S-66000-00013333_RFP_Draft_final.pdf

OregonBuys Bid # S-66000-00013333

STATE OF OREGON

COVER PAGE

The Department of Land Conservation and Development is issuing this Intermediate Procurement under S-66000-00013333 for

OBLIQUE AERIAL PHOTOGRAPHY FOR IMPROVED DECISION

SUPPORT ON THE OREGON SHORE

Date of Issue: October 23, 2025

Opening Date: November 17, 2025, at 5:00 pm Pacific Time

Single Point of Contact (SPC): Erin Smith, Procurement and Contract Specialist

E-mail: erin.smith@dlcd.oregon.gov mailto:erin.smith@dlcd.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 EVALUATION PROCESS

3.5 NEXT STEP DETERMINATION

3.6 PREFERENCES

3.7 POINT AND SCORE CALCULATIONS

3.8 RANKING OF OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

5.9 CHECKLIST DISCLAIMER

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (REQUIRED)

ATTACHMENT D REFERENCE CHECK FORM (REQUIRED)

ATTACHMENT E COST SHEET (REQUIRED)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY (REQUIRED)

ATTACHMENT H MINUS TIDE WINDOW DURATIONS (INFORMATIONAL)

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Land Conservation and Development, (“Agency” or “DLCD”), is issuing this Intermediate Procurement for oblique aerial photography services (“Services”) in support of the Oblique Aerial Photography for Improved Decision Support on the Oregon Shore (“Project”).

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of one Contract from this solicitation. The term of the Contract is anticipated to be until Project completion, which is currently estimated to be June 30, 2026. The project completion may be extended to December 31, 2026, subject to National Oceanic and Atmospheric Administration (“NOAA”) approval.

The funding source for the Project is a NOAA grant and the resulting Contract award is subject to Federal terms and conditions. NOAA must review and approve the awarded Contract and Budget prior to Contract execution.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Pre-offer Conference October 28, 2025 2:00 PM

Questions / Requests for Clarification Due October 31, 2025 5:00 PM

Opening (offer Due) November 17, 2025 5:00 PM

Issuance of Notice of Award (approx.) December 3, 2025 N/A

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125- 247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

Terminology specific to the OregonBuys system may be found at OregonBuys.

2.2.2 Project Specific Definitions

“Oblique Imagery” means aerial photography captured at a consistent oblique angle, in this case approximately 90 degrees horizontally oriented (perpendicular) to the shoreline and between 30 and 40 degrees down angle from the horizon and with the shoreline in the middle third of the photograph.

2.3 OVERVIEW AND PURPOSE

The goal of the Project described in Section 2.4, Scope of Work/Specifications, is to provide the Oregon Coastal Management Program (“OCMP”) with high-resolution oblique imagery of the Oregon outer coast as a crucial decision support resource for a wide array of coastal management work.

The ocean shore of the Oregon coast is highly geologically diverse, and includes dramatic rocky shores and headlands backed by high forested bluffs, as well as coastal plains made up of sandy beaches and dunes inter-cut by lowlands and estuaries. Coastal communities, managers, and regulatory agencies must contend with the extensive range of issues that these diverse morphologies create. This project addresses the need for a current, seamless, high resolution oblique imagery data set for the Oregon tidal coast. High quality, current imagery is seen as an essential decision support input for the networked program members of the OCMP.

Oblique aerial imagery in particular is easily interpreted by users, and is specifically useful for habitat characterization, site investigation, and resource change detection.

DLCD is the lead administrative agency of the OCMP, and as the Oregon land use planning agency, structures its work around 19 Land Use Planning Goals. Of these, Goal 16: Estuarine Resources, Goal 17: Coastal Shorelands, Goal 18: Beaches and Dunes, and Goal 19: Ocean Resources, all have elements relevant to the Project. The OCMP Ocean Resources Planning Strategy focuses on improvements to Oregon’s Territorial Sea Plan (“TSP”) to create a comprehensive framework for managing and evaluating coastal resources. The strategy includes a Rocky Habitat Management Strategy to focus observations related to measuring the health of Oregon’s near-shore ecosystems, to improve processes for undersea cable permitting and landings on the ocean shore, and to understand stressors on ocean health resulting from climate change related impacts, in part via resource inventory information. An up-to-date oblique aerial survey of intertidal ocean shorelines will be an invaluable source of inventory information for local groups and agency staff working on all these aspects of the TSP.

The OCMP Estuary Management Planning Strategy focuses on efforts to update local spatial area management plans (estuary management plans), enhance planning efforts, and increase capacity to local governments and networked agency partners. An up-to-date oblique aerial survey of Oregon’s largest and most complex estuaries will be an invaluable source of information for local planners and agency staff working on updating these comprehensive plans as well as to understand the impacts of various permitted activities or projects, such as the disposal of dredged material, habitat restoration, and water-dependent development, on the estuarine environment.

The OCMP Resilience Planning Strategy focuses on efforts to update local government plans addressing coastal hazards, enhance planning efforts, and increase capacity to local governments and networked agency http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html https://www.oregon.gov/das/ORBuys/Pages/Index.aspx partners. An up-to-date oblique aerial survey of frontline community shorelines will be an invaluable source of information for local planners and agency staff working on these important resilience activities.

The Oregon coast is commonly quoted as having a coastline length of approximately 360 miles. This distance is based on a relatively simplified version of the ocean-facing coast and represents an extreme under-count when it comes to estimating the distances that would need to be covered in order to adequately photograph the minus tide features that the project scope intends to capture. With the inclusion of offshore rocks and islands, as well as estuarine tidal shorelines and islands, the true total mileage may be up to 4 times the conventional shorthand.

The purpose of this Intermediate Request for Proposals is to solicit for Services described in Section 2.4 Scope of Work/Specifications within the Project budget estimated to be between $180,000 and $220,000.

2.4 SCOPE OF WORK/SPECIFICATIONS

The oblique imagery services (“Services”) in support of the Oblique Aerial Photography for Improved Decision Support on the Oregon Shore (“Project”) are anticipated to take place from between December 2025 and June 2026.

Description

The Services in support of the Project will be to capture new oblique aerial photography of the Ocean Shore State Recreation Area from a point at the mouth of the Columbia River at Fort Stevens State Park to a point at the Oregon/California Border. In addition, photography shall include the estuarine shoreline of specified estuaries, captured from a point at the mouth of each estuary to points at the Head of Tide supplied by DLCD, as well as shorelines of specified exposed offshore rocks and reefs.

Project Geography

An approximate aerial extent of the shoreline to be covered in this project is outlined in dark blue in the map to the right. All specified shorelines are tidal shorelines and are within the Oregon Coastal Zone. The agency can provide Geographic Information System (“GIS”) files for the shoreline and named locations upon request.

A detailed flight report from a 2011 ShoreZone Aerial Video Imaging Survey project is available online at:

https://oregonshorezone.info/docs/Oregon_Flight_Report_17jun11.pdf

Note that in order for photography to adequately capture some estuary islands or specified offshore islands and reefs, multi-loop flightlines may be required.

Examples of offshore locations where this is required include: Three Arch Rocks, Otter & Gull Rocks, Castle and Gull Rock, Blanco Reef, Orford Reef, Redfish and Island Rocks, Rogue Reef, and Mack Reef. The 2011 flight report may be helpful in illustrating examples (e.g. p.36 & p.46).

The provided 2011 flight example covered the desired geography (excluding the Columbia River portion) in 5 total days of flying. We estimate that this represented a total of approximately 1,100 miles of shoreline captured, and that the addition of Columbia River shorelines will add an additional 8-10% to that total mileage.

Focus Area

Photography shall focus on the intertidal rocky, sandy, or estuarine habitats of the shoreline area, and is not intended to document uplands. For the purpose of this project, the shoreline shall be https://www.oregon.gov/lcd/ocmp/pages/coastal-zone.aspx https://oregonshorezone.info/docs/Oregon_Flight_Report_17jun11.pdf defined as the mean low tide wet/dry line, with an intended focus on the intertidal area surrounding this line.

The photography is intended to inform a future ShoreZone mapping effort. Oblique imagery appropriate for ShoreZone is collected specifically for the interpretation of geological and biological features of the intertidal zone and nearshore environment. Background information about the Oregon ShoreZone project can be found at https://oregonshorezone.info/data.html.

Timing and Tides

For optimal exposure of intertidal habitats, flights shall occur during “minus tide” windows that are especially frequent in Spring and Summer months. A minus tide is a tide where low tide water levels are below zero.

Typically, these minus tide windows occur in the first part of the day (6am to 1pm), and in months of April to August. In certain months (typically May and June) the duration of minus tide windows can be 4.5 to 5 hours long in a single day and can occur for multiple days in a row.

Note that the minus tide window does not occur simultaneously across the entire project geography. On the outer coast the low tides start earlier on the California Border and can begin up to 2 hours later at the border with Washington. Similarly on the Columbia River, the minus tide window at the mouth of the river at Cape Disappointment, Washington can begin 2 hours earlier than at Wauna, Oregon, just upstream of the project limit.

The OCMP has calculated the dates, start time, and durations of all the minus tide windows from all applicable tide stations across the project geography for both 2025 and 2026, and these data are provided in RFP Attachment H, Minus Tide Window Durations.

Timing of tides in estuaries south of the Columbia River is not included in Attachment H but can be estimated using the start times at the tide station closest to each mouth. Additional detail for these estuaries is available in the flight report from the 2011 ShoreZone Aerial Video Imaging Survey.

List of Estuaries to be covered (north to south order):

1. Lower Columbia River;

2. Necanicum River;

3. Nehalem River;

4. Tillamook Bay;

5. Netarts Bay;

6. Sand Lake;

7. Nestucca Bay;

8. Salmon River;

9. Siletz Bay;

10. Yaquina Bay;

11. Beaver Creek;

12. Alsea Bay;

13. Big Creek;

14. Yachats River;

15. Siuslaw River;

16. Siltcoos River;

17. Umpqua River;

18. Coos Bay;

19. Coquille River;

20. Johnson Creek;

21. Crooked Creek;

22. China Creek;

23. New River/Floras Creek;

24. Sixes River;

25. Elk River;

26. Euchre Creek;

27. Rogue River;

28. Hunter Creek;

29. Pistol River;

30. Chetco River; and

31. Winchuck River.

List of offshore* named Rocky Habitats to be covered:

(* note there are many more named rocky habitats along the open coast. The below list are those that may require extending a flightline out and around a rocky habitat offshore – see 2011 flight report for examples)

1. Tillamook Rock

2. Castle Rock

3. Falcon Rock

4. Twin Rocks

5. Pyramid Rock

6. Three Arch Rocks

7. Kiwanda Haystack Rock

8. Rock Island

9. Otter Rock

10. Gull Rock

11. Coquille Rock https://oregonshorezone.info/data.html

12. Tower Rock

13. Castle Rock

14. Gull Rock

15. Blanco Reef (including Pyramid rock and Black Rock)

16. Orford Reef

17. Redfish Rocks

18. Island Rock

19. Sisters Rocks

20. Hubbard Mound/ Reef (Dog Rock)

21. Rogue Reef

22. Hunters Island

23. Mack Reef (including Mack Arch)

24. Yellow Rock, Black Rock, Leaning Rock

25. Whaleshead Island

26. House Rock

27. Goat Island

Services Required:

1. Photography shall be captured from a manned aircraft flying no lower than 2000 feet above ground level (“AGL”) in compliance with the United States Fish and Wildlife Service (“USFWS”) Guidance for Pilots. See:

https://www.fws.gov/sites/default/files/documents/Pilots%20Poster%20FINAL_0.pdf

2. Photography shall be captured using a professional camera system capable of acquiring a minimum of 40-megapixel images and GPS coordinates of photo acquisition location.

3. Photography shall be captured with a uniform focal length sufficient to achieve the specified target resolution.

4. Photography shall be captured to be approximately 90 degrees horizontally oriented (perpendicular) to the shoreline and between 30 and 40 degrees down angle from the horizon and with the shoreline in the middle third of the photograph. Refer to examples provided below: Photo Framing Example I (acceptable shoreline placement) and Photo Framing Example II (unacceptable shoreline placement).

5. Photography shall be captured to have a ground samples distance (“GSD”) of approximately 3 inches or better at the center of the photograph.

6. Photography shall be captured to have at least 25% along-shore side lap of adjacent photographs.

7. Photography shall be acquired at minus tides as indicated in Attachment H, Minus Tide Window Durations.

8. Photography shall be captured to avoid heavy or deep shadows.

Deliverable Requirements (6-8 weeks after flight completion):

1. Photography shall be delivered as individual joint photographic experts group (“JPG”) images with sequential file names.

2. Delivered JPG images shall include the following mandatory items in the exchangeable image file format (“EXIF”) header: camera make, camera model, focal length, image acquisition global positioning system (“GPS”) position, date and time. When possible include the roll, pitch, and yaw.

3. Contractor shall provide a flight report similar to the 2011 example provided at:

https://oregonshorezone.info/docs/Oregon_Flight_Report_17jun11.pdf

4. Contractor shall supply a metadata file in comma delimited text format that includes the following for each acquired photograph: file name, image acquisition date and time, latitude (GPS derived), longitude (GPS derived), altitude (GPS derived), roll, pitch, yaw.

Photo Framing Example I (acceptable shoreline placement) https://www.fws.gov/sites/default/files/documents/Pilots%20Poster%20FINAL_0.pdf https://oregonshorezone.info/docs/Oregon_Flight_Report_17jun11.pdf

Photo Framing Example II (unacceptable shoreline placement)

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

Offers must include all sections and relevant attachments referenced in this RFP and should be organized in the following order:

3.1.1 COVER LETTER

To be considered for evaluation, Offeror shall include a cover letter that contains at a minimum:

a. A statement that Offeror accepts the terms and conditions contained in Attachment A, Sample Contract;

b. A description of the Services that the Offer includes (See Section 2.4, Scope of Work/Specifications);

c. A statement that the Offer is valid for at least one-hundred and twenty (120) calendar days following the Bid Opening Date; and

d. A statement certifying that no officer, agent, or employee of the Department of Land Conservation and Development has pecuniary interest in the Offer; that the Offer is made in good faith without fraud, collusion or connection of any kind with any other Offeror and that the Offeror is competing solely on its own behalf without connection with, or obligation to, any undisclosed person or firm.

3.1.2 WRITTEN PROPOSAL

To be considered for evaluation, Offeror must demonstrate and clearly label each section (a.

through e.) in bold and underlined below and must follow the prompts for each section at a minimum.

a. Project Approach

Offers shall demonstrate an understanding of the steps necessary to meet the needs detailed in Section 2.4, Scope of Work/Specifications, including:

• A step-by-step detailed description as to how the Offeror would approach the Project in order to minimize Project costs, provide Services in a timely manner, and ensure Deliverable quality;

• An outline of elements of the Services to be performed with anticipated timeline;

• A description of Offeror’s quality assurance process;

• A description of how the Offeror will complete Deliverables with timeline; and

• A description of how the Offeror’s Key Personnel will interact effectively with each other, with DLCD, and with any other relevant Project participants.

b. Technical Capacity

Offers shall include a description of the Offeror’s capacity to successfully meet the needs outlined in Section 2.4, Scope of Work/Specifications. Include the amount and types of aircraft and equipment that Offeror shall use to complete the Project, and how the Offeror plans to manage resources for the Project.

c. Experience of Key Personnel

Offerors shall identify Key Personnel that would be performing Services, and include the following for each:

• Key Personnel names, titles, and roles performed in the Project;

• Resume for each Key Personnel, that includes a summary of the Key Personnel’s professional qualifications and relevant experience, including, but not limited to education, years of experience, years in proposed capacity, industry license(s), and certification(s); and

• A summary of each Key Personnel’s experience within the past five (5) years on projects of a similar size and scope to the Project described in Section 2.4, Scope of Work/Specifications, and the dollar amount, size and description of the past projects, including experience organizing, scheduling, and coordinating projects through completion of the services performed.

d. Experience of Offeror

Offers shall include a detailed description of Offeror’s experience with providing Services described in Section 2.4, Scope of Work/Specifications. Offers shall demonstrate their experience in the previous five (5) years with project(s) similar in size and scope to the

Project described in Section 2.4, Scope of Work/Specifications. Offeror shall demonstrate previous experience by submitting samples of similar completed projects.

e. Cost Sheet

Offerors shall complete Attachment E, Cost Sheet, and submit as a separate attachment with their Offer. Attachment E, Cost Sheet, shall include a separate cost list that details all costs associated with the Services described in Section 2.4, Scope of Work/Specifications, including, but not limited to:

• List of hourly rates for Key Personnel provided in response to Section 3.1.2.c., Experience of Key Personnel;

• For each activity described in the Project Approach, the costs must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs;

• The Cost Sheet must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

• For all fully loaded personnel costs, the costs proposed must include the name and title of all positions for each individual staff person who will perform the Work and list the salary/wage and fringe rate separately for each such individual.

3.1.3 ADMINISTRATIVE PROPOSAL

To be considered for evaluation, Offeror must complete the following attachments:

• Attachment C – Offeror Information and Certification Sheet (required);

• Attachment D – Reference Check Form (required – submit two copies);

• Attachment E – Cost Sheet (required – submit one copy only); and

• Attachment G – Responsibility Inquiry (required – submit one copy only).

The following attachments may also be required; Offeror is responsible for determining whether the following forms should be included in their Administrative Proposal:

• Attachment B – Disclosure Exemption Affidavit (if applicable – submit one copy only);

and/or

• Attachment F – COBID Certification / Outreach Plan (if applicable – submit one copy only).

3.2 MINIMUM SUBMISSION REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.2.1 Offeror Format and Quantity

Offeror shall submit one electronic copy (via OregonBuys) of its Offer. Offeror should follow the format and reference the sections listed in the Minimum Offer Requirements section.

Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information.

Cost information must be submitted as a separate electronic file.

In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.1 References

Provide at least two (2) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

Offeror shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Offeror and submitted with the Offer prior to opening.

3.2.2 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

3.2.3 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number;

• Identify Offeror’s name and contact information;

• Be sent by an authorized representative;

• Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

3.3.3 Pre-Offer Conference

A pre-offer conference will be held at the date and time listed in the Schedule. Prospective Offerors’ participation in this conference is highly encouraged but not mandatory.

The purpose of the pre-offer conference is to:

• Provide additional description of the project;

• Explain the solicitation process; and

• Answer any questions Offerors may have related to the project or the process.

Statements made at the pre-offer conference are not binding upon Agency. Offerors may be asked to submit questions in Writing.

3.3.3.1 Attendance at Pre-offer Conference

Prospective Offerors’ participation in this conference is highly encouraged but not mandatory. The pre-offer conference may be recorded and posted in OregonBuys for reference and transparency. The pre-offer conference may be attended by interested parties using the link below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 226 600 874 080 8 https://oregonbuys.gov/bso https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjcyMzM3NmItMzBiMi00NDMzLTljYTMtZmU2OTk2MjQ3MDAw%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22e8d33efe-e9dc-456d-9d31-68135272c683%22%7d

Passcode: KS9qJ7Q3

Dial in by phone +1 503-446-4951,,603188162# United States, Portland Find a local number Phone conference ID: 603 188 162# For organizers: Meeting options | Reset dial-in PIN

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Offeror shall submit its Offer electronically through OregonBuys. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

Additional information can be found on the OregonBuys Supplier Resources page:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Opening Date

Offer and all required submittal items must be received by the SPC on or before Opening. All Offer modifications or withdrawals must be completed prior to Opening.

tel:+15034464951,,603188162 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=603188162 https://teams.microsoft.com/meetingOptions/?organizerId=e8d33efe-e9dc-456d-9d31-68135272c683&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_MjcyMzM3NmItMzBiMi00NDMzLTljYTMtZmU2OTk2MjQ3MDAw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

• Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the offer.

• Offeror fails to meet the responsibility requirements of ORS 279B.110.

• Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Offeror makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Offeror attempts to inappropriately influence a member of the Evaluation Committee.

• Offeror is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 EVALUATION PROCESS

3.4.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with section 3.1, Minimum Offer Requirements and section 3.2, Minimum Submission Requirements.

If the Offer is unclear, the SPC may request clarification from Offeror. However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.4.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

See the Score Table on the following page.

SCORE EXPLANATION

(100%) OUTSTANDING – Offer addresses all prompts and requirements, with no deficiencies or weaknesses.

(90%)

EXCELLENT – Offer contains many strengths and only minor weaknesses.

(80%) VERY GOOD – Offer contains a few minor weaknesses.

(70%)

GOOD – Offer contains some minor weaknesses

(60%)

SATISFACTORY – Offer contains some strengths, but with some moderate weaknesses.

(50%) FAIR – Offer contains some strengths, but with several moderate weaknesses.

(40%)

UNSATISFACTORY – Offer contains a few strengths but contains some major weaknesses.

(30%) WEAK – Offer contains one or two strengths but contains major weaknesses.

(20%)

POOR – Offer contains one or no strengths and contains many major weaknesses.

(10%)

RESPONSE OF NO VALUE – An unacceptable Offer that does not meet the requirements set forth in the Solicitation. Offeror has not demonstrated knowledge of the subject matter.

(0%) NO RESPONSE – Offeror did not address the submittal prompt in question.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of offers. A response to a clarification request must be to clarify or explain portions of the already submitted Offer and may not contain new information not included in the original Offer.

3.4.2.1 Evaluation Item: Cover Letter (5 Points)

o Does the cover letter include the required statements and information?

o How well does the cover letter demonstrate the Offeror’s provided services align with the Scope of Work/Specifications of the solicitation?

3.4.2.2 Evaluation Item: Written Proposal (80 Points)

o How well does the Project Approach (30 Points) address the following:

• A step-by-step detailed description as to how the Offeror would approach the

Project in order to cover desired geography, meet tidal requirements, minimize

Project costs, provide Services in a timely manner, and ensure Deliverable quality;

• An outline of elements of the Services to be performed;

• A description of Offeror’s quality assurance process;

• A description of how the Offeror will complete Deliverables in time to meet the deadline; and

• A description of how the Offeror’s Key Personnel will interact effectively with each other, with DLCD, and with any other relevant Project participants.

o How well does the Technical Capacity (20 Points) describe the Offeror’s capacity to successfully meet the needs outlined in Section 2.4, Scope of Work/Specifications?

• How well does the Technical Capacity demonstrate the Offeror’s resources including the amount and types of aircraft and equipment that Offeror shall use to complete the Project, and how the Offeror plans to manage resources for the Project?

o How well does the Experience of Key Personnel (20 Points) demonstrate the following:

• The Key Personnel’s professional qualifications and relevant experience, including, but not limited to education, years of experience, years in proposed capacity, industry license(s), and certification(s); and

• The Key Personnel’s experience within the past five (5) years on projects of a similar size and scope to the Project described in Section 2.4, Scope of Work/Specifications, and the dollar amount, size and description of the past projects, including experience organizing, scheduling, and coordinating projects through completion of the services performed.

o How well does the Experience of the Offeror (10 Points) demonstrate the Offeror’s ability to provide the Services within the timeline and cost proposed.

3.4.2.3 Evaluation Item: Cost (15 Points)

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

lowest cost of all Offerors X cost points possible = cost score cost being scored

3.5 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest-ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.6 PREFERENCES

3.6.1 Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.6.2 Tiebreakers

Oregon Supplies: If Agency receives Offerors identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.7 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 100) assigned by each evaluator.

Points are the total possible value for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 10=10%, 50=50%, 72=72%, 90=90%, etc.

Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

TOTAL POINTS POSSIBLE: 100

POINTS POSSIBLE 100

3.1.1 Evaluation Item: Cover Letter 5

3.1.2 Evaluation Item: Written Proposal 80

3.1.3 Evaluation Item: Administrative Proposal Pass/Fail

3.4.2.3 Evaluation Item: Cost 15

EXAMPLE:

Offeror A receives scores of 100, 90, and 95 for criterion worth 50 points. The SPC averages 100, 90, and 95 for a score of 95 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Offeror A’s points for the criterion are 47.5.

3.8 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Offerors in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally with an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a successful Offeror, Agency may negotiate the Statement of Work as well as following terms and conditions:

• Term of the contract

• Descriptions of goods and services

• Compensation

In the event that the parties have not reached mutually agreeable terms within 10 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Offeror. The negotiated Contract is subject to federal terms and conditions, and the review and approval of NOAA.

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

5.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx or email:

biz.cobid@biz.oregon.gov.

If the Contract has potential subcontracting opportunities, the successful Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.6 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx mailto:biz.cobid@biz.oregon.gov

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror shall include information in its offer that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.8 RECYCLABLE PRODUCTS

Offeror shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

5.9 CHECKLIST DISCLAIMER

Any checklists that may be contained in this solicitation are provided only as a courtesy to prospective Offeror. Agency makes no representation as to the completeness or accuracy of any checklist. Prospective Offeror is solely responsible for reviewing and understanding the solicitation and complying with all the requirements of this solicitation, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Offeror based upon, resulting from, or related to, Offeror’s failure to comprehend all requirements of this solicitation.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (REQUIRED)

ATTACHMENT D REFERENCE CHECK FORM (REQUIRED)

ATTACHMENT E COST SHEET (REQUIRED)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY (REQUIRED)

ATTACHMENT H MINUS TIDE WINDOW DURATIONS (INFORMATIONAL)

http://www.oregon.gov/DAS