RFP- Heceta_Nehalem_ROV_surveys.pdf

RFP S-63500-00000247 – Vessel for ROV surveys near Heceta and Nehalem Banks

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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-63500-00000247 for

VESSEL FOR ROV SURVEYS NEAR HECETA AND NEHALEM

BANKS

Date of Issue: 7/15/2021

Closing Date and Time: 7/29/2021 @ 2:00 PM

Single Point of Contact (SPC): Alan Hansen

Address: 4034 Fairview Industrial Drive SE

City, State, Zip Salem OR 97302

Phone (voice) 503-947-6134

Phone (fax) 503-947-6156

E-mail: alan.s.hansen@odfw.oregon.gov

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

mailto:alan.s.hansen@odfw.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 PRE BID CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 RESERVEDError! Bookmark not defined.

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 APPARENT SUCCESFUL PROPOSER SUBMISSION REQUIREMENTS

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT 1 PROPOSAL COVER SHEET

ATTACHMENT 2 PRICE PROPOSAL FORM

ATTACHMENT A SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Dept of Fish & Wildlife, (“Agency”), is issuing this Request for Proposal for chartering a vessel to support Remotely Operated Vehicle (ROV) video surveys of seafloor habitats. The Agency is seeking a Contractor to provide a vessel, crew, and technical support for the purpose of conducting up to 10 days of at-sea surveys with an ROV between the dates of Aug. 30, 2021 and Nov. 15, 2021. Four (4) days of ROV video surveys will target fish, invertebrates, and seafloor features in 80 fathoms water depth in or near the Essential Fish Habitat (EFH) area at Nehalem Bank (off of Cape Falcon). Six (6) additional days of sampling will target similar habitats in 100-160 fathoms water depth along the recently opened Rockfish Conservation Area just west and north of Heceta Bank. These two objectives (one north of Newport, and one south) will likely need to be conducted in two separate trips in separate optimal weather windows. For all surveys, the Department will use a small ROV to obtain video footage of the seafloor along pre-planned survey lines. The selected sampling days and daily schedules will be coordinated between Department staff and the vessel’s Skipper. The vessel and crew must have the capacity to support multi-day deployments of at least 8 days duration, because the two study sites are far from port. The success of this research project depends in large part upon the Contractor’s vessel, the Skipper’s vessel handling abilities, and the Skipper and crew’s knowledge and skill in conducting safe, effective and efficient vessel and in-water gear operations.

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

Agency anticipates the award of one Contract from this RFP. The term of the Contract is anticipated to be August 30, 2021 through November 15, 2021.

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 July 14, 2021 2:00 PM PST

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

July 19, 2021

Closing (Proposal Due) July 29, 2021 2:00 PM PST

Issuance of Notice of Intent to Award (approx.) Aug 5, 2021

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.

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under OAR 125-246-0170(2).

2.2 DEFINITION OF TERMS

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

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The ODFW Marine Resources Program is charged with monitoring the status and trends of biological resources in Oregon’s network of Marine Reserves and conducting other research to support effective management of marine resources.

2.3.2 Project Overview, Background, and Purpose

This solicitation is intended to support conducting ecological research for two distinct resource management projects.

The first project is an ongoing evaluation of shrimp trawl fishery impacts on soft-bottom seafloor habitats in deeper water (~80 fathoms). The study region includes transects inside and outside of areas closed to shrimp trawling by a designated Essential Fish Habitat Conservation Area (EFHCA) in the vicinity of Nehalem Bank, off Garibaldi/Cape Falcon.

The second project is part of an ongoing study of seafloor habitats and associated fish and invertebrates within an area of the former Rockfish Conservation Area that was closed to bottom trawling for ~18 years and recently re-opened. The study seeks to identify changes in seafloor communities associated with the long-term closure of the RCA to bottom trawling. This project will implement ROV video surveys in deep (100-160 fathoms) mainly soft-bottom habitats, though some rocky habitats are encountered.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1 General Information.

Contractor agrees to provide a vessel, crew, and technical support for the purpose of conducting up to 10 days of at-sea surveys with an ROV between the dates of Aug. 30, 2021 and Nov. 15, 2021. Four (4) days of ROV video surveys will target fish, invertebrates, and seafloor features in 80 fathoms water depth in or near the Essential Fish Habitat (EFH) area at Nehalem Bank (off of Cape Falcon). Six (6) additional days of sampling will target similar habitats in 100-160 fathoms water depth along the recently opened Rockfish Conservation Area just west and north of Heceta Bank. These two objectives (one well north of Newport, and one well south) will likely need to be conducted in two separate trips in separate optimal weather windows. For all surveys, the Department will use a small ROV to obtain video footage of the seafloor along pre-planned survey lines. The selected sampling days and daily schedules will be coordinated between Department staff and the vessel’s Skipper. The vessel and crew must have the capacity to support multi-day deployments of at least 8 days

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 6 of 22 duration, because the two study sites are far from port.

2.4.2 Description of work

The Contractor agrees to provide a vessel that has:

1. Been mutually agreed upon by the Contractor and the Department.

2. All USCG-required safety equipment onboard and in good working order.

3. Adequate space for a scientific party of at least 2 individuals, including berths for sleeping overnight on multi-day surveys.

4. Sufficient maneuverability to maintain slow speed (~0.5-0.75 knots) along pre-determined linear survey lines (hereafter called a “transect”); a vessel outfitted with a trolling valve and/or bow thrusters is preferable.

5. A moveable A-frame or lifting arm for deploying, towing, and retrieving the ROV and clump weight over the side or stern.

6. Adequate deck space and associated working space to accommodate the following equipment:

a) ROV (~ 3 ft wide x 4 ft long x 3 ft tall; ~350 lbs.)

b) ROV piloting electronics trailer (6 ft wide x 8 ft long x 8 ft tall; ~1200 lbs.)

c) umbilical cable coil (~4 ft wide x 3 ft long x 2 ft tall; ~200 lbs.)

d) “clump weight” (~ 1.5 ft wide x 2.5 ft long x 1.5 ft tall; ~350 lbs.)

e) hydrophone mounting bracket (~ 2 ft wide x 2 ft long x 0.5 ft tall)

7. An electric or hydraulic winch with a minimum of 1,000 ft of 1/4 inch cable or equivalent strength rope that is capable of safely lifting the ROV overboard, and subsequently lifting and towing the clump weight. The ROV and clump weight are not lifted or suspended together at the same time.

8. A location on deck or vessel side where a bracket for mounting a hydrophone can be installed.

9. A generator system(s) onboard capable of simultaneously providing both 120 volts and 240 volts with a minimum sustained output of 30 amps.

Furthermore, the Contractor agrees to:

1. Provide a Skipper and crew that have the knowledge, experience, ability, and commitment to conduct safe operations of vessel and equipment.

2. Provide a Skipper and crew that will safely and effectively:

a) deploy, tow, and retrieve the ROV and clump weight

b) closely follow a transect line at a consistently slow speed (0.5 – 0.75 kts)

c) operate the winch to maintain the clump weight approximately 5 fathoms above the sea floor while on-transect.

3. Provide a Skipper that possesses significant knowledge of regional and local weather and sea conditions.

4. Modify survey vessel, if necessary, to accommodate ROV equipment and operations (for example, drill holes in deck for hydrophone mount).

5. Provide all vessel fuel, operating supplies, and equipment necessary to conduct ROV operations.

6. Assume full responsibility for the operation, repair, and maintenance of the vessel and

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7. Provide certifications of all required insurance, mechanical inspections, operator license, US Coast Guard inspection and boater safety cards.

8. Ensure that the vessel is on-station for each at-sea day with Skipper and crew ready to deploy the ROV at sunrise.

9. Provide meals for the science crew to allow them to work continuously throughout daylight hours

The Department will not control the means or manner of the operation of the vessel, with the following exceptions:

1. Specifying transect locations.

2. Giving real-time feedback to skipper regarding transect navigation (e.g., speed, desired heading).

3. Ensuring that the ROV and electronics are not subjected to jeopardy.

Otherwise, the Department will rely on the skills, knowledge and guidance of the Skipper and crew.

2.4.3 Work; Acceptance Criteria; Deliverables and Delivery Schedule

ROV survey operations described herein shall be conducted within the period of Aug. 30, 2021 – Nov. 15, 2021. The specific dates on which surveying will take place shall be subject to mutual agreement between the Department and the Contractor, with the understanding that surveying during periods of relatively low winds and low swell is crucial to success. In addition, the Contractor shall identify in their bid the dates that the vessel will not be available for work due to other obligations. The intent is to complete the work in 2 trips from Newport, depending on the duration of favorable ocean conditions. A maximum of 4 days sampling is targeted for the vicinity of Nehalem Bank, which is intended to be accomplished in one trip. A maximum of 6 days sampling is targeted for the vicinity of Heceta Bank, which is also intended to be accomplished in one trip. ROV data collection will occur between sunrise and sunset, so during this contract period any additional work beyond daylight hours would be for transit only.

The charter contract will be terminated when, as determined by the Department, any of the following conditions are met:

1. the scientific objectives of the study have been met, or the available funds have been exhausted

2. due to equipment failure, inclement weather, or other cause it appears that the scientific objectives cannot be met within a reasonable time frame

3. the limit of 10 survey days at sea has been reached

The Department will not reimburse the Contractor for travel, per-diem or other expenses not explicitly specified in the contract. These expenses are the contractor’s responsibility.

However, other compensable expenses may be proposed by the Contractor in their completed Bid Proposal Form. Please list, define, and give an associated cost (per hour or a flat daily rate) for any proposed expenses.

The Contract may be amended to delete services or to add any services that are within the scope of services in this Scope of Work. The terms of the Contract shall not be waived, altered, modified, supplemented or amended, in any manner whatsoever, except by written

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2.4.4 Vessel provided by the Proposer

Vessel must have sufficient deck space for carrying the Agency’s ROV control trailer, ROV, umbilical, and clump weight, with substantial deck room to safely deploy the ROV and clump weight. Vessel must be able to maintain a transect speed of 0.5 – 0.75 kts. Vessel must have sleeping quarters for a minimum of two scientists.

2.4.5 Key Person Requirements

Proposer must provide a vessel master with a minimum of 3 years of professional experience providing goods and/or performing services comparable to those required under this contract.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

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

• Proposer Information and Certification Sheet (Attachment C)

• Price Proposal Form (Attachment 2)

3.1.2 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

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. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

3.1.3 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.2 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

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 9 of 22 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 specific information is difficult to locate.

3.2.1 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.

3.2.2 References

Provide names and contact information for 3 references from current or former clients for similar projects performed within the last 15 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.

3.2.3 Price Proposal

Submit a detailed Price Proposal (Attachment 2) that includes a breakdown of costs for each of the categories listed in #1 and #2 below. These categories are meant to accommodate bidders with a variety of cost structures; if a category is not relevant or its costs are already contained within other line items, enter a cost of $0. For the purposes of the bid, assume the following:

• 8 hours of ROV mobilization and 3 hours of demobilization;

• 6 survey days in the Heceta Bank vicinity, with transits to/from Newport occurring on the day/night before and after the survey (day or night per the Skipper’s discretion);

• 4 survey days at Nehalem Bank, with transits to/from Newport occurring on the day/night before and after the survey (day or night per the Skipper’s discretion);

• 1 lay day at sea waiting for poor weather conditions to clear;

1. For at-sea survey days:

a) Total daily cost per survey day (assuming 12 hrs work time). Include all applicable costs including fuel, food, vessel staffing charges, etc.; AND

b) additional hourly cost, if any, for any work beyond 12 hours per day. Work is anticipated to be completed within 12 hours per day, so the Estimated Quantity in Attachment 2 is listed as 0.

2. Other potential discretionary costs:

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a) cost for transit to or from survey sites on any transit-only days (e.g. traveling from Newport to Nehalem Bank the day/night before surveying).

b) flat rate cost for relocating the Proposer’s vessel to Newport.

c) hourly cost for mobilizing/demobilizing the Agency’s survey equipment on the vessel before/after the survey.

d) daily cost for any lay days away from Newport during a survey (e.g. weather delays while at sea).

e) other costs; describe fully on additional pages as needed

3.2.4 Key Persons and their Resumes

Specify key persons to be assigned to this project, and include a description of relevant experience for each individual that demonstrates qualifications and experience for the Work described.

3.2.5 Direct response questions

In addition to the information provided in sections 2.6.1 – 2.6.4 above, please attach brief responses to the following questions:

1. Provide a short description of relevant experience (if any) supporting research on similar or related projects in marine waters off Oregon;

2. Describe the forecasted availability of the skipper, crew, and vessel for the period of Aug. 30, 2021 –Nov. 15, 2021;

3. Provide a description of the vessel’s suitability for the proposed work.

Relevant items may include length, beam width, draft, deck space, rigging, lifting mechanism type (e.g., davit, A-frame) and weight capacity, winch size/speed, cruising speed, minimum speed, bow thrusters, trolling valve, generator load capacities. Identify the type and date of the vessel’s most recent inspections (e.g. mechanical inspections, stability tests, Coast Guard inspections).

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the OregonBuys at oregonbuys.gov/bso/

RFP 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. Addenda are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

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

https://oregonbuys.gov/bso/

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4.3 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 email, fax, or hard copy.

• Reference the RFP 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.

4.4 RESERVED

4.5 PROPOSAL DELIVERY OPTIONS

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 Mail or Parcel Carrier

A Proposal may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the RFP number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

Delivery in Person

A Proposal may be hand delivered and must be clearly labeled and submitted in a sealed envelope, package or box. A Proposal will be accepted, prior to Closing, during Agency’s normal Monday – Friday business hours of 8:00 a.m. to 5 p.m. Pacific Time, except during State of Oregon holidays and other times when Agency is closed. The outside of the sealed submission must clearly identify the Proposer’s name and the RFP number. It must be delivered to the attention of the SPC at the address listed on the Cover Page.

Emailed

Bids can be emailed to the following address: odfw.bids@state.or.us

OR:

BIDS MAY BE SUBMITTED TO THE ODFW MARINE RESOURCES OFFICE BUILDING:

Oregon Department of Fish & Wildlife ATTN: Scott Marion 2040 SE Marine Science Drive Newport OR 97365

541-867-0300 mailto:odfw.bids@state.or.us

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4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal it must submit its modification in one of the authorized methods listed in the Proposal Delivery Options section.

To be effective the notice must include the RFP number and be submitted to the SPC prior to Closing.

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, fax, or hard copy prior to closing in accordance with OAR 125-247-0440. To be effective the notice must include the RFP number.

4.7 PROPOSAL DUE

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

A Proposal received after Closing is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 RESERVED

4.9 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 those the SPC authorizes, 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.

4.5 EVALUATION PROCESS

4.5.1 Responsiveness and Responsibility determination

4.5.1.1 Responsiveness determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum Qualifications section and

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Minimum Submission Requirements section. 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.

4.5.1.2 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers 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.

4.5.2 Evaluation Criteria

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

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

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

P r o j e c t

T e a m

4.5.2.1 Qualifications, and Availability

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

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

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner the outstanding ability of the Proposer’s vessel, and/or ability of the vessel Master and crew to implement the project safely and efficiently, and to maximize the value of the project’s outcomes.

6 – 9 VERY GOOD – Response provides useful information indicating the suitability of the Proposer’s vessel, and/or ability of the vessel Master and crew to implement the project safely and efficiently, and to achieve the project’s objectives.

ADEQUATE – Response meets all requirements in an adequate manner, indicating the ability of the Proposer’s vessel, and/or ability of the vessel Master and crew to implement the project safely and efficiently.

1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate a capacity to complete the project safely and efficiently.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated capacity to complete the project.

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

4.5.2.2 Vessel qualifications

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

4.5.3 PRICE EVALUATION

• The SPC will conduct the price evaluation based on a common, anticipated survey scenario (i.e. as presented in section 3.3.3 above).

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

4.5.4 PREFERENCES

4.5.4.1 Reciprocal Preference

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

4.5.4.2 Tiebreakers

Oregon Supplies: 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.

4.6 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, TOTAL POINTS POSSIBLE : 100

4.10.2.1 Project Team, Qualifications, and Availability 35

4.10.2.2 Vessel qualifications 35

4.10.3 PRICE POINTS POSSIBLE 30

https://www.naspo.org/reciprocity1

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7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

4.7 RANKING OF PROPOSERS

The SPC will combine the average score for each Proposal with Proposer’s price score and reference score. After any applicable preference has been applied, SPC will describe the rank order for each Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

4.8 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

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope defined 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 subject to successful negotiation of any negotiable provisions.

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.2.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 16 of 22 required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.2.2 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.

5.2.3 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.

5.2.4 Responsibility Inquiry

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

5.2.5 Reserved

5.2.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by their 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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

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

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial http://sos.oregon.gov/business/pages/register.aspx https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 17 of 22 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.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually 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 unless the Proposal is submitted late.

6.4 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 Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

6.5 COST OF SUBMITTING A PROPOSAL

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

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 18 of 22

ATTACHMENT 1

Proposal Cover Sheet

Name of Firm (tax filing):

Street Address:

E-mail address:

Fed Tax ID# or Social Security #:

Telephone #:

Fax #:

Business Designation (check one):

Corporation (what state? ) Partnership Sole Proprietorship

Professional Corporation Limited Partnership Other

Limited Liability Company Limited Liability Partnership

The individual signing on behalf of Proposer has the authority to bind Proposer, and certifies that Proposer possesses, or has the ability to obtain, all necessary permits and licenses to perform the Work; and hereby accepts on Proposer's behalf, all terms and conditions contained in this Request for Proposal and the attached sample Contract.

Signature of Authorized Representative: Date:

Print Name of Authorized Representative: Title:

List all Addenda of the RFP received:

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 19 of 22

ATTACHMENT 2

Price Proposal & Mandatories

Certification Form The Bidder proposes to furnish all required material, equipment, labor and perform all Work for the Oregon

Department of Fish and Wildlife Project: ROV Surveys near Heceta and Nehalem Banks for the lump sum and/or unit prices as follows:

All costs must be included in the final Total Price

ITEM

DESCRIPTION

EST. QTY.

UNIT

UNIT

PRICE

TOTAL

PRICE

1. Daily survey costs:

a) Total daily cost per survey day (assuming 12 hrs.

work time per day). Include all applicable daily costs including fuel, food, vessel staffing charges, etc.

b) additional hourly cost, if any, for work beyond 12 hours per day.

Days

Hours

2. Other potential discretionary costs:

a) cost for transit to or from survey sites on any transit-only days (e.g. traveling from Newport to Nehalem Bank the day/night before surveying).

b) flat rate cost for relocating the Proposer’s vessel to Newport.

c) hourly cost for mobilizing/demobilizing the Agency’s survey equipment on the vessel before/after the survey.

d) daily cost for any lay days away from Newport during a survey (e.g. weather delays while at sea).

e) other costs; describe fully on additional pages as needed

Hours

Days

Total Price $

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 20 of 22

Mandatory Requirements

A. Bidder Qualifications Proposer must have a minimum of 3 years of professional experience providing goods and/or performing services comparable to those required under this contract.

References (Mandatory)

B. References: Proposers must provide a minimum of 3 references of people or entities for which they have provided services comparable to those required under this contract.

Reference 1

Company Name & Address:

Name, Title and Phone Number of Contact Person:

Nature of Work:

Reference 2

Reference 3

By signing this document, Contractor certifies that all the mandatories have been met.

Signature: Date:

PRINTED NAME:

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 21 of 22

ATTACHMENT C —

PROPOSER INFORMATION AND CERTIFICATION SHEET

Legal Name of Proposer:

Address: City, State, Zip:

State of Incorporation: Entity Type:

Contact Name: Telephone: Email:

Oregon Business Registry Number (if required):

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

Proposer understands and accepts the requirements of this RFP. By submitting a Proposal, Proposer agrees to be bound by the Contract terms and conditions in Attachment A and as modified by any Addenda, except for those terms and conditions that Agency has reserved for negotiation, as identified in the RFP.

Proposer acknowledges receipt of any and all Addenda to this RFP.

Proposal is a Firm Offer for 180 days following the Closing.

If awarded a Contract Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Contract.

I have knowledge regarding Proposer’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112 (formerly HB 3060), of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class.

Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

Proposer and Proposer’s employees, agents, and subcontractors are not included on:

the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at:

https://www.treasury.gov/ofac/downloads/sdnlist.pdf., or https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx https://www.treasury.gov/ofac/downloads/sdnlist.pdf

DAS Procurement Services, Version 4.3 – December 21, 2018 Page 22 of 22 the government wide exclusions lists in the System for Award Management found at:

https://www.sam.gov/portal/

Proposer certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP. If any changes occur with respect to Proposer’s status regarding conflict of interest, Proposer shall promptly notify the State in writing.

Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" {as defined by the Oregon False Claims Act, ORS 180.750(1)}, made under Contract being a "false claim" {ORS 180.750(2)} subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

Proposer acknowledges these certifications are in addition to any certifications required in the Contract and Statement of Work in Attachment A at the time of Contract execution.

Authorized Signature Date

(Printed Name and Title)

Title:

https://www.sam.gov/portal/