RFP S-63500-00011034 Ocean Vessel Survey.pdf

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 1

STATE OF OREGON

COVER PAGE

Oregon Department of Fish and Wildlife

RFP S-63500-00011034

OCEAN VESSEL FOR SURVEYING OREGON’S NEARSHORE

SEMI-PELAGIC ROCKFISH

Date of Issue: August 2, 2024

Closing Date and Time: September 11, 2024 at 2:00 PM

Single Point of Contact (SPC): Julie L. Cone

Address: 4034 Fairview Industrial Drive SE City, State, Zip Salem, Oregon 97302 Phone (voice/text) 971-446-8783 Phone (fax) 503-947-6156 E-mail: julie.l.cone@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.

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 2

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

2.5 SPECIAL CONSIDERATIONS

2.6 WORK; ACCEPTED CRITERIA; DELIVERABLES AND DELIVERY SCHEDULE

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM PROPOSER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

3.4 PUBLIC NOTICE

3.5 PRE-PROPOSAL CONFERENCE

3.6 QUESTIONS / REQUESTS FOR CLARIFICATIONS

3.7 SOLICITATION PROTESTS

3.8 PROPOSAL DELIVERY OPTIONS

3.9 PROPOSAL MODIFICATION OR WITHDRAWAL

3.10 PROPOSAL DUE

3.11 PUBLIC OPENING

3.12 PROPOSAL REJECTION

3.13 EVALUATION PROCESS

3.14 POINT AND SCORE CALCULATIONS

3.15 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 INTENT TO AWARD PROTEST

4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.4 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

5.6 COST OF SUBMITTING A PROPOSAL

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 3

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H VESSEL AND VESSEL MASTER MINIMUM QUALIFICATIONS FORM

ATTACHMENT I SCORED PROPOSAL COMPONENTS FORM

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 4

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“ODFW” or “Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for an ocean vessel for surveying Oregon’s nearshore semi-pelagic rockfish.

ODFW’s mission is to protect and enhance Oregon’s fish and wildlife and their habitats for use and enjoyment by present and future generations. To protect and enhance Oregon’s marine fishes, we have developed a survey to count nearshore rockfish. The survey will be conducted in Oregon’s waters (bounded to the south by the California border and to the north by the Washington border) in waters inshore of the 60 fathom contour. This survey must count fish using a combination of scientific fish finders and suspended underwater cameras.

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

ODFW is seeking Proposals to perform the Services and provide the Deliverables (collectively, the Work) laid out in the Sample Contract (Contract or Sample Contract). The Proposer submitting the highest ranking Proposal will be the Successful Proposer.

ODFW anticipates the award of one Contract from this RFP. The initial term of the contract is anticipated to be April 1, 2025 through November 1, 2025.

The Contract may have an option to renew for additional one year periods up to a maximum total of five 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 Questions / Requests for Clarification Due/RFP Protest August 28, 2024 2:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) September 4, 2024 2:00 PM

Closing (Proposal Due)/Proposal Opening September 11, 2024 2:00 PM

Issuance of Notice of Intent to Award (approx.) September 18, 2024

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

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 5

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 RFP pursuant to its authority under ORS 496.146(11) and ORS 279A.050. Agency has authorization to conduct fish and wildlife management activities under ORS 496.138, consistent with the policy in ORS 496.012.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. 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 137-046-0110, incorporated herein by reference.

Terminology specific to the OregonBuys is found at https://oregonbuys.gov/bso/.

2.3 OVERVIEW AND PURPOSE

The goal of this project is to count Oregon’s nearshore semi-pelagic rockfishes and provide this number to federal stock assessors to promote sustainable management of Oregon’s resources. This survey is a stratified survey design with most effort focused on surveying Oregon’s rocky reefs. Scientific fish finder transects will be conducted with the vessel moving from offshore to onshore (goal is to have following seas—meaning that the surveys will be conducted with the vessels moving generally in the same direction as the wind and swell, with the wind and swell to the back of the boat). Transects will be conducted at a speed over ground of approximately five knots. Schools of fish identified while operating the scientific fish finder will be marked on the vessels GPS at which point they will be sampled with the camera and acoustic transect restarted. Work will be conducted during daylight hours.

Agency will provide staff to perform research objectives. The staff (“scientific team”) will consist of three individuals with scientific research experience.

The vessel must be capable of working at sea without returning to port for at least eight days. The vessel must be willing to operate without their depth sounders and/or fish

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 6 finders operating, or both. Real time depth data will be provided to the skipper from ODFW’s scientific fish finder. Additional vessel specifications are stated in the scope of work.

Agency anticipates the award of one Contract from this RFP. The initial term of the Contract is anticipated to start April 1, 2025 and run through November 1, 2025, and the Contract may be extended for one-year periods for a maximum total contract term of five years. Survey dates will primarily from August 1 to October 15, 2025, with option to add backup dates in spring 2026.

2.4 SCOPE OF WORK

The Successful Proposer agrees to furnish a vessel, Vessel Master (operator of the vessel), a Second Watch Master, and one Deck Hand (collectively, vessel crew), each of which must meet the specifications set forth below.

The Successful Proposer will provide a vessel that has:

1. Been mutually agreed upon by the Successful Proposer and the Agency.

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

3. Adequate space for Agency staff or volunteers (“scientific team”) of at least three individuals, in addition to vessel crew (total of six individuals). Specifically:

a. Sleeping space for the three scientific team and three vessel crew;

b. Facilities to store and prepare food for those persons; and

c. Bathroom facilities (toilet and sink).

4. Sufficient maneuverability to maintain a speed of <5 knots along a predetermined linear survey line (transect).

5. A hydraulic block capable of lifting Agency’s suspended camera system (approximately 120 pounds).

6. Attachment point for oceanographic sensor hauling winch.

7. Sufficient deck space for carrying, deploying, and retrieving video sampling equipment and other equipment. This will include sufficient deck space and associated working space to accommodate:

a. Two suspended camera systems (each is 2.5 feet long, 1.5 feet wide, and 3 feet tall) and associated lines and floats;

b. Storage for twenty 40 pound iron weights, biological samples, and other necessary equipment. Agency can provide a fish tote for deck storage if necessary;

c. Oceanographic sensor (2 feet wide, 2 feet long, and 3 feet tall; approximately 50 pounds).

8. Attachment point for hydroacoustic sonar pole.

a. A location, as close to midship as possible, on deck or vessel side where a bracket for mounting the scientific fish finder pole can be installed,

9. Ample house space for:

a. 4 scientific computers (each is size of a standard desktop computer);

b. Fish finder control box (1.5 feet wide, 2 feet long, and .5 feet tall); and

c. Location to charge underwater camera system batteries (requires a flat space

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 7 approximately 3 feet long and 2 feet wide).

10. In the wheelhouse, two dedicated monitors or space for monitors provided by the Agency to share navigation tracklines and sonar data with the Vessel Master.

11. A generator system(s) onboard capable of simultaneously providing both 120 volts AC power and 240 volts AC power with a minimum sustained output of 100 amps.

For operation and use of the vessel meeting the specifications set forth above, the Successful Proposer will provide all of the following:

1. A Vessel Master that meets all the requirements of 3.1.2, a Second Watch Master, and one Deck Hand (collectively, “vessel crew”) that have the knowledge, experience, ability, and commitment to conduct safe operations of vessel and equipment.

2. Deck Hand must be able to safely and effectively:

a. Closely follow a transect line while motoring at speeds <5 knots;

b. Deploy the suspended camera system within 10 feet of coordinates specified by

Agency staff; and

c. Assist in the retrieval of the suspended camera system using the vessels hydraulic block.

3. Modification to the survey vessel, if necessary, to accommodate survey equipment and operations.

4. Provide all meals for vessel crew and scientific team. Meet any special dietary needs as requested by ODFW prior to commencement of survey.

5. All vessel fuel, operating supplies, and equipment necessary to conduct survey operations.

6. Assumption of full responsibility for the operation, repair, and maintenance of the vessel and other furnished equipment and supplies.

7. Certifications of all required insurance, mechanical inspections, operator license, US

Coast Guard inspection, and Boater Safety cards.

8. Assurances that the vessel is on-station for each at-sea day with vessel crew ready to commence conducting survey operations 20 minutes after sunrise.

In addition to the requirements laid out in this section, the vessel must also have all of the following while conducting any work subject to the anticipated Contract that are in Attachment H:

- Current Vessel Mechanical Inspection Certification;

- Current Vessel Coast Guard Inspection;

- Current Stability Test; and

- Current hull inspection.

Agency will not control the means or manner of the operation of the vessel. However, Agency will specify the following results with regard to the way any vessel is operated:

1. Specifying transect locations that the vessel will need to follow;

2. Giving real time feedback to Vessel Master regarding survey design such as transect navigation, camera retrieval, and fishing operations;

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 8

3. Successful Proposer provided safety and survey equipment that do not present any safety risks to all persons on board or otherwise subjects any person on board to jeopardy; and

4. Vessel crew that do not verbally or otherwise abuse Agency scientists (“scientific team”) or otherwise compromise the scientific integrity of the survey. Agency reserves the right to request removal of any crew member that verbally or otherwise abuses Agency scientists or decreases the scientific integrity of the survey.

Contractor agrees that any removed crew member(s) shall be replaced with Agency approved, qualified alternates.

Agency will rely on the skills, knowledge, and guidance of the Vessel Master and other members of vessel crew to control the means and manner of operation to achieve these results in a safe and effective manner.

2.5 SPECIAL CONSIDERATIONS

The Successful Proposer agrees to provide certifications of all required insurance, mechanical inspection, operator license, Coast Guard inspection, and Boater Safety cards.

Successful Proposer agrees to allow access to the vessel, prior to departing for the commencement of surveys under any resulting Contract. Further during this time, the Successful Proposer and Agency staff will discuss where and how to attach the scientific fish finder to the vessel so that the Agency’s needs are met and safety on vessel is ensured.

Successful Proposer agrees to cooperate with the Agency in collecting depth and GPS location information at each sample site so that Agency may return to each site later to conduct habitat mapping.

Successful Proposer will provide a safety orientation and training to Agency staff and volunteers (“scientific team”) at the beginning of each trip.

2.6 WORK; ACCEPTED CRITERIA; DELIVERABLES AND DELIVERY SCHEDULE

Agency must conduct the survey operations during the period of August 1, 2025 through October 15, 2025. Accordingly, Agency will need Successful Proposer to perform its obligations under the Contract during that time frame. Should weather or unforeseeable circumstances preclude the completion of the project during this time period, Agency may establish a time period in Spring 2026 to complete the project. In establishing a new time period to complete the project, Agency may take into consideration Successful Proposer’s availability and preferences, but Agency will make the final determination of any new scheduling. Proposers must identify its ability to carry out the work during those time periods in its proposal.

The total estimated boat time for this Contract is 40 working days. Agency may decide, in its sole discretion, not to utilize the full 40 working days of boat time provided to it under any resulting Contract.

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 9

For the terms of this Contract, a full survey day is defined as being on-station for each at-sea day with vessel crew ready to commence conducting survey operations 30 minutes after sunrise to 30 minutes before sunset. A full survey day includes appropriate meal breaks.

The days and dates on which the survey shall take place shall be subject to joint determination by Agency and the Successful Proposer within the following limitations:

1. Up to 40 full working days shall be completed (less days may be completed at Agency’s sole discretion, half or partial days will be combined to achieve a full workday). The research shall be terminated when, as determined by Agency, either:

a. The scientific objectives of the research have been met, or the available funds have been exhausted, or it is deemed the scientific objectives cannot be met with the time and funds available, or research is legally constrained; or

b. Due to equipment failure, inclement weather, or other cause, Agency decides the scientific objectives cannot be met within a reasonable timeframe.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM PROPOSER REQUIREMENTS

Proposals not in compliance with the following Minimum Proposal Requirements will be rejected. At a minimum, Proposals shall include the following:

3.1.1 Vessel to be provided by Proposer.

MIMINUM REQUIREMENTS for vessel:

Vessel must meet all of the specifications set forth in Section 2.4 of this RFP.

3.1.2 Vessel Master / Commercial Passenger Fishing Vessel (CPFV) Master Qualifications

– Minimum Mandatory Requirements (Proposer must provide copies of required Certifications or Licenses.)

Vessel Master must have all of the following (Use Attachment H):

- a minimum of five (5) years’ experience;

- a minimum of three (3) years’ of professional experience operating vessels in coastal waters for multiday trips;

- significant knowledge of Oregon’s coastal waters.

- knowledge of, and ability to, anchor and manage at sea transfers of personnel;

- knowledge, experience, ability, and commitment to conduct safe operations of vessel and equipment, including the ability to:

a. Closely follow a transect line while motoring at speeds <5 knots;

b. Deploy the suspended camera system within 10 feet of coordinates specified by

Agency staff;

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 10

c. Assist in the retrieval of the suspended camera system using the vessels hydraulic block; and

- Insurance as otherwise required by this RFP (see Section 4.3.1 and Exhibit B of Attachment A);

- Current Master Operator’s License; and

- Current First Aid Certification.

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) and be valid for 180 days after closing:

• Disclosure Exemption Affidavit (Attachment B, if needed)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• Certified Disadvantaged Business Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Vessel and Vessel Master Qualifications (Attachment H)

• Scored Proposal Components Form (Attachment I)

3.2.2 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 3.2.4 for electronic submission assistance.

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 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.

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 11

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

Proposer’s that do not have access to electronic means to submit a Proposal shall contact the SPC at least one day prior to the submission deadline to arrange an alternate submission option, to include submission via email, US Mail, or hard copy. Document requirements will be outlined if an alternate submission option is requested.

3.2.3 Authorized Representative

An Authorized Representative is a person with authority to bind the Proposer. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.2.4 OregonBuys/Proposal Document Availability/Submission

Proposers must be registered in OregonBuys to do business with the State. Registration is free. To create a supplier account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso.

Suppliers (Proposers) are responsible for ensuring that their supplier registration and information is current and correct in OregonBuys, including choosing any commodity or service codes associated with its business. ODFW shall not be responsible for defective registration or incorrect supplier information.

For registration or proposal submission assistance see Supplier Resources:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

Suppliers shall contact support.oregonbuys@das.oregon.gov with any questions or supplier registration support.

This RFP, any RFP attachments, and any Addenda and related notices (collectively the “Amendments”) may be downloaded from the OregonBuys eProcurement system at:

https://oregonbuys.gov/bso. This RFP and attachments will not be mailed to prospective Bidders.

In some cases, exhibits, and attachments cannot be viewed or downloaded through OregonBuys. In these cases, the solicitation will include instructions on how to obtain these documents.

Bidders should contact the SPC identified in OregonBuys for this RFP if they are unable to access solicitation documents via OregonBuys.

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 Services to be performed. A Proposal that merely offers to provide the services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx mailto:support.oregonbuys@das.oregon.gov https://oregonbuys.gov/bso

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 12

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 Proposer Information and Certification Sheet (Attachment C)

Proposer shall complete and submit the Proposer Information and Certification Sheet.

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

3.3.2 Reference Check Form (Attachment D)

Provide at least two current professional references and one professional reference for work (from different firms and clients) supportive of Proposer’s ability to comply with the requirements of this RFP.

Agency may check to determine if references provided support Proposer’s ability to carry out the work and perform the obligations for the contract the Agency is seeking to enter through this RFP. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

References must be able to verify the quality of previous related Work.

Agency will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.3.3 Price Proposal (Attachment E)

Proposers shall submit a completed Price Proposal (Attachment E) in a separate electronic document when uploading the proposal response.

Proposer’s Price Proposal shall include the proposed price per day and a total proposed price. The proposed price per day should include all costs required by the Proposer to perform the work on a daily basis, and the total proposed price should include all costs required by Proposer to perform the work for a total of 40 working days. In addition, If Proposer will be charging an additional fee for bad weather days, mobilization, or demobilization costs, then the Proposer must specify a price per day or per each (as noted in Attachment E) that includes any such additional fees. The Proposer shall furnish all required material, equipment, labor, and perform all work, outlined in the Request for Proposals, for the Oregon Department of Fish and Wildlife Project designated for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish.

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 13

Proposal Price is the total including Successful Proposer’s profit and overhead and any other costs to perform all work. Agency will not pay any costs above the Total Proposed Price.

3.4 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.

A one page flyer with information regarding the opportunity (Title, Description, Purpose, OregonBuys RFP Number, OregonBuys information, and Event Schedule) will be posted at Packing Plants, Marine Supply Stores, and other Local Vendors along the Coastal Regions identified by Agency.

The RFP may be viewed at the Agency’s Newport Office at 2040 SE Marine Science Drive, Newport, Oregon 97365. Proposers that do not have access to OregonBuys shall contact the SPC to view the solicitation documents, including addenda.

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.

3.5 PRE-PROPOSAL CONFERENCE

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

3.6 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via 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.

3.7 SOLICITATION PROTESTS

3.7.1 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 https://oregonbuys.gov/

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 14

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

3.7.2 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 by 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.

3.7.3 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.

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

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

3.7.4 Protest Response

Agency will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

3.8 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 misdelivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 15

Primary Delivery Option: 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

If a Proposer does not have access to OregonBuys, they should contact the SPC at least one day prior to closing to be considered to be eligible for one of the two alternate delivery options listed below to be received by due date and time identified in the Schedule.

Alternative Delivery Option 1.: 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 OregonBuys bid number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

Alternative Delivery Option 2.: 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 Opening, during Agency’s normal Monday – Friday business hours of 8:00 a.m. to 5:00 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 bid number assigned to the RFP by OregonBuys. It must be delivered to the attention of the SPC at the address listed on the Cover Page.

3.9 PROPOSAL MODIFICATION OR WITHDRAWAL

Modification: If a Proposer wishes to make modifications to a submitted Proposal prior to closing in accordance with OAR 137-047-0440, the Proposer must submit its modification in one of the authorized methods listed below. To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening, and notes the specific items changed and states the new proposal amends and supersedes the prior Proposal.

To modify a proposal submitted in OregonBuys use “Withdraw Quote” button, withdraw the submitted Proposal, and attach the modified Proposal.

Alternate Modification Option 1: The modification on company letterhead may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package, or box.

Alternate Modification Option 2: The modification may be hand delivered and must be clearly labeled and submitted in a sealed envelope, package, or box. The modification will be accepted, prior to Opening, during Agency’s normal Monday – Friday business hours of 8:00 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

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 16 a.m. to 5:00 p.m. Pacific Time, except during State of Oregon holidays and other times when Agency is closed.

Withdrawal: If a Proposer wishes to withdraw a submitted Proposal, they may do so prior to closing in accordance with OAR 137-047-0440. They must submit a Written notice signed by an authorized representative of its intent to withdraw using the appropriate submission option listed in Modification section above.

3.10 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC by the Closing/Opening date and time. All Proposal modifications or withdrawals must also be received prior to Closing/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.

3.11 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section

1.2. Agency will be holding the public Opening through electronic means. Interested parties may attend by joining a Microsoft Teams meeting using the following access information:

Join the meeting now Meeting ID: 267 086 528 461 Passcode: tXLEbd

Dial in by phone +1 503-446-4951,,98504016# United States, Portland Phone conference ID: 985 040 16#

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 137-047-0630.

3.12 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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWJiZjRlMzktMDE1MC00NjFmLTg2MDMtYjkxZjBkMGMyMzJj%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%221a3f8f2e-68c8-4c59-9194-c3399cf7123d%22%7d tel:+15034464951,,98504016

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 17

• 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).

3.13 EVALUATION PROCESS

3.13.1 Responsiveness and Responsibility Determination

3.13.1.1 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 Proposer Requirements) 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 137-047-0470. At any time prior to award, Agency may reject a Proposer that Agency determines is not Responsible.

3.13.1.2 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.

3.13.2 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 3.13.2 up to the maximum points available as specified in Section 3.14 (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.

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 18

The evaluation committee will consider the following elements of the Proposal in assigning a score:

3.13.2.1 Vessel Master and other members of Vessel Crew Qualifications (Attachment H and Attachment I)

• Does the Proposal clearly describe how the Proposer’s qualifications will allow the identified Vessel Master(s) to successfully perform the scope of work and meet all the minimum requirements?

• Does the Proposal demonstrate Proposer has provided services comparable to those required under this RFP?

• Does the Proposal demonstrate Proposer has provided comparable services required under this RFP from the Oregon coast of oceans with similar conditions?

• How well does the Proposal meet the Minimum Requirements of Vessel Master(s)?

• How well does the Proposal meet the requirements for other members of Vessel Crew?

3.13.2.2 References (Attachment D)

• Score the references based upon the criteria for the three references as required by Attachment D.

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.

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 19

3.13.2.3 Reserved

3.13.2.4 Evaluation of Proposals Project Approach and Vessel (Attachment H and Attachment I)

• Proposers must explain their project approach and demonstrate that vessel meets all criteria laid out in this RFP.

3.13.3 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

3.13.4 PREFERENCES

3.13.4.1 Reserve

3.13.4.2 Reciprocal Preference

For evaluation purposes per OAR 137-046-0310, 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.

3.13.4.3 Reserve

3.13.4.4 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 137-046-0300.

3.14 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE: 150

POINTS POSSIBLE

3.13.2.2 References (Attachment D) 25

3.13.2.1

Vessel Master and other members of Vessel Crew Qualifications (Attachments H and I)

3.13.2.4 Project Approach and Vessel Information

(Attachments H and I)

3.13.3 Price Points Possible (Attachment E) 45

https://www.naspo.org/reciprocity1

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 20

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%, 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.

3.15 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). 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

Agency may choose to conduct additional round(s) of competition if in the best interest of the Agency or the State. Additional rounds of competition may consist of, but will not be limited to, any one or combination of the following:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

3.15.1 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

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 21 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. At any time, Agency may dispense with the selected additional rounds and: (1) issue a Notice of Intend to Award to the highest ranking Responsible Proposer; (2) elect to conduct an alternative round of competition;

or (3) cancel the solicitation.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, will 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 of Work described in this RFP.

4.1.2 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.

4.2 INTENT TO AWARD PROTEST

4.2.1 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.

4.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email or hard copy;

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 22

• 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.

4.2.2 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.

4.3 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:

4.3.1 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.

Failure to demonstrate coverage may result in Agency terminating negotiations and commencing negotiations with the next highest ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements prior to Proposal Submission.

4.3.2 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.

4.3.3 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.

4.3.4 Reserve

http://sos.oregon.gov/business/pages/register.aspx

RFP S-63500-00011034 Ocean Vessel for Surveying Oregon’s Nearshore Semi-Pelagic Rockfish 23

4.3.5 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 Contract.

4.3.6 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.

4.4 CONTRACT NEGOTIATION

4.4.1 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, 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…