RPF Sheriff Outfitting.pdf

RFP template – electronic proposals, rev. 01/01/2021

LANE COUNTY, OREGON

Public Works General Services

Fleet Services

REQUEST FOR PROPOSALS

(FOR ELECTRONIC SUBMISSION)

SHERIFF’S OFFICE VEHICLE OUTFITTING FOR POLICE PURSUIT

VEHICLES

Contract FY 22/23 FS-03

PROPOSALS DUE:

12:00 PM, local time Monday, October 3rd, 2022

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CONTENTS

HEADING PAGE NUMBER

REQUEST FOR PROPOSALS 2

1. INVITATION TO SUBMIT PROPOSALS 2

2. PREPARATION AND SUBMISSION OF PROPOSALS 2

3. CLARIFICATION OR PROTESTS OF SOLICITATION DOCUMENTS 3

4. OPENING OF PROPOSALS 4

5. PROPOSAL EVALUATION AND AWARD 4

ATTACHMENT A – SCOPE OF SERVICES REQUIRED 6

ATTACHMENT B – REQUIRED ELEMENTS FOR PROPOSALS 7

ATTACHMENT C – PROPOSER STATEMENTS AND CERTIFICATIONS 8

ATTACHMENT D – SELECTION PROCEDURE AND SCORING 9

ATTACHMENT E – SAMPLE CONTRACT DOCUMENTS 11

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REQUEST FOR PROPOSALS

1. INVITATION TO SUBMIT PROPOSALS

Lane County will receive proposals for the Request for Proposals (RFP) for:

SHERIFF’S OFFICE VEHICLE OUTFITTING FOR POLICE PURSUIT VEHICLES

Until:

12:00 PM, local time, Monday, October 3rd, 2022.

Submitted to:

John Roche, General Services Supervisor john.roche@lanecountyor.gov

Briefly, the work of the RFP includes outfitting and installation of police equipment to Lane County Sheriff’s Office Ford pursuit vehicles with the option of removal services. The potential contract will be for a three (3) year period effective upon the signatures of all parties.

Proposals properly submitted and received will be opened immediately following the time proposals are due, and a list of the names of persons submitting proposals will be promptly sent to all such proposers, along with such other information as the public officer considers appropriate at the time.

To be considered, proposals must be submitted electronically in accordance with all the following instructions:

1. Proposals must be submitted as an attachment to an email, submitted to the email address stated above,

2. The subject line of the email must clearly identify the submission as a response to this specific RFP,

3. Unless otherwise stated in the Proposal Requirements, proposal documents may be submitted in PDF format only, and

4. Proposals must not include .zip files, and cannot be more than 30 megabytes in size.

Interested parties may download a complete set of RFP documents from the Lane County Procurement & Purchasing webpage at: www.lanecounty.org/bids.

The County may issue an addendum to modify or add to the terms of the RFP, or to change the time or date for submission of proposals. Any such addendum will be posted and may be downloaded from the Procurement & Purchasing webpage in the same location as the RFP posting. Each proposer is responsible to verify for itself if any addendum has been issued prior to submission of its proposal; the County is not responsible to notify individual prospective proposers of the issuance of an addendum. The requirements or clarifications contained in any addenda issued must be included in the proposals received and will become part of any resulting contract.

The County may reject any proposal not in compliance with all prescribed proposal procedures, requirements, rules, or laws, and may reject for good cause any and all proposals upon the County's finding that it is in the public interest to do so.

2. PREPARATION AND SUBMISSION OF PROPOSALS

2.1 Proposal Preparation. Proposers are responsible to read and understand all portion of the solicitation documents, including attachments and addenda, if any, and to include all requirements in their proposals.

To be responsive, proposals must be made in writing, and address the background, information, questions, criteria, and requests for information contained in the RFP. Proposals must be submitted in the required form and containing all required documents and responses, be signed by the proposer or its authorized representative, and submitted in the manner and number described in the Invitation to Submit Proposals.

mailto:john.roche@lanecountyor.gov http://www.lanecounty.org/bids

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2.2 Proposals Subject to Oregon Public Records Law. Proposals submitted in response to this RFP become public records under Oregon law and, following contract award, will be subject to disclosure to any person or organization that submits a public records request. Proposers are required to acknowledge that any proposal may be disclosed in its entirety to any person or organization making a records request, except for such information as may be exempt from disclosure under the law.

Each proposer must clearly identify all information included in its proposal that is claimed to be exempt from disclosure. If the County receives a records request, including subpoena, covering information the bidder believes is covered by an applicable public records exemption, it is the proposer’s responsibility to defend and indemnify the County for any costs associated with establishing such an exemption.

2.3 Proposal Submission. Proposals must be received by the time and date stated for receipt in the Invitation to Submit Proposals. To be considered, proposals must be submitted in the form and manner stated in the Invitation for Proposals, complete with a Proposer’s Statements & Certifications Form signed by the proposer or its authorized representative, responses to all criteria and requirements included in the RFP, other documents required to be submitted, if any, and contain the number of copies required.

By submitting a proposal, proposer acknowledges that the proposer has read and understands the terms and conditions applicable to this RFP, and accepts and agrees to be bound by the terms and conditions of the contract, including the obligation to perform the scope of work and meet the performance standards.

2.4 Correction, Withdrawal, and Late Submissions. A proposer may withdraw its proposal at any time prior to the deadline set for receipt of proposals, by email to the person identified for receipt of proposals, and may submit a new sealed proposal in the manner stated in the Invitation to Submit Proposals. The County will not consider proposals received after the time and date indicated for receipt of proposals. A proposer may not modify its proposal after it has been deposited with the public officer, other than to address minor informalities, unless the proposal is withdrawn and resubmitted as described above.

3. CLARIFICATION OR PROTESTS OF SOLICITATION DOCUMENTS

3.1 Clarifications. If a proposer finds discrepancies or omissions in the RFP documents, or is in doubt as to their meaning, the proposer must immediately notify the public officer designated for receipt of proposals or other person identified for submission of questions.

If the public officer believes a clarification is necessary, an addendum will be issued in writing not less than 48 hours prior to the deadline for receipt of proposals, and available on the County's Procurement & Purchasing webpage listed above. The addendum may postpone the date for submission of proposals.

The requirements or clarifications contained in any addenda so issued must be included in the proposals received and will become part of any resulting contract.

The apparent silence of the solicitation documents regarding any detail, or the apparent omission from the RFP of a detailed description concerning any point, means that only the best commercial or professional practice, material, or workmanship is to be used.

3.2 Protest of Solicitation Documents. A prospective proposer may protest the competitive selection process or provisions in the RFP documents if the prospective proposer believes the solicitation process is contrary to law or that a solicitation document is unnecessarily restrictive, legally flawed, or improperly specifies a brand name pursuant to the requirements of ORS 279B.405(2). Any written protest must be submitted to the public officer identified for receipt of proposals in the Invitation to Submit Proposals not less than 10 days prior to the deadline for submission of proposals.

Lane County will consider the protest if the protest is timely filed and contains all the following items:

• Sufficient information to identify the solicitation that is the subject of the protest;

• The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name;

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• Evidence or supporting documentation that supports the grounds on which the protest is based; and

• The protest must state the changes to the procurement process or the solicitation document that the prospective proposer believes will remedy the conditions upon which the protest is based.

If the protest meets these requirements, the County will consider the protest and issue a decision in writing. If the protest does not meet these requirements, the County will promptly notify the prospective proposer that the protest is untimely or that the protest failed to meet these requirements and give the reasons for the failure. The County will issue its decision on the protest not less than 3 business days before proposals are due, unless a written determination is made by the County that circumstances exist that justify a shorter time limit.

4. OPENING OF PROPOSALS

4.1 Proposals Held Until Time for Opening. The County will not examine any proposal prior to opening. The public officer designated for receipt of proposals may, as time allows, verify that the response document(s) attached to a submission was received intact, and may, but is not required to, notify a proposer that an emailed submission was received in a defective form.

4.2 Late Submissions. Any proposal or modification received after the designated deadline will not be opened or considered.

4.3 Inspection of Proposals Submitted. The proposals submitted will be open to public inspection after the issuance of notice of intent to award, with the exception of any information covered by an exemption to disclosure.

5. PROPOSAL EVALUATION AND AWARD

5.1 Responsiveness. Proposals will be reviewed by the public officer for responsiveness to the minimum requirements established by the RFP, which include at a minimum, but are not limited to:

• Submission of a completed Proposer Statements & Certifications Form in the form included as

Attachment C.

• Compliance with proposal procedures, public contracting laws, and the requirements of the Lane

Manual.

• Application of any applicable preferences for goods and services that have been manufactured, produced or performed in Oregon (ORS 279A.120), resident bidders (ORS 279A.120), recycled materials (ORS 279A.125), or printing performed within the State (ORS 282.210).

5.2 Proposal Evaluation. The County will make the contract award based on the responsiveness of the actual proposals received to the requirements established in Attachments A and B, considering price, qualifications, experience, resources, proposed services, proposers' past record of performance for the County, and other factors identified in the RFP, as well as responses received from references, interviews, and follow-up questions, if any.

Each proposal will be evaluated by the evaluation committee on the basis of the process and scoring established in Attachment D. Based upon evaluation of the submitted proposals, the evaluation committee may choose to conduct interviews with two or more proposers with the highest-scored proposals. Interviews may include a presentation by the proposer and questions regarding the proposal and services to be provided. Specific criteria for selection interviews, if any, will be distributed at the time interviews are scheduled.

In evaluating the proposals and selecting a contractor, Lane County reserves the rights to:

• Reject any and all proposals,

• Issue subsequent Requests for Proposals for the same or similar goods or services,

• Not award a contract for the requested services,

• Waive any irregularities or informalities,

• Accept the proposal which the County deems to be the most beneficial to the public and Lane County,

• Negotiate with any proposer to further amend, modify, redefine or delineate its proposal, RFP template – electronic proposals, rev. 01/01/2021 5

• Negotiate and accept, without re-advertising, the proposal of the next-highest scored proposer, in the event that a contract cannot be successfully negotiated with the selected proposer, which may occur prior to the time a final recommendation for award is made for executive approval, and

• Further question any proposer to substantiate claims of experience, background knowledge, and ability.

5.3 Mistakes in Proposals. Minor informalities may be waived. Mistakes discovered after opening where the intended correct statement or amount is clearly evident or properly substantiated may be corrected.

Where the intended correct statement or amount is not clearly evident or cannot be substantiated by accompanying documents, and where the statement or amount is material to determining compliance with the minimum requirements of the RFP, the proposal may not be accepted. The County reserves the right to waive technical defects, discrepancies and minor irregularities, and to not award a contract when it finds such action to be in the public interest.

5.4 Notice of Award. The County will provide written notice of its intent to award to a given proposer or proposers at least 7 days before the award, unless the County determines that a shorter notice period is more practicable. Unless otherwise stated in the RFP documents, the Notice of Intent to Award will be given by posting the notice on the Procurement & Purchasing webpage in the same location as the RFP posting.

5.5 Protest of Intent to Award. Any proposer that submitted a proposal for the RFP and is not recommended for award may protest the County’s recommendation for award. To be considered, the protesting proposer must be eligible to be awarded the contract in the event that the protest is successful.

Determination on protests will be made by the decision maker, either the Board or the County Administrator, depending upon which has authority to execute the contract under County rules. To be considered, a protest must be submitted in writing and received within 7 calendar days after the Notice of Intent to Award is posted, and must contain the grounds for the protest in accordance with Lane Manual Chapter 20.730.

5.6 Rejection of Proposals. If all proposals are rejected, new proposals may be called for in a new solicitation, or the proposals received may be considered with an opportunity for supplemental submission from those proposers that submitted proposals, if the County finds that it is unlikely that re-advertising would lead to greater competition. The public officer is delegated the authority to reject all proposals, prepare findings of best interests, and provide written notice of rejection of all proposals.

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ATTACHMENT A – SCOPE OF SERVICES REQUIRED

1. SCOPE OF WORK

Lane County Public Works, General services Fleet provides preventative maintenance, repair, diagnostics, field repair support, fabrication, acquisitions and disposals, and other fleet related services to numerous internal departments and divisions as well as contracted 3rd party outside agencies. Some of our internal fleet customer base is comprised of (but not limited to) the Lane County Sheriff’s Office, Public Works Roads, Waste, Parks, Land Management, and Engineering divisions, as well as Health and Human Services and other administrative departments.

We service and support well over 1,000 units of varying size and operations from police vehicles, light duty cars and trucks and heavy equipment. Periodically we contract for 3rd party vendor services we do not support such as collision repair, glass replacement, alignments, and outfitting services.

This contract will support specifically outfitting related to law enforcement vehicles and equipment. While the current scope and specifications is specific to Ford Motor Company police pursuit vehicles, the County does operate other brands and types of equipment that may require outfitting less frequently (such as Toyota, Dodge, various boats and ATVs, etc.).

2. BID SPECIFICATIONS

If prosper does not wish to submit a proposal for certain areas, enter “No Proposal” in that section. Parts desired are referenced, list below each section any proposed alternative (that the County must approve). List parts costs separate from the install and removal labor estimates.

Wrap around push bumper(s) Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Setina lighted w/ (2) forward-facing Whelen Ion smoked lens (1 x red/white & 1 x blue/white) and fender wraps, pit impact resistant – or County approved alternative Any other fee (list fee) $____________________

Front facing lights Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): 20” light bar (18000 lumens), Whelen upper pass. Side 5-6 lamp assembly (no take down), Whelen LED mirror beams (red/blue & red/blue), Any/all needed hardware and adapters – or County approved alternative(s) Any other fee (list fee) $____________________

Side facing lights Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Whelen Ion 180 degree warning/take down/puddle lamps (one red and one blue) side of push bar, Whelen Ion split red blue light head, qty. two (mount rear windows), Sound Off intersector LED red/blue split (mount under side mirror) – or County approved alternative(s)_____________ Any other fee (list fee) $____________________

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Rear facing lights Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Whelen Ion outer edge solo color lightbar/upper section of hatch fit (OEWS34), Able 2 LED flasher (red ring), Whelen vertex blue super LED qty. 2 in the reverse housings, ION blue and ION red in the bottom edge of hatch (Interceptor) when opened with grommets, rear ION surface mount, white w/ black housing qty. 2 (switch active, not shift to reverse), all wiring or relays needed – or County approved alternative(s) Any other fee (list fee) $____________________

Console/Officer area Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Brake kill switch and master power switch on top of console, Havis Ford specific 21” console, Havis cup holder/internal mount dual (4”), Havis 12” top mount LED map light (red and white light options), Whelen cencom sapphire siren (CCSRN36), needed faceplates and spacers (*County will supply Motorola and Kenwood radios), Whelen park kill module (siren only), Pelican8060 LED flashlight – or County approved alternative(s) Any other fee (list fee) $____________________

Electrical system; power distribution panel w/ 150 amp breaker Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): ________________glove box mount, 150 amp breaker – or County approved alternative(s) Any other fee (list fee) $____________________

Plug-in jumper cables Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Booster cable quick disconnect and terminals with cover (Superior Signal STC903-4) – or County approved alternative(s)

Siren speaker w/ mount bracket, Howler w/ amplifier

Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Whelen SA315P and all other Whelen related components – or County approved alternative Any other fee (list fee) $____________________

Radar unit Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________

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Part(s): ***No part price required, County will provide radar direct. Current model in use Stalker dual system

Laptop computer “mount system” or docking station w/ telescoping pole mount and slide out locking swing arm Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Havis; C-HDM-204 / C-MD-112 / DS-PAN-112-2, - OR County approved alternatives Any other fee (list fee) $____________________

*Interceptor only - Prisoner partition with recessed panel for gun locks Interceptor Install Charge __________ Interceptor Removal charge __________ Part(s): Pro-Gard Interceptor utility partition, slider poly window, recessed panel w/ lower extensions. Pro-Gard vertical partition mount dual weapon tri-lock w/ handcuff key & floor mounted footswitch to left of driver – or County approved alternative(s) Any other fee (list fee) $____________________

*Interceptor only - Plastic prisoner seat w/ cargo partition/barrier/full rear Interceptor Install Charge __________ Interceptor Removal charge __________ Part(s): Setina/Pro-Gard standard transport seat, outboard belts & 7 gauge steel screen window cargo barrier – or County approved alternative(s) _____________ Any other fee (list fee) $____________________

*Responder only - Plastic prisoner seat w/ prisoner partition Responder Install Charge __________ Responder Removal charge __________ Part(s): Setina 6VS standard transport seat, outboard belts barrier – or County approved alternative(s) ___________ Any other fee (list fee) $____________________

Window barriers/Door skins; rear Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part(s): Black ABS skins & Pro-Gard steel window bars to work in conjunction – or County approved alternative(s) Any other fee (list fee) $____________________

LED Replacement spot lamp for OEM incandescent (*unless provided by OEM) Interceptor Install Charge __________ Interceptor Removal charge __________ Responder Install Charge __________ Responder Removal charge __________ Part: 8 degree spotlight light head (Whelen) – or County approved alternative Any other fee (list fee) $____________________

*Interceptor only - Back cargo area (SUV) vault

Interceptor Removal charge __________

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Part: Setina trunk organizer, Ford PPV with brackets, lift for spare tire access – OR County approved alternative___________

*Responder only – Truck bed vault Responder Install Charge __________ Responder Removal charge __________ Part(s): Truck Vault used recently – OR County approved alternative______________

Other Charges/Rates Any collective freight charges per vehicle build list here: $______________ Any collective shop supply charges per vehicle build list here: $______________

List any discount that may apply based on number of the previous listed installs purchased of number of vehicles outfitted in a given time: ¬¬¬¬¬$______________ Normal business hours Shop labor rate for items not listed or not covered by warranty: $______________ Overtime shop labor rate: $______________ Delivery fee to Lane County Public Works, 3040 N Delta Hwy, Eugene OR 97408: $______________

***Any other possible specifications or unlisted equipment potentials will be discussed at time of contract. Lane County reserves the right to alter the build(s) or product specifications prior to job starting. The fields above are outlined for the majority of the build needs, but may not include all final requests per the needs of the County once a Contract is authorized.

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ATTACHMENT B – REQUIRED ELEMENTS OF PROPOSALS

1. PROPOSAL DOCUMENTS AND FORMAT.

1.1 Documents to be Submitted. The proposal submitted must include all the following:

• Responses to each of the required items stated under 1.2 below,

• A completed and executed Proposer Statements and Certifications form, and

• A statement of any exceptions taken to the requirements of this RFP.

1.2 Format Requirements. The proposal submitted must be in compliance with the following rules:

• Be in the order and numbering requested,

• Be submitted in the form and within the limitations stated in the Invitation to Submit Proposals,

• Contain primary text and headings in not less than 10 point type (with smaller text acceptable in notes, graphs, requested tables, and images), and

• Be limited to (7) pages, nominal 8.5" x 11" size. Pages used for a cover letter (which may not exceed two pages), section dividers, resumes, and exceptions are not included in the page limit.

2. REQUIRED RESPONSE CRITERIA. The proposal must address each of the following:

2.1 Additional Information.

Warranty

• Warranty is ______________ (3 years minimum) for integrity, excluding customer damage to the installation or blown fuses. Warranty work must be performed within 8 business hours of notification at the location chosen by Lane County. Please list any deviation or change to desired terms below.

Uniform wiring and installation

• Contractor agrees to work with Lane County on an approved and uniform wiring/installation plan to insure all vehicles are equipped the same. Contractor shall supply an approved wiring/installation diagram to Lane County.

• At its cost, contractor shall supply and use the equivalent of an industry standard wattmeter or County approved equal. Wattmeter must be calibrated for both VHF and UHF. Contractor agrees not to permit any person to attach radio programming devices to Lane County radios in an attempt to read their programming or make programming changes.

References

Please list three agencies/Customers that you have performed repairs for in the last three to five years (this cannot include the County).

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1. Agency/Customer__________________________________________________________

Address_________________________________________________________

Contact Person________________________Telephone___________________

2. Agency/Customer__________________________________________________________

3. Agency/Customer__________________________________________________________

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ATTACHMENT C – PROPOSER’S STATEMENTS AND CERTIFICATIONS

Proposer's Name:

RFP Title:

PROPOSER STATEMENTS

Proposer's Offer. Proposer offers to provide the required services in accordance with the requirements of the Request for Proposals (RFP) stated above and the enclosed proposal. The undersigned Proposer declares that the Proposer has carefully examined the above-named Request for Proposals, and that, if this proposal is accepted, Proposer will execute a contract with the County to furnish the services of the proposal submitted with this form.

Proposer attests that the information provided is true and accurate to the best of the personal knowledge of the person signing this proposal, and that the person signing has the authority to represent the individual or organization in whose name this proposal is submitted.

Proposer's Acceptance of Terms and Conditions. By execution of this Form, the undersigned Proposer accepts all terms and conditions of this Request for Proposals except as modified in writing in its proposal. Proposer agrees that the offer made in this proposal will remain irrevocable for a period of 60 days from the date proposals are due.

Proposer's Acknowledgement of Public Records Law. By execution of this Form, the undersigned Proposer acknowledges that its entire proposal is subject to Oregon Public Records Law (ORS 192.410–192.505), and may be disclosed in its entirety to any person or organization making a records request, except for such information as may be exempt from disclosure under the law. Proposer agrees that all information included in this proposal that is claimed to be exempt from disclosure has been clearly identified either in the Proposer Statement, or in an itemization attached hereto. Proposer further acknowledges its responsibility to defend and indemnify the County for any costs associated with establishing a claimed exemption.

ADDENDA

Proposer has received and considered, in the accompanying proposal, the terms of the following addenda, if any:

CERTIFICATIONS

By signing this Proposer's Certification form, Proposer certifies that:

1. Certification of Resident Bidder Status. Proposer is _____is not _____ (check one) a resident bidder, as defined in ORS 279A.120.

2. Certification of Non-Discrimination. Proposer has not discriminated and will not discriminate against a subcontractor in awarding a subcontract because the subcontractor is a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns, or an emerging small business that is certified under ORS 200.055.

3. Certification of Non-Collusion. This proposal is made without connection or agreement with any individual, firm, partnership, corporation, or other entity making a proposal for the same services, and is in all respects fair and free from collusion or collaboration with any other proposer.

4. Certification of Compliance with Tax Laws. Proposer has, to the best of Proposer's knowledge, complied with Oregon tax laws in the period prior to the submission of this proposal, including:

(a) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318,

(b) Any tax provisions imposed by a political subdivision of this state that applied to Proposer or its property, goods, services, operations, receipts, income, performance of or compensation for any work performed, and

(c) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

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The undersigned, by signature here, acknowledges, accepts, and certifies to the statements and certifications as stated above.

PROPOSER

Authorized signature Proposer’s legal name

Name of authorized signer Address

Title

Date Federal Tax ID number

OPTIONAL CONTACT INFORMATION REGARDING THIS PROPOSAL

Contact name

Telephone number

Email address

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ATTACHMENT D – SELECTION PROCEDURE AND SCORING

1. SELECTION COMMITTEE. The Selection Committee will be comprised of:

John Roche – General Services Supervisor Kevin Dupay – Fleet Shop Supervisor Nathan Mitchell-Hooks – General Services Senior Analyst Richard Glessner – Lieutenant, Lane County Sheriff’s Office (*optional) DJ Mann – Captain, Lane County Sheriff’s Office (*optional)

2. EVALUATION PROCESS. The selection process for this RFP will include the procedures checked here:

Will include evaluation and scoring of initial proposal May Will Not (check one) include interviews of top-scored proposers May Will Not (check one) include a requirement for additional questions and responses from top-scored proposers May Will Not (check one) include competitive negotiations with top-scored proposers

Notwithstanding the selection procedures identified above, the County reserves the right to terminate the evaluation process after completion of any procedural stage when, in the County's sole opinion, further evaluation procedures are not required for the County to identify the proposer whose offer will best suit the interests of the County.

3. PROPOSAL SCORING. The County will score proposals according to the following criteria:

Based on prices provided, they County will evaluate on a set of three (3) purchasing scenarios (high cost/medium cost/low cost) of equal quantities. Scores will be made on the basis of each scenario; the lowest overall cost on scenarios will formulate a determination. If a determination cannot be made as a result of the proposal scoring process, an additional scoring stage may be used to formulate a determination. These scenarios are pre-determined by the County, but not shared here in order to avoid bid manipulations. The structure of the scenarios will be outlined post bid in award announcements with a request for proposals analysis document attachment.

4. SHORTLIST DETERMINATION. If the County is unable to make a determination of the best proposal based upon the proposal scoring, the County may invite up to three proposers to proceed to a further stage of evaluation as identified in A.2 above. If further stage is required, the proposal score Will Will Not (check one) be added to the proposal score. If not added to the proposal score, the score of this next stage may be used as the sole scoring method for selecting the proposer.

Criterion Points

1. Cost (based on proposal scoring) 85

2. Warranty 15

3. Review of References 50

4. Potential start work date based on available schedule at time of RFP: (*County holds (5) 2022 Ford Interceptor utility vehicles in need of outfitting, (7) more on order arival expected before the end of the calendar year, and (4) Ford F-150 Responders due October 2022.

Future ordered are to be determined.)

5. Average build time (resources pending) per unit from start to finish 25

Total Possible Points 250

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ATTACHMENT E – SAMPLE CONTRACT AND INSURANCE REQUIRED

1. CONTRACT FORM. The contract resulting from this RFP will be prepared using the standard Lane County contract form checked here. The County’s standard contract forms may be downloaded from the Lane County Procurement & Purchasing webpage at: www.lanecounty.org/bids.

A-1 Goods and/or Services Contract form A-3 Professional (non-design) Services Contract form Other contract form included with this RFP

2. INSURANCE REQUIREMENTS. The insurance requirements for the contract resulting from this RFP will be as stated on the following page, "INSURANCE COVERAGES REQUIRED".

3. PROPOSER COMMENTS ON CONTRACT FORM AND INSURANCE REQUIREMENTS.

Any proposer may take exception to conditions in the County’s contract form and insurance requirements by including such exceptions and any proposed changes with the proposal submitted.

The County will consider any proposed changes, inclusions, or exclusions in determining proposal responsiveness or in scoring the proposal.

http://www.lanecounty.org/bids

LC Contract Form A-1, Goods and/or Services, with Exhibit B, rev. 07/01/2021

LANE COUNTY GOODS/SERVICES CONTRACT (Contract Form A‐1, 07/01/2021)

CONTRACT TITLE

This Contract is entered into by and between Lane County, a political subdivision of the State of Oregon (“County”), and ___________ _____________________________, an _______________________________ (“Contractor”), each a “party,” and referred to collectively in this Contract as “the parties.” County and Contractor agree as follows:

1. STATEMENT OF WORK (the “Work”)

1.1 Contractor will furnish or perform

in accordance with the requirements of this Contract.

1.2 The scope of Contractor's Work is further described in Exhibit A.

1.3 Contractor must perform the Work in a manner consistent with the offers and statements in Exhibit D.

2. CONTRACT DOCUMENTS

2.1 The Contract. The Contract consists of this Contract Form and the following listed exhibits, which are incorporated into the Contract as referenced here. There are no other Contract documents unless specifically referenced in this Contract.

2.2 Exhibits. With this document, the following Exhibits are incorporated into the Contract:

• Exhibit A Scope of Work

• Exhibit B Standard County Contract Conditions

• Exhibit C Insurance Coverages Required

• Exhibit D Contractor's Proposal

• Exhibit E ________________________________________________________

2.3 Precedence. In the event of a conflict between the requirements of any documents listed in subsections 2.1 and 2.2 above, the conflict must be resolved in the following order of precedence: first, this Lane County Goods/Services Contract Form, then in order: Exhibit C, Exhibit B, Exhibit A, Exhibit D, other Exhibits.

3. CONSIDERATION AND PAYMENT

3.1 Consideration. In consideration for Contractor's performance, County agrees to pay $___________________. County is not obligated to pay any amount greater than that stated here.

3.2 Payment. Payment will be made .

Any payments will customarily be made within 30 days of receipt of a properly submitted and approved invoice from Contractor. Prior to approval and payment, County may require, and if required Contractor must provide, any information which County deems necessary to verify work has been performed properly in accordance with the Contract.

4. EFFECTIVE DATE AND DURATION

4.1 Effective Date. Upon the signature of all parties, this Contract is effective .

4.2 Duration. Unless extended or terminated earlier in accordance with its terms, this Contract will terminate

_________________________. However, such expiration shall not extinguish or prejudice either party's right to enforce this Contract with respect to any breach or default in performance which has not been cured.

5. AUTHORIZED REPRESENTATIVES AND NOTICE. Each of the parties designates the following individuals as its authorized representative for administration of this Contract. Either party may designate a new authorized representative by written notice to the other.

5.1 County's Authorized Representative.

5.2 Contractor's Authorized Representative.

Any notice, demand, consent, approval, or other communication to be given under this Contract must be in writing and provided by email addressed to the party’s authorized representative, except as provided below in this section. However, if, in either party’s discretion, email is not the most appropriate method for providing notice, then notice may be provided by personal delivery;

certified mail, postage prepaid, return receipt requested; or nationally recognized overnight courier. The effective date of notice shall be: for notice by email, the date and time sent if sent between the hours of 8 am and 5 pm, otherwise effective at 8am the following Business Day; for notice delivered in person, the date and time of delivery; for notice by U.S. mail, three days after the date of certification; and for notice by overnight courier, the next business day after deposit with the courier. If no representative is identified in this section, notice may be given to the person executing the Contract on behalf of that party below.

6. SPECIAL CONTRACT PROVISIONS.

6.1 Minimum Wage Rates. This Contract is is not (choose one) subject to Federal Executive Order 14026 requiring that workers working on or in connection with a Federal Government contract be paid an hourly minimum wage of $15.00. All workers not subject to the Federal minimum wage must be paid not less than the Oregon minimum wage for their work location.

6.2 Compliance with Coronavirus Guidelines, Laws, Rules, and Orders. Each of the parties is aware of the COVID‐19 emergency and agrees that it is and will remain familiar with the CDC prevention guidelines and with federal, state, and local laws, rules, and orders regarding COVID‐19 throughout the term of this Contract, and will take all necessary precautions relating to COVID‐19, including those set out in the guidelines, laws, rules, and orders described in this paragraph. The parties have anticipated the costs of compliance with the present guidelines, rules, laws, and orders prior to entering into this Contract, and that no claim will be made by either party for such compliance. However, in the event that after the effective date of this Contract the COVID‐19 guidelines, laws, rules, and orders are changed in such a way as to adversely affect the parties’ ability to carry out their obligations under this Contract, either party so affected must give notice to the other party of any potential need to modify the Contract to accommodate or respond to such changes in the guidelines, laws, rules, and orders.

7. MULTIPLE COUNTERPARTS. The Contract and any subsequent amendments may be executed in several counterparts, facsimile or otherwise, all of which when taken together will constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of the Contract and any amendments so executed will constitute an original.

SIGNATURES FOLLOW ON NEXT PAGE

SIGNATURES

CONTRACTOR’S CERTIFICATIONS:

BY EXECUTION OF THIS CONTRACT, THE UNDERSIGNED CERTIFIES TO COUNTY THAT:

The undersigned person has the power and authority to execute this Contract on behalf of Contractor, and to bind Contractor to its terms, Contractor will, at all times during the term of this Contract, be qualified and professionally competent, and possess any licenses required to perform the Work, Contractor has not discriminated against minority, women or small business enterprises or a business that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225, and

The Contractor has, to the best of its knowledge, complied with Oregon tax laws in the period prior to the execution of this Contract, and will continue to comply with such laws during the entire term of this Contract, including:

(a) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318,

(b) Any tax provisions imposed by a political subdivision of this state that applied to Proposer or its property, goods, services, operations, receipts, income, performance of or compensation for any work performed, and

(c) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

Pursuant to ORS 305.385(6) and OAR 150‐305‐0302, the undersigned as Contractor hereby swears and affirms under penalty of perjury that, to best of my knowledge, Contractor is not in violation of any tax laws described in ORS 305.380 (4)(a).

EACH PARTY, BY EXECUTION OF THIS CONTRACT, HEREBY ACKNOWLEDGES THAT IT HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS.

CONTRACTOR: COUNTY:

LANE COUNTY

By: By:

Title: Title:

Date: Date:

Address: Lane County, Public Service Building 125 E. 8th Avenue Eugene, Oregon 97401

Tax ID No.:

EXHIBIT B – STANDARD COUNTY CONTRACT CONDITIONS

1. CONTRACTOR’S STATUS

1.1 Independent Contractor. The performance of this Contract is at Contractor’s sole risk. The service or services to be rendered under this Contract are those of an independent contractor that is not an officer, employee or agent of the County as those terms are used in ORS 30.265. Notwithstanding the Oregon Tort Claims Act or the provisions of any other contract, Contractor is acting as and assumes liability of an independent contractor as to any claims between County and Contractor. Contractor is solely liable for any workers' compensation coverage; social security, unemployment insurance or retirement payments; and federal or state taxes due as a result of payments under this Contract, whether due on account of Contractor or Contractor’s subcontractor, if any.

1.2 Contractor Not Employee. Contractor is not currently employed by County and will not be under County's direct control, and will not be eligible for any Federal Social Security, State Workers' Compensation, unemployment insurance or Public Employees Retirement System benefits from this Contract.

2. INSURANCE AND INDEMNIFICATION

2.1 Contractor's Required Insurance. Contractor must provide and maintain all insurance called for on the Exhibit entitled

"Insurance Coverages Required" and must notify Lane County Risk Management of any material reduction or exhaustion of aggregate limits. Contractor may not commence any work until Contractor furnishes evidence of all required insurance specified by the County, and has obtained the County's approval as to limits, form, and amount. Commercial General Liability and Auto Liability coverage must include an Additional Insured Endorsement naming the County and its officers, agents, and employees that includes completed operations, and which is primary and non‐contributory with any other insurance and self‐insurance.

2.2 Contractor to Maintain Insurance. Contractor may not cancel, materially change, or not renew insurance coverages. If any policy is canceled before final payment by County to Contractor, Contractor must immediately procure other insurance meeting the requirements. Any insurance bearing on adequacy of performance must be maintained after completion of the Contract for the full guarantee period. If Contractor fails to maintain any required insurance, County reserves the right to procure such insurance and to charge the cost to Contractor.

2.3 Workers' Compensation. Contractor, its subcontractors, and all employers working under this Contract are subject employers under Oregon Workers' Compensation Law, and must comply with ORS 656.017 and provide Workers' Compensation coverage for all their subject workers unless exempt under ORS 656.126.

2.4 No Limitation. Nothing contained in these insurance requirements limits the extent of Contractor’s responsibility for payment of damages resulting from Contractor’s operation under this Contract.

2.5 Contractor's Indemnification. To the fullest extent permitted by law, and to the extent otherwise provided for in private contracts of insurance, Contractor shall indemnify, defend, and hold harmless the County and its officers, agents, employees, and volunteers from all damages, losses and expenses, including but not limited to attorney fees and costs related to litigation, and to defend all claims, proceedings, lawsuits, and judgments arising out of or resulting from Contractor's performance of or failure to perform under this Contract. The provisions of the foregoing notwithstanding, Contractor will not be required to indemnify County for any liability arising solely out of wrongful acts of County's own officers, agents, or employees.

2.5.1 If the Work of this Contract includes work product or any tangible or intangible items delivered to County under the Contract that may be the subject of protection under any state or federal intellectual property law or doctrine, this indemnification shall extend to any claim that the County's use thereof infringes any patent, copyright, trade secret, trade mark, or other proprietary right of any third party.

3. CONTRACTOR'S OBLIGATIONS

3.1 Except as provided in the bidding or procurement documents, Contractor must meet the highest standards prevalent in the industry or business most closely involved in providing the goods or services required by this Contract.

3.2 Contractor must make all provisions of the Contract applicable to any subcontractor performing work under the contract.

3.3 Contractor agrees that County will not be responsible for any losses or unanticipated costs suffered by Contractor as a result of the contractor's failure to obtain full information in advance in regard to all conditions pertaining to the work.

3.4 Contractor certifies that Contractor has all necessary licenses, permits, or certificates of registration necessary to perform the contract and further certifies that all subcontractors will likewise have all necessary licenses, permits or certificates before performing any work. The failure of Contractor to have or maintain such licenses, permits, or certificates is grounds for rejection of a bid or immediate termination of the Contract.

3.5 Contractor may not permit any lien or claim to be filed or prosecuted against the County on account of any labor or material furnished, shall assume responsibility for satisfaction of any lien so filed or prosecuted and shall defend against, indemnify and hold the County harmless from any such lien or claim.

3.6 Unless otherwise provided by the Contract or law, Contractor agrees that County and its duly authorized representatives may have access to the books, documents, papers, and records of Contractor which are directly pertinent to this Contract for the purpose of making audits, examinations, excerpts, copies and transcripts. Contractor shall retain and keep accessible such books, documents, papers, and records for a minimum of 6 years after County makes final payment on the Contract. Copies of applicable records must be made available upon request, and payment of copy costs is reimbursable by County.

3.7 Contractor must, in the course of carrying out Contractor's Work, comply at all times with the then‐current "Mandatory County Policies for Vendors" published on County's Procurement and Purchasing webpage at:

www.lanecountyor.gov/bids.

4. CONTRACTOR’S OBLIGATIONS REQUIRED BY LAW

4.1 Contractor must promptly make payments for labor and material, and pay all contributions due to the Industrial Accident

Fund, in accordance with ORS 279B.220 or ORS 279C.505, as applicable.

4.2 Contractor must promptly make payments for any costs described in ORS 279B.230 and 279C.530, as applicable.

4.3 Contractor must comply with requirements related to employed persons’ hours of work and payment for overtime work, in accordance with ORS 279B.235, 279C.520, and 279C.540, as applicable.

4.4 If Contractor is a nonresident bidder and the Contract price exceeds $10,000, Contractor must promptly report to the

Department of Revenue on forms provided by that Department the total contract price, terms of payment, length of contract and such other information as the Department may require before the County will make final payment on the contract, in accordance with ORS 279A.120.

4.5…