RFQ 2024-25 On-Call Land Survey Services.pdf

Revised 1/2024 Page 1

REQUEST FOR QUOTES (RFQ) #2024-25

Issue Date: April 11, 2024

Project Name: On-call Land Survey Services

Quote Due Date/Time: May 9, 2024, 2:00 PM PST

Procurement Analyst: Stephanie Ebner Email: SEbner@clackamas.us

SUBMIT QUOTES VIA EQUITY HUB’S BID LOCKER LOCATED AT

https://bidlocker.us/a/clackamascounty/BidLocker.

PLEASE NOTE: EMAIL SUBMISSIONS WILL NOT BE ACCEPTED.

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this

Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote

Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S- C01010-00010087. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List.

Prospective Quoters are responsible for obtaining any addenda or clarifying questions from

OregonBuys.

Submitting Quotes: Bid Locker

Quotes will only be accepted electronically via a secure online submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed quote documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated above or as modified by Addendum.

LATE QUOTES WILL NOT BE ACCEPTED.

C. Quoters must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Quoters with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

Procurement Division

Public Services Building

2051 Kaen Road

Oregon City, OR 97045

(503) 742-5444 (Office) mailto:SEbner@clackamas.us https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects

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2. SCOPE

The County, (including its component units of the Housing Authority of Clackamas County, Water

Environment Services, Tri-City Service District, Clackamas County Service District #1, Service

District #5, Surface Water Management Agency of Clackamas County, North Clackamas Parks and

Recreation District), seek the services of On-Call Land Survey Services with expertise in various phases of public development for County owned buildings, facilities and land throughout the County.

The purpose of this RFQ is to contract with multiple firms for On-call Land Survey Services.

Clackamas County continues to have a significant amount of transportation related funding and other capital projects that require professional level Land Surveying Services. As a result, Clackamas

County is seeking independent contractors to perform On-call Land Surveying Services to augment the internal employee staff surveyors.

For each authorized project, a project specific On-Call Work Task Order will be required because the scope and number of projects and tasks are unknown at the time of contract execution. These contracts are known as requirements contracts. The term of these requirements contracts in support of the projects will be for three years. Once a project specific On-Call Work Task Order has been awarded, the requirements contract will continue for that project until the project has been completed, regardless of the project duration.

When the County wishes Contractor to perform the Work, the County will submit an official County

Task Order form (found at: https://www.clackamas.us/finance/terms.html) detailing the scope of

Work, and the total compensation, pursuant to the awarded contract fee schedule.

The County expects to develop contracts with up to four consultants to provided rapid response to address a variety of surveying tasks/needs.

The typical On-call Land Surveying Services under the contract may include, but are not limited to, topographic and right of way surveys, mapping, monument recovery surveys, legal descriptions and exhibit creation for a variety of necessary easements. The expected value of this work will not exceed

$50,000 per year, with the value of each consultant contract not to exceed $50,000 per year. The total contract value per each consultant contract will be $150,000 for a three-year contract.

Registered Professional Land Surveyor

Consultant may not provide survey services unless the work is under the full authority and responsible charge of an Oregon Registered Land Surveyor (“PLS”) as defined in ORS 672.002(6)(b).

The PLS must be currently registered with the Oregon State Board of Engineering Examiners for

Engineering and Land Surveying, and must supervise and direct the services proposed under this

Contract. As required by Oregon Law, Consultants shall place their official Oregon Registered certified seal and signature on all reports, maps, and drawings delivered to the County under this

Contracts.

Professional Land Surveyor On-call Scope of Work

The scope of work for this contract will vary as need arises and will be at the discretion of the

County. Requests for surveying services shall be scheduled by Contractor within 7 days of request by

County.

Survey requests may be, but are not limited to, topographic surveys, construction staking, right of way surveys and monument recovery surveys. Surveying may be needed in difficult conditions such as along active roadways, on steep terrain and near water bodies. All work shall be performed under the direction of a Professional Land Surveyor registered in the State of Oregon. The categories of work may include:

Research and compile available survey data which may include title reports.

Obtain any required permissions and/or rights-of-entries on private property to perform surveys.

https://www.clackamas.us/finance/terms.html

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Establish horizontal and vertical control points for surveys performed.

Determine locations of public easements and rights-of-way.

Locate existing natural and man-made features.

Complete field topography and base map surveys for design of capital improvement and maintenance projects.

Tie horizontal locations of all utilities. In instances where there may be a major conflict with utilities, tie the vertical location as well.

Establish and monument road rights of ways.

Traditional topographic surveys to determine locations and elevations of roadway improvements, structures, topographic features and other improvements for use in evaluating existing conditions and performing design engineering.

Collect topographic data on bridges and streams for scour repair and prevention projects, which includes stream cross sections required for hydraulic analysis.

Prepare a digital terrain model.

Perform research and survey work related to public and private land ownership, public and private easements, public improvements, construction, and historic information.

Complete work assigned using the Surveyor's own equipment and use the Surveyor's own office space for the performance of all county contract-related services.

Prepare and interpret legal descriptions and exhibits.

Provide staking of rights of way for acquisition negotiations.

Tie all relative (necessary) existing property monuments and government corners and file surveys with the County Surveyor as required by ORS 209.155.

Other survey-related tasks as necessary

Deliverables to be submitted both in hard copy and in electronic format within 30 days of project completion. Electronic data shall be in AutoCAD Civil 3D 2023 formats or as otherwise requested by the County. The drawing format shall follow the standard drawing template provided by Clackamas

County. The preferred geographic coordinate datum to be used is the OCRS PDX 2011(1nternational

Feet) system with NAVD 1988 when necessary.

3. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized

Article II, Paragraph 28 – Confidentiality

Article II, Paragraph 29 – Criminal Background Check Requirements

Article II, Paragraph 30 – Key Persons

Article II, Paragraph 31 – Cooperative Contracting

Article II, Paragraph 32 – Federal Contracting Requirements

Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than

$1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and

Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

https://www.clackamas.us/finance/terms.html

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Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

4. QUOTE

Quotes should be short and concise with the following information:

A. Company experience in these types of projects;

B. Experience of staff that will work on the project;

C. Rate per Hour of Key Persons who would be assigned to projects;

D. Quote Certification Form; and

E. Any additional information that Clackamas County should take into consideration for the project or qualifications.

5. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, not-to-exceed rate for services and references.

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QUOTE CERTIFICATION FORM

RFQ #2024-25

Submitted by: ____________________________________________________________________

(Must be entity’s full legal name)

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS

305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the

Internal Revenue Service. Information not matching IRS records could subject Quoter to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Quoter has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST

The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFQ.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120

Non-Resident Quote. Resident State: ____________________

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CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract

Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the

RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD

CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the

RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE

F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the

Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ

(including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County

Procurement Division in the location designated in the introduction of the RFQ; however, no oral https://oregonbuys.gov/bso/view/login/login.xhtml

Revised 1/2024 Page 7 or telephone quotes will be accepted. Envelopes, or e-mails containing Quotes should contain the

RFQ Number and RFQ Title.

QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas

County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. CLARIFICATION: Clackamas County reserves the right to seek clarification of each Quote, or to make an award without further discussion of Quotes received.

7. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

8. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under

ORS 279B.110 and LCRB C047-640-1-c-F-iii.

9. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.