RFP Bridge Engineering Selection - FINAL.pdf

Columbia County

Public Works

Request for Proposals:

S-C00055-00013418

Engineering & Related Services for Bridge Installation Little Clatskanie

River Confluence (Apiary Road MP 8.4)

Project-Specific Proposal for Project Management, Preliminary Engineering, Permitting, Right-of-Way Acquisition and Related Services

Issue Date: April 07, 2025

Closing Date & Time: April 29, 2025 by 4:00 P.M.

Place/Issuing Office:

Columbia County Public Works

1054 Oregon St

St. Helens, OR 97051

Single Point of Contact (SPC): Grant DeJongh

Columbia County Public Works

1054 Oregon Street

St. Helens, OR 97051

503-397-5090 publicworks@columbiacountyor.gov mailto:publicworks@columbiacountyor.gov

REQUEST FOR PROPOSALS

Notice is hereby given that Columbia County by and through its Public Works Department intends to

Contract for Project Management, Preliminary Engineering, Permitting, Right-of-Way Acquisition and

Related Services for the replacement of existing culverts conveying the Little Clatskanie River with a bridge at approximately Apiary Road MP 8.4 near Rainier, Oregon. The Request for Proposal documents are available at the County’s website at https://www.columbiacountyor.gov/bids and on

OregonBuys at https://oregonbuys.gov/bso/. It is the Proposer’s responsibility to check the website or

OregonBuys frequently to be aware of any addenda.

The consultant shall furnish all labor, materials, and equipment necessary for completion of the project in accordance with this Request for Proposals. The work consists of general design and project planning for bridge construction, HMAC overlay, storm water drainage, and right-of- way acquisition, if any.

Proposals for the work described will be received at:

Attn: Grant DeJongh

1054 Oregon Street

St. Helens, Oregon, 97051

Proposals are due no later than 4:00 p.m., April 29, 2025. Proposals must be in sealed packages marked, “Bridge Installation Little Clatskanie River Confluence (Apiary Road MP 8.4) Engineering and Related

Services Proposal”. The Columbia County Public Works date/time clock will be the designated time recording device for recording receipt of Proposals. There will not be a public opening of the Proposals.

Proposals must be submitted to the issuing office at the above physical address. Proposals may be submitted via USPS mail or other delivery service, though the Proposer assumes all risk associated with timely delivery of proposals.

County will not conduct a pre-Proposal conference for this RFP.

Electronic Files Linked or Attached to RFP. This RFP document may be viewed electronically to access files, forms, provisions, or other documents that are attached electronically

(shown as icons) or provided via hyperlinks from the internet in this RFP. All files, forms, provisions, or other documents attached electronically or linked from the internet are incorporated in this RFP with the same force and effect as though fully set forth in this RFP. A physical copy of this document, including attachments, can be obtained at the Public Works office upon request.

DBE Participation Goal Assigned: 0%;

Certified Small Business Aspirational Target: N/A https://www.columbiacountyor.gov/bids https://orpin.oregon.gov/open.dll/welcome https://orpin.oregon.gov/open.dll/welcome

TABLE OF CONTENTS

SOLICITATION SCHEDULE

Section 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 DEFINITIONS, SUMMARY OVERVIEW and PROCUREMENT AUTHORITY/METHOD ... 4

1.2 SOLICITATION PROCESS

1.3 PROTESTS

1.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

1.5 “REQUIRED” PROPOSAL SUBMITTAL ITEMS & SCORING DEDUCTIONS

1.6 PUBLIC RECORDS

Section 2.0 EVALUATION PROCESS & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

2.2 SCORING CRITERIA

2.3 METHOD OF AWARD

2.4 NEGOTIATIONS

Section 3.0 CONTRACT AWARD REQUIREMENTS

3.1 COST INFORMATION

3.2 CERTIFICATES OF INSURANCE

3.3 MISCELLANEOUS FORMS

3.4 CONSULTANT RESPONSIBILITY

3.5 BUSINESS REGISTRY NUMBER/REGISTERED AGENT

3.6 TAX ID NUMBER

3.7 USE OF RECYCLED PRODUCTS

3.8 PROJECT SCHEDULE

ATTACHMENT A - PROPOSAL COVER SHEET

ATTACHMENT B - REFERENCES

ATTACHMENT C - SAMPLE CONTRACT

ATTACHMENT D - PROJECT SITE MAPS

SOLICITATION SCHEDULE

The table below represents a tentative schedule of events. With the exception of dates marked with an asterisk (*), all dates are estimates and may change at the County’s sole discretion. All times are listed in

Pacific Time, and will use date/time clock in the Columbia County Public Works Office. All submissions will be date and time stamped upon receipt.

Event Date Time

RFP Issue Date *April 07, 2025

Questions / Requests for Clarification Due April 14, 2025 4:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

April 16, 2025

RFP Protest Period Ends *April 28, 2025

Closing (Proposal Due) *April 29, 2025 4:00 PM

Presentations, Demonstrations, or Interviews TBD with Vendor

Issuance of Notice of Intent to Award (approx.) Est. May 06, 2025

Award Protest Period Ends *7 calendar days after Notice of Intent to Award

Section 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 DEFINITIONS, SUMMARY OVERVIEW, and

PROCUREMENT AUTHORITY/METHOD

1.1.1 DEFINITIONS

For purposes of this RFP:

“County” means Columbia County, by and through its Public Works Department;

“Business Days” means calendar days, excluding Saturdays, Sundays, and all State recognized holidays;

“Calendar Days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

“Certified Firm” or “Certified Small Business” means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a service-disabled veteran owns”;

“COBID” means Certification Office for Business Inclusion and Diversity;

“Days” means calendar days;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning, or land surveying services;

"Proposal" means a written response to a Request for Proposals;

“Proposers” - All firms submitting Proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Consultant”;

“Qualifications Based Selection” or “QBS” means evaluation and scoring of Proposals based on qualifications, experience, and project approach, without considering cost;

“Related Services” has the meaning provided in ORS 279C.100;

“RFP” means Request for Proposal;

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by County;

“Services” means the services to be performed under the Contract;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provision in the final Contract which sets forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations; and

Note: Though not defined, the terms “sub consultant” and “subcontractor” are used interchangeably in this document.

1.1.2 SUMMARY OVERVIEW

Columbia County, by and through its Public Works Department, is seeking Proposals from Professional Services consultants to perform engineering and related services necessary for successful completion of this project. The selected consulting firm will provide design; assist with permitting; and develop full engineering plans, contract specifications, and other related bid documents for a project to construct improvements associated with the Bridge Installation at the confluence of the Little Clatskanie River

(Apiary Road MP 8.4) near Rainier, Oregon. Improvements will include the removal of existing culverts and replacement with a new bridge and roadway design to meet current road and environmental needs.

County has completed:

1. Scoping

2. Concept options

3. 30% design plans and estimate

County needs the following technical services provided to complete this project:

1. Develop plan set for bidding purposes

2. Assist county in specifications

3. Assist County in Right of Way (“ROW”) purchase diagrams

4. Assist in project permitting

The plan is to use the drawings, specifications, and permitting to leverage additional funding for construction after PSE is complete.

Project Description/General Background Information Bridge Replacement:

The County has identified the need for improvements on Apiary Road (MP 8.4) due to the inadequate conveyance of the Little Clatskanie River at its confluence with the

Clatskanie River. Specifically, the Little Clatskanie River is conveyed through two (2) culverts that are misaligned and perched above the confluence. The proposal is the replace these culverts with a structure over the river to accommodate this confluence.

The expected outcome of the Services under this contract is to complete preliminary and final design plans, specifications, and bid documents; perform right of way acquisition services; and obtain required permits for this bridge project. The Scope of

Work is described in detail, below.

Proposers responding to the RFP do so solely at their expense, and the County is not responsible for any Proposer’s expenses associated with the RFP. This project is receiving funding from an Oregon Department of Fish and Wildlife (ODFW) grant. The contract resulting from this procurement will therefore be subject to the terms and conditions of the ODFW grant agreement, which is included in the Sample Contract attached as Exhibit C to this RFP. The selected Proposer and the County will negotiate the delivery schedule, costs, and final Statement of Work, within the scope of what is listed here, for inclusion in the final SOW.

The Contract is anticipated to start with design work occurring in 2025. Pending successful negotiations, the selected Proposer shall perform its obligations according to the Contract and exhibits thereto.

Scope of Work

A detailed scope of work shall be included in the proposal to address the following

Consultant tasks:

TASK 1: Project Management and Coordination

A. Designate and coordinate the Consultant project team.

B. Schedule, prepare for, attend and document project team meetings to be held at the

County’s office at 1054 Oregon Street, St Helens. These meetings will be held as needed and will include the Consultant, County staff and other project stakeholders.

A project kickoff meeting will also be held at the County office.

C. Prepare a detailed schedule showing all major tasks, meetings, and review milestones.

D. Prepare detailed monthly progress reports and progress billings and submit to the

County for approval and payment.

E. Monitor and manage the project budget.

TASK 2: Survey and Mapping

A. Preliminary design work (30%) has already been completed. Surveying and mapping will be that which is necessary to update the existing site conditions from the 2020 design in order to continue a design proposal based on the preliminary design work.

B. Obtain necessary permits for survey within County right of way.

C. Research and compile available survey data.

D. Check for any existing easements that may conflict with the proposed improvements.

E. Obtain any required permissions and/or rights-of-entry on private property to perform surveys.

F. Establish horizontal and vertical control points.

G. Complete field topography and base map of area affected by improvements. Locate all existing features including fences, buildings, signs, driveways, trees, curbs, culverts, catch basins, manholes, utilities above and below ground, road improvements, and any other relevant features.

H. Tie horizontal locations of all utilities. In instances where there may be a major conflict with utilities, tie the vertical locations, as well.

I. Tie all relevant existing property lines, right of way, easements, and monuments.

J. Survey shall include full length of the proposed project and the affected adjacent properties.

K. Provide notifications to adjoining landowners and tenants per ORS 672.047.

TASK 3: Utility Coordination

A. Identify and locate all existing utilities and utility easements within the project limits.

B. Determine possible utility conflicts.

C. Initiate contact with the utilities and coordinate any required relocations.

TASK 4: Environmental Coordination and Permits

A. Field reconnaissance.

B. Fish Passage Coordination and Application.

C. SLOPES IV Transportation.

D. Joint Permit Application.

E. Local and Land Use Planning.

TASK 5: Geotechnical Investigations and Laboratory Testing

A. Field exploration and laboratory testing.

B. Geotechnical analysis.

C. Geotechnical report.

D. Hazardous material assessment (contingency task).

E. Additional subsurface exploration (contingency task).

TASK 6: Hydraulic Analysis Report

A. Site inspection

B. Site hydrology

C. Scour analysis

D. Revetment design

E. Hydraulic report

F. Stormwater management plan

TASK 7: Plans, Specifications and Estimate (PS&E)

A. Preliminary design (30%) has already been completed. Design work is anticipated to be a continuation of the preliminary design already completed.

B. Provide all plan drawings including title sheet, plan sheets, details, erosion control details, temporary protection and direction of traffic, and other drawings as required on 11” X 17” sheets.

C. Prepare 100% of specifications based on the 2024 Oregon Standard Specifications for Construction. Use the County’s boilerplate special provisions to the specifications.

D. Provide 60% and 90% review packages.

E. Prepare final detailed estimate of construction costs.

F. Provide plan and base map drawings in AutoCAD 2013 (or more recent) format.

G. Provide bid assistance.

TASK 8: Public Involvement

A. Prepare one informational mailing to affected businesses and residents that live along the project. One informal project meeting during the design process maybe required, along with a project kick off meeting if the County desires.

TASK 9: Right-of-way Acquisition

A. Identify affected properties along project route.

B. Scope, budget and coordinate acquisitions with County. Acquisitions will need to conform to the requirements of the Uniform Relocation Assistance and Real Property Acquisition

Policies Act.

C. Prepare documents for County approval.

Future Work Limitations: The following limitations may constrain or prohibit consultant’s ability to perform additional services for this project, including for example, construction services (For these purposes, “Affiliate” or “Affiliates” of a consultant means any Person or entity that controls, is controlled by or is under common ownership or control with that consultant.):

• If a consultant is awarded a contract to prepare designs and plans/specifications for a project, that consultant and its Affiliates may be eligible to perform future

CA/CEI Services, but will not be eligible to propose/bid on or enter into a contract to construct that project.

• If a consultant is awarded a contract to prepare an Environmental Impact

Statement (“EIS”) or Environmental Assessment (“EA”) for a project, that consultant and its Affiliates may be precluded (as determined on a case-by-case basis) by the County from preparing the designs/plans/specifications for the project and may not be eligible to propose/bid on or enter into a contract to construct that project.

• If a consultant or an Affiliate of consultant enters into a personal services contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that consultant or an

Affiliate of that consultant will not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See OAR 137-048-0130(8).

• If a consultant or any Associate of consultant enters into personal services contract(s) with the County for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, a request for proposals, or other solicitation documents and materials related to a given procurement, the consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by the County).

Contract Phases: County anticipates the contracted Services will be a phased development as follows:

➢ Phase I – Design Acceptance Package (“DAP” “90%”); Design Complete, ROW Acquisitions Complete, Project Permitting, and Utility Relocations

Complete.

➢ Phase II – Final Design (100%) Plans and Specifications ready for advertisement.

Quantity of Contracts Awarded: It is anticipated that one (1) Proposer will be selected for Contract award from this solicitation. The County, in its sole discretion, may select more Proposers based on the Proposals submitted, the results of the evaluation, and the

County’s capacity needs for the Services.

Offer Period: A Proposer's Proposal is a firm offer, irrevocable, valid, and binding on the

Proposer for not less than 180 days following the closing date for this RFP. County may request, either orally or in writing, that Proposer extend the offer period in writing.

Contract Duration: The Contract is anticipated to begin May 14, 2025 and is expected to last approximately one (1) year. Contingent upon the County’s need and Consultant’s performance, the County may amend the Contract for additional time as necessary for project completion. The successful Consultant shall perform its obligations through completion of all Services required under the Contract, and through completion of all warranty work for the public improvement or public works project, if applicable, unless the Contract is terminated or suspended.

Contract Payment: Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with Contract requirements and all applicable standards. The method of compensation will be determined by the County and may be based on any of the following methods (may include more than 1 method –

“Mixed”):

• Cost Plus Fixed-fee, up to a maximum NTE amount;

• Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;

• Price per Unit.

1.1.3 PROCUREMENT AUTHORITY AND METHOD

Procurement Authority. County is conducting this RFP according to its authority under

ORS 279A and the Columbia County Public Contracting Rules.

Procurement Method. County is conducting this RFP in conformance with ORS

279C.110, OAR 137- 048-0220 – Formal Selection Procedure and the Columbia County

Public Contracting Rules.

1.2 SOLICITATION PROCESS

1.2.1 PUBLIC NOTICE

The RFP, including all Addenda and attachments, is published on OregonBuys at https://oregonbuys.gov/bso/. RFP documents will not be mailed to prospective

Proposers.

County shall advertise all Addenda on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

This RFP and any subsequent RFP information may also be reviewed at the following

Columbia County website: https://www.columbiacountyor.gov/bids.

1.2.2 QUESTIONS/REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

https://oregonbuys.gov/bso/ https://www.columbiacountyor.gov/bids

• Be delivered to the SPC via email: grant.dejongh@columbiacountyor.gov

• Reference the RFP number: S-C00055-00013418

• Identify Proposer’s name and contact information

• Refer to the specific part of the RFP being questioned (e.g., page, section, and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

1.3 PROTESTS

1.3.1 SOLICITATION (RFP) PROTEST REQUIREMENTS

Prospective Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. The protest must be received by the SPC no later than seven

(7) days before Closing. This is the Prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda issued less than nine (9) days before Closing as provided below for Late Addenda. Proposer may take exception to the terms and conditions of the Sample Contract as set forth in the Negotiations Section.

Solicitation protests shall comply with the requirements of OAR 137-048-240(1).

1.3.2 PROTESTS TO LATE ADDENDA

In the event that an addenda is issued less than nine (9) days before Closing, Prospective

Proposer may submit a written protest of anything contained in that Addendum to the

SPC by 3 p.m. Pacific Time of the second Business Day or the date and time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered. Late Addenda protests shall comply with the requirements of OAR 137-048-240(1).

1.3.3 AWARD PROTEST REQUIREMENTS

Each Proposer shall be emailed or mailed a copy of the Notice of Intent to Award document. Unless a different deadline is specified in the RFP, a Proposer that claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer shall have seven (7) calendar days after the date of the Notice of Intent to Award to file a written protest of the selection with the SPC. To be adversely affected or aggrieved, a protester must claim that the protester was the highest ranked Proposer eligible for selection, i.e., the protester must claim that all higher ranked Proposers were ineligible for selection because their Proposals were non-responsive or the Proposers are non-responsible. The County shall not consider a selection protest submitted after the time period established in the Schedule. Award protests shall comply with the requirements of

OAR 137-048-240(2).

1.3.4 REVIEW OF PROTESTS; COSTS AND DAMAGES

The Board of County Commissioners or the Public Works Department shall have the authority to settle or resolve a written protest submitted in accordance with paragraphs mailto:grant.dejongh@columbiacountyor.gov

1.3.1, 1.3.2, and 1.3.3, above. The Public Works Director, or the Director’s designee, shall promptly issue a written decision on the protest. Review of the Department’s disposition of a written protest shall be available by filing a written request for review with the Board of County Commissioners within seven (7) calendar days.

All costs of a protest shall be the responsibility of the protestor and undertaken at the protestor's expense. The County shall not be liable for a Proposer's damages or costs for filing the protest or to any participant in the protest, on any basis, express or implied.

1.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

Items in this Section 1.4 marked as “PASS/FAIL” that are incomplete (except for minor informalities), or not submitted by Proposal due date and time, or are otherwise not in substantial conformance with the requirements, will cause the Proposal to be rejected as non-responsive. Proposals must comply with ALL requirements marked as “PASS/FAIL” to be considered for further evaluation.

1.4.1 PROPOSAL SUBMITTAL DEADLINE (PASS/FAIL)

Proposals must be physically received in hard copy by the submittal deadline (Closing)

(per official clock of SPC’s Office) and at the address of the SPC’s Office indicated on page 1 of this RFP. County will not accept Proposals submitted by facsimile or electronic mail, nor will County accept Proposals submitted after the Proposal Closing (except as

County may permit for REQUIRED items under section 1.5). County is not responsible for and will not accept late or mis-delivered Proposals.

1.4.2 TERMS AND CONDITIONS (PASS/FAIL)

Unless an official addendum has modified or reserved the right to negotiate any terms and conditions contained in the Contract or exhibits thereto, the County will not negotiate any term or condition after the solicitation protest deadline, except the SOW and pricing with the selected Proposer(s) per section 2.4. By submitting a

Proposal, the selected Proposer(s) agree(s) to enter into the County’s form of contract, a sample of which is attached, and be bound by its terms and conditions and those of its attachments as set out in RFP Attachment C (Sample Contract), and as they may have been modified or reserved by County for negotiation. Any Proposal that is received conditioned on County’s acceptance of any other terms and conditions or rights to negotiate will be rejected. Any subsequent negotiated changes may be subject to prior approval by the Office of County Counsel.

Government bodies subject to ORS Chapter 190 do not bid or compete on the same basis as private-sector Proposers. However, the County will initially review Proposals from government bodies according to the same evaluation criteria described in this RFP.

Government bodies submitting a Proposal must comply with all applicable Proposal requirements described in this RFP. In addition to any other Proposer selection, the

County may enter into an ORS Chapter 190 agreement with any government body for the

Services. Alternatively, the County may cancel this RFP if it would be in the public interest, as determined by the County, and enter into an ORS Chapter 190 agreement with a government body.

1.5 “REQUIRED” PROPOSAL SUBMITTAL ITEMS & SCORING

DEDUCTIONS

Scoring Deductions:

• Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in this section 1.5 marked as “REQUIRED” that is incomplete (except for minor informalities) or that is not submitted with the

Proposal in substantial conformance of the requirement. Incomplete or missing items must be completed and submitted within two (2) business days of e-mail request by the County (this does not apply to “PASS/FAIL” items which must be submitted by Proposal due date and time). Missing or incomplete items must be delivered via e-mail in order to provide an appropriate time stamp. Failure to complete and deliver missing or incomplete “REQUIRED” items within two (2) business days of request by the County shall result in Proposal rejection. Time limitations will be based upon the time of the e-mail sent by the County and the time of the e-mail sent in response to the County notification.

• Proposals not in conformance with the 12-point minimum font requirements for substantive text (including text in tables) will receive a 3% scoring deduction and will not be sent back to Proposer for correction.

• Scoring deductions are on an average score per Proposal basis and not a deduction per evaluator. For example, if a Proposer received an average score of 92 points from the evaluation committee, a two percent scoring deduction would result in a

Proposal score of 90. (Percents will be rounded to either the lower number if under .5% or to the higher number if .5% or over.)

1.5.1 COVER SHEET (REQUIRED)

The Proposal must include a completed Cover Sheet in the form as set forth in RFP

Attachment A, signed by a duly authorized representative empowered to bind the

Proposer (at least one original signature). Any cover letters submitted in addition to the required Cover Sheet will not be forwarded to the evaluation committee.

On the Cover Sheet (or a separate sheet attached to the Cover Sheet), identify the sections of the Proposal, if any, the Proposer claims to be exempt from disclosure pursuant to Oregon

Public Records Law, ORS 192.410 through 192.505. List sections, paragraphs, pages, etc., and the specific ORS citation(s) that the Proposer claims provide for exemption of each listed section. (See RFP section 1.6.)

1.5.2 MINIMUM QUALIFICATIONS (REQUIRED)

Please include responses to the following Minimum Qualifications in the space provided on the Proposal Coversheet (RFP Attachment A):

➢ REGISTERED PROFESSIONAL ENGINEER

Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered

Professional Engineer, as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for

Engineering and Land Surveying and must supervise and direct the work proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon

Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract. In the space provided on the

Proposal Cover Sheet (RFP Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

➢ REGISTERED PROFESSIONAL LAND SURVEYOR

When required by Oregon law, Consultants shall place their official Oregon Registered

Professional Land Surveyor (PLS) certified seal and signature on all reports, maps, design drawings, and specifications delivered to County or LPAs under Contract. In the space provided on the Proposal Cover Sheet (RFP Attachment A), list the name and registration number of at least one PLS intending to perform Services under the

Contract.

Licenses Outside of Oregon

If the Proposer is an “individual, firm, partnership or corporation offering to practice engineering or land surveying” and “holds a certificate of registration to engage in the practice of professional engineering or land surveying (as applicable) issued by the proper authority of any other state, a territory or possession of the United States, or a foreign country”, the

Proposer shall:

Include a written statement that the Proposer is not registered to practice engineering or land surveying (as applicable) in the State, but will comply with

ORS 672.002 to 672.325 by having an individual holding a valid certificate of registration in the State in responsible charge of the work prior to performing any engineering or land surveying (as applicable) work within the State. [ORS

672.060(9)(a) and (b)]

1.5.3 FORMAT FOR PROPOSAL SUBMITTALS; PAGE LENGTH LIMITATION

a. (REQUIRED) Proposals must use 12-point minimum font size for the substantive text (including text in tables) with the following exceptions which must use an 11-point minimum font size: RFP Attachment A – Proposal Coversheet, Attachment

B - References, Key Staff Resumes, and COI Disclosure Form. Proposers may use their discretion for the font size of other materials that do not include substantive text

(e.g. graphics, picture or graphics captions, and organizational charts).

b. (REQUIRED) Proposals must be submitted without cover-stock or bindings such as wire loop or plastic comb binding.

c. Use a removable binder clip to secure Proposal pages on original signature copy.

Staples may be used on additional copies.

d. Proposers are to submit Proposals on recycled white paper. The Proposal must not exceed six (6) pages, excluding Cover Sheet (RFP Attachment A), any tabs or indexes, and any of the following forms (if required in this RFP): references, Request for Tax ID Number form, and Subcontractor/Supplier Solicitation and Utilization form. If a Proposer submits a Proposal exceeding this limit, the County will consider the pages up to that allowable number and discard all subsequent pages. The Proposer may choose how to allocate pages between any sections, within the overall page limit.

One (1) page is defined as: one side of a single 8-1/2" x 11" page that meets the font size requirements stated in subsection “a” above. Any page over this size will be counted as two (2) pages. Any page or partial page with substantive text, tables, graphics, charts, resumes, etc., will be counted as one (1) page.

1.5.4 QUANTITY OF PROPOSALS & ELECTRONIC COPIES

Proposer must complete and submit the following items to the County at the address shown on page 1:

a. (REQUIRED) 1 hard copy of the Proposal with Proposal Cover Sheet (RFP

Attachment A) attached; 1 hard copy of each completed Key Staff Resume form; 1 hard copy of the completed TIN Request form; 1 hard copy of COI Disclosure

Form(s), if required in section 1.5.5

1 USB Thumb Drive that includes:

1) (REQUIRED) A single PDF file of the Proposal. The signed Proposal Cover

Sheet (RFP Attachment A) may be included as part of the single PDF file of the

Proposal or may be in a separate PDF file. Do not break the Proposal into more than these two (2) PDF files. Additional files, as shown below, will be allowed.

(The total combined size of the Proposal and Coversheet should be compressed so it does not exceed five (5) megabytes.)

2) (REQUIRED) One (1) signed, PDF file of Subcontractor Solicitation and

Utilization Report form available at: http://www.odot.state.or.us/forms/odot/highway734/2721.pdf., under the “DBE” or “Disadvantaged Business Enterprise” and other forms required by the

Office of Civil Rights header.

3) (REQUIRED) A separate MS Word file for each Reference Questionnaire form submitted.

4) (REQUIRED) Key Staff Resumes may be included in the single Proposal file or they may be submitted as a separate file on the USB drive (one (1) file for https://www.oregon.gov/odot/business/procurement/pages/psk.aspx all Key Staff Resumes).

5) (REQUIRED) The Capacity Summary form available at:

http://www.oregon.gov/ODOT/CS/OPO/Pages/ae.aspx (under Misc.

Procurement Related

Forms) may be included in the single Proposal file or it may be submitted as a separate file on the USB drive.

b. Submit Proposal and all required submittal items in a sealed envelope/package. On the outside of the sealed envelope/package, indicate the following:

1) Name of Proposing firm,

2) RFP Project Title, “Bridge Installation Little Clatskanie River

Confluence (Apiary Road MP 8.4) Engineering and Related Services

Proposal”,

3) RFP close date and time, and

4) Name of Single Point of Contact identified on page 1 of RFP.

1.5.5 REFERENCES (REQUIRED)

Provide three (3) references for relevant projects using the form provided in section

2.1.3. Reference forms must be submitted with the Proposal (hard copy, separate from the Proposal), but are not included in the Proposal page count.

1.6 PUBLIC RECORDS

This RFP, and one copy of every Proposal received in response to it, together with copies of all documents pertaining to the award of the Contract(s), shall be kept by the County and made a part of the County’s records. Proposals shall be open to public inspection in accordance with ORS 279C.107 and OAR 137-048-0130(7). If a Proposal contains any information that may be considered exempt from disclosure as a trade secret under either

ORS 192.345(2) or ORS 646.461(4), or under other grounds specified in Oregon Public

Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate on or with the Proposal the portions of its Proposal that the Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal in whole as trade secret, confidential or otherwise exempt from disclosure is not acceptable. In such circumstances, the County will require the

Proposer to submit a memorandum citing the statutory justification for each specific area of the Proposal that the Proposer claims to be exempt.

If the Proposer fails to identify, on or with the Proposal, the portions of the Proposal the

Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer is deemed to have waived any later claim of an exemption or request for nondisclosure of that information.

Any Proposer that does not comply with these requirements may have their Proposal rejected.

http://www.oregon.gov/ODOT/CS/OPO/Pages/ae.aspx

Application of the Oregon Public Records Law or other applicable law shall determine whether any information is actually exempt from disclosure. The County will not be held liable for any disclosure of information that the Proposer considers to be exempt from disclosure if required by a Public Records Order. Notwithstanding any rights under 17

USC 101 et seq., (the United States Copyright Act), when the County is required to provide copies of the non-exempt portion of the Proposal pursuant to a Public Records

Order, the Proposer hereby grants a license to the County to copy those portions of the

Proposal that are subject to disclosure.

By submitting a response to this RFP, the Proposer grants the County a non-exclusive, perpetual, irrevocable, royalty-free, worldwide license for the rights to copy, distribute, display, prepare derivative works, and transmit the response for the purpose of conducting this procurement and to fulfill obligations under Oregon Public Records

Laws.

Section 2.0 EVALUATION PROCESS & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

2.1.1 PROPOSAL EVALUATION

The County will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 137-

048- 0220 and this RFP. The County will review Proposals for conformance with the Pass/Fail and

REQUIRED criteria identified in Sections 1.4 and 1.5. Proposals meeting all Pass/Fail criteria

(including submittal of all REQUIRED items in the time allowed) will be forwarded to an evaluation committee that will independently review, score, and rank Proposals according to the Scoring Criteria set forth in Section 2.2. Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in the RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal. The County will not evaluate any proposed pricing for Services as part of the evaluation process.

The outcome of the Evaluation process may, at the County’s sole discretion, result in:

(a) Notice to Proposer(s) of selection or rejection for Contract negotiation and possible award;

(b) Further steps to gather additional information for evaluation, (e.g. checking references, notice of placement on an interview list, requesting clarification); or

(c) Cancellation of the RFP and either re-issuance of the RFP in the same or revised form or no further action by the County with respect to the RFP.

The County may reject any or all Proposals and may cancel this RFP at any time if doing either would be in the public interest as determined by the County. The County is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All Proposals will become part of the public file.

2.1.2 INTERVIEWS/FOLLOW-UP QUESTIONS

The County may conduct and score interviews/follow-up questions. If interviews/follow-up questions are conducted, they will be evaluated and scored based on the following criteria:

• Understanding of Requested Services

• Technical Approach

• Project Management/Cost Effectiveness

• Proposer’s General Qualifications

• Proposer’s Capabilities

• Proposer’s Relevant Experience

• Project Team and Qualifications

If interviews/follow-up questions are conducted, the following will apply:

• A minimum of three (3) evaluators shall score the interviews/follow-up questions;

• The interviews/follow-up questions will have a maximum score of 50 points.

• The number of Proposers selected for interviews/follow-up questions will be, to the greatest extent practicable, at least the two highest ranked Proposers based on Proposal scores.

• Follow-up questions will typically be sent via e-mail to Proposer(s) as an alternative to face-to-face interviews. However, the County may conduct face-to-face interviews if determined necessary after conducting written follow-up questions.

• Interviews normally require physical attendance at County offices; however, the County may elect to conduct interviews via teleconference or video conference. Further details will be included with notification of time and date of interviews, if conducted.

• Interviews would be conducted two (2) weeks after the evaluation ranking is announced;

follow-up invitation will be sent with the rankings for interview date and time.

• The County may waive the interview process if sufficient information has been presented in the Proposal for an award to be made.

2.1.3 REFERENCES

The County does not intend to score references but may contact references to verify information provided in Proposals. Proposers must provide three (3) references using the form attached (Attachment

B) for projects where the Proposer provided services relevant to the scope of services contemplated in this RFP. If the contact and alternate contact for a reference are both members of the evaluation committee for this RFP, the County will request a different project reference from the Proposer.

2.1.4 CLARIFICATIONS

The County may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications or modifications which are in the best interest of the County may be made before the

Proposer is awarded a Contract, and some or all of the clarifications or modifications may become part of the final Contract. Clarifications may not be used to rehabilitate a non-responsive Proposal.

2.2 SCORING CRITERIA

Scoring will be based on the categories described below. The Proposer must describe how the Proposer meets the requirements that are specified in this RFP, as related to the subsections below. Be clear and concise.

2.2.1 UNDERSTANDING OF REQUESTED SERVICES/PROJECT

Demonstrate a clear and concise understanding of this type of project based on existing information.

Address general description of the project purpose and key issues. Please explain any special expertise specific to bridge design and construction experience.

Demonstrate qualifications to complete the requested services. Response must:

• Describe your firm’s qualifications and proficiencies to complete the requested Services.

• List projects and contract services performed within the last three (3) years by type, size, and location. Must be comparable to the Services described in this RFP.

25 Points

2.2.2 PROPOSER’S GENERAL QUALIFICATIONS 25 Points

• For a total of three (3) of the most recent projects or contracts (in any combination) listed, include a brief description of project type, size, location, duration, and objectives; a chronological time line describing the tasks performed by the Proposer to fulfill the project objectives; the original project budget; and the final budget, including any revisions.

• For each of the three (3) projects or contracts (in any combination) above, indicate whether the services were accomplished within the Proposer’s original estimated schedule, whether there were any delays, the cause of those delays, and how those delays were addressed.

Demonstrate capability to complete the requested services. Response must include:

• Current or projected assignments and location of key members, and whether these assignments may conflict with the key members’ ability to respond to these projects.

• Internal procedures and/or policies related to work quality and cost control.

• Management and organizational structure.

• Other on-going projects.

• Demonstrate capability to complete the requested Services. Response must include:

(a) An explanation describing how the Proposer can accommodate the varying levels of workload for the Services contemplated under the Contract, including any limitations; and (b) an explanation describing the Proposer’s proximity to the Project and how the Proposer can cost effectively accommodate providing the needed A&E and Related Services for the Project. Describe the Proposer’s branch or satellite offices that will provide the requested Services, indicating their location(s) and which services they are capable of performing.

Demonstrate the Proposer’s team qualifications and experience relating to the requested services. Response should address the following:

• Describe extent of principal involvement.

• Using the “Key Staff Resumes” form available at:

http://www.oregon.gov/ODOT/CS/OPO/Pages/ae.aspx (under Misc. Procurement

Related Forms), describe experience and qualifications of proposed Project

Manager(s) (whether they are from the prime or a sub) with similar interdisciplinary teams. Include descriptions of similar projects, project outcomes, and customer feedback received, if any. Also provide the information requested in the form for other key members, including sub consultant staff that are key members, who are anticipated to perform the Services

2.2.3 PROPOSER’S CAPABILITIES 20 Points

2.2.4 PROJECT TEAM AND QUALIFICATIONS 20 Points

http://www.oregon.gov/ODOT/CS/OPO/Pages/ae.aspx

Demonstrate the Proposer’s resources allocated to each given task of the proposed scope of work (examples: compatible computer equipment, administrative or technical support, adequate survey equipment, safety program)

MAXIMUM SCORE

Understanding of Requested Services/Project 25

Proposer’s General Qualifications 25

Proposer’s Capabilities 20

Project Team and Qualifications 20

Supporting Resources 10

Total or Subtotal Score for Proposal 100

Interviews/Follow-up Questions (if conducted) 50

Maximum Possible Total Score 150

2.3 METHOD OF AWARD

The scores for Proposer ranking and tentative award will be determined as follows:

• Total Proposal Score = Total of all evaluator scores for a given Proposer, divided by the number of evaluators. Proposer with the highest ranked Proposal may be awarded a contract.

• Total Interview or Follow-up Questions Score (if conducted) = Total of all evaluator scores for a given Proposer, divided by the number of evaluators.

• Final Score = Proposal score plus Interview or Follow-up Questions Score (if conducted).

2.4 NEGOTIATIONS

The County will negotiate in the best interest of the County, the SOW, costs, and any provision(s) the County has indicated in the RFP or any Addenda with the highest ranked

Proposer(s). The County will, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if the County and the Proposer are unable, for any reason, to reach agreement on a Contract within a reasonable amount of time. The County may thereafter negotiate with the second ranked Proposer, and if necessary, with the third ranked Proposer, and so on until negotiations result in a Contract. If negotiations with any

Proposer do not result in a Contract within a reasonable amount of time (as determined in the sole discretion of the County), the County may cancel this solicitation. The County, at its sole discretion, may proceed with a new solicitation for the same Services or consider any other options available under the applicable rules, laws, and policies.

2.2.5 SUPPORTING RESOURCES 10 points

SUMMARY OF SCORING CRITERIA FOR USE BY PROPOSERS

Section 3.0 CONTRACT AWARD REQUIREMENTS

The requirements in this section apply only to any Proposer that receives an intent to award notice following the County’s evaluation, scoring, and ranking of Proposals

(and interviews, if conducted).

See Attachment C for Columbia County Sample Contract.

3.1 COST INFORMATION

Direct and indirect costs as applied to work/services performed under County contracts and subcontracts may not be discriminatory against the County. It is discriminatory against the County if employee (or owner/sole proprietor) compensation (in whatever form or name) is in excess of that being paid for similar non-County work/services under comparable circumstances.

3.1.1 BILLING RATE INFORMATION

Labor rate and cost data must not be submitted until after Proposers have been notified of their selection status. Labor rate and cost data for any Proposer selected for

Contract negotiation and that of the Proposer’s sub consultants (if any) must be submitted electronically in Excel© file format no later than five (5) business days after the County notifies the Proposer of selection.

Rate information must include either “Direct Salary and Overhead Information” or

“Negotiated Billing Rate Schedule” described below, as applicable to the firm’s (and sub consultants’) accounting method(s):

A. Direct Salary and Overhead Information (sub consultants may submit this directly to the County):

(i) Direct Salary Rate Schedule (“DSR”). This schedule includes the name, classification, and actual direct salary rate for each employee that may be used under the Contract. The DSR will not be included in the Contract, but will be used by the County to develop an Escalated Salary Rate Schedule if applicable for the Contract.

(ii) Calculation of Overhead Rate (if applicable for your type of accounting).

Current overhead accounting information (preferably electronically in Excel format) on a form using the format substantially similar to the example “Indirect

Cost Rate Schedule Template” available at the following Internet address:

https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx . Firms shall condense or expand categories as applicable to the firm’s method of accounting. Firms that have not established an overhead rate, based upon their particular financial reporting methodology, shall be reviewed by the County to determine whether an overhead rate schedule will be required or a negotiated non-provisional billing rate will be used. If a firm does calculate overhead, the information must be submitted to the County and updates must be provided annually.

https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx

(iii) Cognizant Audit – If an audit for the most recent fiscal year has been completed for your firm or any sub-contractors by the appropriate federal cognizant county, this must be submitted with the billing rate information (either hard copy or electronic scanned copy).

(iv) Independent Audit – If an audit for the most recent fiscal year has been completed for your firm (or any sub-consultants) by an independent, third party accounting firm, this must be submitted with the billing rate information (either hard copy or electronic scanned copy).

B. Negotiated Billing Rate Schedule (“NBR”): This schedule is used by firms that do not calculate overhead as part of their normal accounting practice and the County determines it is in the…