RFP Southwest Tiller Fuel Break GNA Project Final.pdf

RFP S-62900-00015030 – Southwest Tiller Fuel Break GNA Project

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STATE OF OREGON

OREGON DEPARTMENT OF FORESTRY (ODF)

Is issuing this Request For Proposals (RFP) under OregonBuys Number S-62900-00015030 for

SOUTHWEST TILLER FUEL BREAK PROJECT ANALYSIS AND

DOCUMENTATION NECESSARY FOR ENVIRONMENTAL ASSESSMENT

AND FINDING OF NO SIGNIFICANT IMPACT (FONSI)

DETERMINATION UNDER THE GOOD NEIGHBOR AUTHORITY (GNA)

UMPQUA NATIONAL FOREST, OREGON

Date of Issue: 10/02/2025

Opening Date and Time: 11/04/2025, Time: 2:00 PM (Pacific Time)

Single Point of Contact (SPC): Daniel “DJ” Carpenter, Procurement Specialist

Address: 2600 State Street, Bldg. E City, State, Zip Salem, OR 97310 Phone (voice) 503-507-6257 E-mail: daniel.carpenter@odf.oregon.gov

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

mailto:daniel.carpenter@odf.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

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 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

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

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION DECLARATION

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H QUESTIONS FOR PROPOSER

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Department of Forestry, (“Agency” or “ODF”), is issuing this Request for Proposal (RFP) to establish a Contract for data collection, analysis, and documentation Services needed to comply with the National Environmental Policy Act (NEPA) and other federal laws for the Southwest Tiller Fuel Break (SWTFB) Good Neighbor Authority (GNA) Project on the Tiller Ranger District on the Umpqua National Forest (hereinafter referred to as “the project” or “SWTFB GNA Project”). ODF and the U.S. Forest Service (“Forest Service” or “USFS”) anticipate that the selected contractor will prepare an Environmental Assessment for this project as described in 36 CFR 220.7.

The selected contractor will develop and produce an Environmental Assessment and Finding of No Significant Impact (FONSI) in accordance with NEPA and other applicable federal laws. All work must be completed on this project prior to June 15, 2026.

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 initial term of the Contract is anticipated to be in effect until June 15, 2026, but may be amended for additional time.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference October 16, 2025 2:30 PM

Questions / Requests for Clarification Due October 20, 2025 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) October 27, 2025

RFP Protest Period Ends October 28, 2025

Closing (Proposal Due) November 4, 2025 2:00 PM

Opening of Proposal November 4, 2025 2:00 PM

Issuance of Notice of Intent to Award (approx.) November 10, 2025

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

Agency operating hours are Monday through Friday 8:00 am to 4:30 pm, Pacific Time, except for State Holidays and State-approved closures, including those for inclement weather.

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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 279A.050. ORS 526.274, and OAR 125-246-0170(2) and the Department of Administrative Services (DAS) Delegation Agreement REQ-DASOBO-00065874 (as amended).

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

2.2 DEFINITION OF TERMS

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

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

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

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

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

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

The Federal Forest Restoration (FFR) Program plays a role in supporting healthy federal forests in Oregon by leveraging tools such as the Good Neighbor Authority (GNA), cooperative agreements, and grant agreements. Its mission is to accelerate the pace, scale, and quality of forest restoration, thereby increasing the resilience of Oregon’s federal forests. The program is guided by Oregon state law (ORS 526.271.76), which established a policy to prioritize GNA projects that increase timber harvest volume, create jobs, reduce wildfire risks, enhance wildlife habitat and watershed health, and stimulate local economies. State law also mandates that ODF

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Environmental planning and compliance work is an important component of the FFR program.

2.3.2 Project Overview, Background, and Purpose

In early 2023, the Umpqua National Forest, ODF, Bureau of Land Management (BLM), the Cow Creek Band of Umpqua Tribe of Indians (CCBUTI) and private landowners met to discuss the threat of wildfire and the use of Potential Operational Delineations (PODs) for fire management in southern Douglas County. Part of the collaborative outcome included the commitment to a project that focused on strategic pre-suppression fire planning using PODs while ensuring the alignment of current and future fuels reduction work on both public and private lands. The SWTFB project (see Attachment A (Sample Contract) to Exhibit D (Maps)) is the first project on the Tiller Ranger District and the Umpqua National Forest focused on the use of PODs to pre-plan for wildfires using a risk management approach. PODs with pre-identified linear features are most likely to be successful in fire suppression efforts.

Under the Proposed Action, PODs would be established and maintained within the project area by creating shaded fuel breaks along road systems and by creating space between tree crowns and reducing ground and ladder fuels. The Tiller Ranger District is proposing actions that include the following:

• Plantation thinning (approximately 4,242 acres). These units have a basal area weighted age of less than 80 years. Includes stands that are regenerated from planting, natural regeneration, etc.

• Creation and maintenance of potential operational delineations (PODs) utilizing shaded fuel breaks along approximately 35 miles (approximately 3,193 acres). Of this total, approximately:

o 724 acres are within plantation thinning units (acres already counted as plantation thinning units).

o 1,966 acres are outside of plantation thinning units but will be thinned in the same manner as plantation thinning units.

o 503 acres are outside of plantation thinning units but will be thinned in a similar manner to fuels reduction units.

• Fuels reduction treatments (approximately 2,380 acres outside of PODS).

• Activity fuels treatments may take place on all plantation thinning, fuels, and PODS units to reduce fuel loadings generated from timber harvesting and fuels treatments.

• Approximately 4,500 additional acres of underburning is planned outside of plantation thinning and fuels reduction treatment units.

• Site preparation and placement of the Red Apple Remote Access Weather Station (RAWS).

• Change of Forest System Road 3242-201 (approximately 1.5 miles) from Road Open to all Vehicles to Road Closed for all vehicles except for administrative use only.

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• Construction and use of temporary roads.

• System road maintenance and culvert replacements.

• Special treatment considerations for Cow Creek Gorge Special Interest Area, and Granitic and Schistose Soils.

• Invasive weed monitoring and manual treatment of invasive species not requiring the use of herbicides.

An Environmental Assessment will be prepared to “facilitate planning, decision making, and public disclosure” in accordance with 7 CFR 1.

The ODF is seeking a contractor to review resource conditions in the project area, perform required resource analysis, and document that analysis in an Environmental Assessment and project file for the Southwest Tiller Fuel Break GNA Project. Work will include contact with Forest Service and Agency personnel, data collection, public involvement support, analysis of relevant environmental effects, maintenance of the project record, and preparation and submittal FONSI. No field work will be necessary under this Contract; all necessary surveys and data will be provided by Forest Service to the Contractor for interpretation. Contractor shall perform all Services as described in the Sample Contract (Attachment A), Statement of Work (Exhibit A) for the S. Tiller GNA Project.

The Agency will hold the Contract and be responsible for payment, and USFS staff will act as Agency representatives, local contacts, and Contract field inspectors reporting to the Agency on Contract implementation and accepting completed work. The Contractor shall contact USFS staff for issues and questions regarding policy, analysis, format requirements, or Statement of Work (SOW) tasks. The Contractor shall contact the ODF FFR Program Lead or designated representative for questions regarding Contract specifications, Contract-related issues, and Contract payments.

As a result of this solicitation process, the Agency intends to award a single Contract resulting from this RFP for the Services described in this Solicitation Document. The form of the resulting Contract and applicable general provisions are included in the Sample Contract (Attachment A). Additional Services may be added to or subtracted from the Contract via amendment. The cost of those amendments will be determined using the rate per acre or hourly rate schedule entered by the successful Proposer in the Price Proposal Form (Attachment E) to this RFP. The parties may need to modify selected terms, conditions, price(s) and types of work under circumstances related to the following illustrative, although not exhaustive, categories of amendments:

(a) Amendments to extend the term of the Contract for additional periods;

(b) Amendments to increase or decrease the quantity of Work;

(c) Amendments to add new Work within the scope of the Solicitation, if any, at the prices specified within the Solicitation responses or at a discount to these prices, or if no Solicitation, within the scope of the Statement of Work;

(d) Amendments to increase the maximum, not-to-exceed compensation payable to Contractor to cover new Work or additional quantity of Work added to the Contract;

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(e) Amendments to delete Work;

(f) Amendments to decrease the maximum, not-to-exceed compensation payable to Contractor; and

(g) Amendments to change or add additional specifications.

Unless otherwise specified, the selected Contractor shall be required to meet the highest standards prevalent in the industry or business most closely involved in providing the appropriate Services when performing under the Contract resulting from this Solicitation Document.

2.4 SCOPE OF WORK/SPECIFICATIONS

The scope of work for this RFP includes data collection, analysis, and documentation Services needed to comply with the National Environmental Policy Act (NEPA) and other federal laws for the SWTFB GNA Project on the Tiller Ranger District on the Umpqua National Forest.

The scope or work includes developing and producing an Environmental Assessment and FONSI in accordance with NEPA and other applicable federal laws. All work must be completed on this project prior to June 15, 2026.

See Exhibit A (Statement of Work) to Attachment A (Sample Contract) for additional details on the Scope of Work.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

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

3.1.1 Key Person Requirements

Proposer shall specify key persons to be assigned to this project who meet or exceed the minimum requirements below:

Writer/Editor

• An undergraduate degree in a field requiring technical writing or editing, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing NEPA-compliant documents.

Wildlife Biologist

• An undergraduate degree in wildlife biology, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing Biological Evaluations and Biological Assessments. Experience in analyzing potential impacts of the proposed

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Botanist

• An undergraduate degree in botany, ecology, environmental science, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing Biological Evaluations and Biological Assessments. Experience in analyzing potential impacts of the proposed treatment on species, including Management Indicator Species; Survey and Manage Species; Threatened/Endangered/Sensitive Proposed Species; and noxious weeds of Oregon.

• Ability to prepare botanical report, Biological Evaluation and Biological Assessment and weed risk assessment similar to the examples provided (available upon request).

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

Fisheries Biologist

• An undergraduate degree in fisheries or aquatic biology, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in preparing Biological Evaluations and Biological Assessments for anadromous salmonids and ESA listed fish species.

• Ability to prepare Biological Evaluation and Biological Assessment similar to the examples provided.

• Experience with Endangered Species Act Section 7 and Magnuson-Stevens Fishery Conservation Management Act consultation process and requirements (e.g. number or years, trainings, etc.).

Hydrologist

• An undergraduate degree in Hydrology, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 3 years of experience in preparing hydrological evaluations or assessments, including conducting stream and road-stream crossing surveys to assess riparian function, identify water resources, and classify streams within the project area.

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

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

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

• Understanding of Northwest Forest Plan Aquatic Conservation Strategy and Objectives and Standards & Guidelines for Riparian Reserves.

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Forester/ Forest Vegetation Specialist

• An undergraduate degree in forestry, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• Understanding of local forest types and the management techniques specific to them.

• At least 2 years of experience in preparing forest stand evaluations or assessments, and silvicultural prescriptions.

• Demonstrated experience contributing to an Environmental Assessment or Environmental Impact Statement and outlining existing condition, desired condition and effects analysis.

Prescribed Fire/Fuels Specialist or Fire Ecologist

• An undergraduate degree in fire ecology, natural resource management, forestry, forest management, or related degree. Equivalent experience may be considered in lieu of education (e.g. number of years worked, certifications, etc.).

• Applied field experience in wildfire/prescribed fire management is required.

• Must have an understanding of fuel structure and composition and how it relates to fire behavior and probability.

• Must be proficient in using fire behavior modeling tools- able to model a change in fire behavior under different treatment alternatives.

• Must have an understanding of the PODs concept, how they are designed and implemented and used in fire management.

Socioeconomic Specialist

• An undergraduate degree in recreation-related field, economics, or social sciences, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience related to NEPA analysis of content related to recreation, cultural resources, and socioeconomics.

Soil Specialist

• An undergraduate degree in soil science or geology, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• Understanding of the role of compaction, erosion, and nutrient cycling in forest productivity.

• Understanding in mass movement and erosion processes.

• Understanding of Forest Plan standards and guides related to soil resource protection.

• Ability to analyze soil erosion risk and mass movement risk.

• At least 2 years of experience in GIS, use of bare earth LiDAR, and preparing soil assessments.

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Geographic Information System (GIS) Specialist

• An undergraduate degree in computer science, geography, or equivalent education and experience (e.g. number of years worked, certifications, etc.).

• At least 2 years of experience in managing/analyzing geospatial data and preparing maps.

Recreation and Visuals Specialist

• An undergraduate degree in recreation-related field, economics, landscape architecture, or social sciences, or equivalent education and experience (e.g.

number of years worked, certifications, etc.).

• At least 2 years of experience related to NEPA analysis of content related to recreation, cultural resources, and visual or scenic quality studies.

• Demonstrated recreation resource analysis experience congruent with the project. Generally this would be someone with a knowledge of and experience with the large variety of recreational opportunities that occur on the Umpqua National Forest including but not limited to motorized and non-motorized recreation, developed and dispersed recreation, motorized and non-motorized boating, fishing, hunting, camping, hiking, horse or other stock use, driving for pleasure, wildlife viewing, scenic driving/touring, winter recreation including motorized and non-motorized, climbing, backpacking, geothermal features, bicycle use, collection of forest products, motorized and non-motorized water activities, foraging, etc.

• Demonstrated visual resource analysis experience congruent with the project.

Generally, this would be someone with a minimum of a 4-year degree in landscape architecture or related field with an emphasis on scenic landscape analysis.

3.1.2 Proposer Requirements

Proposers must submit documentation to demonstrate knowledge, experience, and training in:

• NEPA and ESA analysis and writing and editing of NEPA and ESA documents

• Planning and implementation of forest restoration, timber harvest, and hazardous fuels reduction projects under the Northwest Forest Plan

• Pacific Northwest ecosystems

• Analysis of various types of natural resource data

• Public engagement and content analysis of public comments

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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):

• Management Plan (Section 3.3.1)

• 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)

• Questions for Proposer (Attachment H)

• Key Persons and Resumes (Section 3.1.1 and 3.3.8)

• Statement of Qualifications (Section 3.1.2 and 3.3.9)

3.2.2 Other Submissions

• Disclosure Exemption Declaration (Attachment B) (if applicable)

3.2.3 Proposal Format and Quantity

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

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

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Proposer Information and Certification Sheet (Attachment C) bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 64 megabytes. 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, along with the Disclosure Exemption Declaration (Attachment B).

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

3.2.4 Authorized Representative

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

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3.3 PROPOSAL REQUIREMENTS

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

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

3.3.1 Management Plan

The Proposal shall provide a plan that identifies the level of effort, supporting staff, equipment, resources, and space that shall be committed to the timely and successful completion of the project. The Management Plan shall demonstrate a clear grasp of project objectives, constraints, and success criteria. The Management Plan shall also include a work breakdown structure and project timeline chart (Gantt or similar) showing project milestones and start/end dates of project tasks.

3.3.2 Proposer Information and Certification Sheet

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

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

3.3.3 References

Proposers shall provide References who can rate Proposer’s performance specific to this RFP’s scope and complexity in the following categories:

• Timeliness/Responsiveness/ Effectiveness

• Customer satisfaction with services received

• Knowledge/Experience

• Overall quality of work performed

Proposer shall submit the Reference Check Form (Attachment D) including the names, addresses, telephone numbers, and contact information for three (3) customers for whom Proposer has provided Services equivalent to those described in this solicitation within the last five (5) years. References must be able to verify the quality of previous, related Work. Agency may use references to obtain additional information, or verify any information needed.

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Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may contact references in addition to those provided by the Proposer (whether or not furnished by the Proposer) to investigate any references, to verify Proposer’s qualifications and to investigate the past performance of any Proposer. Agency may investigate the qualifications of a Proposer, including but not limited to successful performance of similar Services; compliance with specifications and contractual obligations; its completion or delivery of Services on schedule; and its lawful payment of suppliers, subcontractors, and workers. Agency may postpone the award or execution of the Contract after the announcement of the apparent successful Proposer to complete its investigation.

3.3.4 Price Proposal

Proposer shall submit a detailed Price Proposal Form (Attachment E) in a separate electronic file, stating the cost per unit for each item listed and the total cost for the entire project. Proposer must include personnel, travel, supplies, other costs, and administrative and overhead charges.

Proposer must submit the per unit rates within the Price Proposal Form (Attachment E) to receive award consideration. Proposer shall provide all pricing in US funds. Offer prices shall be firm for a period of 90 days from the deadline for Offer submission. If awarded a Contract, the prices shall be firm through the Contract term.

3.3.5 COBID Certification/Outreach Plan

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment F).

3.3.6 Responsibility Inquiry

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

3.3.7 Questions for Proposer

Proposer shall complete and submit the Questions for Proposer (Attachment H).

3.3.8 Key Persons and their Resumes

A team of specialists will be needed to provide the Services required by this Contract (e.g., writer/editor, wildlife biologist, fisheries biologist, botanist, archeologist, soils specialist, GIS specialist, etc.). Proposers must provide an organizational chart or list demonstrating their team includes all necessary specialists and for each specialist role describe how the Key Person meets or exceeds the minimum requirements.

Proposer must provide resumes for all Key Persons/Personnel, detailing their background, experience, education, accomplishments, and expertise related to the specific work. Proposer must provide contact information associated with previous work experience. If Proposer intends to utilize subcontractors to accomplish work

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 27 under a resulting Contract, the Proposer must include a list of all subcontractors and include resumes for all subcontractor personnel who will provide Services under the subcontract. Agency shall determine in its sole discretion if relevant experience may be substituted for degree requirements.

3.3.9 Statement of Qualifications

• The Proposer shall provide a statement of qualifications that demonstrates Proposer’s knowledge, experience, and training listed in Section 3.1.2.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

Modifications, if any, to this RFP will be made by written Addenda published in OregonBuys.

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

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule (Section 1.2).

Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

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

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

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

• Contact the SPC via email at least 48 hours in advance of the Pre-Proposal conference

• Reference the RFP number

• Identify Proposer’s name and contact information

The SPC will then send further instructions and the meeting link to interested parties for their participation in the Pre-Proposal conference.

https://oregonbuys.gov/

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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;

• 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 in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the

RFP.

4.4.2 Protests to Addenda(s)

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by 5:00 p.m. Pacific Time of the second Business Day following the issuance of the Addendum or the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the RFP 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 Amendment must be received by the due date identified in the

Amendment.

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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 Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

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

• Delivery through email

Proposals must be emailed to the Single Point of Contact. ALL PROPOSALS MUST BE SUBMITTED BY EMAIL only. Please include the RFP number in the subject line of the email. If Proposer is unable to submit a Proposal via email, Proposer must contact ODF’s Single Point of Contact within a reasonable time period (as determined by ODF) prior to the submission deadline to make arrangements for alternate delivery or an alternate format. ODF is not responsible for incomplete Proposals or Proposals that were not correctly addressed to email of Single Point of Contact. Only approved alternative delivery or formats may be accepted.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

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

4.7 PROPOSAL DUE

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

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

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

4.8 PUBLIC OPENING

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

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Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to

OAR 125-247-0630.

4.9 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.

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

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

OAR 125-247-0470.

4.10.1.2 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.

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4.10.2 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 as specified in Section 4.11 (Point and Score Calculation).

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

4.10.2.1 Evaluation Item 1 – Management Plan

Does the Management Plan reflect a clear grasp of project objectives, constraints, and success criteria?

Is there a logical work breakdown structure with a realistic, high‑level Gantt (or similar) chart identifying timeline and milestones?

4.10.2.2 Evaluation Item 2 - References

References will be scored based on Proposer’s ability to perform specific to this RFP’s scope and complexity in these categories:

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

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

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.

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• Knowledge/Experience (up to 5 points)

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

Evaluation Process: One member of the Evaluation Committee will evaluate the references using a scale of 0 to 5 for each question, with 5 being the highest score. Each Proposer may receive a maximum of 20 points from evaluation of the references. The formula for award of Reference Evaluation Points is:

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

Where:

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

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

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

AAS: Awarded Average Score

Proposer shall provide at least 3 references. One member of the Evaluation Committee will make up to 3 attempts to contact each reference given. These attempts will be made during normal business hours. If the 3 attempts are unsuccessful, or if the reference provided is for work not specific to resource analysis and documentation Services, the Proposer will receive zero points for that reference. Each reference that is contacted and questioned will be asked questions from the categories above. All three scoring references will be used in the evaluation process formula as stated above. If Agency receives only one reference, the total points scored for the one reference will be divided by 3. If the Evaluation Committee receives no reference responses, then Proposer will receive zero points for the reference portion of the Offer being scored.

4.10.2.3 Evaluation Item 3 – Questions for Proposer

As explained in Questions for Proposer (Attachment H), questions related to the following items will be scored as follows:

1) Proposer’s experience in providing the requested Scope of Work (up to 10 points)

2) Proposer’s past work with ODF (up to 10 points)

4.10.2.4 Evaluation Item 4 – Key Persons and Resumes

The Key Persons will be scored as follows:

Whether the Key Persons’ resumes clearly match the roles and minimum qualifications identified in Section 3.1? (up to 10 points)

Whether each Key Person possess demonstrated experience on projects of similar scope (years, project types, responsibilities)? (up to 10 points)

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4.10.2.5 Evaluation Item 5 – Statement of Qualifications

The Statement of Qualifications will be scored as follows:

Whether the SOQ demonstrates that Key Personnel have successfully completed projects similar in size, scope, and complexity within the last five years?

Whether the firm’s core competencies and Key Personnel professional licenses are directly relevant to the required Services (e.g., forestry, NEPA, silviculture, GIS)?

4.10.3 PRICE EVALUATION

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

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

4.10.4 PREFERENCES

4.10.4.1 Reserved.

4.10.4.2 Reciprocal Preference

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

4.10.4.3 Recycled Materials

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

4.10.4.4 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.

4.11 POINT AND SCORE CALCULATIONS

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 https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 4.5 March 31, 2023 Page 22 of 27 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.

TOTAL POINTS POSSIBLE: 150

EVALUATION ITEM POINTS POSSIBLE 100

4.10.2.1 Evaluation Item 1 - Management Plan 20

4.10.2.2 Evaluation item 2 - References 20

4.10.2.3 Evaluation item 3 - Questions for Proposer 20

4.10.2.4 Evaluation item 4 - Key Persons and Resumes 20

4.10.2.5 Evaluation item 5 - Statement of Qualifications 20

4.10.3 PRICE POINTS POSSIBLE 50

4.12 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).

Agency will rank all Proposers at the conclusion of the evaluation and scoring and 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.

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.

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

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4.12.1 Competitive Range Determination

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

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

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

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

• All higher ranked Proposals are non-Responsive.

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

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

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the…