RFQ AIRPORT ENGINEERING SERVICES TMK.pdf

REQUEST FOR QUALIFICATIONS – AIRPORT ENGINEERING SERVICES

TILLAMOOK MUNICIPAL AIRPORT (TMK) Page 1 of 18

Request for Qualifications

Airport Engineering Services Tillamook Municipal Airport (TMK) OregonBuys #:S-R29138-00011433

Date Offered: Wednesday, September 4, 2024 Closing Date: 3:00 p.m. on Friday, November 15, 2024

Contact Person: Chance Steffey, PE, CWRE, District Engineer csteffey@potb.org

Port of Tillamook Bay 4000 Blimp Boulevard, Suite 100 Tillamook, Oregon 97141 503-842-2413 www.potb.org mailto:csteffey@potb.org http://www.potb.org/

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NOTICE AND REQUEST FOR STATEMENTS OF QUALIFICATIONS FOR

AIRPORT ENGINEERING SERVICES

FOR THE TILLAMOOK MUNICIPAL AIRPORT (TMK)

The Port of Tillamook Bay is requesting Statements of Qualifications from interested and qualified Aviation Consultants for engineering, planning, reporting and subcontracted special services for the Tillamook Municipal Airport (TMK) in Tillamook, Oregon. The services may include, but are not limited to, the design and construction phases of runway extensions, runway safety areas, runway overlays, taxiways, aircraft aprons, airfield lighting, NAVAID’s, instrument landing systems, fueling systems, hangars, terminal site work, and other projects as determined by the Port of Tillamook Bay. The services may also include assisting with land planning, architectural services, and other planning and environmental projects as determined by the Port of Tillamook Bay. Services may include subcontracted special services such as surveying, geotechnical, environmental, and quality assurance testing.

You may download this Request for Qualifications (RFQ) and related documentation from the OregonBuys website. Go to https://oregonbuys.gov OPPORTUNITY NO.: S- R29138-00011433.

Responses must be received by the Port of Tillamook Bay Main Offices at 4000 Blimp Boulevard, Suite 100, Tillamook, Oregon 97141 on or before 3:00 P.M. on Friday, November 15, 2024. If you have questions about obtaining the RFQ, please contact Chance Steffey, PE, CWRE, District Engineer, at 503-354-8044, or e-mail at csteffey@potb.org

No electronic submittals will be accepted.

PUBLISHED:

Port of Tillamook Bay Website (www.potb.org) Daily Journal of Commerce

ISSUE DATE: Wednesday, September 4, 2024 https://oregonbuys.gov/ mailto:csteffey@potb.org http://www.potb.org/

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INFORMATION AND INSTRUCTIONS TO RESPONDENTS:

REQUEST FOR QUALIFICATIONS FOR AIRPORT ENGINEERING SERVICES

The PORT OF TILLAMOOK BAY (“Port”) hereby solicits Statements of Qualifications (SOQ) from interested and qualified Aviation Consultants for engineering, planning, and subcontracted special services (“Services”) for the Tillamook Municipal Airport (TMK) in Tillamook, Oregon (“Airport”). The services may include, but are not limited to, the design and construction phases of runway extensions, runway safety areas, runway overlays, taxiways, aircraft aprons, airfield lighting, NAVAID’s, instrument landing systems, fueling systems, hangars, terminal site work, and other projects as determined by the Port of Tillamook Bay. The services may also include assisting with land planning, architectural services, and other planning and environmental projects as determined by the Port of Tillamook Bay. Services may include subcontracted special services such as surveying, geotechnical, environmental, and quality assurance testing.

SECTION 1. PROJECT DESCRIPTION:

The Federal Aviation Administration (“FAA”) requires a formal process, outlined in Advisory Circular (AC) 150/5100-14E Architectural, Engineering and Planning Consultant Services for Airport Grant Projects, to select a consultant. The primary selection is “best qualified.”

Qualified firms will provide all labor, equipment, supplies and materials to produce and deliver documents and specifications related to necessary Services for various local, state and federally funded projects for the Airport. Work will be accomplished in accordance with FAA AC150/5100-14E Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects, Sections 1-4; and Basic Engineering Services shall include: 1) preliminary phase; 2) design phase; 3) bidding and negotiation phase; and 4) construction phase services.

Environmental studies and reports related to listed projects may be required. All work shall be accomplished in accordance with all applicable Federal, State and Local guidelines and regulations including FAA Advisory Circulars, the National Environmental Policy Act (NEPA) and Oregon Environmental Statutes.

Federal, State, and Local requirements will apply to each of the listed projects in the event projects are reimbursed through FAA’s Airport Improvement Program or an approved Passenger Facility Charge at a later date. Individual Projects that are federally funded will include a Disadvantaged Business Enterprise (DBE) goal.

SECTION 2. SCOPE OF WORK:

The following listed tasks may be assigned over the term of the term of the contract (three-year contract with two possible one-year extensions). Projects are included in the Airport’s

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Capital Improvement Program; the tasks are neither listed in chronological order nor by priority.

The scope of work includes the design and construction of projects that may be accomplished during the course of multiple grants, subject to available funding, as described below:

• New Sponsor Owned Hangar (2026)

• Runway 13-31 Run-Up Apron & Drainage Improvements – Preliminary Design &

Environmental (2027)

• Runway 13-31 Run-Up Apron & Drainage Improvements – Design & Construction

(2028)

• Taxilane Rehabilitation and Airfield Signage (2029)

• Runway 13-31 MIRL, PAPI and REIL Improvements (2030)

Other projects may include, but may not be limited to:

• Pavement improvements to include runways, taxiways, aprons, taxi lanes, and vehicle movement areas. Vehicle movement improvements may include airside roads, street improvements, or other vehicles sites as designated.

• Environmental work required in accordance with applicable federal, state, and local guidelines and regulations including FAA Advisory Circulars, the National Environmental Policy Act (NEPA), Department of State Lands, US Corp of Engineers, and Oregon Environmental statutes.

• Security – to include perimeter fence, coordination with the airport’s security administration requirements and associated TSA required improvements.

• Airport Graphic Information Systems (AGIS)

• Site improvements to include drainage, storm water management, site work, utility improvements.

• Disadvantaged Business Enterprise plans and goals

• Capital Improvement Plans

• FAA ADO communication, process assistance, and forms review

• Property transactions

• Building improvements that may include electrical, building, or other designated facilities.

• Site improvements to include fuel island improvements for fueling ARFF, SRE, or other vehicles in support of Airport operations.

• Planning assistance as required by FAA outside of a Master Plan.

Projects not funded by federal, or state dollars may be added to this list as needed.

Additional services in the form of completing FAA reporting requirements (e.g., quarterly, annual and closeout reports), for POTB staff review and submittal will be part of each project.

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Some of the services may not be required. Port reserves the right to initiate additional procurement action for any of the services included in this initial procurement.

SECTION 3. CRITERIA AND CONTENTS:

Respondents are encouraged to organize their submissions in such a way as to follow the general evaluation criteria listed below. Information included within the SOQ may be used to evaluate your firm as part of any criteria regardless of where that information is found within the SOQ. Information obtained from the SOQ and from any other relevant source may be used in the evaluation and selection process.

A. Cover Letter (1-page) containing at a minimum:

1. Company name, contact name, address, fax number, and email address

B. Qualifications Criteria:

1. General Information

a. Description of firm/team

b. Legal company organization; organization chart with names

c. List of applicable Oregon licenses

2. Relevant Firm Experience (20 points)

a. Respondent’s overall reputation, professional integrity and competence, service capabilities and quality as it relates to these proposed projects.

b. List and briefly describe three (3) to five (5) comparable projects completed within the last five (5) years, or currently in progress, by your firm. Include your firm’s role, and discuss contract amendment history, if applicable. For each project, include the contract value and construction value (original value plus contract amendments, if applicable), project owner, project location, contact name and title, address, current/accurate telephone number, and email address (if available).

c. A minimum of three (3) referrals and references from other agencies and/or sponsors. If possible, references should be for similar size and type of airports listed above in 2.b. and completed within the past five

(5) years.

d. List and describe any litigation; arbitration; claims filed by your firm against any project owner because of a contract dispute; any claim filed against your firm; termination from a project, et cetera, and the resulting outcome.

e. Respondent’s capability and intent to proceed without delay if selected for this work.

f. Type and amount of self-performed work.

3. Team Experience & Qualifications (30 points)

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a. Describe each team member’s position; provide resumes of each proposed team member. List professional continuing education, including all Alliance for Construction Excellence (ACE) or similar courses.

b. Briefly describe each team member’s role on this project.

c. Provide “team” experience working together on similar projects, including experience completing FAA reporting compliance requirements.

d. Identify proposed sub-consultants/subcontractors, and your method of sub-consultant/subcontractor selection, if applicable. Include in your SOQ a proposed sub-consultant/subcontractor selection plan.

e. Understanding of Alternative Procurement Delivery Method (APDM) if applicable.

4. Project Understanding and Approach (25 points)

a. Describe your understanding of the various projects.

b. Identify and discuss any potential problems during design and construction of individual projects and/or how the projects interrelate.

c. Identify and discuss methods to mitigate those problems.

d. Describe capability to conduct Value Engineering (VE) study for projects.

e. Describe the work you anticipate self-performing and performed by sub-consultants/subcontractors.

5. Approach to Project Management (10 points)

a. Describe your approach to processing amendments/change orders.

b. Describe your planning, scheduling, estimating, and construction management tools and technology (if applicable).

c. Describe your quality control plan, dispute resolution, and safety management (if applicable).

6. Other Factors (15 points)

a. Current workload and ability to proceed promptly.

b. Willingness to abide by the Port’s standard form contract with few or no objections or changes.

c. Provide statement regarding your assurance that this engagement will not result in a conflict of interest.

d. Relevant factors impacting the quality and value of work.

e. Familiarity with federal and state requirements, including reporting requirements.

f. Capability to incorporate aesthetic and architectural concepts with project design (when applicable) while accomplishing the basic requirements that the project be functional, safe and efficient.

g. Responses from references.

C. Appendix:

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Attachment 1: “Respondent Certifications” form shall be completed, signed and included in the SOQ.

Attachment 2: “Reference Release Form” form shall be completed, signed and included in the SOQ.

Attachment 3: “Contract Review Statement” form shall be completed, signed and included in the SOQ.

Attachment 4: “Certificate of Insurability” form shall be completed, signed and included in the SOQ. Within ten (10) days of execution of a contract with the Port, the successful Respondent shall furnish proof of insurance in the amounts listed in the forms of Contract.

Resumes for proposed key team members (2-page maximum for each resume).

FAILURE TO INCLUDE ALL INFORMATION REQUESTED AND/OR FAILURE TO

PROVIDE EVIDENCE THAT THE RESPONDENT MEETS THE MINIMUM

QUALIFICATIONS LISTED HEREIN SHALL CAUSE SUCH INCOMPLETE

STATEMENT OF QUALIFICATIONS TO BE REJECTED AND NOT BE EVALUATED

OR CONSIDERED IN THE SELECTION PROCESS.

SECTION 4. SUBMITTAL INSTRUCTIONS:

1. Submissions must be typed and may not exceed twenty (20) single-sided pages (maximum 8½” x 11”) with a minimum of 11 pt. type. Submissions exceeding the page limit will be considered non-responsive and will be returned to the Respondent without further evaluation. Responders must submit one (1) UNBOUND original and five (5) UNBOUND copies of their SOQ.

2. Submissions may include the use of a table of contents or tab dividers. Submittals should be clipped with binders only – DO NOT USE PLASTIC OR METAL SPIRAL- BINDING. Pages to include table of contents or tab divider, having photos, charts, and/or graphs that provide additional evaluation information, will be counted towards the maximum number of pages.

3. The following information is not included in the page limit:

• Cover letter on company letterhead (1 page maximum)

• Resumes for each key team member (2 pages maximum)

• Attachment 1 – Respondent Certification

• Attachment 2 – Reference Release

• Attachment 3 – Contract Review Statement

• Attachment 4 – Insurability Certification

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4. SOQs must be submitted in a sealed envelope with the Respondent’s name and address clearly indicated on the envelope.

5. Submittals must be addressed to:

Port of Tillamook Bay

RESPONSE TO REQUEST FOR QUALIFICATIONS – AIRPORT ENGINEERING

SERVICES

Attention: Chance Steffey, PE, CWRE, District Engineer 4000 Blimp Boulevard, Suite 100 Tillamook, Oregon 97141 and received on or before:

Submittal Deadline: 3:00 p.m. on Friday, November 15, 2024.

NO ELECTRONIC SUBMITTALS WILL BE ACCEPTED.

LATE SUBMITTALS WILL NOT BE ACCEPTED.

SECTION 5. REQUEST FOR QUALIFICATIONS ACQUISITION AND SCHEDULE

1. Download this Request for Qualifications and related documentation from the OREGONBUYS website at https://oregonbuys.gov OPPORTUNITY NO.: S- R29138-00011433. It is Respondent’s responsibility to check the website for addendums. All addendums must be included with the SOQ.

2. Questions regarding this SOQ must be submitted in writing, by mail, fax or email to the Port office at the address listed above, by 3:00 p.m. on Wednesday, November 15, 2024. Oral statements or instructions made by staff, officials or consultants shall not constitute an amendment to this SOQ; any such amendment must be in writing and issued to all registered parties.

3. The following tentative schedule has been prepared for this project. Firms interested in this project must be available on the interview and scoping meeting dates.

• Release of Request for Qualifications: September 4, 2024

• Deadline for Receipt of Questions: October 18, 2024

• Response Deadline: 3:00 p.m. on November 15, 2024

• Interviews: TBD

• Notice of Selection:TBD

• Negotiations Complete: TBD

• Signed Contract and Notice to Proceed: TBD https://oregonbuys.gov/

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The Port reserves the right to change any dates listed if it is in the best interest of Port to do so. Respondents will be notified by written addendum of any date changes that affect due dates or deadlines.

SECTION 6. SELECTION PROCESS

1. The selection process will follow the guidelines contained in FAA Advisory Circular 150/5100-14E Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects. The Port will appoint a selection committee to evaluate each Respondent based strictly on qualifications. Using the criteria and weighting listed above, and in order of preference, the Selection Committee will rank the Respondents.

2. The Port may contact and interview the references provided by each Respondent.

3. The Selection Committee may conduct interviews with the short-listed top-ranked

Respondents. Interview invitation letters shall be sent to the selected Respondents with specific interview location and anticipated interview format.

Respondents may present using any media format they choose, but the Port provides no material or technical support. Respondents must leave any storyboards, other presentation items, and a hard copy of any presentation materials, with the Port for consideration. At the Respondent’s request, materials shall be returned after the selection.

4. A selection/ranking result notification letter will be sent to all Respondents following a selection and/or interview list determination.

5. Respondents are evaluated on any combination of the following elements: 1) Statement of Qualifications submitted in response to this Request; 2) Reference verification; 3) Interview performance; and 4) any information from any source about the Respondent, whether included in the SOQ or not.

6. Port will notify the highest ranked Respondent and request submittal of a fee proposal based on the approved scope as the basis for start of negotiations. Port will enter into negotiations with the highest ranked Respondent to finalize a master contract for the contract period. Port may only negotiate an alternative term or condition if either is reasonably related to the term or condition that this Request describes as negotiable.

The matters subject to negotiation shall be limited to the following:

a. Cost

b. The manner in which the services are to be performed

c. The personnel to be committed to Port’s contract

d. Provisions which the Port would like to change

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7. If a contract cannot be successfully negotiated with the highest ranked Respondent, then negotiations will be terminated with that Respondent, and the Port will enter negotiations with the next highest ranked Respondent until an agreement is reached or an impasse is declared.

8. Unless the award of a contract is delayed by the Port, written notice of the award, specifying the date of selection, will be made no later than the first business day following approval of the contract by the Port. Final award will depend on the execution of an acceptable contract and delivery of evidence of insurance and may be withdrawn by the Port at any time prior to execution of the Contract by the Port.

SECTION 7. GENERAL TERMS & CONDITIONS:

1. The minimum qualifications for this AIRPORT ENGINEERING SERVICES contract are:

a. Experience in design and construction management of airport capital projects.

b. Able to meet the terms and conditions of the Port’s standard contract including insurance requirements.

2. Respondents not meeting these minimum requirements will not be evaluated nor considered for this selection process.

3. The omission of required information may invalidate a SOQ.

4. The Port of Tillamook Bay reserves the right to reject any or all SOQs, to waive any informality or irregularity in any SOQ received, and to be the sole judge of the merits of the respective SOQ received.

5. Public Records: This Request and one (1) copy of each original SOQ received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by Port and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

"This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192."

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance." ORS 192.501(2).

Therefore, non-disclosure of documents or any portion of a document submitted as part of a SOQ may depend upon official or judicial determinations made pursuant to the Public Records Law.

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6. Protests of SOQ requirements or of any provision, term or condition of the exhibits attached to this SOQ or of any specification the protestor feels limits competition shall be delivered to the Port in writing, no later than seven (7) calendar days prior to the submittal deadline.

7. The SOQ is to be based on and submitted in accordance with the instructions contained herein. The Port may change these instructions at any time prior to the submittal deadline by addendum. Respondents are responsible for responding to all addenda.

8. Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued more than seventy-two (72) hours before the scheduled closing time for responses, shall be binding on the Respondent.

9. The Respondent is obligated to notify the Port of the receipt of any addendum in his/her SOQ. Failure to acknowledge receipt of addenda may be cause for rejection of the SOQ.

10. Questions regarding this SOQ must be submitted in writing to the address listed herein by Friday, October 18, 2024.

11. Future agreements would be a public contract within the meaning of ORS 279 and all provisions of that chapter are made a part hereof as if fully set out herein.

DIRECT CONTACT WITH SELECTION COMMITTEE MEMBERS OR ANY

AIRPORT EMPLOYEE CONCERNING THIS REQUEST FOR STATEMENT OF

QUALIFICATIONS, OTHER THAN THE PORT’S GENERAL MANAGER OR PROJECT

COORDINATOR, AT ANY TIME IS STRICTLY PROHIBITED.

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ATTACHMENT 1

RESPONDENT CERTIFICATIONS

By submitting a SOQ, Respondent represents and certifies that:

1. The undersigned is a duly authorized representative of the Respondent, and has been authorized to make all representations, attestations, and certifications contained in this SOQ;

2. All information contained in this SOQ is true, accurate, and complete to the best of

Respondent’s knowledge and belief;

3. The Respondent has carefully examined and understands the Request and has identified any conflicts or discrepancies within the documents and has either raised the issue as a request for clarification or included the most stringent or expensive solution within the SOQ;

4. The Respondent has determined that the Respondent has available, or can cause to be available, the equipment, facilities, supplies, systems, materials, staff, and other items that are needed for the completion of the Project;

5. The Respondent is familiar with the requirements of applicable laws that affect the

Scope of Work;

6. The Respondent has submitted its SOQ on the basis of its own examination, investigation, and evaluation of factors and conditions, and is not acting in reliance upon any opinions or representations of the Port except as stated in this Request;

7. No officer, agent, or employee of Port of Tillamook Bay has any pecuniary interest in the SOQ or in the Respondent’s entity, firm, business or affairs;

8. The Respondent will comply with all terms and conditions contained in this

Request, including Objectives and Scope of Work, and will comply with the terms of any resulting contract upon award;

9. The Respondent will comply with all applicable laws in the submission of the SOQ and the performance of the contract if awarded the contract;

10. The Respondent has not discriminated against minority, women or emerging small business enterprises, and the Respondent is not in violation of any discrimination laws;

11. The Respondent understands that this Request does not commit the Port to pay any costs incurred by any Respondent in the submission of an SOQ and further agrees that the preparation of all materials for submittal to the Port and all

TILLAMOOK MUNICIPAL AIRPORT (TMK) Page 15 of 18 presentations, related costs and travel expenses are at the Respondent’s sole expense, and that Port shall not, under any circumstances, be responsible for any cost or expense incurred by the Respondent. In addition, Respondent acknowledges and agrees that all documentation and/or materials submitted with this SOQ shall remain the property of the Port.

12. Respondent understands that this Request shall in no way be deemed to create a binding contract or agreement of any kind between the Port and the Respondent.

The Port of Tillamook Bay Professional Services Contract will form the basis of the contract between the parties.

13. The Respondent has received the following Addenda in formulating this SOQ

Response:

Addendum No._____ Date__________________

Addendum No._____ Date__________________

SIGNATURE : ___________________________________

DATE: _________________________________________

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ATTACHMENT 2

REFERENCE RELEASE FORM

I, the undersigned, authorize the following reference:

Name: ____________________________________________________________

Address: ____________________________________________________________

Telephone: ____________________________________________________________ to release the following information to the Port of Tillamook Bay, its officers, agents and employees:

Information concerning Respondent’s qualifications to provide engineering services, including but not limited to; quality of service and documentation provided, working relationship with other entities, qualifications, complaints received, and any other information necessary to demonstrate my ability to perform architectural services.

I voluntarily and knowingly give my consent for full and complete release of any and all information or opinions my Reference may have concerning the Services I have provided and the Work I performed.

In consideration of the cooperation of my Reference, I agree to hold harmless, release and discharge the person or entity to whom this release form is presented and its elected officials, officers, employees, successors and agents from and against any and all claims, damages, losses and expenses, including attorney’s fees, present or future, whether known or unknown, arising out of, incidental to or by reason of complying with this release of information. This release and discharge includes, but is not limited to claims of defamation, libel, slander, negligence or interference with contract or profession.

I agree to hold the Port of Tillamook Bay, its elected officials, officers, agents, volunteers, and employees, harmless from and against any and all claims, damages, losses and expenses, including attorney’s fees, arising out of the use or disclosure of any information obtained as a result of this release.

I consent to allow a photocopy of this release form, when presented by a duly authorized agent of the Port of Tillamook Bay, to serve as a valid release even though the photocopy does not contain an original writing of my signature.

Signature: ______________________________________

Printed Name: ___________________________________

Date Signed: ____________________________________

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ATTACHMENT 3

CONTRACT REVIEW STATEMENT

As a Respondent to PORT OF TILLAMOOK BAY REQUEST FOR QUALIFICATIONS for AIRPORT ENGINEERING SERVICES, I hereby certify that I have reviewed the Port’s Professional Services Contract and have listed any objections to it below. The response shall clearly identify if the attached contract is acceptable in all respects including warranty, insurance, and document ownership and retention requirements. If the contract is not acceptable, the response shall identify the unacceptable clauses and shall provide suggested alternate language. General or vague statements or invitations to discuss further are not adequate answers.

I am aware any objections to the Professional Services Contract will be considered and included in the Port’s evaluation of my firm’s qualifications. I am also aware, if I fail to list any objections to the Port’s Professional Services Contract, I will not be allowed to raise any objections later if selected as the most qualified Respondent.

Signature of Respondent: _________________________________________

Date: __________________________________________

Specific Objection(s):

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ATTACHMENT 4

CERTIFICATE OF INSURABILITY

I hereby certify that, as a Respondent to PORT OF TILLAMOOK BAY REQUEST FOR QUALIFICATIONS for AIRPORT ENGINEERING SERVICES, I am fully aware of Insurance Requirements contained in the Contract and by the submission of this STATEMENT OF QUALIFICATIONS I hereby assure the PORT OF TILLAMOOK BAY that I am able to produce the insurance coverage required should I be selected to be awarded the Contract.

Should I be awarded the Contract by the Port, and then become unable to produce the insurance coverage specified within ten (10) working days, I am fully aware and understand that the Port may not consider me for further projects.

Signature of Respondent: _____________________________________________

Date: _______________________________