S-C00055-00017168 RFP for Engineering and Related Services for Wooden Culvert Eval and Design.pdf

Columbia County

Public Works

Request for Proposals:

S-C00055-00017168

Engineering & Related Services for Wooden Culvert Evaluation and

Engineering Design

Project-Specific Proposal for Project Management, Structural Assessment and

Hydraulics, Engineering Design, and Related Services

Issue Date: June 15, 2026

Closing Date & Time: July 07, 2026 by 2:00 P.M.

Place/Issuing Office:

Columbia County Public Works

1054 Oregon St

St. Helens, OR 97051

Single Point of Contact (SPC): Grant DeJongh

Columbia County Public Works

1054 Oregon Street

St. Helens, OR 97051

503-397-5090 publicworks@columbiacountyor.gov mailto:publicworks@columbiacountyor.gov

REQUEST FOR PROPOSALS

Notice is hereby given that Columbia County, by and through its Public Works Department, intends to

Contract for Project Management, Structural Assessment and Hydraulics, Engineering Design, and

Related Services for up to ten (10) existing wooden culverts on Apiary Road and Scappoose-Vernonia

Road in Columbia County, Oregon. The Request for Proposal documents are available at the County’s website at https://www.columbiacountyor.gov/bids and on

OregonBuys at https://oregonbuys.gov/bso/. It is the Proposer’s responsibility to check the website or

OregonBuys frequently to be aware of any addenda.

The consultant shall furnish all labor, materials, and equipment necessary for completion of the project in accordance with this Request for Proposals. The work consists of working with County staff to identify wooden culverts of potential concern on arterial roadways, providing inspection and analysis of said culverts, and design of replacement solutions for up to three (3) culverts, as funding allows.

Proposals for the work described will be received at:

Attn: Grant DeJongh

1054 Oregon Street

St. Helens, Oregon, 97051

Proposals are due no later than 2:00 p.m., July 07, 2026. Proposals must be in sealed packages marked, “Engineering and Related Services for Wooden Culvert Evaluation and Engineering Design”. The

Columbia County Public Works date/time clock will be the designated time recording device for recording receipt of Proposals. There will not be a public opening of the Proposals.

Proposals must be submitted to the issuing office at the above physical address. Proposals may be submitted via USPS mail or other delivery service, though the Proposer assumes all risk associated with timely delivery of proposals.

County will not conduct a pre-Proposal conference for this RFP.

Electronic Files Linked or Attached to RFP. This RFP document may be viewed electronically to access files, forms, provisions, or other documents that are attached electronically

(shown as icons) or provided via hyperlinks from the internet in this RFP. All files, forms, provisions, or other documents attached electronically or linked from the internet are incorporated in this RFP with the same force and effect as though fully set forth in this RFP. A physical copy of this document, including attachments, can be obtained at the Public Works office upon request.

DBE Participation Goal Assigned: 0%;

Certified Small Business Aspirational Target: N/A https://www.columbiacountyor.gov/bids https://orpin.oregon.gov/open.dll/welcome https://orpin.oregon.gov/open.dll/welcome

TABLE OF CONTENTS

SOLICITATION SCHEDULE

Section 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 DEFINITIONS, SUMMARY OVERVIEW and PROCUREMENT AUTHORITY/METHOD ...4

1.2 SOLICITATION PROCESS

1.3 PROTESTS

1.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

1.5 “REQUIRED” PROPOSAL SUBMITTAL ITEMS & SCORING DEDUCTIONS

1.6 PUBLIC RECORDS

Section 2.0 EVALUATION PROCESS & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

2.2 SCORING CRITERIA

2.3 METHOD OF AWARD

2.4 NEGOTIATIONS

Section 3.0 CONTRACT AWARD REQUIREMENTS

3.1 COST INFORMATION

3.2 CERTIFICATES OF INSURANCE

3.3 MISCELLANEOUS FORMS

3.4 CONSULTANT RESPONSIBILITY

3.5 BUSINESS REGISTRY NUMBER/REGISTERED AGENT

3.6 TAX ID NUMBER

3.7 USE OF RECYCLED PRODUCTS

3.8 PROJECT SCHEDULE

ATTACHMENT A - PROPOSAL COVER SHEET

ATTACHMENT B - REFERENCES

ATTACHMENT C - SAMPLE CONTRACT

SOLICITATION SCHEDULE

The table below represents a tentative schedule of events. With the exception of dates marked with an asterisk (*), all dates are estimates and may change at the County’s sole discretion. All times are listed in

Pacific Time, and will use date/time clock in the Columbia County Public Works Office. All submissions will be date and time stamped upon receipt.

Event Date Time

RFP Issue Date *June 15, 2026

Questions / Requests for Clarification Due June 26, 2026 2:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

June 30, 2026

RFP Protest Period Ends *July 07, 2026

Closing (Proposal Due) *July 07, 2026 2:00 PM

Presentations, Demonstrations, or Interviews TBD with Vendor (if applicable)

Issuance of Notice of Intent to Award (approx.) Est. August 11, 2026

Award Protest Period Ends *7 calendar days after Notice of Intent to Award

Section 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 DEFINITIONS, SUMMARY OVERVIEW, and

PROCUREMENT AUTHORITY/METHOD

1.1.1 DEFINITIONS

For purposes of this RFP:

“County” means Columbia County, by and through its Public Works Department;

“Business Days” means calendar days, excluding Saturdays, Sundays, and all State-recognized holidays;

“Calendar Days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

“Certified Firm” or “Certified Small Business” means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a service-disabled veteran owns”;

“COBID” means Certification Office for Business Inclusion and Diversity;

“Days” means calendar days;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning, or land surveying services;

"Proposal" means a written response to a Request for Proposals;

“Proposers” - All firms submitting Proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Consultant”;

“Qualifications Based Selection” or “QBS” means evaluation and scoring of Proposals based on qualifications, experience, and project approach, without considering cost;

“Related Services” has the meaning provided in ORS 279C.100;

“RFP” means Request for Proposal;

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by County;

“Services” means the services to be performed under the Contract;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provision in the final Contract which sets forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations; and

Note: Though not defined, the terms “sub consultant” and “subcontractor” are used interchangeably in this document.

1.1.2 SUMMARY OVERVIEW

Columbia County, by and through its Public Works Department, is seeking Proposals from Professional Services consultants to perform engineering and related services necessary for successful completion of this project. The selected consulting firm will provide an in-field structural assessment of existing wooden culverts; assist the County with developing a prioritization list for the replacement of said culverts; and developing preliminary (30%) engineering plans and other documents for project(s) to construct improvements associated with existing wooden culverts on Apiary Road and Scappoose-

Vernonia Road in Columbia County, Oregon. Improvements may include the removal of existing culverts and replacement with new culverts, box culverts, bridges, or other structures for the purposes of mitigating risk to the above roadways.

County has:

1. Identified the locations of known wooden culvert on Apiary Road and Scappoose-

Vernonia Road.

2. Performed site reconnaissance on wooden culverts on Apiary Road.

County needs the following technical services provided to complete this project:

1. Assist with the identification of potentially hazardous wooden culverts based on culvert location, depth, hydraulic profile, etc.

2. Perform inspection and structural assessment of up to ten (10) wooden culverts determined by the above-described process.

3. Develop a prioritization list for replacing inspected wooden culverts on Apiary Road and Scappoose-Vernonia Road.

4. Develop preliminary plans and other documents for the replacement of up to three (3) wooden culverts with other structures, as funding permits.

The plan is to use the preliminary plans and other documents to leverage additional grant funding, as available.

Project Description/General Background Project Information:

In January 2024, a wooden culvert on Apiary Road, approximately at MP 11.8 near

Schaffer Road, became obstructed during winter weather and catastrophically failed.

This failure resulted in an expense of over $800,000 from the Road fund. It also required the closure of Apiary Road at MP 11.8 until July 2024. With Apiary Road being one of two rural arterial routes maintained by Columbia County Public Works and one of the busiest timber-hauling routes in the area, this represented a significant loss to the County, the community, and the timber industry.

Seeking to avoid future catastrophic failures, the County has identified the need to assess our remaining wooden culvert inventory and begin planning for the eventual replacement of these structures. To that end, the County has applied for and been awarded a hazard mitigation grant from the Federal Emergency Management Agency

(FEMA), through the Oregon Office of Emergency Management (OEM).

This grant funds the County to develop a plan for inspecting existing wooden culverts, determining which ones pose the greatest risk of catastrophic failure, and develop concept plans for replacing them with alternative structures. The expected outcome of the contract awarded pursuant to this RFP will occur in two phases. First, the successful

Consultant will develop and evaluation system and assess up to ten (10) wooden culverts. Subsequently and dependent on funding, the Consultant will develop preliminary engineering plans (concept plans) and other documents for up to three (3) culverts. The Scope of Work is described in detail, below.

Proposers responding to the RFP do so solely at their expense, and the County is not responsible for any Proposer’s expenses associated with the RFP. This project is receiving funding from a FEMA grant through the Oregon OEM. The contract resulting from this procurement will therefore be subject to the terms and conditions of the FEMA grant agreement, which is included in the Sample Contract attached as Exhibit C to this

RFP. The selected Proposer and the County will negotiate the delivery schedule, costs, and final Statement of Work, within the scope of what is listed here, for inclusion in the final SOW.

The Contract is anticipated to start with inspection services occurring in 2026 and design services thereafter. Pending successful negotiations, the selected Proposer shall perform its obligations according to the Contract and exhibits thereto.

Scope of Work

A detailed scope of work shall be included in the proposal to address the following

Consultant tasks. Those items in Schedule 1 will be completed as part of this project. Those items in Schedule 2 are anticipated to be completed as part of this project for up to three (3) culverts. However, specific tasks or subtasks listed under Schedule 2 may be modified or omitted as part of the negotiation process based on available funding and the goals of the

FEMA grant funding this project.

SCHEDULE 1

TASK 1.1: Project Management and Coordination

A. Designate and coordinate the Consultant project team.

B. Schedule, prepare for, attend and document project team meetings to be held at the

County’s office at 1054 Oregon Street, St Helens. These meetings will be held as needed and will include the Consultant, County staff and other project stakeholders.

These meetings may be held virtually, at the County’s discretion. A project kickoff meeting, in person, will also be held at the County office.

C. Prepare a detailed schedule showing all major tasks, meetings, and review milestones.

D. Prepare detailed monthly progress reports and progress billings and submit to the

County for approval and payment.

E. Monitor and manage the project budget.

TASK 1.2: Culvert Inspection and Prioritization

A. With available County data, develop inspection selection criteria for wooden culverts along Apiary Road and Scappoose-Vernonia Road. Criteria should emphasize culvert location, depth, hydraulic consideration, aquatic organism crossing status, and potential road impacts of culvert failure.

B. Based on the selection criteria and with consultation with County staff, identify up to ten

(10) culverts for inspection.

C. Plan and coordinate inspections with County staff.

D. Complete inspections and develop prioritization method for the replacement of existing wooden culverts with a focus on those that have the greatest chance of overlying road failure.

E. Provide prioritized culvert list to County staff for consideration. With County input, identify up to three (3) culverts to proceed to next steps, dependent on funding.

SCHEDULE 2

TASK 2.1: Field Survey

A. Obtain necessary permits for survey within County right-of-way.

B. Research and compile available survey data.

C. Check for any existing easements that may conflict with the proposed improvements.

D. Obtain any required permissions and/or rights-of-entry on private property to perform surveys.

E. Establish horizontal and vertical control points.

F. Complete field topography and base map of area affected by improvements. Locate all existing features, including fences, buildings, signs, driveways, trees, curbs, culverts, catch basins, manholes, utilities above and below ground, road improvements, and any other relevant features.

G. Tie horizontal locations of all utilities. In instances where there may be a major conflict with utilities, tie the vertical locations, as well.

H. Tie all relevant existing property lines, right-of-way, easements, and monuments.

I. Survey shall include full length of the proposed project and the affected adjacent properties.

TASK 2.2: Utility Identification

A. Identify and locate all existing utilities and utility easements within the project limits.

B. Determine possible utility conflicts.

TASK 2.3: Geotechnical Investigations and Laboratory Testing

A. Field exploration and laboratory testing.

B. Geotechnical analysis.

C. Geotechnical report.

D. Hazardous material assessment (contingency task).

E. Additional subsurface exploration (contingency task).

TASK 2.4: Hydraulic Analysis Report

A. Site inspection

B. Site hydrology

C. Scour analysis

D. Revetment design (30% design)

E. Hydraulic report

F. Stormwater management plan (30% design)

TASK 2.5: Plans, Specifications and Estimate (PS&E)

A. Prepare preliminary design (30%) plans and review packages.

B. Provide all plan drawings including title sheet, plan sheets, details, erosion control details, temporary protection and direction of traffic, and other drawings as required on 11” X 17” sheets.

C. Prepare preliminary plans and specifications based on the 2024 Oregon Standard

Specifications for Construction.

D. Provide 60% and 90% review packages.

E. Prepare preliminary estimate of construction costs.

F. Provide plan and base map drawings in AutoCAD 2013 (or more recent) format..

Estimated Professional Services Cost: The estimated cost of professional services for this work is $250,000.

Future Work Limitations: The following limitations may constrain or prohibit consultant’s ability to perform additional services for this project, including for example, construction services. (For these purposes, “Affiliate” or “Affiliates” of a consultant means any Person or entity that controls, is controlled by or is under common ownership or control with that consultant.):

• If a consultant is awarded a contract to prepare designs and plans/specifications for a project, that consultant and its Affiliates may be eligible to perform future

CA/CEI Services, but will not be eligible to propose/bid on or enter into a contract to construct that project.

• If a consultant is awarded a contract to prepare an Environmental Impact

Statement (“EIS”) or Environmental Assessment (“EA”) for a project, that consultant and its Affiliates may be precluded (as determined on a case-by-case basis) by the County from preparing the designs/plans/specifications for the project and may not be eligible to propose/bid on or enter into a contract to construct that project.

• If a consultant or an Affiliate of consultant enters into a personal services contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that consultant or an

Affiliate of that consultant will not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See OAR 137-048-0130(8).

• If a consultant or any Associate of consultant enters into personal services contract(s) with the County for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, a request for proposals, or other solicitation documents and materials related to a given procurement, the consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by the County).

Contract Phases: County anticipates the contracted Services will be a phased development as follows:

➢ Phase I – Structural inspection, assessment, and prioritization of wooden culverts on Apiary Road and Scappoose-Vernonia Road for replacement. This phase will end with the selection of up to three (3) culverts to move on to subsequent phases for replacement planning and design.

➢ Phase II – Conceptual design (30%) plans providing a basis for further development. These plans may include survey, geotechnical analysis, hydraulic analysis, and utility identification. These conceptual plans will be used to leverage additional funding for full design and, eventually, construction.

Quantity of Contracts Awarded: It is anticipated that one (1) Proposer will be selected for Contract award from this solicitation. The County, in its sole discretion, may select more Proposers based on the Proposals submitted, the results of the evaluation, and the

County’s capacity needs for the Services.

Offer Period: A Proposer's Proposal is a firm offer, irrevocable, valid, and binding on the

Proposer for not less than 180 days following the closing date for this RFP. County may request, either orally or in writing, that Proposer extend the offer period in writing.

Contract Duration: The Contract is anticipated to begin August 19, 2026, and is expected to last approximately eighteen (18) months. Contingent upon the County’s need and Consultant’s performance, the County may amend the Contract for additional time as necessary for project completion. The successful Consultant shall perform its obligations through completion of all Services required under the Contract, and through completion of all warranty work for the public improvement or public works project, if applicable, unless the Contract is terminated or suspended.

Contract Payment: Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with Contract requirements and all applicable standards. The method of compensation will be determined by the County and may be based on any of the following methods (may include more than 1 method –

“Mixed”):

• Cost Plus Fixed-fee, up to a maximum NTE amount;

• Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;

• Price per Unit.

1.1.3 PROCUREMENT AUTHORITY AND METHOD

Procurement Authority. County is conducting this RFP according to its authority under

ORS 279A and the Columbia County Public Personal Services Contracting Rules.

Procurement Method. County is conducting this RFP in conformance with ORS

279C.110, OAR 137- 048-0220 – Formal Selection Procedure and the Columbia County

Personal Services Contracting Rules. County is electing to use the process specifically outlined in OAR 137-048-0220(4), which allows consideration of pricing information.

1.2 SOLICITATION PROCESS

1.2.1 PUBLIC NOTICE

The RFP, including all Addenda and attachments, is published on OregonBuys at https://oregonbuys.gov/bso/. RFP documents will not be mailed to prospective

Proposers.

County shall advertise all Addenda on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

This RFP and any subsequent RFP information may also be reviewed at the following

Columbia County website: https://www.columbiacountyor.gov/bids.

1.2.2 QUESTIONS/REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via email: grant.dejongh@columbiacountyor.gov

• Reference the RFP number: S-C00055-00017168

• Identify Proposer’s name and contact information

• Refer to the specific part of the RFP being questioned (e.g., page, section, and paragraph number); and

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

1.3 PROTESTS

It is the responsibility of any Prospective Proposer to be familiar with the governing ORS, OAR, and County adopted rules applicable to this RFP, the procurement method, and the solicitation process. The County is not responsible for misunderstandings, misinterpretations, or other errors on the part of any Prospective Proposer that may impact their eligibility or ranking pursuant to this procurement. The protest requirements, outlined below, represent a

Prospective Proposer’s opportunities to protest the respective elements of this process. For each opportunity to protest, failure to submit a timely protest pursuant to the requirements herein constitutes a waiver on the part of the Prospective Proposer for raising later protests with respect to that opportunity.

1.3.1 SOLICITATION (RFP) PROTEST REQUIREMENTS

Prospective Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. The protest must be received by the SPC no later than seven

(7) days before Closing. This is the Prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda issued less than nine (9) days before Closing as provided below for Late Addenda. Proposer may take exception to the terms and conditions of the Sample Contract as set forth in the Negotiations Section.

Solicitation protests shall comply with the requirements of OAR 137-048-0240(1).

1.3.2 PROTESTS TO LATE ADDENDA

https://oregonbuys.gov/bso/ https://www.columbiacountyor.gov/bids mailto:grant.dejongh@columbiacountyor.gov

In the event that an addendum is issued less than nine (9) days before Closing, Prospective Proposer may submit a written protest of anything contained in that

Addendum to the SPC by 3 p.m. Pacific Time of the second Business Day or the date and time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered. Late

Addenda protests shall comply with the requirements of OAR 137-048-0240(1).

1.3.3 AWARD PROTEST REQUIREMENTS

Each Proposer shall be emailed or mailed a copy of the Notice of Intent to Award document. A Proposer that claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer shall have five (5) calendar days after the date of the Notice of Intent to Award to file a written protest of the selection with the SPC. To be adversely affected or aggrieved, a protestor must claim that the protester was the highest ranked Proposer eligible for selection; i.e., the protester must claim that all higher ranked

Proposers were ineligible for selection because their Proposals were non-responsive or the

Proposers were non-responsible. The County shall not consider a selection protest not timely submitted. Award protests shall comply with the requirements of OAR 137-048-

0240(2).

1.3.4 REVIEW OF PROTESTS; COSTS AND DAMAGES

The Public Works Department shall have the authority to settle or resolve a written protest submitted in accordance with paragraphs 1.3.1, 1.3.2, and 1.3.3, above. The

Public Works Director, or the Director’s designee, shall promptly issue a written decision on the protest. Review of the Department’s disposition of a written protest shall be available by filing a written request for review with the Board of County Commissioners within seven (7) calendar days.

All costs of a protest shall be the responsibility of the protester and undertaken at the protester's expense. The County shall not be liable for a Proposer's damages or costs for filing the protest or to any participant in the protest, on any basis, express or implied.

1.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

Items in this Section 1.4 marked as “PASS/FAIL” that are incomplete (except for minor informalities), or not submitted by Proposal due date and time, or are otherwise not in substantial conformance with the requirements, will cause the Proposal to be rejected as non-responsive. Proposals must comply with ALL requirements marked as “PASS/FAIL” to be considered for further evaluation.

1.4.1 PROPOSAL SUBMITTAL DEADLINE (PASS/FAIL)

Proposals must be physically received in hard copy by the submittal deadline (Closing)

(per official clock of SPC’s Office) and at the address of the SPC’s Office indicated on page 1 of this RFP. County will not accept Proposals submitted by facsimile or electronic mail, nor will County accept Proposals submitted after the Proposal Closing (except as

County may permit for REQUIRED items under section 1.5). County is not responsible for and will not accept late or mis-delivered Proposals.

1.4.2 PRICING INFORMATION NOT INCLUDED (PASS/FAIL)

Pricing information cannot be considered in the initial phase of the RFP process, per OAR

137-048-0220(4)(c). The County will request pricing information from up to the top three (3) ranked Proposers after the Proposal evaluation is completed. In order to prevent pricing information from being considered as part of the initial phase of the RFP process, any

Proposal that contains pricing information, as outlined in Sections 2.1.5 and 2.2.6 of this

RFP, will not be considered.

1.4.3 TERMS AND CONDITIONS (PASS/FAIL)

Unless an official addendum has modified or reserved the right to negotiate any terms and conditions contained in the Contract or exhibits thereto, the County will not negotiate any term or condition after the solicitation protest deadline, except the SOW and pricing with the selected Proposer(s) per section 2.4. By submitting a

Proposal, the selected Proposer(s) agree(s) to enter into the County’s form of contract, a sample of which is attached, and be bound by its terms and conditions and those of its attachments as set out in RFP Attachment C (Sample Contract), and as they may have been modified or reserved by County for negotiation. Any Proposal that is received conditioned on County’s acceptance of any other terms and conditions or rights to negotiate will be rejected. Any subsequent negotiated changes may be subject to prior approval by the Office of County Counsel.

Government bodies subject to ORS Chapter 190 do not bid or compete on the same basis as private-sector Proposers. However, the County will initially review Proposals from government bodies according to the same evaluation criteria described in this RFP.

Government bodies submitting a Proposal must comply with all applicable Proposal requirements described in this RFP. In addition to any other Proposer selection, the

County may enter into an ORS Chapter 190 agreement with any government body for the

Services. Alternatively, the County may cancel this RFP if it would be in the public interest, as determined by the County, and enter into an ORS Chapter 190 agreement with a government body.

1.5 “REQUIRED” PROPOSAL SUBMITTAL ITEMS & SCORING

DEDUCTIONS

Scoring Deductions:

• Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in this section 1.5 marked as “REQUIRED” that is incomplete (except for minor informalities) or that is not submitted with the

Proposal in substantial conformance of the requirement. Incomplete or missing items must be completed and submitted within two (2) business days of e-mail request by the County (this does not apply to “PASS/FAIL” items which must be submitted by Proposal due date and time). Missing or incomplete items must be delivered via e-mail in order to provide an appropriate time stamp. Failure to complete and deliver missing or incomplete “REQUIRED” items within two (2) business days of request by the County shall result in Proposal rejection. Time limitations will be based upon the time of the e-mail sent by the County and the time of the e-mail sent in response to the County notification.

• Proposals not in conformance with the 12-point minimum font requirements for substantive text (including text in tables) will receive a 3% scoring deduction and will not be sent back to Proposer for correction.

• Scoring deductions are on an average score per Proposal basis and not a deduction per evaluator. For example, if a Proposer received an average score of 92 points from the evaluation committee, a two percent scoring deduction would result in a

Proposal score of 90. (Percents will be rounded to either the lower number if under .5% or to the higher number if .5% or over.)

1.5.1 COVER SHEET (REQUIRED)

The Proposal must include a completed Cover Sheet in the form as set forth in RFP

Attachment A, signed by a duly authorized representative empowered to bind the

Proposer (at least one original signature). Any cover letters submitted in addition to the required Cover Sheet will not be forwarded to the evaluation committee.

On the Cover Sheet (or a separate sheet attached to the Cover Sheet), identify the sections of the Proposal, if any, the Proposer claims to be exempt from disclosure pursuant to Oregon

Public Records Law, ORS 192.410 through 192.505. List sections, paragraphs, pages, etc., and the specific ORS citation(s) that the Proposer claims provide for exemption of each listed section. (See RFP Section 1.6.)

1.5.2 MINIMUM QUALIFICATIONS (REQUIRED)

Please include responses to the following Minimum Qualifications in the space provided on the Proposal Coversheet (RFP Attachment A):

➢ REGISTERED PROFESSIONAL ENGINEER

Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered

Professional Engineer, as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for

Engineering and Land Surveying and must supervise and direct the work proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon

Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract. In the space provided on the

Proposal Cover Sheet (RFP Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

➢ REGISTERED PROFESSIONAL LAND SURVEYOR

When required by Oregon law, Consultants shall place their official Oregon Registered

Professional Land Surveyor (PLS) certified seal and signature on all reports, maps, design drawings, and specifications delivered to County or LPAs under Contract. In the space provided on the Proposal Cover Sheet (RFP Attachment A), list the name and registration number of at least one PLS intending to perform Services under the

Contract.

Licenses Outside of Oregon

If the Proposer is an “individual, firm, partnership or corporation offering to practice engineering or land surveying” and “holds a certificate of registration to engage in the practice of professional engineering or land surveying (as applicable) issued by the proper authority of any other state, a territory or possession of the United States, or a foreign country”, the

Proposer shall:

Include a written statement that the Proposer is not registered to practice engineering or land surveying (as applicable) in the State, but will comply with

ORS 672.002 to 672.325 by having an individual holding a valid certificate of registration in the State in responsible charge of the work prior to performing any engineering or land surveying (as applicable) work within the State. [ORS

672.060(9)(a) and (b)]

1.5.3 FORMAT FOR PROPOSAL SUBMITTALS; PAGE LENGTH LIMITATION

a. (REQUIRED) Proposals must use 12-point minimum font size for the substantive text (including text in tables) with the following exceptions which must use an 11-point minimum font size: RFP Attachment A – Proposal Coversheet, Attachment

B - References, Key Staff Resumes, and COI Disclosure Form. Proposers may use their discretion for the font size of other materials that do not include substantive text

(e.g. graphics, picture or graphics captions, and organizational charts).

b. (REQUIRED) Proposals must be submitted without cover-stock or bindings such as wire loop or plastic comb binding.

c. Use a removable binder clip to secure Proposal pages on original signature copy.

Staples may be used on additional copies.

d. Proposers are to submit Proposals on recycled white paper. The Proposal must not exceed six (6) pages, excluding Cover Sheet (RFP Attachment A), any tabs or indexes, and any of the following forms (if required in this RFP): references, Request for Tax ID Number form, and Subcontractor/Supplier Solicitation and Utilization form. If a Proposer submits a Proposal exceeding this limit, the County will consider the pages up to that allowable number and discard all subsequent pages. The Proposer may choose how to allocate pages between any sections, within the overall page limit.

One (1) page is defined as: one side of a single 8-1/2" x 11" page that meets the font size requirements stated in subsection “a” above. Any page over this size will be counted as two (2) pages. Any page or partial page with substantive text, tables, graphics, charts, resumes, etc., will be counted as one (1) page.

1.5.4 QUANTITY OF PROPOSALS & ELECTRONIC COPIES

Proposer must complete and submit the following items to the County at the address shown on page 1:

a. (REQUIRED) 1 hard copy of the Proposal with Proposal Cover Sheet (RFP

Attachment A) attached; 1 hard copy of each completed Key Staff Resume form; 1 hard copy of the completed TIN Request form; 1 hard copy of COI Disclosure

Form(s), if required in section 1.5.5

1 USB Thumb Drive that includes:

1) (REQUIRED) A single PDF file of the Proposal. The signed Proposal Cover

Sheet (RFP Attachment A) may be included as part of the single PDF file of the

Proposal or may be in a separate PDF file. Do not break the Proposal into more than these two (2) PDF files. Additional files, as shown below, will be allowed.

(The total combined size of the Proposal and Coversheet should be compressed so it does not exceed five (5) megabytes.)

2) (REQUIRED) One (1) signed, PDF file of Subcontractor Solicitation and

Utilization Report form available at:

https://www.oregon.gov/odot/Business/Procurement/Pages/PSK.aspx, under the

“DBE” or “Disadvantaged Business Enterprise” and other forms required by the Office of Civil Rights header.

3) (REQUIRED) A separate MS Word file for each Reference Questionnaire form submitted.

4) (REQUIRED) Key Staff Resumes may be included in the single Proposal file or they may be submitted as a separate file on the USB drive (one (1) file for all Key Staff Resumes).

b. Submit Proposal and all required submittal items in a sealed envelope/package. On the outside of the sealed envelope/package, indicate the following:

1) Name of Proposing firm,

2) RFP Project Title, “Engineering and Related Services for Wooden

Culvert Evaluation and Engineering Design”,

3) RFP close date and time, and

4) Name of Single Point of Contact identified on page 1 of RFP.

1.5.5 REFERENCES (REQUIRED)

https://www.oregon.gov/odot/Business/Procurement/Pages/PSK.aspx

Provide three (3) references for relevant projects using the form attached (Attachment

B). Reference forms must be submitted with the Proposal (hard copy, separate from the

Proposal), but are not included in the Proposal page count.

1.6 PUBLIC RECORDS

Proposals become public records upon submission and are subject to public inspection following contract award in accordance with ORS 279C.107 and OAR 137-048-0130(7) unless otherwise exempt under Oregon’s Public Records Law (ORS Chapter 192). “Trade

Secrets” are conditionally exempt under ORS 192.501(2) and will be protected to the extent permitted by the Public Records Law, provided that any trade secret is specifically identified as such by the Proposer.

1.6.1 Except as provided under ORS 279C.107(2), this RFP and one copy of the submitted Proposal(s), together with copies of all documents pertaining to the award of a

Design-Build Agreement, shall be kept by the County and made a part of the RFP file or record. If a Proposal contains any information that is considered a trade secret under ORS

192.345(2), such information shall be marked with the following legend: “This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Record’s Law, ORS Chapter 192.”

1.6.2 The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” ORS 192.345. Therefore, nondisclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

1.6.3 The above restriction may not include fee schedule information, which shall be open to public inspection.

1.6.4 Identifying the Proposal in total as a trade secret is not acceptable. Failure to identify a portion of the Proposal as a trade secret shall be deemed a waiver of any future claim of that information as a trade secret.

1.6.5 If the County receives a records request, including subpoena, covering information the Proposer 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.

1.6.6 By submitting a response to this RFP, the Proposer grants the County a non-exclusive, perpetual, irrevocable, royalty-free, worldwide license for the rights to copy, distribute, display, prepare derivative works, and transmit the response for the purpose of conducting this procurement and to fulfill obligations under Oregon Public Records Law.

Section 2.0 EVALUATION PROCESS & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

The County will evaluate Proposals in accordance with the relevant evaluation procedures set forth in OAR

137-048-0220 and this RFP. The County will first review Proposals for conformance with the Pass/Fail and

Required criteria identified above. Proposals meeting all Pass/Fail criteria (including submittal of all

Required items in the time allowed) will be forwarded to an evaluation committee for the Qualifications

Based Selection phase of the evaluation. At the end of that phase, Proposals will be ranked based on a QBS score and up to three (3) top-ranked Proposals will proceed on to the Pricing Information phase of the evaluation. The Proposals reviewed in the Pricing Information phase will then be ranked based on the sum of the points awarded in both evaluation phases.

2.1.1 QALIFICATIONS BASED SELECTION PHASE

The Qualifications Based Selection phase has two parts. First, members of an evaluation committee will independently score each Proposal. Following that, the County may, in its sole discretion, conduct an interview/follow-up question round of scoring.

(a) Evaluation Committee Round

The evaluation committee will score each Proposal using the Scoring Criteria set forth in Section

2.2, except for Scoring Criteria 2.2.6. The committee will be made up of three (3) members selected from the following: one Public Works Department employee, one County employee not from the

Public Works Department, and one person from an outside agency.

Committee members will independently judge the merits of the Proposals by comparing the requirements and criteria stated in the RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal. The committee will not consider any proposed pricing for Services as part of the process, but it may consider price and cost data from previous projects.

A Proposal’s final score from this round will be determined by adding together the individual committee member scores for that Proposal and dividing that number by the number of committee members. The Proposals will then be ranked by the resulting final score.

(b) Interviews/Follow-up Questions Round (Optional)

Upon completion of the initial independent evaluation of the Proposals, the evaluation committee, at its sole discretion, may determine that a round of interview/follow-up questions is to be conducted.

If possible, at least the two (2) top-ranked Proposers from the Evaluation Committee Round shall be evaluated in this round. The committee for this round shall be the same as the previous round’s evaluation committee, unless individual committee members are unavailable. In this case, the interview/follow-up question committee will be comprised of at least two (2) of the original evaluation committee members and an alternate appointed by the respective agency. If at least two

(2) of the original evaluation committee members are not available, then no interviews/follow-up questions will be held.

This round has a maximum score of 50 points with the committee members using the following criteria in scoring:

• Understanding of Requested Services

• Technical Approach

• Project Management/Cost Effectiveness

• Proposer’s General Qualifications

• Proposer’s Capabilities

• Proposer’s Relevant Experience

• Project Team and Qualifications

The interviews/follow-up question round will be conducted as follows:

• Committee members will independently score each proposal.

• Follow-up questions will typically be sent via email to Proposer(s) as an alternative to face-to-face interviews. However, the County may conduct face-to-face interviews if determined necessary after conducting written follow-up questions.

• Interviews normally require physical attendance at County offices; however, the County may elect to conduct interviews via teleconference or video conference. Further details will be included with notification of time and date of interviews, if conducted. All determinations as to the format, timing, and location of interviews will be at the County’s discretion.

• Interviews, if held, will typically be conducted about two (2) weeks after the evaluation ranking is announced; follow-up invitations will be sent with the rankings for interview time and date.

• A Proposal’s final score from this round will be determined by adding together the individual committee member scores for that Proposal and dividing that by the number of members on the committee.

(c) QBS Score

If the County does not conduct the Interviews/Follow-up Question Round, a Proposal’s QBS score will be the total of its Evaluation Committee Round final score plus 50 points, less any points deducted as part of the review of Required items.

If the County conducts the Interviews/Follow-up Question Round, Proposals not included in that round will no longer be considered. The QBS score for each of the remaining Proposals will be the total of their final scores from the Evaluation Committee Round and the final score from the

Interviews/Follow-up Question Round, less any points deducted as part of the review of Required items.

(d) References

The County does not intend to score references, but may contact references to verify information provided in Proposals. Proposers must provide three (3) references using the form attached

(Attachment B) for projects where the Proposer provided services relevant to the scope of services contemplated in this RFP. If the contact and alternate contact for a reference are both members of the evaluation committee for this RFP, the County will request a different project reference from the

Proposer.

2.1.2 PRICING EVALUATION

Upon completion of the Qualifications Based Selection Phase, Proposals will be ranked based upon their

QBS score. Price Proposals will be requested from up to the top three (3) Proposers. Price Proposals shall be based on the Scope of Work in this RFP. Up to 23 points can be awarded under the Pricing

Evaluation. The points awarded will be the sum of the following two calculations:

12* (lowest proposed price/proposed price)

11* (lowest proposed hours/proposed hours)

2.1.3 CLARIFICATIONS

The County may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications or modifications that are in the best interest of the County may be made before the

Proposer is awarded a Contract, and some or all of the clarifications or modifications may become part of the final Contract. Clarifications may not be used to rehabilitate a non-responsive Proposal.

2.1.4 CONSULTANT SELECTION

Proposer’s QBS score and Pricing Evaluation score shall be added together for a final score. The Proposer with the highest final score will be selected to start negotiations as provided in Section 2.4.

2.1.5 COUNTY RIGHT TO CANCEL PROCUREMENT

The County may reject any or all Proposals and may cancel this RFP at any time prior to the signing of any resulting contract if doing either would be in the public interest as determined by the County. The County is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation and negotiations stages. All Proposals will become part of the public file. The County will follow the requirements of OAR 137-048-0250 in the event of any cancellation.

2.2 SCORING CRITERIA

Scoring will be based on the categories described below. The Proposer must describe how the Proposer meets the requirements that are specified in this RFP, as related to the subsections below. Be clear and concise.

2.2.1 UNDERSTANDING OF REQUESTED SERVICES/PROJECT

Demonstrate a clear and concise understanding of this type of project based on existing information.

Address general description of the project purpose and key issues. Please explain any special expertise specific to culvert inspection, culvert/bridge design, and stream crossing design with particular respect to environmental and hydrological consideration.

2.2.2 PROPOSER’S GENERAL QUALIFICATIONS

Demonstrate qualifications to complete the requested services. Response must:

• Describe your firm’s qualifications and proficiencies to complete the requested Services.

• List projects and contract services performed within the last three (3) years by type, size, and location. Must be comparable to the Services described in this RFP.

20 Points

20 Points

• For a total of three (3) of the most recent projects or contracts (in any combination) listed, include a brief description of project type, size, location, duration, and objectives; a chronological timeline describing the tasks performed by the Proposer to fulfill the project objectives; the original project budget; and the final budget, including any revisions. If the project has been constructed, please provide the final construction cost. If the project has not been constructed or is under construction, please provide the estimated or bid project price.

• For each of the three (3) projects or contracts (in any combination) above, indicate whether the services were accomplished within the Proposer’s original estimated schedule, whether there were any delays, the cause of those delays, and how those delays were addressed.

2.2.3 PROPOSER’S CAPABILITIES

Demonstrate capability to complete the requested services. Response must include:

• Current or projected assignments and location of key members, and whether these assignments may conflict with the key members’ ability to respond to this project.

• Internal procedures and/or policies related to work quality and cost control.

• Management and organizational structure.

• Other on-going projects.

• Demonstrate capability to complete the requested Services. Response must include:

(a) An explanation describing how the Proposer can accommodate the varying levels of workload for the Services contemplated under the Contract, including any limitations; and (b) an explanation describing the Proposer’s proximity to the Project and how the Proposer can cost effectively accommodate providing the needed inspections and A&E and related services for the Project. Describe the Proposer’s branch or satellite offices that will provide the requested Services, indicating their location(s) and which services they are capable of performing.

2.2.4 PROJECT TEAM AND QUALIFICATIONS

Demonstrate the Proposer’s team qualifications and experience relating to the requested services. Response should address the following:

• Describe…