RFP: S-62900-00018091 – The Dalles Watershed Project GNA 2026

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STATE OF OREGON

COVER PAGE

Oregon Department of Forestry

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-62900-00018091 for

THE DALLES WATERSHED PROJECT FOR THE BARLOW

RANGER DISTRICT ON THE UMPQUA NATIONAL FOREST

UNDER GOOD NEIGHBOR AUTHORITY 2026

Date of Issue: October 2, 2026

Closing Date and Time: November 2, 2026, at 2:00 PM Pacific Standard Time (PST)

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

Address: 2600 State Street, Bldg. E

City, State, Zip Salem, OR 97310

Phone (voice) 971.345.7823

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

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

mailto:Katrina.chinn@odf.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 OREGONBUYS

4.7 PROPOSAL MODIFICATION OR WITHDRAWAL

4.8 PROPOSAL DUE

4.9 PUBLIC OPENING

4.10 PROPOSAL REJECTION

4.11 EVALUATION PROCESS

4.12 POINT AND SCORE CALCULATIONS

4.13 RANKING OF PROPOSERS

4.14 ADDITIONAL ROUNDS

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 PRINTING, BINDING, AND STATIONERY WORK

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION DECLARATION

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H QUESTIONS FOR PROPOSER

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Forestry, (“Agency” or “ODF”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for data collection, analysis, and documentation Services needed to comply with the National Environmental Policy Act (NEPA) and other federal laws for the Dalles Watershed (TDW) Good Neighbor Authority (GNA) Project on the Barlow Ranger District on the Umpqua National Forest (hereinafter referred to as the “Project” or “TDW GNA Project”). ODF and the U.S. Forest Service (“Forest Service” or “USFS”) anticipate that the selected Contractor will develop and produce an Environmental Assessment for this Project as described in 7 CFR 1b 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 30, 2028. Additional details on the Scope of the Services are included in the Scope of Work/Specifications section.

As a result of this Solicitation, the Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be 2 years.

1.2 SCHEDULE

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

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

Event Date Time

Pre-Proposal Conference October 13, 2026 3:00 PM

Questions / Requests for Clarification Due October 14, 2026 3:00 PM

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

October 23, 2026

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Closing (Proposal Due) See RFP cover page

Opening of Proposal November 2, 2026 2:00 PM

Issuance of Notice of Intent to Award (approx.) November 9, 2026

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

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

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

2.2 DEFINITION OF TERMS

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

“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 GNA, cooperative agreements, and grant agreements. Its mission is to accelerate the pace, scale, and quality of forest restoration, thereby increasing the resilience of Oregon’s federal forests. The program is guided by

Oregon state law (ORS 526.275) which established a policy to prioritize GNA projects that increase timber harvest volume, create jobs, reduce wildfire risks, enhance wildlife habitat and watershed health, and stimulate local economies. State law also mandates that ODF efforts be “additive,” achieving more than federal agencies can accomplish with their existing resources.

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

2.3.2 Project Overview, Background and Purpose

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This project is funded as part of the ODF FFR Program “A to Z” initiative which is intended to support the Forest Service in all aspects of forest restoration projects from inception to completion. A critical part of this process is the planning and compliance work which is the focus of this RFP.

The Project is a landscape-scale restoration effort identified as a high priority for wildfire risk reduction in Oregon’s 20-year Landscape Resilience Strategy and the Mt. Hood area all-lands Strategic Action Plan. It’s responsive to local partnership priorities identified through the Wasco County all-lands group, Hood River All-Lands Partnership, the City of The Dalles, and the Hood River and Wasco County Forest Collaboratives.

The Agency will hold the Contract and be responsible for payment. USFS staff will act as designated representatives, local contacts, and Contract field inspectors reporting to the

Agency on Contract implementation and accepting completed work. The selected

Contractor shall contact USFS staff for issues and questions regarding policy, analysis, format requirements, and Statement of Work (SOW) tasks. The selected Contractor shall contact the ODF Contract Administrator or designated representative for questions regarding Contract specifications, Contract-related issues, and Contract payments.

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 resulting Contract from 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 a mutually agreed upon amendment. 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:

• Amendments to extend the term of the Contract for additional periods;

• Amendments to increase or decrease the quantity of Work;

• Amendments to delete Work;

• Amendments to increase or decrease the maximum not-to-exceed compensation payable to selected Contractor; and

• Amendments to change or add additional specifications.

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 TDW GNA Project on the Barlow Ranger District on the Mt. Hood National

Forest. Additionally, the Scope also includes developing and producing an Environmental

Assessment and FONSI in accordance with NEPA and other applicable federal laws.

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

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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 person(s) to be assigned to this Project who meet or exceed the minimum requirements below:

Project Lead

• An undergraduate degree in forestry, natural resources, environmental science, wildlife biology, botany, hydrology, archaeology, environmental planning, public administration, or a closely related field or equivalent education and experience (e.g.

number of years worked, certifications, etc.), and

• At least two (2) years of professional experience managing natural resources, environmental planning, forestry, restoration, or federal land management projects.

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.), and

• At least two (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.):

• Prior experience working in and identifying Northern Spotted Owl habitat:

• Experience in analyzing potential impacts of the proposed treatments on species, including Management Indicator Species; Survey and Manage Species; and

Threatened/Endangered/Sensitive Proposed Species:

• Prior experience consulting with US Fish and Wildlife Service; and

• At least two (2) years of experience in preparing Biological Evaluations (BEs) and

Biological Assessments (BAs).

Wildlife Survey Crew Lead

• At a minimum, the crew leader shall have two (2) seasons of experience surveying for mollusks in the Pacific Northwest. A single season consists of three (3) months.

Wildlife Survey Crew Members

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• For mollusk surveys, all surveyors shall have two (2) seasons of experience conducting mollusk surveys in the Pacific Northwest. A single season consists of three (3) months.

Archaeologist

• At a minimum, the Proposer’s archaeologist must meet one of the following standards:

o An archaeologist who meets the standards established for Archaeologist in the United States Office of Personnel Management (OPM) X-118 professional

Archaeologist (GS-0193), or o A professional consultant who meets the professional standards of 36 CFR

296.8, or o An archaeologist who meets the Secretary of the Interior’s Standards and

Guidelines for Professional Qualifications in Archaeology and Architectural

Historians (GS-0170) OPM P-170-0 as applicable (48 FR 44738-44739).

Archaeologist Technicians

• Either :

o A bachelor's degree in anthropology, archaeology, or a related field, including completion of an archaeological field school; or o Six (6) months of general work experience and six (6) months of experience conducting archaeological survey and excavation; or a combination of both.

Forester/ Forest Vegetation Specialist

• An undergraduate degree in forestry, or equivalent education and experience (e.g.

number of years worked, certifications, etc.);

• An understanding of local forest types and the management techniques and harvest systems specific to them;

• At least five (5) years of experience in preparing forest stand evaluations or assessments and silvicultural prescriptions. Experience must be equivalent to the work of a silviculturist and documented through a certification process (i.e. Forest Service certified silviculturist, Society of American Foresters, or equivalent);

• Demonstrated experience developing projects in Northwest Forest Plan Late Successional Reserve (LSR), developing proposed actions consistent with Northwest Forest Plan LSR assessments and other laws, regulations and policies, and writing silvicultural prescriptions for fuels-focused projects; and

• 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

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• 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.);

• Three (3) years applied field experience in wildfire/prescribed fire management;

• Understanding of fuel structure and composition and how it relates to fire behavior and probability;

• Proficient in using fire behavior modeling tools (able to model a change in fire behavior under different treatment alternatives); and

• Understanding of the potential operational delineations (PODs) concept, and how they are designed, implemented and used in fire management.

Botanist

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

• At least two (2) years of experience in preparing BEs and Bas;

• 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 reports, BEs and BAs, and weed risk assessments; and

• Ability to use Geographic Information System (GIS) applications for survey data collection, data management, and analysis of project effects.

Hydrologist

• An undergraduate degree in hydrology or equivalent education and experience (e.g.

number of years worked, certifications, etc.);

• At least three (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 Oregon or Washington;

• 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; and

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

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;

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

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

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

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 two (2) years of experience in preparing BEs and BAs for anadromous salmonids and Endangered Species Act (ESA) listed fish species;

• Ability to prepare BE and BA; and

• Experience with ESA Section 7 and Magnuson-Stevens Fishery Conservation

Management Act consultation process and requirements (e.g. number or years, trainings, etc.).

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 two (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;

• Knowledge of and experience with the large variety of recreational opportunities that occur on the Mt. Hood 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 or touring, winter recreation including motorized and non-motorized, climbing, backpacking, geothermal features, bicycle use, collection of forest products, motorized and non-motorized water activities, and foraging; and

• Demonstrated visual resource analysis experience congruent with the Project.

Transportation Planner

• A technical degree in forest or civil engineering, or a comparable level of education and experience (e.g. number of years worked, certifications, etc.); and

• Proven expertise in forest transportation systems as well as in their maintenance and reconstruction.

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.); and

• At least two (2) years of experience in managing or analyzing geospatial data and preparing maps.

3.1.2 Statement of Qualifications:

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Proposer must submit a Statement of Qualifications demonstrating 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; and

• Public engagement and content analysis of public comments.

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

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Questions for Proposer (Attachment H)

• Key Persons and Resumes

• Statement of Qualifications

3.2.2 Other Submissions

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

3.2.3 Proposal Page Limits

Reserved.

3.2.4 Proposal Format and Quantity

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

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in See Section 4.5 for electronic submission instructions.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 12 of 25 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 Declaration (Attachment B).

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

3.2.5 Authorized Representative

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

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

Provide 2 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply

DAS Procurement Services, Version 4.5 March 31, 2023 Page 13 of 25 with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, and sent to the SPC. Reference forms must be received prior to Opening. Reference forms not received before Opening will not be scored.

3.3.4 Price Proposal

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

• Per unit cost for each item listed; and

• The total cost for the entire Project.

The Price Proposal must include personnel, travel, supplies, other costs, and administrative and overhead charges.

3.3.1 COBID Certification / Outreach Plan

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

3.3.2 Responsibility Inquiry

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

3.3.3 Questions for Proposer

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

3.3.4 Key Persons and their Resumes

Proposer shall specify key person(s) to be assigned to this Project and include a current resume for each key person that details 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 under a resulting Contract, the Proposer must include a list of all subcontractors and include resumes for all subcontractor personnel who will provide Services.

Agency shall determine in its sole discretion if relevant experience may be substituted for degree requirements and whether the experience demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.3.5 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

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4.1 PUBLIC NOTICE

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

Modifications, if any, to this RFP will be made by written 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.

4.2 PRE-PROPOSAL CONFERENCE

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

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the Project;

• Explain the RFP process; and

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

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

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

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

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 OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 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 proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below https://oregonbuys.gov/ mailto:kyle.m.sullivan-astor@odf.oregon.gov

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 25 and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Addenda

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

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

4.4.3 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 Amendment must be received by the due date identified in the Amendment.

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 OregonBuys

Proposal submission should be electronically through OregonBuys at: https://oregonbuys.gov/

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

4.6 OREGONBUYS

4.6.1 OREGONBUYS Assistance

https://oregonbuys.gov/ 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

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

4.6.2 OREGONBUYS Registration Information

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

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

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

4.6.3 Failure of Electronic Procurement System

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

4.7 PROPOSAL MODIFICATION OR WITHDRAWAL

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

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

4.8 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.

4.9 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 Procurement Schedule or as changed by Addendum. Public opening may occur via Zoom or Teams video conference if ODF believes it is in the best interests of ODF staff and Proposers to do so. If ODF decides to hold a Zoom or Teams conference for the Proposal opening, Proposers will be sent instructions on how to join the meeting.

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

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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.

4.10 PROPOSAL REJECTION

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

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

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

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

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

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

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.11 EVALUATION PROCESS

4.11.1 Responsiveness and Responsibility Determination

4.11.1.1 Responsiveness determination

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

OAR 125-247-0470.

4.11.1.2 Responsibility Determination

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

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

4.11.2 Evaluation Criteria

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

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Evaluators will assign a score for each evaluation criterion listed below in this Section 4.11.2 up to the maximum points available as specified in Section 4.12 (Point and Score Calculation).

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

4.11.2.1 Evaluation Item 1 – Management Plan

Management Plan will be evaluated based on how well the Proposer’s plan addresses the following questions:

• Does the Management Plan reflect a clear grasp of Project objectives, constraints, and success criteria? (up to 10 points)

• Is there a logical Work breakdown structure with a realistic, high‑level Gantt (or similar) chart identifying timeline and milestones? (up to 10 points)

4.11.2.2 Evaluation Item 2 – References

References will be evaluated based on Proposer’s ability to perform specifically 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)

• Knowledge/Experience (up to 5 points)

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

4.11.2.3 Evaluation Item 3 – Questions for Proposer

Questions for Proposer (Attachment H) will be evaluated as follows:

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

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

4.11.2.4 Evaluation Item 4 – Key Persons and Resumes

The Key Persons and resumes will be evaluated based on the following questions:

• Do Key Persons’ resumes clearly match the roles and minimum qualifications identified in Section 3.1.1? (up to 10 points)

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

4.11.2.5 Evaluation Item 5 – Statement of Qualifications

The Statement of Qualifications will be evaluated based on the following questions:

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• Does the SOQ demonstrate that Key Personnel have successfully completed projects similar in size, scope, and complexity within the last five years? (up to 10 points)

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

(up to 10 points)

4.11.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal (up to 50 points) based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

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

4.11.4 PREFERENCES

4.11.4.1 Oregon Supplies and Services

Reserved.

4.11.4.2 Reciprocal Preference

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

4.11.4.3 Recycled Materials

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

4.11.4.4 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

4.12 POINT AND SCORE CALCULATIONS

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

SCORING:

Evaluation Points Possible 100

Evaluation Item 1 – Management Plan 20

Evaluation Item 2 – References 20

Evaluation Item 3 – Questions for Proposer 20 https://www.naspo.org/reciprocity1

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The SPC will average all scores for each evaluation criterion. Except for References, scores are the values assigned by each evaluator. Price points are calculated as stated in Section 4.11.3 (Price Evaluation).

4.13 RANKING OF PROPOSERS

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

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

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist 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

4.13.1 Competitive Range Determination

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

4.13.2 Competitive Range Protest

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

Protests must:

• Be emailed to the SPC;

Evaluation Item 4 – Key Persons and Resumes 20

Evaluation Item 5 – Statement of Qualifications 20

Price Points Possible 50

TOTAL POINTS POSSIBLE 150

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• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

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

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

4.14 ADDITIONAL ROUNDS

Reserved.

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

Reserved.

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

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Chapter 279B or ORS Chapter 279A.

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

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

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

5.2.2 Response to Protest

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

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.3.1 Insurance

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

5.3.2 Taxpayer Identification Number

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

5.3.3 Business Registry

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

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an http://sos.oregon.gov/business/pages/register.aspx

DAS Procurement Services, Version 4.5 March 31, 2023 Page 23 of 25 unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

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

5.3.6 Other Required Information

5.4 CONTRACT NEGOTIATION

5.4.1 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 the Sample Contract listed below. However, Agency is not required to make any changes and many provisions cannot be changed.