RFP: S-62900-00017640 – GNA Environmental Compliance and Planning Services

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STATE OF OREGON

COVER PAGE

Oregon Department of Forestry

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-62900-00017640 for

GNA ENVIRONMENTAL COMPLIANCE AND PLANNING

SERVICES - HYDROLOGIST AND FISHERIES BIOLOGIST FOR

THE UMATILLA NATIONAL FOREST

Date of Issue: August 3, 2026

Opening Date and Time: September 3, 2026 at 2:00 PM PST

Single Point of Contact (SPC): Katrina Chinn, Procurement and Contract Specialist

Address: 2600 State Street

City, State, Zip Salem, Oregon 97310

Phone (voice) 971-345-7823

E-mail: Katrina.Chinn@odf.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:Katrina.Chinn@odf.oregon.gov

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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

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 OREGONBUYS

4.3 PRE-PROPOSAL CONFERENCE (VOLUNTARY)

4.4 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.5 SOLICITATION PROTESTS

PROPOSAL DELIVERY

4.6 12

4.7 PROPOSAL MODIFICATION OR WITHDRAWAL

4.8 PROPOSAL DUE

4.9 PUBLIC OPENING

4.10 PROPOSAL REJECTION

4.11 EVALUATION PROCESS

4.12 POINT AND SCORE CALCULATION

4.13 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 PRINTING, BINDING, AND STATIONERY WORK

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION DECLARATION

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 Forestry, (“Agency” or “ODF”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for a contractor provided Hydrologist and Fisheries Biologist to function as members of the Umatilla National Forest Interdisciplinary Team (IDT).

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 each Contract is anticipated to be 1 year with options to renew once for a cumulative maximum of 2 years.

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

Pre-Proposal Conference August 20, 2026 2:00 PM

Questions / Requests for Clarification Due August 21, 2026 2:00 PM

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

August 28, 2026

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Closing (Proposal Due) See RFP cover page

Opening of Proposal September 3, 2026 2:00 PM

Issuance of Notice of Intent to Award (approx.) September 10, 2026

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

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

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Agency is issuing this RFP pursuant to its authority under ORS 279A.050, OAR 125-246-0170(2) and the Department of Administrative Services (DAS) Delegation Agreement REQ-DASOBO- 00065874 (as amended).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

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

“Agency” means the Oregon Department of Forestry (ODF).

“OregonBuys” means the State of Oregon’s automated procurement system.

“Schedule of Events” means the specific time and dates events relating to this RFP will occur.

“Services” means all work, including any incidental goods, required under the Contract resulting from this Solicitation Document.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Federal forests are critical to the Oregon Department of Forestry’s (ODF) mission to protect, manage, and promote stewardship of the state’s 30 million acres of forests on behalf of all Oregonians. With approximately 61%, or 18 million acres, of Oregon’s forests under federal ownership, the health and management of federal lands are key to ODF’s success in fulfilling this mission.

The Federal Forest Restoration (FFR) Program plays a role in supporting healthy federal forests in Oregon by leveraging tools such as the Good Neighbor Authority (GNA), cooperative agreements, and grant agreements. Its mission is to accelerate the pace, scale, and quality of forest restoration, thereby increasing the resilience of Oregon’s federal forests. The program is guided by Oregon state law (ORS 526.275, 2018), which established a policy to prioritize GNA projects that increase timber harvest volume, create jobs, reduce wildfire risks, enhance wildlife habitat and watershed health, and stimulate local economies. State law also mandates that ODF efforts be "additive”, achieving more than federal agencies can accomplish with their existing resources.

To adhere to its statutory directives, the FFR Program has four components:

collaboration, planning, implementation, and monitoring.

Project planning is important for aligning work on federal forests with state statutes and agency goals, and it remains a primary bottleneck to scaling up landscape resilience work. The FFR Program’s planning work consists of investing in project

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2.3.2 Project Overview and Background

ODF plans to assist the Umatilla National Forest in their federal forest project planning , implementation and compliance monitoring needs with the National Forest Management Act (NFMA), National Environmental Policy Act (NEPA), Endangered Species Act (ESA), and any other federal laws. This work will be performed under a GNA agreement ODF has with the Umatilla National Forest.

2.3.3 Purpose

The purpose of the RFP is to establish a Contract for environmental planning and compliance services. Specifically, a Hydrologist and Fisheries Biologist are needed to serve as members of an Umatilla National Forest Interdisciplinary Team (IDT).

2.4 SCOPE OF WORK/SPECIFICATIONS

The scope of work for a contract entered into under this RFP includes environmental planning and compliance services provided by key personnel, including a Hydrologist and a Fisheries Biologist in support of forest management projects on the Umatilla National Forest, including but not limited to:

• Data acquisition, project analysis, documentation, and reporting

• Effects analysis using common USFS programs

• NEPA and ESA specialist document development

• Response to public comment or objections

• Travel to the field and in-person IDT meetings will be required

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 Key Person Requirements

To be considered for evaluation, Proposal must demonstrate how each of the key personnel meet all requirements of this section:

Hydrologist

• An undergraduate degree in Hydrology, or equivalent degree.

• A masters degree OR at least 2-4 years of experience in preparing hydrological evaluations or assessments, including conducting stream and road-stream crossing surveys to assess riparian function, identify water resources, and classify streams within the project area.

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• Ability to analyze for project effects on riparian condition, including riparian thinning and shade, large wood recruitment, sediment delivery, nutrient cycling, peak flows, water temperature, and instream habitat complexity.

• Ability to use GIS applications for survey data collection, data management, and analysis of project effects.

• Understanding of Clean Water Act and Oregon Department of Environmental Quality implementation requirements for Total Maximum Daily Loads

(TMDL).

Fisheries Biologist

• An undergraduate degree in fisheries or aquatic biology, or equivalent degree.

• A masters degree OR at least 2 years of experience in preparing Biological Evaluations and Biological Assessments for anadromous salmonids and ESA listed fish species.

• Familiarity with Endangered Species Act Section 7 and Magnuson-Stevens Fishery Conservation Management Act consultation process and requirements (e.g. coursework, experience, trainings, etc.).

• Experience conducting stream surveys to identify and document fish habitat conditions, existing and or potential fish migration barriers, and fish distribution.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Executive Summary

• Statement of Qualifications

• 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

3.2.2 Other Submissions

If applicable, Proposer shall complete and submit the Disclosure Exemption Form (Attachment B).

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3.2.3 Proposal Page Limits

Reserved.

3.2.4 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.

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 Proposer Information and Certification Sheet (Attachment C) 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 Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit a fully redacted version of its Proposal, clearly identified as the redacted version, along with the Disclosure Exemption Declaration (Attachment B).

3.3 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.

3.3.1 Executive Summary

Proposer shall provide a brief overview of your Proposal.

3.3.2 Statement of Qualifications

Proposer shall submit a Statement of Qualifications demonstrating knowledge, experience, and training in:

• NEPA and ESA analysis and writing and editing of NEPA and ESA documents (including but not limited biological assessments).

• Planning and implementation of large vegetation projects, and hazardous fuels reduction projects.

• Pacific Northwest ecosystems

• Collection and analysis of various types of natural resource data

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• Public engagement and content analysis of public comments

3.3.3 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.

3.3.4 References

Proposer shall complete and submit Reference Check Form (Attachment D) providing one (3) reference from current or former client firms for similar projects performed for any clients within the last five (5) 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.

3.3.5 Price Proposal

Proposer shall submit a detailed Price Proposal (Attachment E) that includes:

A cost for each activity described in the Scope of Work. The cost will be used to determine the cost score.

3.3.6 COBID Certification/Outreach Plan

Proposer shall complete and submit the COBID Certification / Outreach Plan (Attachment F).

3.3.7 Responsibility Inquiry

Proposer shall complete and submit Responsibility Inquiry (Attachment G).

3.3.8 Key Persons and their Resumes

Proposer shall specify key persons to be assigned to this project, and include a current resume for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.3.9 Work Samples

Proposer shall provide samples of work that demonstrate your ability to perform what is described in the scope of work.

SECTION 4: SOLICITATION PROCESS

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4.1 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 Addenda published in OregonBuys.

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

4.2 OREGONBUYS

4.2.1 OREGONBUYS Assistance

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at 1-855-800-5046 or by email at support.oregonbuys@das.oregon.gov.

4.2.2 OREGONBUYS Registration Information

Proposer must be registered in OregonBuys to do business with the State. Registration is free. To create a vendor account, click the blue “Supplier Registration” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance, see vendor registration guidance:

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

Current and correct registration information is the sole responsibility of the registered party. Agency accepts no responsibility for missing or incorrect information.

4.2.3 Failure of Electronic Procurement System

In the event of a failure of an Electronic Procurement System that interferes with the ability of a Person to submit Electronic Submittals, to protest or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of Electronic Submittals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

4.3 PRE-PROPOSAL CONFERENCE (VOLUNTARY)

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

https://oregonbuys.gov/ mailto:support.oregonbuys@das.oregon.gov https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf

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Contacting Kyle Sullivan-Astor via email at kyle.m.sullivan-astor@odf.oregon.gov

4.4 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 email.

• 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.

4.5 SOLICITATION PROTESTS

4.5.1 Protests to RFP

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 Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.5.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in an Addendum.

Protests to an Addendum, if issued, must be submitted via email by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Addendum or the date/time specified in the Addendum, or they will not be considered. Protests of matters not added or modified by the Addendum will not be considered.

4.5.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email.

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

mailto:kyle.m.sullivan-astor@odf.oregon.gov

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Protests to the RFP must be received by the due date and time identified in the Schedule in Section 1.2.

Protests to an Addendum must be received by the due date identified in the Addendum.

4.6 PROPOSAL DELIVERY

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. 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

• Delivery through email

Proposals may be submitted electronically through OregonBuys or may be emailed to the Single Point of Contact. For instruction on how to submit through OregonBuys, please click here. For Proposals emailed to the Single Point of Contact, please include the Request for Proposal number in the subject line of the email. ODF is not responsible for incomplete Proposals or Proposals that were not correctly addressed to the email of the Single Point of Contact. ODF may reject Proposals that are submitted through non-approved alternative delivery or in non-approved formats.

All costs associated with preparation, submission, modification and withdrawal of a Bid are the sole responsibility of the Bidder and will not be borne by Agency. The Agency will not accept Bids that require payment by the State.

4.7 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 4.6 (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. A proposal may not be withdrawn after Opening, except as provided in OAR 125-247-0440.

4.8 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC before the scheduled Solicitation Opening date and time, found in Section 1.2. 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.

4.9 PUBLIC OPENING

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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A public Opening will be held “by appointment only.” Proposers who wish to attend a public opening of the Proposals must notify the Single Point of Contact at least 48 hours prior to RFP closing, to allow time for planning. Proposals received in response to this Solicitation Document will be opened during the scheduled Closing date and time designated in Section 1.2 Procurement Schedule or as changed by Addendum. Public opening may occur via Zoom or Teams video conference if ODF believes it is in the best interests of ODF staff and Proposers to do so. If ODF decides to hold a Zoom or Teams conference for the Proposal opening, Proposers will be sent instructions on how to join the meeting.

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.

4.10 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 Addenda.

4.11 EVALUATION PROCESS

4.11.1 Responsiveness and Responsibility Determination

4.11.1.1 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.

4.11.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award

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

4.11.2 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 4.11.2 up to the maximum points available as specified in Section 4.12 (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.

4.11.2.1 Evaluation Item 1 – Statement of Qualifications

4.11.2.1.1 Does the Statement of Qualifications demonstrate successful completion of projects similar in size, scope, and complexity within the last five years?

4.11.2.1.2 Are the firm’s/individual’s core competencies and professional licenses directly relevant to the required services?

4.11.2.2 Evaluation Item 2 - References

Proposer shall provide references that can rate Proposer’s performance specific to this RFP’s scope and complexity in these categories:

• Timeliness/Responsiveness/ Effectiveness (up to 5 points)

• Customer satisfaction with services received (up to 5 points)

• Overall quality of work performed (up to 5 points)

4.11.2.3 Evaluation Item 3 – Key Persons and Resumes

4.11.2.3.1 Do Key Persons’ resumes clearly match the roles and minimum qualifications identified in Section 3.1?

4.11.2.3.2 Does each Key Person possess demonstrated experience on projects of similar scope (years, project types, responsibilities)?

4.11.2.4 Evaluation Item 4 – Work Samples

4.11.2.4.1 Do the work samples relate to environmental planning and compliance for federal land management agencies?

4.11.2.4.2 Is the NEPA/ESA documentation (CE/EA/EIS, BA/BE, specialist reports) or other provided work samples well-structured, legally sufficient, and written in plain language?

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4.11.2.4.3 Do the work samples show robust data gathering, transparent analysis steps, and concise reporting of results and uncertainties?

4.11.3 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

4.11.4 PREFERENCES

4.11.4.1 Oregon Supplies and Services

Reserved.

4.11.4.2 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.

4.11.4.3 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.11.4.4 Tiebreakers

If Agency receives Proposals identical in price, 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.

4.12 POINT AND SCORE CALCULATION

Except for References, scores are the values assigned by each evaluator.

SCORING:

Evaluation Points Possible 60

- Statement of Qualifications 15

- References 15

- Key Person and Resumes 15

- Work Samples 15

Price Points Possible 40

TOTAL POINTS POSSIBLE 100

https://www.naspo.org/reciprocity1

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References Evaluation Process: One member of the Evaluation Committee will evaluate the references using a scale of 0 to 5 for each question, with 5 being the highest score in the areas identified in Section 4.11.2.2. Each Proposer may receive a maximum of 15 points from evaluation of the references.

The formula for award of Reference Evaluation Points is:

(TPR#1 + TPR#2 + TPR#3) Divided by 3 = AAS

Where:

TPR#1: Total Points of the Proposer’s first reference evaluation (if received) TPR#2: Total Points of the Proposer’s second reference evaluation (if received) TPR#3: Total Points of the Proposer’s third reference evaluation (if received)

AAS: Awarded Average Score

Agency will attempt to contact each reference provided by the Proposer through either:

three attempts by telephone or one attempt by email with a deadline to respond. If these attempts are unsuccessful or reference does not respond by the deadline, the Proposer will receive a score of zero for that reference. These attempts will be made during normal business hours. If the reference provided is for work not specific to tree or brush cutting, prescribed slash treatment or other closely related Services, the Proposer will receive zero points for that reference.

Each reference that is contacted and questioned will be asked questions from the categories above. All three scoring references will be used in the evaluation process formula as stated above. If Agency receives only one reference, the total points scored for the one reference will be divided by 3. If Agency receives no reference responses, then Proposer will receive zero points for the reference portion of the Offer being scored.

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

The SPC will average all scores for each evaluation criterion. Price points are calculated as stated in the Price Evaluation section. The SPC will combine the average scores for each evaluation criterion and the price points to comprise the total points received.

4.13 RANKING OF PROPOSERS

The SPC will combine the average score for each Proposal with Proposer’s price score. 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

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• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.13.1 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.

4.13.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award one 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.

5.1.2 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.

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5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email,

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.3.1 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.

5.3.2 Taxpayer Identification Number

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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.

5.3.3 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.

5.3.4 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 Contract.

5.3.5 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.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

Reserved.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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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 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= oregon4biz

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

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, 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.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer 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 Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP 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 any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited 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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6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.025)

6.9 PRINTING, BINDING, AND STATIONERY WORK

Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State.

https://www.oregon.gov/das