RFP 205 Instructions to Proposers FINAL 9 25 2023.pdf

Douglas County Planning Department Request for Proposals

Flood Study and Letter of Map Revision (LOMR) in Douglas County, Oregon

September 25, 2023

RFP NAME AND NUMBER: Flood Study and Letter of Map Revision (LOMR) in Douglas County, Oregon

RFP #205

RFP DESCRIPTION: Provide a detailed hydrologic and hydraulic (H & H) study, and related mapping, and FEMA documentation as specified, for multiple projects along the North Umpqua, South Umpqua, and Umpqua Rivers (and their tributaries)

CONTRACT ADMINISTRATOR: Jeffrey A. Lehrbach Planning Manager, Douglas County Planning Telephone Number: 541-440-4289 Email: Jeff.Lehrbach@douglascountyor.gov

PROPOSALS ARE TO BE SENT TO: Joshua M. Shaklee Planning Director, Douglas County Planning 1036 SE Douglas Avenue, Justice Building Rm 106 Roseburg, Oregon 97470

PROPOSAL DUE DATE: OCTOBER 31, 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.

mailto:Jeff.Lehrbach@douglascountyor.gov https://douglascounty-oregon.us/Bids.aspx

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

Request for Proposals for Flood Study and Letter of Map Revision (LOMR) for Douglas County, Oregon

RFP # 205

DOUGLAS COUNTY, OREGON

The Douglas County Planning Department is requesting proposals from qualified, licensed engineering and surveying firms to provide a detailed hydrologic and hydraulic (H & H) study, and related mapping, and FEMA documentation as specified, for multiple projects along the North Umpqua, South Umpqua, and Umpqua Rivers (and their tributaries) located in Douglas County, Oregon.

Sealed Proposals for the project described herein must be received by Joshua M. Shaklee Planning Director, 1036 SE Douglas Avenue, Justice Building Room 106, Roseburg, OR 97470, NO LATER THAN October 31, 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.

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

Request for Proposals for Flood Study and Letter of Map Revision (LOMR) for Douglas County, Oregon

RFP # 205

DOUGLAS COUNTY, OREGON

PROPOSALS DUE: OCTOBER 31, 2023 BY 2:00 P.M.

1 PURPOSE OF REQUEST FOR PROPOSALS:

The Douglas County Planning Department (the “County”) is seeking proposals from qualified, licensed engineering and surveying firms to provide a detailed hydrologic and hydraulic (H & H) study, and related mapping, and FEMA documentation as specified herein, for multiple projects along the North Umpqua, South Umpqua and Umpqua Rivers (and their tributaries) located in Douglas County (see List of Properties below). The purpose of this project is to provide more accurate flood data for areas within Douglas County where development occurred without a detailed H & H study and will result in the development of a LOMR for FEMA.

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

RFP #205 Release September 25, 2023 Deadline to submit written questions and requests for clarification

October 24, 2023

Deadline to protest RFP Document provisions October 24, 2023 Proposal Due Date October 31, 2023 by 2:00 P.M.

Proposal Opening November 1, 2023 at 9:00 A.M.

Issuance of Intent to Award contract by November 10, 2023 Deadline to protest intended award No later than 7 calendar days after issuance of Intent to Award Contract will be signed by TBD

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. Jeffrey A. Lehrbach (CFM, Planning Manager) 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:

Jeffrey A. Lehrbach Contract Administrator 1036 SE Douglas Avenue, Justice Building Room 106 Roseburg, OR 97470 Telephone Number: 541-440-4289

Email: Jeff.Lehrbach@douglascountyor.gov

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 October 24, 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 October 24, 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:

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.

mailto:Jeff.Lehrbach@douglascountyor.gov

7 MINIMUM QUALIFICATIONS: All services required in this RFP shall be performed by qualified, licensed engineering and surveying firms registered in the State of Oregon. To qualify for consideration, the Proposer:

7.1. Must submit information on at least two (2) successful flood insurance studies of similar size and scope in Western Oregon.

7.2. Demonstrate experience with FEMA processes and requirements, hydrologic and hydraulic analyses, and floodplain modeling and mapping.

7.3. Must show significant experience in GIS-based floodplain mapping.

7.4. Must show ability to provide the following certifications:

7.4.1. Field Surveys and Topographic Data Development: A Licensed Land

Surveyor must provide an accuracy statement for field surveys and/or topographic data used and certify these data all applicable state and/or federal standards.

7.4.2. Hydrologic and Hydraulic Analyses and Floodplain Mapping: A Registered Professional Engineer must certify hydrologic and hydraulic analyses and data in accordance with 44 CFR 65.6(f).

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 Proposal must comply with the requirements of this section. The Proposal shall not exceed eight (8) one-sided pages addressing the information requested by this section.

Resumes of key personnel, including the project manager, and related information and company brochures may be provided as attachments and will not be counted toward the 8-page proposal referenced in this subsection.

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

9.3. 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.

9.3.1. 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.

9.3.2. 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.

9.3.3. 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.

9.3.4. 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.

9.4. 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.

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

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

9.6.1. The name and business address of the Proposer.

9.6.2. The name, telephone number, and email address of a representative of the

Proposer for communications with the County regarding the Proposal;

9.6.3. The name of the Project Manager for the Firm.

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

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

9.6.6. 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.

9.6.7. 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.

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

9.7. A Proposal also must include the following information:

9.7.1. GENERAL INFORMATION:

Provide a general description of the company and/or team that is proposing to provide services, including all subconsultants.

Provide an organizational chart showing key personnel who will be working on the project. For each key person, provide the following information:

o Percentage of time that each person will be committed to the project o Length of time with the firm o Applicable professional registrations and education

9.7.2. PROJECT TEAM EXPERIENCE:

Describe the project team’s experience with similar projects in Western Oregon, including experience with FEMA and national floodplain development standards.

Provide a list of projects on which the project team has had to revise an effective FIRM by LOMR. For each reference project, please provide the following information:

o Description of the project, including project name and location o Project owner and/or client information o Role of the firm, including a description of the services provided o Role of each key team member who worked on the reference project and the percentage of time spent by each key team member on said project o Approximate dates services were provided o Reference information—two (2) contacts including current telephone numbers per project

9.7.3. WORKLOAD OF PROJECT TEAM:

List current workload of project team and indicate ability to start immediately and complete project within specified timeline.

Provide a table/list that summarizes the current major assignments of all key team members, percentage of time committed to each assignment, anticipated end date of major assignments, and percentage of time to be committed to this project.

Include a statement as to when the team would be available to start work on this project.

9.7.4. QUALITY ASSURANCE / QUALITY CONTROL PLAN:

Discuss internal QA/QC process to guarantee final product will meet FEMA’s specifications.

9.7.5. INNOVATIONS:

Identify any technical innovations that may be incorporated and/or innovative approaches that will be used in executing the work.

Describe any proposed innovations to standard HEC-RAS floodplain mapping that produce more accurate maps, faster FEMA review times, or ability to complete the project more rapidly.

Discuss the expertise your firm/team offers and how you propose to use that expertise to benefit the County to add value to the project.

9.7.6. REFERENCES:

Provide a list of three (3) professional references with contact information.

9.7.7. 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.

9.7.8. 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.

9.8. 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; two (2) copies of the Proposal.

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 Joshua M. Shaklee (Douglas County Planning

Department Director) at the address listed above no later than October 31, 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.

Joshua M. Shaklee Douglas County Planning Director 1036 SE Douglas Avenue, Justice Building Room 106 Roseburg, OR 97470

SEALED PROPOSAL FOR RFP #205

DO NOT OPEN

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.

10.5 Proposals will be publicly opened on November 1, 2023 at 9:00 A.M. by Joshua M. Shaklee

(Douglas County Planning Department Director) in the Douglas County Planning Department Lobby, located at 1036 SE Douglas Avenue, Justice Building Room 106, Roseburg, OR 97470. 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. 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 Once the successful Proposer has been selected, the County will enter into negotiations with the selected firm regarding fees and contract terms. If the County is unsuccessful in negotiating a contract and costs with the selected firm, the County may then negotiate with the second or third most qualified firms until a contract is executed or may decide to terminate the selection process.

13.3 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 Douglas County Planning Department, 1036 SE Douglas Avenue, Justice Building Room 106, Roseburg, OR 97470. 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.

13.4 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 may, 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.

13.5 The Board reserves the right to reject all Proposals.

PART 3 – SCOPE OF SERVICES

The Douglas County Planning Department (the “County”) is seeking proposals from qualified, licensed engineering and surveying firms to provide a detailed hydrologic and hydraulic (H & H) study, and related mapping, and FEMA documentation as specified herein, for multiple projects along the North Umpqua, South Umpqua and Umpqua Rivers (and their tributaries) located in Douglas County (see List of Properties below). The purpose of this project is to provide more accurate flood data for areas within Douglas County where development occurred without a detailed H & H study and will result in the development of a LOMR for FEMA.

Identified tasks/key deliverables for the project include the following:

• Obtain the current effective data for the community, such as the flood hazard data shown in effective

FIS reports and on effective FIRMs, and any other pertinent data.

• Conduct field surveys and reconnaissance to determine conditions along the floodplain at the specified site(s), including obtaining channel and floodplain cross sections, identifying or establishing temporary or permanent benchmarks, and obtaining physical dimensions of hydraulic and flood control structures in accordance with FEMA Standards.

• Document proposed source of topographic data, scale, contour, interval source/methodology, vertical and horizontal datums, and comparison of planimetric features with the DFIRM base map.

• Perform hydrologic and hydraulic analyses for the specified site(s)/area(s) within Douglas County, to include calculation of peak flood discharge for specified percent-annual-chance storm events, using HEC-RAS modelling.

• Three (3) hardcopies of the final report shall be provided to the County, including mapping exhibits, supporting calculations, and proposed revised map for submission to FEMA for approval.

• Shapefiles of proposed revised map data shall be provided in the latest ESRI compatible ARCGIS format.

• The Offeror shall submit the proposed study to FEMA for approval, along with other supporting documentation as required by FEMA and manage the submission throughout the FEMA review process to FEMA approval of map revision.

Account O w ner

Situs Address City

St Zip

M ap/TL

D evelopm ent Requiring Analysis R18179

Joseph Blanton & Eleanor Clark

203 Burchard Dr Scottsburg

O R

97473 22‐09W

‐08D‐01000 House

R18195 Jam es & M ary Beth Irvine 275 Burchard Dr

Scottburg O R

97473 22‐09‐17A‐2500

House R47017

Edw ard &

Cynthia Sauser 41409 State Highw ay 38 Reedsport

O R

97467 22‐10W

‐17D‐00800 House

R47003 Robert &

M arriett Dickson

41459 State Highw ay 38

Reedsport O R

97467 22‐10W

‐17D‐00600 House

R47010 Edw in & M ary Lester 41515 State Highw ay 38 Reedsport

O R

97467 22‐10W

‐17D‐00400 House and G arage R47066

W addell Living Trust

41767 State Highw ay 38

Reedsport O R

97467 22‐10W

‐17B‐00200 House

R46737 Constance Hastings

1958 Scottsburg W est Rd

Scottsburg O R

97473 22‐10W

‐14D‐01100 House

R46709 Rodney Blom berg 1776 Scottsburg W est Rd Scottsburg

O R

97473 22‐10W

‐14D‐01700 House

R18003 M ark &

Kellie Brink 130 Steelhead Dr

Elkton O R

97436 22‐08W

‐23AB‐02200

House

R131826 Halleck Fam ily Trust 135 Ball Ln

Riddle O R

97469 30‐06‐25B‐101

House & Barn

R58083 M anuel &

G em a Jaim e

436 Dillard G arden Rd

W inston

O R

97496 28‐06‐28B‐700

Barn R58076

Ricci Laurance 484 Dillard G arden W inston

O R

97496 28‐06‐28A‐301

House R28352

David & Stacie Fairbairn

14123 G arden Valley Rd

U m pqua

O R

97486 25‐06‐30‐1500

House R38778

Ernest & Jolene Craw ford 121 G lenbrook Lp Riddle

O R

97469 30‐06‐24C‐1200

House R38746

Sum erlin Fam ily Revocable Trust 200 G lenbrook Lp Riddle

O R

97469 30‐06‐24C‐1300

House & Barn

R43553 Alina Stepanova &

O lena Podzizei

235 Hult Av Dillard

O R

97432 28‐06‐29D‐1500

House R30480

Scott & Donna W oodruff 1522 Tyee Rd

U m pqua

O R

97486 25‐07‐24‐1005

House R29432

Peter & Lorna O patz 8140 Tyee Rd

U m pqua

O R

97486 25‐07‐09‐201

Pavillion & G azebo

R13200 Richard Rush

13620 Tyee Rd U m pqua

O R

97486 24‐07‐31‐1100

House R30018

Lee & Penni Zeigler

1138 Yokum Rd

Riddle O R

97469 30‐05‐19C‐3500

House R15004

M ichael Cavin &

Caroline G w ynne

268 Capital Ln Roseburg

O R

97471 26‐06‐29‐901

Accessory Building R15012

Catherine & John M cfadden 264 Capital Ln

Roseburg O R

97471 26‐06‐29‐1400

Accessory Building R54683

Jam es &

Linda Burton 278 Carriage Ln

Roseburg O R

97471 26‐06‐33A‐202

House & Detached G arage R14412

Daniel & Debra Lines Trust

330 Healy Rd Roseburg

O R

97471 26‐06‐19‐8500

House R14948

U m pqua 707 LLC

707 Hess Ln Roseburg

O R

97471 26‐06‐29‐800

W inery Building

R73184 Stephen &

Peggy G uido

1051 M elrose Rd

Roseburg O R

97471 27‐06‐09‐500

House & Detached G arage R54627

Rani Saw yer

406 O ld G arden Valley Rd Roseburg

O R

97471 26‐06‐33A‐1000

House R135076

Steven & Vistoria Sheldon

210 W estw ood Ln Roseburg

O R

97471 26‐06‐33B‐201

House R26164

Jam es &

Em ily Collins

262 W estw ood Ln Roseburg

O R

97471 26‐06‐33B‐200

House & Detached G arage R43261

Kenneth & Kathy Rice

187 Bailey Dr Roseburg

O R

97471

28‐06‐03BD‐1400

House R43269

Charles Jefofsky & Barbara Leeb Fam ily Trust 221 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐1300

House

R43277 David &

Kim berly W orrell 249 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐1200

House R43285

M ary Ann Eckard Living Trust

269 Bailey Dr Roseburg

O R

97471

28‐06‐03BD‐1100

House R43293

Stum pfe Fam ily Trust 287 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐1000

House R43309

Daniel & Cindy Faas

327 Bailey Dr Roseburg

O R

97471

28‐06‐03BD‐800

House R43317

Craig & M ary Bennington 347 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐700

House R43325

M ark &

Karen Stringfield 367 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐600

House

PRO

PERTIES SU

BJECT TO

FLO

O D W

AY AN

ALYSIS

R43333 Tracy &

Charles Sullivan 387 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐500

House R43341

Janis & Stephen W ilkerson Fam ily Trust

409 Bailey Dr Roseburg

O R

97471

28‐06‐03BD‐400

House R43349

Susan G raham

Ralph Cum m ings

429 Bailey Dr Roseburg

O R

97471

28‐06‐03BD‐300

House R43357

John Schiem an &

M ichael Yore Living Trust

449 Bailey Dr Roseburg

O R

97471

28‐06‐03BD‐200

House

R43365 G ary &

Patricia Arnett Living Trust 469 Bailey Dr

Roseburg O R

97471

28‐06‐03BD‐100

House R43373

Steve & Katherine Diaz

489 Bailey Dr Roseburg

O R

97471

28‐06‐03BA‐600

House R43801

Art Clayton 212 Dyke Rd

Dillard O R

97432

28‐06‐29DC‐700

W alkw ay/Porch

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

General Information

Project Team Experience

Workload of Project Team

Quality Assurance / Quality Control Plan

Innovations

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:

ATTACHMENT B

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.

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. Joshua Shaklee (Douglas County Planning Director) 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.

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…