RFQ_2025-56_On-Call_Geo.pdf

Revised 1/2024 Page 1

REQUEST FOR QUOTES (RFQ) #2025-56

Issue Date: June 2, 2025

Project Name: On-Call Geotechnical Engineering Services Quote Due Date/Time: June 23, 2025, 2:00 PM PST Procurement Analyst: Thomas Candelario Email: tcandelario@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-C01010-00014028 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:tcandelario@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

Revised 1/2024 Page 2

2. SCOPE

This RFQ has been issued for the purpose of selecting up to three (3) Geotechnical Engineering consultants to act as “on-call” or “as-needed” independent contractors to perform the type and scope of work as requested by the County. The selected firms will be asked to perform the work as needed by the County; if a firm is unable to perform initial investigations in the time required by the County, or if the firm has a conflict of interest, another firm on the list will be contacted.

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. The contractor must be available on an on-call basis to respond to service requests within a reasonable timeframe, as specified in the contract. The anticipated work need for this work to be completed will be Monday through Friday 7am -3pm, unless otherwise approved by the Project Manager.

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 multiple contractors to provided rapid response to address a variety of bridge consulting services.

INTRODUCTION

The Clackamas County Department of Transportation and Development is responsible for maintaining approximately 1,400 miles of County roadways. County road rights of way regularly experience a number of geological events and challenges caused by active ground movement. When ground movement, landslides, or pavement distress occurs within a County maintained road right of way, it poses a hazard to the traveling public. As a result, the County needs to address the hazard to the traveling public quickly. Once a geologic hazard has been identified, the services of a geotechnical consultant are urgently needed to determine a safe approach to remove or mitigate the hazard to the traveling public.

Remediation of each site may be performed by County personnel or by construction contractors depending on the scope of remediation and the resources the County has available.

From time to time, geotechnical work not specifically related to ground movement or not related to County roadways may be required. If a project falls into this category, an initial investigation is typically performed. If an initial investigation is performed, the Contractor and the County will develop a scope of work and the County will issue an amendment to the original task order or develop a direct appoint contract, if the fee estimate exceeds the annual limits of this contract.

SCOPE OF WORK

The geotechnical engineering consultant will be required to provide a variety of geotechnical engineering work, though it is likely that individual tasks will be limited in scope. It is expected that in all instances, the consultant will be required to consult with County staff to identify specific needs and discuss options for accomplishing those needs. Tasks may include, but are not limited to, the following:

• Perform a preliminary site investigation of the area of concern, slide area, or pavement distressed area with County staff to identify the cause(s) of the site problem(s) and review the options for mitigating the problem(s).

• Perform geotechnical site investigations to include groundwater and subsurface profile modeling or geotechnical drilling to assist in selection of viable alternatives.

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

Revised 1/2024 Page 3

• Recommend repair/mitigation methods and provide a risk analysis for each recommendation.

• Provide a design and analysis of the alternative selected by the County.

• Provide drawings and specifications for construction of remediation.

• Provide on-site expertise as required prior to and during construction of remediation as needed by the County.

If the initial site investigation reveals a situation that is more complex than the County crews can quickly address and repair or mitigate, the County will request a separate request for proposal, if required to meet Procurement thresholds, or request a statement of work and fee estimate and enter into a direct appoint contract.

Successful consultants will be working with a diverse team including engineers, technicians, and road maintenance personnel.

SCHEDULE:

Periodically, the County will contact contracted consultants for specific projects. Upon receipt and agreement of a scope of work, the County will issue a task order for the specific work and to complete that includes fees and timeline to complete the task.

BUDGET

It is the intent of the County award to multiple consultants. Contracts will be for a sum not exceed 50,000 per County fiscal year (July 1-June 30) over three (3) years for a Contract total not to exceed $150,000. Fees shall be firm during the term of the resulting contract.

3. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a Personal Service 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:

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

Article I, Paragraph 5 – Travel and Other Expense is authorized 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.

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 on company letterhead, be short and concise, and contain the following information:

A. Company Qualifications: Provide a general overview of the firm, including staff, location of closest office to Clackamas County, background of company, and specific qualifications and expertise for this type of work;

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

Revised 1/2024 Page 4

B. Project Team Capabilities: detail the qualifications, experience and project responsibilities of the consultant, key professional staff and any sub-consultants and affiliates the firm may use on various tasks during the performance of the resulting contract. Provide enough documentation to demonstrate key staff members knowledge of the area and/or similar land formations;

C. Project Understanding and Approach: provide examples of geotechnical on-call task orders similar to the tasks listed in the scope of work. Provide details of how you would allocate staff to this project;

D. Fee Proposal: provide a fee schedule showing hourly rates for key persons who would be assigned to projects and specific miscellaneous costs (a range in fee for each classification is acceptable and desirable due to the fees being firm over the life of the contract). Quoters are expected to bill no more than the lowest rate contracted with other Local Public Agencies.

The fee schedule should include potential estimated expenses, anticipated travel, and other reimbursable expenses.

E. References: please provide no more than three (3) references from agencies for similar type of Work;

F. Clackamas County Certifications Form; and G. 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: Company qualifications, project team capabilities, project understanding, and fee schedule.

Revised 1/2024 Page 5

QUOTE CERTIFICATION FORM

RFQ #2025-56

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: ____________________

Revised 1/2024 Page 6

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.