RFQ Alarm Monitoring 2023-55~1.pdf

Revised 1/2023 Page 1

REQUEST FOR QUOTES (RFQ) #2023-55

Issue Date: June 26, 2023

Project Name: Alarm Systems Monitoring Services Quote Due Date/Time: July 18, 2023, 2:00 PM PST Procurement Analyst: Tralee Whitley Email: TWhitley@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- C01010-00007332. 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:TWhitley@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 1/2023 Page 2

2. SCOPE

Provide facilities monitoring and dispatching services for all alarm systems in Clackamas County owned and leased facilities as designated under Sites & Systems.

Alarm systems may include those for elevators, fire, building intrusion, panic, heating/cooling/ventilation (HVAC), refrigeration unit temperatures, water level detection, and emergency power generator activation.

To include direct access to Central Station Engineering and Account Troubleshooting Service on all accounts for qualified county technicians.

All systems must have daily timer tests. The burglar systems at the Development Services Bldg. 150 Beavercreek Rd., Oregon City and the Public Services Bldg. 2051 Kaen Rd., Oregon City must include supervised open/close and all other buildings log only.

Proposals shall be submitted for monitoring and dispatching services. Proposals shall be evaluated against like services.

Background Clackamas County Facilities Management division is responsible for administering alarm systems in currently thirty-seven (37) designated Clackamas County buildings containing 86 monitored alarm systems including but not limited to 28 intrusion, 22 fire, and 12 integrated /other and 17 elevators.

These facilities provide essential administrative, emergency communications, law enforcement, health and social services, and infrastructure maintenance operations for the citizens of Clackamas County.

Definitions Alarm systems include all hardware, wiring, and software components necessary to maintain an operational detection and signaling system for potential threats to person and/or property, including, but not limited to control panels and modules, communicators, key pads, sensors/detectors, signaling devices, pull stations, and audible devices, as well as batteries.

Sites & Systems See attached Sites & Systems list. This list is subject to additions or deletions with a contract amendment. Any locations added during the term of this contract shall be under the rates of this contract. All locations shall be within Clackamas County bounds.

Exclusions The following site spaces are specifically excluded from this contract:

First and fourth floors of the Multnomah Building, 707 Main Street, Oregon City

Term Service is to begin July 1, 2023, and to continue through June 30, 2026.

Qualifications Contractor(s) shall maintain good standing as an Underwriters Laboratories (UL) Listed Certified Alarm Services Company for Central-station Protective Signaling Services (UUFX) provided.

Alarm Service Centers Contractor shall maintain under this contract a minimum of two (2) alarm service centers (ASCs). All ASCs must be physically located and controlled from within the contiguous United States of America, and each be located in a separate North American Electric Reliability Corporation (NERC) Region. Primary service center shall be located and controlled from within the same time zone year-round as Clackamas County, Oregon.

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Monitoring & Dispatching The County shall provide Monitoring and Dispatching Protocols for each facility and system, including designated County positions for call-down list and on-line reports access, notification instructions, and a list of phone numbers for all alarm lines, within two (2) County business days of contract execution, confirm all information with County once annually in June for the new contract year, and submit updates as needed.

Contractor shall provide alarm monitoring and dispatching twenty-four (24) hours per day, and seven

(7) days per week.

Contractor shall relay all alarms to appropriate emergency response system within ninety (90) seconds from receiving signal to dispatch, and to designated County contacts as provided on current call-down list within two (2) minutes from signal to dispatch.

Contractor shall provide text notification to mobile devices for a minimum of five (5) separate County personnel on each alarm system, as designated in the call-down list.

Subcontracting This contract and related subcontracts or reciprocal agreements may not be assigned or services otherwise supported outside of contract agency without a minimum thirty (30) day advance notice and written approval of the County. Subcontracts will be considered for back-up sites for monitoring and dispatching services.

Transfer of Services Contractor shall coordinate through the contract administrator to complete transfer without disruption of all alarm monitoring and dispatching services within three (3) weeks of contract effective date.

Existing alarm monitoring and dispatching provider(s) shall be permitted to continue to serve County facilities until transfer of services is successfully completed.

Modifications & New Installations The County shall solicit any modifications (such as system reconfigurations, upgrades, and expansions) and new installations separately and competitively from this contract. Contractor may quote on these jobs, but may not participate in reviewing or determining awards.

Documentation All documentation submitted to Facilities Management shall be submitted completed and typed or printed legibly. Any incomplete, unclear, faded or otherwise illegible documentation will not be considered received, and contractor will be notified to resubmit.

Electronic mail (e-mail) correspondence are encouraged in order to reduce paper waste. Unless otherwise requested, it is recommended that any attachments be fixed files, such as a PDF, in order to ensure document content and format are received as intended.

Reporting Any regulated reporting shall be submitted to the appropriate jurisdiction with electronic or hard copies to Facilities Management by the deadline specified on the notices.

Monitoring & Dispatching Contractor shall provide the County with daily reports for all monitored alarm systems on the internet with 24 hours per day secure access in accordance with the County’s Monitoring and Dispatching Protocol and UL Standards. Daily Reports shall be generated once every twenty-four (24) hours at 0700 Pacific Time, include all activity for the past twenty-four (24) hours, and contain the following data:

Revised 1/2023 Page 4

Facility Name and Location Device ID and Zone Served Date and Time of Event Type of Event Full Name(s) of Contractor Personnel Dispatching Full Name(s) of County Personnel Attempted and Contacted Date and Time Dispatch Initiated Security Code (intrusion systems)

Daily Test – scheduled event to verify communication link to monitoring facility System Test – intentional activation of specific signals Alarm Signal – fire and intrusion systems only Trouble Signal – all other systems Supervisory Signal – advisory information only–no alarm Open-Close Signal – logs security code when intrusion system is armed and disarmed

Contractor shall e-mail daily reports to Security Supervisor, Security Coordinator, and Senior Alarm Technician, and maintain all reports listed above for at least five (5) years, and be able to provide any to County within two (2) business days of written request.

Best Practices Preference will be given to quotes that provide industry certification or other verifiable documentation for sustainable best practices that meet or exceed specifications, such as, but not limited to, energy efficiencies, emissions reductions, nontoxic alternatives, sustainably produced or harvested, remanufactured, repurposed, and percent post-consumer recycled content, where applicable.

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:

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized.

The following insurance requirements will be applicable.

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.

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.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

4. QUOTE

Quotes should be short and concise with the following information:

A. Provide summary description of alarm service centers, including city and state of primary and each back-up center in staging order, communication protocol, and contingency plan.

B. Copy of any related subcontracts or reciprocal agreements;

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

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C. Copy of current UL Certificate(s) of Compliance for alarm service at all contracted primary and back-up service centers;

D. Monitoring & Dispatching shall be quoted at a fixed monthly rate per location and system, including all labor, consumable product, equipment, and soft costs.

E. Quote Certification Form; and F. 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, price/fees, references, and proposal.

Location Name Address City State Zip

CCFM ‐ SANDY HEALTH CENTER ‐ FIRE 39740 PLEASANT ST SANDY OR 97055

CCFM ‐ SANDY HEALTH CENTER - INTRUSION 39740 PLEASANT ST SANDY OR 97055

CCFM‐BEAVERCREEK HEALTH CENTER ‐ FIRE 110 BEAVERCREEK RD OREGON CITY OR 97045

CCFM‐BEAVERCREEK HEALTH CENTER - FRIDGE TEMP 110 BEAVERCREEK RD OREGON CITY OR 97045 CCFM-BEAVERCREEK HEALTH CENTER - INTRUSION 110 BEAVERCREEK RD OREGON CITY OR 97045 CCFM-BEAVERCREEK HEALTH CENTER ANNEX - FIRE 112 BEAVERCREEK RD OREGON CITY OR 97045 CCFM-BEAVERCREEK HEALTH CENTER ANNEX - INTRUSION 112 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐BEHAVIORAL HEALTH - Panic 150 BEAVERCREEK RD, STE 435 OREGON CITY OR 97045

CCFM‐BOWMAN TRAINING CENTER - ELEVATOR 12800 SE 82ND AVE CLACKAMAS OR 97015

CCFM‐BOWMAN TRAINING CENTER - FIRE 12800 SE 82ND AVE CLACKAMAS OR 97015

CCFM‐BOWMAN TRAINING CENTER - INTRUSION 12800 SE 82ND AVE CLACKAMAS OR 97015

CCFM‐BROOKS BUILDING - ELEVATOR 1 (FREIGHT) 9101 SE SUNNYBROOK BLVD CLACKAMAS OR 97015

CCFM‐BROOKS BUILDING - ELEVATOR 2 9101 SE SUNNYBROOK BLVD CLACKAMAS OR 97015

CCFM‐BROOKS BUILDING ‐ FIRE 9101 SE SUNNYBROOK BLVD CLACKAMAS OR 97015

CCFM‐BROOKS BUILDING - INTRUSION 9101 SE SUNNYBROOK BLVD CLACKAMAS OR 97015

CCFM‐CCOM - FIRE 2200 KAEN RD OREGON CITY OR 97045

CCFM‐CENTRAL UTILITY PLANT (CUP) ‐ ELEVATOR 1710 RED SOILS CT OREGON CITY OR 97045

CCFM‐CENTRAL UTILITY PLANT (CUP) ‐ FIRE 1710 RED SOILS CT OREGON CITY OR 97045

CCFM‐CENTRAL UTILITY PLANT (CUP) ‐ INTRUSION 1710 RED SOILS CT OREGON CITY OR 97045 CCFM‐CLACKAMAS MENTAL HEALTH CENTER (CHMC) - INTRUSION 11211 SE 82ND AVE, SUITE O HAPPY VALLEY OR 97086

CCFM‐COURTHOUSE - ELEVATOR 1 807 MAIN ST OREGON CITY OR 97045

CCFM‐COURTHOUSE - ELEVATOR 2 807 MAIN ST OREGON CITY OR 97045

CCFM‐COURTHOUSE ‐ FIRE 807 MAIN ST OREGON CITY OR 97045

CCFM‐COURTHOUSE ‐ INTRUSION 807 MAIN ST OREGON CITY OR 97045

CCFM‐COURTHOUSE ‐ PANIC 807 MAIN ST OREGON CITY OR 97045

CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - ELEVATOR 1 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - ELEVATOR 2 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - ELEVATOR 3 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - ELEVATOR 4 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - FIRE 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - INTRUSION 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - N. BSMNT PARKING GARAGE 150 BEAVERCREEK RD OREGON CITY OR 97045 CCFM‐DEVELOPMENT SERVICES BUILDING (DSB) - S. BSMNT PARKING GARAGE 150 BEAVERCREEK RD OREGON CITY OR 97045

CCFM-DOG SERVICES - INTRUSION 13141 SE HIGHWAY 212 CLACKAMAS OR 97015

CCFM‐FAMILY JUSTICE CENTER - PARTITION 1 - FIRE 256 WARNER MILNE RD OREGON CITY OR 97045 CCFM‐FAMILY JUSTICE CENTER - PARTITION 2 - INTRUSION 256 WARNER MILNE RD OREGON CITY OR 97045 CCFM‐FAMILY JUSTICE CENTER - PARTITION 3 - INTRUSION 256 WARNER MILNE RD OREGON CITY OR 97045

CCFM‐GLADSTONE HEALTH CENTER - INTRUSION 18911 PORTLAND AVE GLADSTONE OR 97027

CCFM‐GLADSTONE LIBRARY ‐ FIRE 135 E DARTMOUTH ST GLADSTONE OR 97027

CCFM‐GLADSTONE LIBRARY ‐ INTRUSION 135 E DARTMOUTH GLADSTONE OR 97027

CCFM‐HOLMAN BUILDING ‐ FIRE 821 MAIN ST OREGON CITY OR 97045

CCFM‐HOLMAN BUILDING ‐ INTRUSION 821 MAIN ST OREGON CITY OR 97045

CCFM‐JUSTICE COURT ‐ FIRE 11750 SE 82ND AVE HAPPY VALLEY OR 97086

CCFM‐JUSTICE COURT ‐ INTRUSION 11750 SE 82ND AVE HAPPY VALLEY OR 97086

CCFM-JUVENILE ANNEX BUILDING - INTRUSION 2106 KAEN RD OREGON CITY OR 97045

CCFM‐JUVENILE BUILDING ‐ FIRE 2121 KAEN RD OREGON CITY OR 97045

CCFM‐JUVENILE BUILDING ‐ INTRUSION 2121 KAEN RD OREGON CITY OR 97045

CCFM‐JUVENILE D.A. MODULAR - INTRUSION 2125 KAEN RD OREGON CITY OR 97045

CCFM‐JUVENILE PROGRAMS BUILDING - INTRUSION 2100 KAEN RD OREGON CITY OR 97045

CCFM‐JUVENILE SKILL CENTER ‐ INTRUSION 2100A KAEN RD OREGON CITY OR 97045

CCFM‐MULTNOMAH LODGE ‐ FIRE 707 MAIN ST, 2ND & 3RD FLOORS OREGON CITY OR 97045

CCFM‐MULTNOMAH LODGE ‐ INTRUSION 707 MAIN ST, 2ND & 3RD FLOORS OREGON CITY OR 97045

CCFM‐OAK LODGE LIBRARY - PANIC 16201 SE MCLOUGHLIN BLVD MILWAUKIE OR 97267

CCFM‐OSU ANNEX MODULAR - INTRUSION 174 WARNER-MILNE RD OREGON CITY OR 97045

CCFM‐OSU EXTENSION SERVICES - INTRUSION 200 WARNER-MILNE RD OREGON CITY OR 97045

CCFM‐PROPERTY SECTION‐FIRE 2299 KAEN RD, JAIL MAINT. FACILITY OREGON CITY OR 97045 CCFM‐PUBLIC SAFETY TRAINING CENTER (PSTC) - FIRE 12700 SE 82ND AVE CLACKAMAS OR 97015 CCFM‐PUBLIC SAFETY TRAINING CENTER (PSTC) - INTRUSION 12700 SE 82ND AVE CLACKAMAS OR 97015 CCFM‐PUBLIC SAFETY TRAINING CENTER (PSTC) - PANIC 12700 SE 82ND AVE CLACKAMAS OR 97015 CCFM‐PUBLIC SERVICES BUILDING (PSB) - ELEVATOR 1 2051 KAEN RD OREGON CITY OR 97045 CCFM‐PUBLIC SERVICES BUILDING (PSB) - ELEVATOR 2 2051 KAEN RD OREGON CITY OR 97045 CCFM‐PUBLIC SERVICES BUILDING (PSB) - ELEVATOR 3 2051 KAEN RD OREGON CITY OR 97045

CCFM‐PUBLIC SERVICES BUILDING (PSB) - FIRE 2051 KAEN RD OREGON CITY OR 97045

CCFM‐PUBLIC SERVICES BUILDING (PSB) - INTRUSION 2051 KAEN RD OREGON CITY OR 97045 CCFM‐SILVER OAKS BUIILDING (SOB) ‐ SHERIFF/EVIDENCE - INTRUSION 1810 RED SOILS CT OREGON CITY OR 97045 CCFM‐SILVER OAKS BUILDING (SOB) ‐ CONSTRUCTION - INTRUSION 1810 RED SOILS CT OREGON CITY OR 97045 CCFM‐SILVER OAKS BUILDING (SOB) - ELEVATOR 1810 RED SOILS CT, SUITE 200 OREGON CITY OR 97045 CCFM‐SILVER OAKS BUILDING (SOB) ‐ PARTITION 2 - COUNTY RECORDS - INTRUSION 1810 RED SOILS CT OREGON CITY OR 97045 CCFM‐SILVER OAKS BUILDING (SOB) ‐ LIBRARY NETWORK - PARTITION 3 - INTRUSION 1810 RED SOILS CT OREGON CITY OR 97045 CCFM‐SILVER OAKS BUILDING (SOB) ‐ STATE COURT - PARTITION 1 - INTRUSION 1810 RED SOILS CT OREGON CITY OR 97045

CCFM‐SILVER OAKS BUILDING (SOB) ‐ FIRE 1810 RED SOILS CT OREGON CITY OR 97045

CCFM‐STOKES BUILDING ‐ FIRE 1024 MAIN ST OREGON CITY OR 97045

CCFM‐STOKES BUILDING ‐ INTRUSION 1024 MAIN ST OREGON CITY OR 97045

CCFM‐STOKES BUILDING - PANIC 1024 MAIN ST OREGON CITY OR 97045

CCFM‐SUNNYSIDE HEALTH CENTER ‐ FIRE 9775 SE SUNNYSIDE RD CLACKAMAS OR 97015

CCFM‐SUNNYSIDE HEALTH CENTER ‐ INTRUSION 9775 SE SUNNYSIDE RD CLACKAMAS OR 97015

CCFM‐TECHNOLOGY SERVICES 1 (TS1) - INTRUSION 1021 COURTHOUSE RD OREGON CITY OR 97045 CCFM‐TECHNOLOGY SERVICES 2 (TS2) - INTRUSION 168 WARNER-MILNE RD OREGON CITY OR 97045

CCFM‐TRANSITION CENTER 2223 KAEN RD OREGON CITY OR 97045

CCFM-TRANSPORTATION SERVICES BUILDING (TSB) ‐ ELEVATOR 19246 WACHENO PARKWAY OREGON CITY OR 97045 CCFM‐TRANSPORTATION SERVICES BUILDING (TSB) - FIRE 19246 WACHENO PARKWAY OREGON CITY OR 97045

CCFM‐TRIAL COURT SERVICES (TCS) ‐ FIRE 1011 COURTHOUSE RD OREGON CITY OR 97045

CCFM‐TRIAL COURT SERVICES (TCS) ‐ INTRUSION 1011 COURTHOUSE RD OREGON CITY OR 97045

CCFM‐WILLAMETTE BUILDING ‐ PANIC 104-112 11TH ST OREGON CITY OR 97045

CCFM-WES TRI-CITY ADMIN BUILDING - FIRE 15941 S AGNES AVENUE OREGON CITY OR 97045 CCFM-WES TRI-CITY ADMIN BUILDING - INTRUSION 15941 S AGNES AVENUE OREGON CITY OR 97045

CCFM-WES TRI-CITY MBR BUILDING - FIRE 15941 S AGNES AVENUE OREGON CITY OR 97045

CCFM-WES TRI-CITY MBR BUILDING - INTRUSION 15941 S AGNES AVENUE OREGON CITY OR 97045

CCFM-WES TRI-CITY WATER QUALITY LAB - INTRUSION 15941 S AGNES AVENUE OREGON CITY OR 97045

Revised 1/2023 Page 6

QUOTE CERTIFICATION FORM

RFQ #2023-55

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 1/2023 Page 8 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.