RFP Cascade Head Hook And Line Surveys .pdf

OregonBuys RFP #S-63500-00009431 2024 Cascade Head Marine Reserve Hook and Line Surveys

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FISH AND WILDLIFE

Is issuing this Intermediate Procurement Request for Proposals (RFP) under OregonBuys #S-63500-00009431 for

2024 VESSEL FOR CASCADE HEAD HOOK AND LINE SURVEYS

Date of Issue: February 13, 2024

Proposal Due Date: March 14, 2024, 3:00 PM PDT

Single Point of Contact (SPC): Kathy Blehm Procurement and Contracts Spec II, OPBC

Address: 4034 Fairview Industrial Drive SE City, State, Zip Salem, OR, 97302 Phone (voice) 503-947-6169 E-mail: kathy.m.blehm@odfw.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:kathy.m.blehm@odfw.oregon.gov

OregonBuys RFP #S-63500-00009431 2024 Cascade Head Marine Reserve Hook and Line Surveys

TABLE OF CONTENTS

SECTION 1: GENERAL

INFORMATION Error! Bookmark not defined.

1.1 INTRODUCTION ...........................................................................................................................Error! Bookmark not defined.

1.2 SCHEDULE ..........................................................................................................................................Error! Bookmark not defined.

1.3 SINGLE POINT OF CONTACT (SPC) .....................................................................................Error! Bookmark not defined.

SECTION 2: AUTHORITY, OVERVIEW, AND

SCOPE Error! Bookmark not defined.

2.1 AUTHORITY AND METHOD .....................................................................................................Error! Bookmark not defined.

2.2 DEFINITION OF TERMS ..............................................................................................................Error! Bookmark not defined.

2.3 OVERVIEW AND PURPOSE ......................................................................................................Error! Bookmark not defined.

2.4 SCOPE OF WORK/SPECIFICATIONS .................................................................................Error! Bookmark not defined.

SECTION 3: PROCUREMENT REQUIREMENTS AND

EVALUATION Error! Bookmark not defined.

3.1 MINIMUM OFFER REQUIREMENTS....................................................................................Error! Bookmark not defined.

3.2 MINIMUM SUBMISSION REQUIREMENTS ......................................................................Error! Bookmark not defined.

3.3 PROCUREMENT PROCESS ........................................................................................................Error! Bookmark not defined.

3.4 OFFERS CONTENT REQUIREMENTS .................................................................................Error! Bookmark not defined.

3.5 EVALUATION PROCESS ..............................................................................................................Error! Bookmark not defined.

3.6 COST EVALUATION.......................................................................................................................Error! Bookmark not defined.

3.7 NEXT STEP DETERMINATION ...............................................................................................Error! Bookmark not defined.

3.8 TIEBREAKERS ..................................................................................................................................Error! Bookmark not defined.

3.9 POINT AND SCORE CALCULATIONS...................................................................................Error! Bookmark not defined.

3.10 RANKING OF OFFERORS ...........................................................................................................Error! Bookmark not defined.

SECTION 4: AWARD AND

NEGOTIATION Error! Bookmark not defined.

4.1 AWARD NOTIFICATION PROCESS .......................................................................................Error! Bookmark not defined.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS ........................................Error! Bookmark not defined.

4.3 CONTRACT NEGOTIATION ......................................................................................................Error! Bookmark not defined.

SECTION 5: ADDITIONAL

INFORMATION Error! Bookmark not defined.

5.1 CERTIFIED FIRM PARTICIPATION ......................................................................................Error! Bookmark not defined.

5.2 GOVERNING LAWS AND REGULATIONS .........................................................................Error! Bookmark not defined.

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS .......................................................Error! Bookmark not defined.

5.4 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.Error! Bookmark not defined.

5.5 COST OF SUBMITTING AN OFFER .......................................................................................Error! Bookmark not defined.

5.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE .....................................................Error! Bookmark not defined.

5.7 RECYCLABLE PRODUCTS ..........................................................................................................Error! Bookmark not defined.

5.8 CHECKLIST DISCLAIMER ..........................................................................................................Error! Bookmark not defined.

SECTION 6: LIST OF

ATTACHMENTS .................................................................................................................................. Err or! Bookmark not defined.

ATTACHMENT A SAMPLE CONTRACT ............................................................................................Error! Bookmark not defined.

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT .....................................................Error! Bookmark not defined.

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET ..............Error! Bookmark not defined.

ATTACHMENT D REFERENCE CHECK FORM ..............................................................................Error! Bookmark not defined.

ATTACHMENT E COST SHEET ..............................................................................................................Error! Bookmark not defined.

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN .........................................Error! Bookmark not defined.

ATTACHMENT G RESPONSIBILITY INQUIRY ..............................................................................Error! Bookmark not defined.

ATTACHMENT H VESSEL & VESSEL MASTER MINIMUM QUALIFICATIONS FORMError! Bookmark not defined.

ATTACHMENT I SCORED PROPOSAL COMPONENTS FORM ............................................Error! Bookmark not defined.

OregonBuys # 635000-00009431 – Vessel for Cascade Head Hook And Line Surveys

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency”), is issuing this Request for Proposal for a contractor to provide an at-sea vessel, vessel operator, deckhands (1 deckhand for a 6-pack boat or 2 deckhands for a larger vessel), and rod and reel fishing equipment to assist the Agency in conducting hook-and-line fishing surveys. These surveys are a part of the Agency’s scientific monitoring of Oregon’s marine reserve sites. Surveys entail multiple trips to and from Depoe Bay out to the Cascade Head Marine Reserve and associated comparison areas, spanning between Cascade Head and Cape Foul weather, within 3 nautical miles from shore.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of one Contract from this RFP. The term of the Contract is anticipated to be April 01, 2024 through December 31, 2024.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

Event Date Time

Questions / Requests for Clarification Due February 27, 2024 3:00 PM

Opening (offer Due) March 14, 2024 3:00 PM

Tentative Issuance of Notice of Award March 19, 2024

Date Services Begin April 01, 2024

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and

OAR 125-247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

2.2.2 Project Specific Definitions

Reserved

2.3 SCOPE OF WORK/SPECIFICATIONS

Contractor agrees to provide an at-sea research platform (vessel) to perform hook-and-line fishing at various sites near Cascade Head Marine Reserve, in depths ranging from approximately 30-120 feet. The departure/return port for all operations is Depoe Bay, Oregon. Twelve (12) vessel days (vessel day = approximately 8 hours/day) are estimated to be needed for hook-and-line surveys.

Fishing will occur during six (6) vessel days during spring/early summer (i.e., April -early June) and six (6) days in fall (i.e., August-October). This effort will be compressed into as short a time-frame as possible, ideally consecutive days as allowable due to weather or logistics. Fishing will occur over hard bottom substrate at a variety of depths.

No fish encountered shall be retained for the purpose of consumption.

This contract extends from April 1, 2024 through December 31, 2024.

The days on which sampling shall take place shall be subject to joint determination by the Department and the Contractor within the following limitations:

a. Cruise dates shall be set in advance for scheduling purposes, though can be modified as necessary to accommodate modifications such as weather shifts or angler availability.

b. Contractor shall identify in their bid the dates during spring and fall sampling windows that the vessel will not be available for work due to other obligations (halibut or other special seasons, scheduled maintenance, etc.)

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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The cruises will be terminated when, as determined by the Department, either:

a. The scientific objectives of the cruises have been met, or the available funds have been exhausted, or when.

b. Due to equipment failure, inclement weather, lack of available fishing dates within the spring and fall sampling windows or other cause it appears that the scientific objectives cannot be met within a reasonable time frame, or when.

c. The limit of twelve (12) total sampling days has been reached.

For the terms of this agreement, a full fishing day is defined as an 8-hour day, dock-to-dock. For the terms of this agreement, compensable time begins when the vessel leaves port to commence sampling operations, with all scientific and fisher crew and necessary equipment aboard and ends upon returning to port. If during a cruise inclement weather, equipment failure or other developments make it impossible or unwise to continue fishing operations, the Contractor may elect to terminate the cruise and return to port. Alternatively, ODFW staff and the Contractor may jointly elect to suspend fishing operations and wait for conditions to improve. Time lost due to vessel equipment breakdown or time spent at the dock, such as waiting for the tide, or waiting to unload product or to load ice, fuel, vessel supplies or crew, is not compensable under this agreement.

Captain responsibilities: Captain will ensure that the vessel is fishing in the prescribed 500m by 500m fishing cell selected by ODFW lead scientist aboard and is not outside the cell boundaries nor outside the marine reserve or comparison area being fished. Up to 6-7 cells will be fished in a single day. Within each of the cells, the captain will choose three discrete drifts to fish. Drifts may be repeated if necessary to achieve the three drifts of approximately 15 minutes each within a given cell.

Captain will inform the scientific crew of the depth and drift speed at the beginning of each drift. Captain will give clear warning for anglers to prepare to make a drift and indicate when to begin fishing once they have the boat is position. Captain will control drift speed to the extent possible, using a sea-anchor if the vessel is so equipped.

Crew members/deckhand responsibilities: Rig fishing rods with appropriate terminal gear as supplied by ODFW. If a volunteer brings their own rod, make sure it also is rigged with ODFW-supplied gear. When an angler hangs up, hand them a new rod and re-rig the one with broken-off gear. Refill fish-holding tote with seawater and wash buckets down when necessary. Help anglers de-hook fish and bring them to the measuring station. Handle all fish carefully and securely, no throwing fish.

Notify scientific crew of floaters. If possible, retrieve with net. Assist with recompressing fish with descending devices. After survey work is finished, remove terminal gear from rods.

The Contractor hereby assumes full responsibility for the operation, repair, and maintenance of the boat and other equipment furnished by him/her. The Contractor

6 | P a g e agrees to provide all fuel and operating supplies and equipment. The Department shall not control the means or manner of the operation of the vessel except to specify sampling locations, but shall rely on the skills, knowledge, and guidance of the Contractor.

2.5 Work; Acceptance Criteria; Deliverables and Delivery Schedule

The Contractor agrees to provide an Operator that has knowledge of:

1) Safe vessel operation,

2) Appropriate fishing gear and fishing locations

3) Weather and its effects.

Contractor agrees to provide certifications of all required insurance, mechanical inspections, operator license, US Coast Guard inspection and boater safety cards. The Contractor agrees to provide all fuel and operating supplies and equipment. The Contractor hereby assumes full responsibility for the operation, repair, and maintenance of the boat and other equipment furnished by him/her. The Department shall not control the means or manner of the operation of the vessel except to specify sampling locations, but shall rely on the skills, knowledge, and guidance of the Contractor. The Contractor agrees to cooperate with the Department in collecting GPS location information at each sample site so that the Agency may return to each site later to repeat hook and line sampling in the same area.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

There will be no minimum Qualifications for this RFP

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

Offeror should follow the format and reference the sections listed in the Offeror Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

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3.2.2 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system, https://oregonbuys.gov/bso/ Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

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

• Be emailed to the SPC

• Reference the OregonBuys bid number

• Identify Offeror’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

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

3.3.3 Pre-Offer Conference

A pre-submittal conference will not be held for this solicitation.

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

Offeror may submit its offer by hard copy or other electronic media.

Hard Copy Response

If Offeror elects to submit its Offer by hard copy, Offeror shall submit its Offer and all other submittal requirements using only white 8 ½” x 11” Recycled Paper, minimum 12 point font.

Offeror shall submit a copy of its offer and all other submittal requirements, with Attachment https://oregonbuys.gov/bso https://oregonbuys.gov/bso https://oregonbuys.gov/bso/

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C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature. If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478) Offeror also shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

Offeror shall submit its Offer in a sealed package addressed to the SPC with the Offeror’s name and the OregonBuys bid number clearly visible on the outside of the package.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, on USB drive, DVD, or CD in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 10 megabytes. If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

Other Electronic Media Response

If Offeror elects to submit its Offer by other electronic media, Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, on USB drive, DVD, or CD in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 10 megabytes. If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

Offeror shall submit its Offer in a sealed package addressed to the SPC with the Offeror’s name and the OregonBuys bid number clearly visible on the outside of the package.

The total combined size of the offer should be compressed so it does not exceed 10 megabytes.

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

Offeror shall submit its Offer in a sealed package addressed to the SPC with the Offeror’s name and the OregonBuys bid number clearly visible on the outside of the package. Offer may be submitted electronically through OregonBuys.

3.3.5 Modification or Withdrawal of Quotes or Offers Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

https://oregonbuys.gov/bso

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3.3.6 Offer Opening Date

Offer and all required submittal items must be received by the SPC on or before Opening. All Offer modifications or withdrawals must be completed prior to Opening.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the offer.

Offeror fails to meet the responsibility requirements of ORS 279B.110.

Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments, or divisions.

Offeror makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

Offeror attempts to inappropriately influence a member of the Evaluation Committee.

• Offeror is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.4.1 Offeror Information and Certification Sheet

The Offeror shall complete and submit the Offeror Information and Certification Sheet (Attachment C).

3.4.2 References

Provide at least three (3) current references supportive of Offeror’s ability to comply with the requirements of this contract. References must verify the quality of previous, related Work.

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Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

3.4.3 Costs

Submit a detailed Cost Sheet (Attachment E) Option 1: electronically through Oregon Buys

• For each activity described in the Scope of Work, the costs must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs,

• The Cost Sheet must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

3.4.4 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror.

However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

In accordance with OAR 137-047-0261(6)(a)(A), Agency may establish a Competitive Range of all Offerors who have made a good faith effort in submitting a offer in response to this solicitation for the purpose of correcting deficiencies in Offers for determining responsiveness during Round 1.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

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3.5.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition.

Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Proposals shall contain all elements of information requested below. These elements will be evaluated and assigned points as indicated. In responding, use Attachment 3 and 4, as indicated. Provide full, direct, and substantive responses.

3.5.2.1 Qualifications, and Availability (Use Attachment 3) 35 Points

• How well do the Vessel Master’s qualifications and experience relate to the requested services?

• How well do the crew’s qualifications and experience relate to the requested services?

• How suitable is the vessel’s forecasted availability for completing the work during the desired periods?

3.5.3 Vessel Qualifications (Use Attachment 3) 35 Points

o How well suited is the vessel (including its size, speed, maneuverability, accommodations, deck gear, and other equipment) for completing the work in a safe and efficient manner?

3.6 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

lowest cost of all Offerors X cost points possible = cost score cost being scored

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

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• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest-ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the cost for any Offeror proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

3.8.2 Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.8.3 Tiebreakers

Oregon Supplies: If Agency receives Offerors identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE: 150

3.5.2.2 References (Attachment D) 25

3.5.2.1 and

3.5.2.3 Vessel Master and Project Tea, Qualifications (Attachment I) 40

3.5.2.4 Project Approach and Vessel Information (Attachment I) 40

3.4.4 Price Points Possible (Attachment E) 45

EXAMPLE:

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Offeror A receives scores of 10, 9, and 8 for a criterion worth 50 points. The SPC averages 10, 9, and 8 for a score of 9. 9 is used as a 90% multiplier to the possible points of 50. 50 multiplied by 90% is 45. Offeror A’s points for the criterion is 45.

3.10 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Offerors in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit A of Attachment B) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

http://www.irs.gov/pub/irs-pdf/fw9.pdf

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4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting an offer, Offeror agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation.

Offeror shall review the attached Sample Contract and note exceptions. Unless Offeror notes exceptions to the terms and conditions identified as negotiable in its Offer, the State intends to enter into a Contract with the successful Offeror substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed. Offeror is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any Offer that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency will only negotiate the following provision:

• Term of the contract

• Descriptions of services

• Compensation

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Offeror.

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following http://www.filinginoregon.com/index.htm

15 | P a g e categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=ore gon4biz

If the Contract has potential subcontracting opportunities, the successful Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.2 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.4 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.5 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

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5.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror shall include information in its offer that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.7 RECYCLABLE PRODUCTS

Offeror shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

5.8 CHECKLIST DISCLAIMER

Any checklists that may be contained in this solicitation are provided only as a courtesy to prospective Offeror. Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Offeror is solely responsible for reviewing and understanding the solicitation and complying with all the requirements of this solicitation, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Offeror based upon, resulting from, or related to, Offeror’s failure to comprehend all requirements of this solicitation.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H VESSEL & VESSEL MASTER MINIMUM QUALIFICATIONS FORM

ATTACHMENT I SCORED PROPOSAL COMPONENTS FORM

http://www.oregon.gov/DAS