RFP (DAS 2021 OregonBuys)v2.pdf

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STATE OF OREGON

COVER PAGE

Oregon Department of Fish and Wildlife

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-63500-00011379 for

MINAM WILDLIFE AREA PHASE 2, BASELINE

ARCHAEOLOGICAL SURVEY

Date of Issue: October 01, 2024

Opening Date and Time: October 17, 2024

Single Point of Contact (SPC): Kathy Blehm, Contract Specialist

Address: 4034 Fairview Industrial Dr SE City, State, Zip Salem, OR 97302 Phone (cell) 503-509-1322 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.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

SECTION 3: 7

3.1 SCOPE OF WORK/SPECIFICATIONS

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM QUALIFICATIONS ..................................................................................................Error! Bookmark not defined.

4.2 PROPOSAL REQUIREMENTS

SECTION 5: SOLICITATION PROCESS

5.1 PUBLIC NOTICE

5.2 PRE-PROPOSAL CONFERENCE

5.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

5.4 SOLICITATION PROTESTS

5.5 PROPOSAL DELIVERY OPTIONS

5.6 PROPOSAL MODIFICATION OR WITHDRAWAL

5.7 PROPOSAL DUE

5.8 PUBLIC OPENING

5.9 PROPOSAL REJECTION

5.10 EVALUATION PROCESS

5.11 POINT AND SCORE CALCULATIONS

5.12 RANKING OF PROPOSERS

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.3 CONTRACT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.1 CERTIFIED FIRM PARTICIPATION

7.2 GOVERNING LAWS AND REGULATIONS

7.3 OWNERSHIP/PERMISSION TO USE MATERIALS

7.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

7.5 COST OF SUBMITTING A PROPOSAL

7.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

7.7 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Fish and Wildlife, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Minam Wildlife Area Phase 2, Baseline Archaeological Survey

Agency anticipates the award of one Contract from this RFP.

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 RFP.

Event Date Time

Questions / Requests for Clarification Due October 08, 2024 3:00 PM

Opening of Proposal October 17, 2024 3:00 PM

Issuance of Notice of Intent to Award (approx.) October 29, 2024

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

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 RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.2.1 General Definitions

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

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For purposes of this RFP:

“Amendment” as used in Oregon “Amendment” as used in OregonBuys means “Addendum” or “Addenda”, as defined in OAR 125-246-0110(1);

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

“Bid Opening Date” means “closing” as defined in OAR 125-246-0110(26). Proposal “Opening” as defined in OAR 125-246-0110(99) will immediately follow.

“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;

"Contracting Agency” means the Oregon Department of Fish and Wildlife;

“days” means calendar days;

“DEI” means diversity, equity, and inclusion as described in Executive Order No. 22-15;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications-based selection procedures [see ORS 279C.100 and ORS 279C.110];

“Project” means the constructed facility or other improvement that Consultant has been retained to design or provide services for;

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for Proposals;

“Proposers” – (referred to as “Vendor” in OregonBuys) 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 (referred to as “Bid Solicitation” in OregonBuys);

“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 Contracting Agency;

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

“State” means State of Oregon;

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

“Vendor” is a term used in OregonBuys and means any form of business entity registered in OregonBuys;

“Writing” means letters, characters and symbols made in electronic form or inscribed on paper and intended to represent or convey particular ideas or meanings. nBuys means “Addendum” or “Addenda”, as defined in OAR 125-246-0110(1);

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

“Bid Opening Date” means “closing” as defined in OAR 125-246-0110(26). Proposal “Opening” as defined in OAR 125-246-0110(99) will immediately follow.

“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;

"Contracting Agency” means the Oregon Department of Fish and Wildlife;

“days” means calendar days;

“DEI” means diversity, equity, and inclusion as described in Executive Order No. 22-15;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications-based selection procedures [see ORS 279C.100 and ORS 279C.110];

“Project” means the constructed facility or other improvement that Consultant has been retained to design or provide services for;

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for Proposals;

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

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“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 (referred to as “Bid Solicitation” in OregonBuys);

“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 Contracting Agency;

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

“State” means State of Oregon;

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

“Vendor” is a term used in OregonBuys and means any form of business entity registered in OregonBuys;

“Writing” means letters, characters and symbols made in electronic form or inscribed on paper and intended to represent or convey particular ideas or meanings.

2.3 OVERVIEW AND PURPOSE

In December 2023 the Oregon Department of Fish and Wildlife (ODFW) completed the acquisition of a previous private timber parcel on the south side of the confluence of the Minam and Wallowa Rivers. The acquired parcel is approximately 10,831 acres. In conjunction with previously acquired adjacent parcels (Minam Wildlife Area Phase 1), the new Minam Wildlife Area is over 16,000 acres.

The new wildlife area will link wildlife habitat from the Wallowa-Whitman National Forest and the federally designated Eagle Cap Wilderness Area to the Minam State Recreation Area. The new wildlife area is crucial big game winter range, and includes numerous Oregon Conservation Strategy habitats and species, federal and state listed species, and species of local economic and cultural importance. Active habitat management on the property will allow various wildlife species to move across elevation gradients, enhancing the resilience of existing populations in the face of climate variability.

Acquisition for Phase 2 of the new wildlife area was partially funded by a United States Fish & Wildlife Service (USFWS) Wildlife and Sport Fish Restoration (WSFR) Grant. Future management and habitat projects in the wildlife area may also include a federal nexus through WSFR grant or other federal partner funding. Completion of a baseline survey of the 10,831-acre phase 2 acquisition will aid compliance with state and federal cultural resource laws for future activities. The phase 1 acquisition was previously surveyed in 2022 and 2023.

The Scope of Work is for a (Task 1) Baseline Survey of the entire 10,831-acre phase 2 parcel and a (Task 2) Reconnaissance Level Built Environment Survey (RLS) of historic structures on the

DAS Procurement Services, Version 4.4 July 1, 2021 Page 7 of 23 parcel (Figure 3). The baseline survey will include literature review of the entire property and pedestrian survey of all areas (excluding slopes and ridges too steep to safely survey). All work will adhere to standards outlined in Task 1 below. The RLS will document historic structures within the wildlife area including two buildings (the Anderson ranch), associated corrals and fences, two bridges, and any other structures that may be documented during field survey. All work will adhere to standards outlined in Task 2 below. Proposed projects in the new parcel will include strategic removal of fences to enhance winter range, and potentially maintenance or replacement of other structures. A map of known built environment features is incorporated in Figure 3. Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

SECTION 3:

3.1 SCOPE OF WORK/SPECIFICATIONS

The contract is anticipated to start ASAP with a draft report due date of January 30, 2026. If this timeline is not tenable, an alternate draft report due date may be submitted with the proposal for consideration.

Budget estimates in bids must be itemized. Invoices must similarly be itemized, per specifications in final contract.

Schedule

• Contract to be executed on or near September 1, 2024.

• Kick-Off meeting with primary contacts listed above, within fifteen days of final signature on contract.

• Provide one-week notification of field dates to primary contacts prior to fieldwork. Field activities during fall big game hunting seasons will be limited (Oct. 5-16, Oct 30 - Nov. 17, 2024).

• Email summary of results of fieldwork within five days of fieldwork completion.

• Draft report (in WORD) to primary contacts no later than January 30, 2026, unless otherwise agreed in contract.

• Fifteen-day agency review period of draft report.

• Final report (PDF Format) to agency contacts within fifteen days of receipt of agency comments.

• Final billing within 30 days of contract end date.

Deliverables Deliverable report(s) shall be consistent with descriptions in task orders. Consultant shall provide:

• Draft Report (in WORD or PDF format) to primary contacts no later than January 30, 2026.

• Final Report (in PDF format) to primary contacts within fifteen days of receipt of Agency comments on Draft Report.

• Final billing to Agency within 30 days of contract end date.

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PART III. TASK(S)

General Stipulations Rights of Entry. The survey area is on lands managed by ODFW. The consultant shall coordinate with primary agency contacts regarding field dates and provide one-week notice prior to conducting fieldwork.

Professional Qualifications. The following archaeological and/or built environment tasks must be overseen by professional staff who meet the Secretary of the Interior's professional standards for Archaeology, Architectural History, and/or History (36 CFR 61, Appendix A), as appropriate.

Field & Report Standards. Investigations for all tasks must comply with the most recent version of SHPO Guidelines for Conducting Field Archaeology in Oregon. Archaeological reports must also comply with the most recent SHPO Guidelines for Reporting on Archaeological Investigations.

Deliverables. Final reports will be submitted in .pdf format and will include a SHPO Report Cover Page.

ArcGIS data (see below) and all other documents necessary for online SHPO submittal through GoDigital will be included. Site and isolate forms will be submitted separately from the report. No hardcopies of deliverables are required.

Final reports should only be submitted to SHPO as required to fulfill permit obligations. If a report is submitted directly to SHPO the cover letter should clearly indicate that formal determinations, if necessary, will be submitted separately by the state or federal agency.

Data Collection. Spatial data files of sites (polygons), isolates (points), shovel probes (points), linear features (polygons or polylines) and survey areas (polygons) will be submitted with the final report. Metadata must clearly indicate site trinomials (or temporary site numbers), and isolate numbers consistent with naming nomenclature in report. Acceptable formats unless otherwise agreed are shapefiles, file geodatabases, and ArcPro .lyrx files.

Travel Costs. Per diem, lodging, and travel costs will be billed at the standard government rate.

Tribal Outreach. Consultants will contact the cultural resource departments of Tribes about traditional cultural properties and properties of religious or cultural significance which may be present within project areas. Contact information can be provided by agency contacts if needed and upon request.

Task 1.0 Baseline Archaeological Survey (Archaeology) Consultant shall conduct background research and pedestrian survey of APE within the parameters described in the scope of work. The Task will include the recordation of all sites and isolates recorded or updated.

Subtask 1.1 Literature Review Consultant shall conduct record searches and literature review for the APE and a one mile radius, prior to any fieldwork. Consultant shall, at a minimum, examine the following databases and documents:

• Reports, current bibliographies, and site/survey records accessible in the SHPO online Historic Sites Database and Archaeological Database and the Oregon Archaeological Records Remote Access

(OARRA);

• ODFW Records (available from primary agency contacts);

• Historic Maps (General Land Office maps; Historic Topographic maps);

• General Land Office Patents (https://glorecords.blm.gov);

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• Lidar, if available through DOGAMI (https://www.oregongeology.org/lidar/);

• USGS Historic Aerials (https://earthexplorer.usgs.gov/); and

• Other records archives (i.e. historical societies; tribal archives, public and university libraries) and documents as appropriate

Subtask 1.2 Pedestrian Survey Consultant shall conduct pedestrian surveys within the APE. Pedestrian survey will be conducted in areas with less than 30% slopes. Areas may be excluded from survey if they are deemed unsafe or if vegetation makes survey untenable. Justification shall be provided in the report for any areas excluded from survey. .

Pedestrian survey methods must be consistent with the latest updated Oregon SHPO guidelines. The recommended maximum spacing of transects will be 20 meters apart and may vary depending on terrain features and/or ground visibility. Consultant shall determine transect spacing based on professional judgment to ensure that all probable site locations are discovered. All cultural resources observable on the surface and in exposed subsurface profiles must be identified and recorded.

Subtask 1.3 Archaeological Baseline Report Consultant shall prepare a Baseline Report that must contain the following:

• A completed Oregon SHPO Archaeological Report Cover Page

• A purpose statement and full project description including:

- Location and legal description

- Proposed construction activities

- Defined APE and APE map

- Total acreage of impact area

• A detailed context statement of the APE including:

- General Environmental Description

- Historic context

- Ethno-historic information where relevant and available

• Results of background research including:

- Summary of previous archaeological research completed within one mile of APE

- Summary of recorded archaeological features within one mile of APE

- Results of subtask 1.1 (literature review) including a summary of previously recorded archaeological sites and potential historic properties identified from historic documents within the APE

• A summary of archaeological survey and study including:

- Description of pedestrian survey methods including date of survey, types of transects used, and names and duties of personnel conducting the survey

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- Findings of pedestrian survey including ground conditions (percent visibility) and difficulties encountered, if any

- Identification of areas of high and low probability for archaeological resources within APE

• A final summary including recommendations, that must include a discussion of the site(s) and isolates identified and whether or not they potentially meet National Register of Historic Places (NRHP) criteria (A-D) and maintain integrity.

• A Determination of Eligibility must be made for historic sites and isolates with no subsurface component. The determination must include a discussion on boundaries (vertical and horizontal), integrity (all seven aspects), statement of significance, and discussion of the NRHP Criteria.

• Location map at an appropriate scale showing APE; and representative digital images of current conditions within APE.

• An artifact catalogue, including representative photographs of sites, features, and isolates.

• List of references cited.

• Site forms and isolate forms for newly discovered archaeological sites and isolates will be submitted separately from the main report. Consultant shall also complete the SHPO Online Site Form, including all required maps.

Task 2.0 Reconnaissance Level Survey (Historic Built Environment) Consultant shall conduct a Field Reconnaissance of the APE, and include a brief project description and a description of the APE, detailed historic context and ethno-historic information, methodology, a brief discussion and inventory of historic built resources that are 45 years old or older, with discussion of potential National Register of Historic Places (NRHP) eligibility (A-D) for each identified resource, recommendations for future work, detailed bibliography, maps that identify the location of each potential historic resource in the APE, and photographs of resources that are 45 years old or older. Consultant shall provide the primary contacts with a minimum of five days advance notice prior to Field Reconnaissance.

Subtask 2.1 Literature Review Consultant shall conduct record searches and literature review within and adjacent to the APE provided by Agency, prior to any fieldwork. Consultant shall, at a minimum, examine the following databases and documents:

• SHPO database in Salem (Statewide Inventory);

• ODFW Historic Records (through primary agency contacts);

• Historic Maps (General Land Office maps; Historic Topographic maps; Sanborn Fire Insurance Maps);

• Tax Records;

• Title Search

• Other records archives (i.e. historical societies; tribal archives, public and university libraries) and documents as appropriate

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Subtask 2.2 Historic Resource Field Reconnaissance Consultant shall conduct on-site surveys of the APE to identify, document, and report historic built environment resources. A field reconnaissance must be conducted of the project area to identify all potential historic resources. The survey should adequately cover the APE and include at a minimum photographic documentation of all resources that are 45 years old or older. Methods must be consistent with the latest updated Oregon SHPO Guidelines for Historic Resource Surveys.

Locations of buildings (2), bridges, and associated fences within the property are included in the attached Figures 3. These include all of the built features within the survey area that are known to ODFW (excluding dirt roads), but there is a possibility that others will be found during reconnaissance. The age of these features is unknown.

Subtask 2.3 Historic Reconnaissance Level Survey Report Consultant shall prepare a historic reconnaissance level survey that must contain the following:

• A purpose statement and full project description including:

- Location and legal description

- Proposed construction activities

- Defined APE and APE map

• A detailed historic context statement of the APE

• Results of background research including:

- Summary of recorded resources in the SHPO Statewide Inventory

- Results of GLO and Sanborn map review including a summary of features (trails, buildings, etc.) depicted on maps and within APE

• A summary of historic resources study including:

- Photographs of resources that are 45 years old or older

- A brief discussion of historic resources that are 45 years old or older with discussion of potential NRHP eligibility for each identified resource (Evaluating each resource under all four eligibility criteria). This should include any previous SHPO clearances/prior Determinations of Eligibility (DOE) forms completed on each resource.

- A map that identifies the location of each potential historic resource in the APE

• A final summary including:

- Recommendations for historic resources, if any, including avoidance or recommendations for determinations of eligibility

• Location map at an appropriate scale showing APE; and representative digital images of current conditions within APE.

• List of references cited.

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SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM QUALIFICATIONS

- Minimum of three (3) years of successful professional experience providing goods and/or performing services comparable to those required under this RFP and associated contract

- 2 prior professional work experiences supporting comparable tasks to those required under this RFP and associated contract

- Key persons overseeing Task 1 must meet the Secretary of Interior Standards for Archaeology. Key persons overseeing Task 2 must meet the Secretary of Interior Standards for Architectural History and/or History (36 CFR 61, Appendix A)

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

4.1.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Executive Summary

• Proposal

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

• Work Samples

• Other

4.1.2 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit their Proposals electronically through OregonBuys. If Proposer is unable to complete submission through OregonBuys they may email their proposal to ODFW.Bids@odfw.oregon.gov. In the Subject line Proposer must reference OregonBuys Solicitation number and RFP title.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under mailto:ODFW.Bids@odfw.oregon.gov

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Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

4.1.3 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

4.2 PROPOSAL REQUIREMENTS

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

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

4.2.1 Proposer Information and Certification Sheet

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

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

4.2.2 References

Provide three references from current or former client firms for similar projects performed for any clients within the last three years. References must be able to verify the quality of previous, related Work.

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

4.2.3 Price Proposal

Submit a detailed Price Proposal (Attachment E) in a separate PDF electronically though OregonBuys.

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4.2.4 Key Persons and their Resumes

[Be sure this aligns with the Minimum key person Requirements section.]

Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

4.2.5 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

SECTION 5: SOLICITATION PROCESS

5.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

5.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

5.3 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:

• Be delivered to the SPC via an OregonBuys submission, email, or hard copy;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP 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 in Section 1.2.

5.4 SOLICITATION PROTESTS

5.4.1 Protests to RFP

THIS IS AN INTERMEDIATE PROCUREMENT (OAR 137-047-0270). Agency will not be accepting protests.

https://oregonbuys.gov/

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5.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

Delivery through Other Electronic Media Response (E-Mail)

If Offeror elects to submit its Offer by other electronic media, Offeror shall submit one copy of its Offer and all other submittal requirements, to the E-Mail address below:

E-Mail Address: ODFW.Bids@odfw.oregon.gov

When E-Mailing; Offerors must address the Subject line as follows:

Subject: OFFER FOR RFP #S-63500-00009206 The total combined file size of all documents 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.

5.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

5.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

5.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:ODFW.Bids@odfw.oregon.gov

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5.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

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

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal 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 RFP or Amendment(s).

5.10 EVALUATION PROCESS

5.10.1 Responsiveness and Responsibility Determination

5.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with

OAR 125-247-0470.

5.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

5.10.2 Evaluation Criteria

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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 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

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 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

5.10.2.1 Understanding of Project 25 Points

Proposer shall describe its understanding of the intent and the requirements of the Services being requested in this RFP, the scope of the Services and its overall plan to complete the Services in support of the Project.

Proposer shall demonstrate an understanding of the project area and regional history and incorporate that knowledge into the proposal and research expectations.

5.10.2.2 Explain Experience Relevant to Project 25 Points

Demonstrate capability to complete the requested services. Response must describe knowledge and past experience in the Southern Columbia Plateau Cultural Area and Wallowa Valey and Blue Mountain

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

DAS Procurement Services, Version 4.4 July 1, 2021 Page 18 of 23 subregion. Response must list projects performed within the last three years, most comparable to the requested services. Include a description of their type, size, and duration. Also, for each project, indicate whether the work was accomplished within the original budget and deadlines, or needed to be revised.

Briefly explain the reason for any revisions.

5.10.2.3 Approach to Project and Implementation 25Points

Proposer should describe their management and organizational structure, and how that structure aids the delivery of the Services sought - including the firm’s chain of command. Proposer should describe its methods of coordinating and expediting all elements to meet delivery schedules without sacrificing quality.

Proposer shall describe its approach to adjusting schedules when needed or adjusting its level of effort in order to meet a schedule while staying within a stated budget.

If using subcontractors. Proposer should describe how subcontractors will be selected, utilized, and managed to complete the projects. Include a list or organization chart showing all subconsultants and their proposed roles/disciplines. Include information for key personnel demonstrating that they meet the Secretary of Interior’s professional standards for Archaeology, Architectural History, or History (36 CFR 61, Appendix A).

Using the baseline document found in Exhibit A, Statement of Work of the Sample Contract (RFP Attachment A), Proposer shall provide a proposed approach to the project clearly outlining;

− how they will manage timelines − schedule of work (all tasks and subtasks) − methods of collecting data − explain how they will organize and present data

5.10.2.4 DEI Values and Practices 5 Points

Pursuant to Executive Order 22-15, Contracting Agency is considering Proposer’s DEI values and practices as part of this evaluation. Please describe Proposer’s DEI values and practices. Note: please do not include any information contained within the Certified Disadvantaged Business Form and Outreach Plan addressed in Section 7.0 and Attachment D to this RFP, as this evaluation criterion is separate and apart from that requirement. The Certified Disadvantaged Business Outreach Plan will not count towards the available points for this evaluation criterion.

5.10.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

5.10.3.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

5.11 POINT AND SCORE CALCULATIONS

Points are the total possible for each section as listed in the table below.

https://www.naspo.org/reciprocity1

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Price points are calculated as stated in the Price Evaluation section.

5.12 RANKING OF PROPOSERS

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

5.12.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

SECTION 6: AWARD AND NEGOTIATION

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE

5.10.2.1 UNDERSTANDING OF PROJECT 25

5.10.2.2 EXPLAIN EXPERIENCE FROM PAST PROJECTS 25

5.10.2.3 APPROACH TO PROJECT 25

5.10.2.4 DEI VALUES AND PRACTICES 5

5.10.3 PRICE POINTS POSSIBLE 20

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6.1 AWARD NOTIFICATION PROCESS

6.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

6.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

6.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer who is selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

6.2.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

6.2.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

6.2.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

6.2.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry.

6.2.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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Contract.

6.2.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

6.3 CONTRACT NEGOTIATION

6.3.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement listed below.

However, Agency is not required to make any changes, and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

Methods of Payment, Term of Contract, and Pricing.

In the event that the parties have not reached mutually agreeable terms within 60 calendar days, Agency, at its…