REQUEST FOR PROPOSALS (RFP)

for

Archie Briggs Forest Health and Fuels Reduction Project

PROJECT NAME: Archie Briggs Forest Health and Fuels Reduction Project

DATE OF ISSUANCE: November 13th, 2025

PROPOSALS DUE: December 11th, 2025, 2:00 PM pacific time at 799 SW Columbia Street, Bend, OR 97702

PROJECT MANAGER

Zara Hickman

Natural Resources and Trails Manager

(541) 706-6202

CONTRACT ADMINISTRATOR

JoAnna Edwards Business Analyst

(541) 706-6102

INVITATION TO SUBMIT

REQUEST FOR PROPOSALS

Sealed Proposals will be accepted by JoAnna Edwards, Business Analyst, or designee at the Bend Park and Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the date and time listed in the Schedule in Section 1 of the RFP. No Proposals will be accepted after this date and time.

Proposals shall be submitted in a sealed envelope and marked as follows:

Proposer’s Name and PROPOSAL for Archie Briggs Forest Health and Fuels Reduction Project

There will be a Mandatory pre-Proposal meeting for all interested parties on November 20th, 2025 at 10:00AM at the project site. Prospective Proposers are required to attend the pre-Proposal meeting.

We will meet at the Northecliff and Deschutes River Trail crossing and park along the trail. Parking will be limited, so please carpool if possible. We will be working with surrounding neighborhoods for parking solutions. If we find additional parking opportunities, we will put information out prior to the meeting.

Please reach out to JoAnna, Contract Administrator, if you are unsure where to meet.

Solicitation documents, addenda, and notifications for this project may be found on OregonBuys at oregonbuys.gov. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal.

Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

Proposer’s with questions regarding the project, requests for clarification or change, or any non-technical questions should contact JoAnna Edwards, Contract Administrator at (541) 706-6102 or joanna@bendparksandrec.org.

The District may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon a finding of the District that it is in the public interest to do so.

file://bprd.local/documents/Public/PURCHASING-Public/Procurements/2022%20Procurements/RFP%20Shevlin%20Fuels%20Reduction/Working/oregonbuys.gov mailto:joanna@bendparksandrec.org

Table of Contents Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

1.1.2. Project Term

1.1.3. Minimum Proposer Qualifications

1.2. Schedule

1.3. Definitions

1.4. Solicitation Process

1.4.1. Availability of Documents

1.4.2. Reservation of District Rights

1.5. Single Point of Contact

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications;

Solicitation Protests

1.6.1. Procedure

1.6.2. Requests for Clarification / Questions

1.6.3. Protests of RFP

1.6.4. Protest of Addenda

1.7. Submission of Proposals

1.7.1. Withdrawal of Proposals

1.8. Opening of Proposals

1.8.1. Inspection of Proposals

Section 2. Scope of Work

2.1. Proposals shall be based on the attached Scope of Work (see Section 5 – Attachment A) 10

Section 3. Proposal Requirements

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

3.1.2. Submission of Proposals in Electronic Format

3.1.3. Hardcopy Proposal Submission

3.2. Technical Proposal Requirements

3.2.1. Insurance Coverage

3.2.2. References

3.2.3. Experience and Qualifications

3.2.4. Completeness and Quality of Proposal

3.2.5. Project Understanding and Approach

3.2.6. Project Scope

3.2.7. Equipment

3.2.8. Key Staff

3.2.9. Pricing

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

4.1.2. Evaluation Committee

4.1.3. Disqualification

4.2. Evaluation of Minimum Requirements (Pass / Fail)

4.3. Evaluation of Technical Proposal (Scored)

4.3.1. References

4.4. Award Notification and Process

4.5. Protest of Award

Section 5. Attachments

Section 6. Proposal Submission Checklist

Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

The Bend Park and Recreation District, in coordination with the City of Bend, is undertaking a forest health and fuels reduction project within the Archie Briggs Canyon Natural Area, a designated Upland Area of Special Interest (ASI). The purpose of this project is to improve forest resiliency, reduce wildfire risk, and restore ecological balance by thinning overstocked tree stands, removing encroaching western juniper, and implementing fuels reduction through strategic cutting, piling, and burning of slash across approximately 15 acres. Proposals must be based on the “Scope of Work” described in Section 2 below and in compliance with all prescribed requirements of this RFP.

Objective

The primary objectives of the project are to:

• Reduce tree density to promote a resilient and healthy ponderosa pine ecosystem.

• Lower the risk of catastrophic wildfire through fuels reduction treatments, including thinning, mastication, piling, and prescribed burning.

• Improve stand vigor by achieving a long-term target of 50 square feet of basal area per acre.

• Remove western juniper encroachment to restore historic vegetation patterns and protect habitat and ecological function.

• Enhance community safety and protect adjacent residential areas by establishing a fuel break and creating defensible space.

Background Archie Briggs Canyon Natural Area is a prominent ecological and recreational resource located between Mount Washington Drive and the Deschutes River Trail in Bend, Oregon. The canyon features steep slopes, diverse vegetation, and significant public access via the Deschutes River Trail.

Decades of fire suppression and juniper encroachment have led to unnaturally dense forest conditions, increasing vulnerability to pests, drought stress, and wildfire. This project builds upon regional forest restoration and wildfire mitigation priorities and reflects the District’s commitment to proactive land stewardship, public safety, and environmental sustainability. The treatment area encompasses multiple City of Bend tax lots and borders residential properties, requiring careful planning, implementation, and adherence to best management practices for pile construction, spacing, and future burning operations.

An Oregon special district separate from the City of Bend, the District is governed by a five-member, elected Board of Directors and managed by an Executive Director. The District maintains and operates more than 4,000 acres of developed and undeveloped parkland, including 84 parks, 90 miles of trails, and multiple recreation facilities, serving a population of around 106,000 people.

1.1.2. Project Term

The District anticipates signing a contract in January 2026. The first phase of forest health and fuels reduction work is expected to begin in fall/winter 2026, followed by a second phase of pile burning activities scheduled for fall/winter 2027, pending site permits, project coordination with local agencies and pending appropriate weather and site conditions. The project timeline is intended to serve as a general framework and may be adjusted in coordination with the selected contractor to accommodate operational needs, environmental conditions, regulatory approvals, or other unforeseen circumstances. The District reserves the right to modify the project schedule to ensure optimal project outcomes and compliance with best practices for forest health and fire safety.

The pricing and rates provided by the Proposer to whom the contract is awarded must remain fixed for the initial term, and for each renewal term, if the contract is renewed.

1.1.3. Minimum Proposer Qualifications

Organizations interested in Proposing must be currently providing fuel reduction and fire services to customers at the time of submitting a Proposal. Any Proposal received from a Proposer not currently providing fuel reduction and fire services will be deemed non-responsive and will be returned to the Proposer upon request.

1.2. Schedule

Any changes to the schedule prior to the RFP Closing will be issued via written addendum.

EVENT DUE DATE

RFP Release, (Date of Issuance) November 13th, 2025

Pre-Proposal Meeting - Mandatory November 20th, at 10:00AM

Technical Questions Due December 4th, 2025 by 5:00PM

RFP Closing Date and Time December 11th, 2025 at 2:00 pm

Notice of Intent to Award On or about January 5th, 2026

1.3. Definitions

For general definitions see OAR 137-046-0110, which are incorporated by reference.

• “Contract Administrator” and “Project Manager” shall mean the person the District has designated as the single point of contact for this RFP.

• “Contractor” shall mean the Proposer awarded a contract to perform the Statement of Work.

• “District” shall mean Bend Park and Recreation District.

• “Proposal” shall mean a written response to this RFP.

• “Proposer” shall mean a person or organization submitting a written response to this RFP.

• “Purchasing Contracting Agency” shall mean a governmental agency that procures goods or services from a Contractor based on the original contract established by the District.

• “OAR” shall mean Oregon Administrative Rules.

• “ORS” shall mean Oregon Revised Statutes.

• “RFP” and “Solicitation” shall mean this Request for Proposals.

• “Scope of Work” shall mean the general description of the supplies and services for which the

District has issued this RFP, the work’s purpose and objectives, and the District’s expectations.

Examples of expectations include, if applicable, a description of the proposed purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop their Proposals.

• “Statement of Work” shall mean the specific provisions in the final contract which set forth and define in detail the agreed-upon objectives, expectations, performance standards, and other obligations of Contractor under the contract.

1.4. Solicitation Process

1.4.1. Availability of Documents

Solicitation documents, addenda, and notifications for this project may be found on OregonBuys at oregonbuys.gov. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal. Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

1.4.2. Reservation of District Rights

The District reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend the RFP by written addendum pursuant to OAR 137-047-0430;

• Delay or suspend the RFP without liability to any Proposer if the District finds it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Cancel the RFP or reject any or all Proposals received, in whole or in part, upon finding that it is in the best interest of the District to do so pursuant to ORS 279B.100;

file://bprd.local/documents/Public/PURCHASING-Public/Procurements/2022%20Procurements/RFP%20Shevlin%20Fuels%20Reduction/Working/oregonbuys.gov

• Waive any minor informality, correct a clerical error, or permit a Proposer to withdraw a Proposal to the extent allowed pursuant to OAR 137-047-0470;

• Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements pursuant to OAR 137-047-0640;

• Negotiate certain contract terms and conditions to the extent allowed under OAR 137-047- 0310(1)(b);

• Amend any contracts that are awarded as a result of the RFP to the extent allowed under

OAR 137-047-0800;

• Engage other organizations to perform the same or similar services; and

• Extend any contracts that result from the RFP without an additional competitive procurement process to the extent allowed under OAR 137-047-0800.

The intent of the RFP is to identify a Proposal from a Proposer with the level of specialized skill, knowledge, and resources to perform the Scope of Work described in the RFP. Qualifications, performance history, expertise, knowledge, and the ability to exercise sound professional judgment are primary considerations in the selection process. If awarded, the District will award the contract to the responsible Proposer submitting the Proposal which is in the District’s best interests for accomplishing the District’s needs.

1.5. Single Point of Contact

All technical and non-technical questions about the requirements of the RFP, procurement process, Scope of Work, or evaluation process shall be directed to the Contract Administrator listed on the Invitation to Submit.

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation Protests

1.6.1. Procedure

• Requests for modifications to this RFP may be requested in writing, as follows: (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

• A Proposer may submit to the Contract Administrator a written request for changes to the RFP, contractual terms or specifications. The request shall include the reason for requested changes, supported by factual documentation, and all other information required by OAR 137-047-0730.

• Envelopes containing requests for clarification, requests for change, and protests shall be marked as follows:

o Request for Clarification / Change / Protest o RFP Number o Project Name

• Requests for modification must be received by the Contract Administrator prior to the protest submission deadline specified in Section 1.2. The submission deadline may be extended by addendum. No requests for clarification, requests for change or protests regarding the RFP, contractual terms or specifications shall be considered if received after the protest submission deadline, as may be extended by subsequent addendum.

1.6.2. Requests for Clarification / Questions

Questions, including requests for explanations of the meaning or interpretation of RFP provisions, shall be submitted in writing via mail, hand delivery, or email, addressed to the Contract Administrator at the address listed on the Invitation to Submit, and must arrive prior to the protest submission deadline specified in Section 1.2.

1.6.3. Protests of RFP

Proposers may submit to the Contract Administrator a written protest of the solicitation documents, contractual terms or specifications, or addenda to the solicitation documents. To be considered, protests shall:

• Identify the Proposer’s name and reference the RFP title.

• Include: (a) the grounds that demonstrate how the solicitation process is contrary to law or how the RFP is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; (b) evidence that supports the grounds on which the protest is based; and (c) an explanation of the relief sought, including a statement of the proposed changes to the solicitation process or RFP provisions, requirements or terms and conditions that the Proposer believes will remedy the conditions upon which the protest is based.

• Be signed by the Proposer’s authorized representative

• Be submitted to the Contract Administrator to the address listed on the Invitation to Submit by the protest deadline specified in Section 1.2.

The District shall not consider solicitation protests that do not meet the requirements of this Section. The District shall resolve all solicitation protests in accordance with OAR 137-047-0730.

1.6.4. Protest of Addenda

Pursuant to OAR 137-047-0430(4) Proposers may submit a request for change or protest to any addendum issued by the District as provided in Section 1.6.3. provided, however, such request for change or protest must be received by the end of the District’s next business day after issuance of the addendum, or protest deadline specified in Section 1.2, whichever is later. If the deadline for submission of a request for change or protest to an addendum falls after the protest deadline specified in Section 1.2, the District may only consider a request for change or protest to the addendum, and shall not consider a request for change or protest to matters not added or modified by the addendum.

1.7. Submission of Proposals

Proposals shall be received by the Contract Administrator no later than the Closing date and time specified in Section 1.2. Proposals may be delivered via U.S. Mail, courier, or hand-delivery. Mailed Proposals shall be sent to the Contract Administrator at the address specified in the Invitation to Submit. Late, faxed, or electronically transmitted Proposals shall not be accepted. Proposers responding to the RFP do so solely at their own expense. The District is not responsible for any Proposer costs or expenses associated with the RFP.

1.7.1. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time. The Proposer shall submit a written request to withdraw, signed by the Proposer, on the Proposer’s letterhead, to the Contract Administrator at the address listed on the Invitation to Submit.

1.8. Opening of Proposals

Pursuant to ORS 279B.060(6)(a) Proposals shall be opened and the names of all Proposers shall be made available to the public. Proposals will not be read aloud. The District shall open Proposals in a manner that avoids disclosing Proposal contents to competing Proposers.

1.8.1. Inspection of Proposals

Pursuant to ORS 279B.060(6)(a) and (b), Proposals will be open to inspection after issuance of a Notice of Intent to Award. If a Proposal contains any information that may be considered exempt from disclosure under Oregon Public Records Law, ORS Chapter 192, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the Proposal in whole as exempt from disclosure is not acceptable. If the Proposer fails to identify the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer will be deemed to have waived any future claim for non-disclosure of that information.

Section 2. Scope of Work

Proposers shall describe how the following minimum required specifications are met:

2.1. Proposals shall be based on the attached Scope of Work (see Section 5 – Attachment A)

In addition to the minimum required specifications, pursuant to ORS 279B.060(2)(c), the Contractor shall meet the highest standards prevalent in the industry or business most closely involved in providing the goods and/or services at all times for the duration of the contract.

Section 3. Proposal Requirements

Proposals shall address the Proposal and submission requirements set forth in this RFP. Proposals shall respond to all elements of information requested without exception. Proposals that do not meet the requirements set forth in the RFP shall be deemed non-responsive and shall not be further considered.

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

Proposals shall not exceed a total of 20 single sided or 10 double sided 8.5 x 11-inch pages with a minimum 11-point font size. District-provided forms and attachments are not included in the maximum page count.

3.1.2. Submission of Proposals in Electronic Format

• The District’s preferred Proposal submission format is in PDF on a single USB flash drive.

• Proposals submitted in PDF should be consolidated into as few separate files as possible.

• Proposals submitted in PDF shall include one (1) Proposal original containing the Proposer’s

Price Proposal, and one (1) Proposal copy excluding the Proposer’s Price Proposal.

• Notwithstanding the District’s requirement that Proposals be submitted in electronic format, Proposals must be submitted on a physical storage device via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit. Proposals may not be submitted via email, fax, file transfer, or any other electronic means.

3.1.3. Hardcopy Proposal Submission

• Hardcopy (paper) Proposals may be submitted via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit.

• Hardcopy Proposals shall include 1 Proposal original containing the Proposer’s Price Proposal, and 1 Proposal copy excluding the Proposer’s Price Proposal.

• Use of recycled materials is required as part of the District’s sustainable business practices.

The District requires the use of submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable. Proposers are encouraged to bind Proposals with a single binder clip. The District prohibits the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, or plastic or glossy covers or dividers. Proposers are encouraged to print/copy on both sides of a single sheet of paper whenever possible.

3.2. Technical Proposal Requirements

The Proposal shall describe how the Proposer meets each of the technical requirements described in Section 2 - Scope of Work. The Proposal shall be evaluated utilizing the following evaluation criteria, as more particularly described in Section 3.

3.2.1. Insurance Coverage

Proposer must provide a statement confirming that they currently have, or prior to executing a contract if awarded will be able to obtain, insurance coverage meeting or exceeding the requirements listed below.

The following are the insurance requirements for this type of work. Because this project involves controlled burning and related high-risk activities, it is extremely important to carefully review these requirements. The District will not waive or materially alter these insurance standards for this project.

That said, the District recognizes that there are different ways to achieve equivalent coverage and risk protection. If a Proposer believes they can meet the intent of these requirements through alternate insurance arrangements, endorsements, or equivalent forms of coverage, they are encouraged to contact the District in advance with questions or to discuss potential alternatives.

Proposer shall obtain and maintain, throughout the term of the contract, the following insurance coverage:

• General Liability: Commercial general liability insurance (occurrence form), including coverage for bodily injury, property damage, independent contractors, contractual liability (covering Contractor’s indemnification obligations under this Contract), personal injury, products, and completed operations, with limits of not less than $2,000,000 per occurrence and $4,000,000 aggregate. Contractor’s liability insurance shall be primary and will not seek contribution from any insurance or self-insurance maintained by the District.

• Automobile Liability: Coverage applicable to any automobile assigned to or used in the performance of the services, whether owned, hired, or non-owned, with a limit of liability of not less than $1,000,000 combined single limit per accident.

• Workers’ Compensation: Statutory limits in accordance with Oregon law. Contractor shall comply with ORS 656.017, unless exempt under ORS 656.126, which requires subject employers to provide Oregon workers’ compensation coverage for all their subject workers, including employer’s liability coverage with limits not less than $500,000. No workers’ compensation insurance has been or will be obtained by the District for the Contractor or any of the Contractor’s employees or subcontractors.

• Additional Insured: Contractor shall name the Bend Park and Recreation District, its officers, employees, and agents as Additional Insureds on all liability policies other than professional liability and workers’ compensation policies.

Certificates of Insurance:

Prior to contract execution, the Contractor shall furnish certificates of insurance and applicable endorsements evidencing all required coverages. Certificates shall be issued by a company authorized to transact business in the State of Oregon and shall include a statement that coverage shall not be canceled, reduced, or materially altered without 30 days’ prior written notice to the District. The certificates must also confirm that Bend Park and Recreation District, its officers, employees, and agents are named as Additional Insureds as required herein.

3.2.2. References

Proposer must provide at least three references from contracts of similar scope to that described in this RFP. References from public agencies of similar size or type shall be preferred. This information should be completed in Attachment E. Reference-provided letters of recommendation are acceptable.

3.2.3. Experience and Qualifications

Proposers must describe their organization’s experience and qualifications in providing the fuels reduction and fire services described in Section 2 – Scope of Work. Each Proposer should highlight the experience and qualifications that the Proposer believes distinguishes them from their competitors.

Higher scores will be awarded for experience and qualifications within the last five years, relevant to the Scope of Work, and from public agencies of similar size or type.

3.2.4. Completeness and Quality of Proposal

The proposal demonstrates the proposer’s ability to follow all RFP instructions and requirements.

Submittal is well-organized, professionally prepared, and specifically tailored to the District’s project needs. Proposal contains no material omissions or deficiencies.

3.2.5. Project Understanding and Approach

Proposers must describe their specific approach to completing this project, with particular attention to navigating the site’s challenging terrain. The proposal should explain methods and techniques that will be used to complete the work efficiently while minimizing site disturbance and protecting natural resources.

3.2.6. Project Scope

The proposal clearly outlines the tasks and approach required to complete the project. The work plan demonstrates a logical sequence of activities and describes how each phase will be executed.

3.2.7. Equipment

The proposal includes a complete list of vehicles, mechanical equipment, and other tools that will be used to perform the work. Equipment should be appropriate for the scope and terrain of the project and demonstrate the proposer’s capacity to complete the work efficiently and safely. Proposals will be evaluated based on the adequacy, condition, and suitability of the equipment for the specific tasks required.

3.2.8. Key Staff

Proposers shall identify the key staff who will be responsible for contract management and on-site supervision of the project. Relevant experience and qualifications of these individuals should be clearly outlined in Attachment E – Proposal Form, demonstrating their capacity to successfully manage and execute the work. In addition, proposers shall indicate the number of full-time and part-time personnel who will be assigned to the project. The District will evaluate both the qualifications of key staff and the adequacy of overall staffing levels, as these are critical to the successful completion of the project.

3.2.9. Pricing

Proposers shall submit an itemized Price Proposal that includes all applicable costs, fees, and expenses, including both non-recurring and recurring charges. Proposals must include a detailed cost breakdown by project phase or service type, along with a clear strategy for containing costs while meeting project objectives. Pricing must be fixed for the initial contract term and will be incorporated into the final agreement; no changes will be permitted during that term.

The District will evaluate price proposals based on competitiveness, completeness, and overall value.

The lowest responsive price proposal will receive the maximum points available, with all other proposals scored in relation to the lowest price submitted.

SCORING CRITERIA MAXIMUM POINT VALUE

Insurance Coverage – Acknowledgement of $2M/$4M coverage

Pass/Fail

References (Attachment E) Pass/Fail

Experience and Qualifications 15

Completeness and Quality of Proposal 5

Project Understanding and Approach 15

Project Scope 20

Equipment 10

Key Staff (Attachment E) 5

Price Proposal (Attachment D) 30

TOTAL 100

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

The District shall evaluate and score all responsive Proposals on the completeness, quality, and applicability of their contents in accordance with the following criteria:

• Section 3.2, Evaluation of Minimum Requirements (Pass / Fail)

4.1.2. Evaluation Committee

The District shall establish an evaluation committee of at least three individuals, which may consist of District staff, government partners, or community partners, who shall review, evaluate, and score each Proposal.

4.1.3. Disqualification

Any attempt by a Proposer to improperly influence a member of the evaluation committee during the Proposal review and evaluation process shall result in rejection of that Proposal.

4.2. Evaluation of Minimum Requirements (Pass / Fail)

The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum technical Proposal requirements described in Section 3 of this RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined responsive to the minimum requirements shall be considered for further evaluation.

4.3. Evaluation of Technical Proposal (Scored)

The evaluation committee shall score all Proposals based on the completeness and quality of information described in Section 3.2. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation criteria. Price Proposals will not be scored until after the evaluation committee has scored all other evaluation criteria.

The evaluation committee may request additional clarification from any Proposer for any portion of the Proposals pursuant to OAR 137-047-0600(2). If a Proposal is unclear, the Proposer may be asked to provide clarification. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written clarification(s) within 24 hours (Monday-Friday) following receipt of the request. No new Proposal documentation may be submitted, however, and clarifications may not be used to correct an otherwise non-responsive Proposal. Failure to provide clarification may result in a lower score.

4.3.1. References

See Section 3.2 for reference requirements.

The District reserves the right to request references in addition to those provided by a Proposer, to investigate any references (whether or not furnished by a Proposer), and to investigate the past performance of any Proposer. The District may investigate the qualifications of a Proposer, including, but not limited to: successful performance in providing similar services; compliance with specifications and contractual obligations; completion or delivery of services on schedule; and proper payment of suppliers, subcontractors, and workers. The District may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. This is in addition to any other District rights reserved in Section 1.4.3.

The District may make up to two attempts to contact each of the reference sources. These attempts will be made during normal business hours. Each reference that is contacted will be asked to provide information relevant to the categories listed in Section 3.2.

4.4. Award Notification and Process

If, once the evaluation committee determines the highest-ranked Proposer, the District elects to move forward with awarding a contract, the District shall send a notice of intent to award to all Proposers. The District may, either orally or in writing, terminate negotiations with the highest-ranked Proposer if the District and the highest-ranked Proposer are unable to reach agreement within a reasonable amount of time for any reason. The District may then negotiate with the second ranked Proposer, and if necessary, with each successively ranked Proposer until negotiations result in a contract or the District cancels the RFP pursuant to ORS 279B.100.

The District reserves the right to negotiate a final contract and Statement of Work that are in the best interests of the District. Prior to execution of a contract the District shall obtain the Contractor’s agreement to perform the Scope of Work and meet the performance standards set forth in the final negotiated Statement of Work.

4.5. Protest of Award

If the conditions specified in ORS 279B.410(1) are met, a Proposer may submit a written protest of the District’s intent to award a contract. Protests must be submitted within seven days after the District issues a notice of intent to award. A Proposer may submit a protest of the intent to award only as allowed by, and only in compliance with, OAR 137-047-0740. The District will resolve all timely submitted protests in accordance with ORS 279B.410(4) and OAR 137-047-0740.

Section 5. Attachments

• Attachment A – Scope of Work

• Attachment B – Sealed Proposal Label

• Attachment C – Proposer Information Sheet

• Attachment D – Price Schedule

• Attachment E – Proposal Form

• Attachment F – Sample Contract

Section 6. Proposal Submission Checklist

All attachments and Proposal content requirements specified in this RFP must be included in Proposals.

The following Proposal content and attachments are required to be returned with the Proposal:

Detailed Proposal Content Requirements as specified in Section 3.2

Section 3.2.1 – Statement of Insurance Coverage

Section 3.2.2 – References

Section 3.2.3 – Experience and Qualifications

Section 3.2.4 – Completeness and Quality of Proposal

Section 3.2.5 – Project Understanding and Approach

Section 3.2.6 – Project Scope

Section 3.2.7 – Equipment

Section 3.2.8 – Key Staff

Section 3.2.9 – Pricing

Attachment C – Proposer Information Sheet

Attachment D – Price Proposal

Attachment E – Proposal Form

Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for Proposers convenience and is not required.

Attachment B – Sealed Proposal Label

The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated in the contract for the work.

Attachment A – Scope of Work

Attachment F – Sample Contract

ATTACHMENT B

SEALED PROPOSAL LABEL

Please attach the above label to the outside of your sealed Proposal

SEALED PROPOSAL ENCLOSED

DELIVER TO:

BEND PARK AND RECREATION DISTRICT

ATTN: JOANNA EDWARDS

799 SW COLUMBIA STREET

BEND, OR 97702

PROPOSALS MUST BE RECEIVED NO LATER THAN:

December 11th, 2:00 PM PACIFIC TIME

FOR: Archie Briggs Forest Health and Fuels Reduction Project

PROPOSER NAME:

ATTACHMENT C

PROPOSER INFORMATION SHEET

FIRM/COMPANY NAME:

STREET ADDRESS:

CITY, STATE, ZIP CODE:

WEBSITE:

PRIMARY CONTACT NAME:

PRIMARY CONTACT TITLE:

PRIMARY CONTACT TELEPHONE:

PRIMARY CONTACT EMAIL:

Name and title of the primary individual authorized to represent the Proposer in any negotiations and sign any contracts that may result:

NAME: TITLE:

Proposer, pursuant to ORS 279A.120(1), (check one) is ☐ / is not ☐ a resident Proposer. If not, indicate state of residency: .

1. Proposer hereby certifies that Proposer has read, understands, and agrees to comply with all terms and conditions of this Solicitation and the resulting contract.

2. Proposer acknowledges receipt of all Addenda issued under this Solicitation, if any.

3. Proposer hereby certifies that Proposer has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements have been or will be violated in making or accepting this Solicitation.

4. Proposer hereby certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

5. Affirmative Action Program. The District is an equal employment opportunity employer and values diversity in its work force. The District requires its consultants and contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program, but shall have an operating policy supporting equal employment opportunity. Proposer shall answer the following questions by selecting yes or no.

☐Yes ☐No Does your Firm have more than 50 employees?

☐Yes ☐No Does your Firm have a formal equal employment opportunity program?

6. Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

7. Proposer hereby certifies that no conflict of interest, as defined below, exists which precludes an impartial Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify the District.

a. No officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of Bend Park and Recreation District or its affiliates.

8. Proposer hereby certifies the price(s) and amount(s) of this Proposal shall be arrived at independently and without consultation, communication or agreement with any other consultant, contractor, Proposer or potential Proposer.

9. Proposer hereby certifies that neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this Proposal, shall be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be publicly disclosed before contract award.

10. Proposer hereby certifies no attempt has been made or will be made to induce any firm or person to refrain from Proposing on this Solicitation or to submit any noncompetitive Proposal or other complementary Proposal.

11. Proposer hereby certifies that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

12. Proposer agrees that if awarded the contract, Proposer shall be authorized to do business in the State of Oregon at the time of the award.

13. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this Solicitation.

14. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its Proposal, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any.

15. The signatory of this Proposer Information Sheet is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this Proposal document, Solicitation, and all Addenda, if any, issued, and to execute this Proposal document on behalf of Proposer.

16. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposer Information Sheet and the submitted Proposal are truthful, complete and accurate. Failure to provide information required by this Solicitation may ultimately result in rejection of the Proposal.

PROPOSER SIGNATURE

Signature Title

Name (please print) Date

Email Phone

ATTACHMENT D

PRICE PROPOSAL

Having become completely familiar with the local conditions and legal requirements affecting the cost of the work at the place where the work is to be executed, having carefully examined the work site and site conditions as they currently exist, and having carefully examined the requirements of this RFP, together with any addenda issued under this RFP, the undersigned authorized representative hereby proposes and agrees to provide all labor, materials, equipment, transportation, supervision, and other facilities and services necessary and/or required to execute all of the work described in this RFP for the lump sum consideration and unit price amounts stated below. The Proposer further agrees that lump sum, and any unit price amounts, represent a true measure of the labor and materials required to perform the work, including all allowance for overhead and profit.

TOTAL PROPOSED PRICE: $

DESCRIPTION

QUANTITY

(ESTIMATED)

UNIT UNIT COST TOTAL COST

Trees and vegetation under 8 inches in diameter shall be slashed, hand-piled, and covered for future burning.

20 ACRE $ $

Marked trees over 8 inches in diameter must be cut and core wood removed from the site and slash added to on-site piles.

20 ACRE $ $

Burning piles in fall/winter

20 ACRE

Total Cost for project

ATTACHMENT E

PROPOSAL FORM

PERSONNEL

CONTRACT MANAGER: Include the Contract Manager assigned to this project, along with a brief (no more than one-page) resume providing relevant details on their experience and qualifications.

First and Last Name Phone Number

ONSITE SUPERINTENDENT (FOREMEN): Include at least one Foremen assigned to this project, along with brief (no more than one-page) resumes providing relevant details on their experience and qualifications.

FULL-TIME STAFF: Provide the number of full-time staff to be assigned to this project:

PART-TIME STAFF: Provide the number of part-time staff to be assigned to this project:

EQUIPMENT

☐ Attach a list of all Proposer-owned hand tools to be used on this project.

☐ Attach a list of all hand tools to be used on this project which will be rented or purchased by Proposer.

☐ Attach a list of all vehicles, including year, make, and model, to be used on this project.

☐ Attach a list of all mechanical equipment to be used on this project.

REFERENCES

ORGANIZATION NAME:

CONTACT NAME (first and last):

CONTACT PHONE NUMBER: CONTACT EMAIL:

CONTRACT DURATION: CONTRACT VALUE ($):

PROJECT LOCATION: TYPE OF PROJECT:

METHOD(S) UTILIZED:

CONTACT NAME (first and last):

CONTACT PHONE NUMBER: CONTACT EMAIL:

CONTRACT DURATION: CONTRACT VALUE ($):

CONTACT NAME (first and last):

CONTACT PHONE NUMBER: CONTACT EMAIL:

CONTRACT DURATION: CONTRACT VALUE ($):

1.6.4. Protest of Addenda

Section 6. Proposal Submission Checklist