officers, employees, agents, and subcontractors of Contractor are not agents of County as those terms are used in ORS 30.265.

5.2. Contractor shall defend, indemnify, and hold harmless County and its officers, employees, and agents from all claims for injury to any person or damage to property caused by the negligence or other wrongful acts or omissions of Contractor or officers, employees, agents, or subcontractors of Contractor.

5.3. Contractor will not be responsible for claims caused by the negligence or other wrongful acts or omissions of County or County’s officers, employees, or agents.

6 LIABILITY INSURANCE:

6.1. While this Contract is in effect, Contractor shall obtain, at Contractor’s expense, and keep in effect during the term of this contract:

6.1.1. A commercial general liability insurance policy.

6.1.2. A comprehensive automobile liability insurance policy.

6.1.3. A professional errors and omissions liability insurance policy.

6.2. Liability coverage must be equal to or greater than the limits for claims made under the Oregon Tort Claims Act (ORS 30.260 to 30.302) with minimum coverage as follows:

6.2.1. Commercial general liability limits of at least $1,000,000 combined single limit per occurrence and $2,000,000 in the aggregate.

6.2.2. Automobile liability limits of at least $1,000,000 combined single limit per accident.

6.2.3. Professional errors and omissions limits of not less than $1,000,000 each occurrence and $3,000,000 in the annual aggregate.

3- CONTRACT FOR PERSONAL SERVICES (T:\SALMON HARBOR\_RFB\RFP 204 - SH Master Plan\RFP 204 Sample Contract.docx)

6.3. Insurance required by Subsection 6.1.1 and 6.1.2 must provide “occurrence” coverage and must name Douglas County and its officers, employees, and agents as additional insured by endorsement, including completed operations. Insurance required by Subsection 6.1.3 may provide “claims made” coverage.

6.4. Prior to starting the Services, Contractor shall provide certificates of insurance for coverage required by this section. If the insurance certificates(s) requires an endorsement in order for the County to be an additional insured, then Contractor shall provide a separate written endorsement that contains the correct policy number(s) and effective additional insured provisions. A renewal certificate will be provided to County at least 10 days prior to expiration.

6.5. Insurance required of Contractor shall be primary with respect to the interest of County, whose insurance shall be excess and not contributory.

6.6. Policies must include provisions requiring that the insurer provide County advance written notice of cancelation or reduction of Contractor’s insurance coverage. In addition, Contractor itself shall provide immediate written notice to County of any changes in its liability insurance coverage while this Contract is in force, including, but not limited to, reduction in coverage and changes of insurer(s).

7 COMPLIANCE WITH LAW

7.1. This Contract will be construed in accordance with the laws of the State of Oregon.

Contractor shall comply with all applicable federal, state, and local statutes, ordinances, administrative rules, regulations, and other legal requirements.

7.2. Contractor shall comply with Applicable Laws including ORS 279B.020, ORS 279B.220, ORS 279B.225, ORS 279B.230, and 279B.235 which are incorporated herein.

7.3. Pursuant to ORS 279B.020, no person will be employed for the Services for more than 10 hours in any one day, or 40 hours in any one week, except in cases of necessity, emergency, or where the public policy absolutely requires it. Except for persons who are exempt from overtime pay, persons who perform the Services shall be paid at least time and a half pay for legal holidays specified in a collective bargaining agreement or in ORS 279C.540 (1)(b) (A)-(G) and for time worked in excess of 10 hours a day or in excess of 40 hours a week, whichever is greater.

7.4. Contractor is a “subject employer” as defined in ORS 656.005 and shall comply with ORS

656.017. Contractor shall provide workers’ compensation coverage for “subject workers” employed to perform the Services. Before performing any Services, Contractor shall provide a certificate of insurance for workers’ compensation coverage or other proof of coverage, or certify that no subject workers will perform Services.

7.5. Contractor shall not provide or offer to provide any appreciable pecuniary or material benefit to any officer or employee of County in violation of ORS Chapter 244 or Douglas County Personnel Rule 20.

8 ASSIGNMENT: Contractor shall not assign Contractor’s interest in this Contract or enter into subcontracts for any part of the Services without the prior written consent of the Contract Administrator.

9 NOTICE

9.1. Any notice required by this Contract must be given in writing by personal delivery or mail unless some other means or method of notice is required by law.

9.2. County’s address for notices is: 100 Ork Rock Road, Winchester Bay, OR 97467.

9.3. Contractor’s address for notices is:

9.4 Each Party will notify the other of any change of address for notices.

10 WAIVER: Compliance with the provisions of this Contract may be waived only by a written waiver signed by the Party waiving its rights. Waiver of compliance with one provision will not be deemed to waive compliance with any other provision.

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11 PAYMENT: (CHECK EITHER SUBSECTION 11.3 OR 11.4)

11.1. Contractor will be paid only for Services approved by the Contract Administrator. Such approval will not be withheld unreasonably.

11.2. Contractor will be paid for the Services and reimbursed for expenses as stated in Exhibit

1. The rates or amounts stated in Exhibit 1 may be increased only by Amendment. If payment is based on hourly fees or other unit prices, Contractor will be paid only for actual hours worked or units provided. Total payments to Contractor cannot exceed TBD.

11.3. Contractor will be paid in full upon completion of the Services.

11.4. County will make monthly payments to Contractor for Services. On or before the tenth day of each month, Contractor shall submit an invoice for Services completed during the previous…