Scoggins_Valley_Park_Henry_Hagg_Lake_Septics_Services.pdf

GENERAL SERVICES BID

SCOGGINS VALLEY PARK/HENRY HAGG LAKE SEPTICS SERVICES

(NO. 2025.072-ITQ)

FOR

Washington County, Oregon

RELEASE DATE: August 18, 2025 DEADLINE FOR QUESTIONS: August 26, 2025

RESPONSE DEADLINE: August 28, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Scoggins Valley Park/Henry Hagg Lake Septics Services

1. Introduction

2. Legal Advertisement

3. Project Details

4. Vendor Questionnaire

5. Pricing Table

6. Instructions to Bidders

Attachments:

A - 2025_Services_Contract_Sample B - Photo_of_CXT C - Insurance_Requirements_Summary_Form D - Map_of_Park_for_service_areas

Scoggins Valley Park/Henry Hagg Lake Septics Services

1. Introduction

1. Summary

General work description

Washington County is requesting quotes for up to a five-year Scoggins Valley Park/Henry Hagg Lake septic services contract for Washington County Department of Facilities, Fleet and Parks.

2. Background

Scoggins Valley Park/Henry Hagg Lake have both flushable toilet septic tanks at various locations around the park and several vaulted toilets (CXT's).

3. Contact Information

Danielle Howard Procurement Analyst II 155 North First Ave

MS-28

Hillsboro, OR 97124 Email: danielle_howard@washingtoncountyor.gov Phone: (503) 846-8757 Department:

Facilities

4. Timeline

Washington County reserves the right to modify this timeline at the County’s discretion without notice.

Release Project Date August 18, 2025

Question Submission Deadline August 26, 2025, 5:00pm

Submission Deadline August 28, 2025, 2:00pm mailto:danielle_howard@washingtoncountyor.gov tel:(503)846-8757

Scoggins Valley Park/Henry Hagg Lake Septics Services

2. Legal Advertisement

1. Legal Ad

WASHINGTON COUNTY, OREGON REQUEST FOR QUOTE

No. 2025.072-ITQ Scoggins Valley Park/Henry Hagg Lake Septics Services

The Quote documents will be available at www.WashCoPurch.com/biz

Respondents are responsible for checking the site for any addenda to the quote documents before submitting their quotes to the site.

Quotes are due no later than 2:00 pm on Thursday, August 28, 2025 ; the system does not allow for late submissions.

Quotes must contain a statement as to whether the bidder is a resident bidder, as defined in ORS 279A.120(1)(b).

The County may reject any quote not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all quotes upon a finding of the County it is in the public interest to do so.

Washington County reserves the right to reject any and all responses and to waive any and all informalities in the best interest of the County.

Respondents are solely responsible for ensuring receipt of their quote by the Procurement Division.

Respondents must conform to the requirements of these quote documents and all related, applicable laws.

The County does not intend to pre-qualify any respondents for this project. All quotes submitted for this project will be considered provided that they meet the criteria set forth in the quote documents with respect to submission in a timely manner, bonding, and all other applicable requirements.

Dated this Monday, August 18, 2025

Danielle Howard

Procurement Analyst II

(503) 846-8757 http://www.washcopurch.com/biz

Scoggins Valley Park/Henry Hagg Lake Septics Services

3. Project Details

1. Scoggins Valley Park/Henry Hagg Lake Septics Services

A. Contractor will provide On-Call and Emergency pumping of septic systems and tanks within Scoggins Valley Park, home of Henry Hagg Lake.

B. Due to critical environmental concerns Contractor must provide a maximum of 4 hour response time - 24 hours a day, 7 days a week.

C. Situations may require pumping 5000 gallon liquid or solid tanks either on an “as-needed” basis or during emergencies such as power outages.

D. Contractor must have the ability to offer reduced pumping rates (May 1 - September 30) due to the ability of alternative disposal methods for the Eagle Septic tank only as this would not apply to CXT pumping or other septic systems in the park. This requirement will be adjusted via email between the Contractor and the County.

E. Photo of Scoggins Valley restroom locations to be covered under this bid are included in the Attachments Section as Attachment B.

Locations of flush toilet septic tanks:

A. Parks Office/Maintenance shop (residential septic system)

B. Eagle Point Recreation Area

C. A-East Day Use Area (currently closed to the public)

D. C-Ramp Recreation Area

E. Sain Creek Recreation Area

F. Fee Booth

Locations of vaulted toilets:

A. Elks Recreation Area

B. Scoggins Creek Recreation Area

C. Dam Overlook

D. C-Ramp Recreation Area

For CXT servicing, there are 2 vaults that can be accessed by (locked) covers on the back platform of the CXT's. Coordination for access to take place when service is requested by Parks staff. All pumping services need to be coordinated with Parks Staff in advance of arrival so staff can assist with location and access to septic tanks or toilets.

RESERVATIONS

Scoggins Valley Park/Henry Hagg Lake Septics Services

A. The County has an existing contract for the vaulted toilets in place; the County has discretion to award all the locations, if it is in the best interest of County to do so, based upon quote results of this solicitation.

1. If quote price for this solicitation is higher than current vaulted toilet contract the contractor will be awarded the vaulted toilet locations at the end of the current contract period (or) if quoted pricing becomes the best value to the County.

Notification will be provided via email to inform the Contractor when service delivery can begin for vaulted toilets.

B. The County reserves the right to obtain quotes from other firms for specific jobs and to select any firm for a given job if it is in the best interest of the County to do so.

UNIFORMS AND IDENTIFICATION

A. While at any County site, all Contractor personnel must wear a uniform with company identification, including employees’ name and company logo, visible to all other personnel in the area.

B. Contractor personnel must maintain a clean and professional appearance at all times while at a County site.

PRICING

A. All quote prices are firm for 1 year from date of contract execution.

B. Requests for price increase must be submitted in writing by Contractor on letterhead with the current date explaining why the increase is needed.

1. Proof of increased costs must be included to allow approval, or a negotiation to an amount both parties can accept.

2. An amendment, which is approved by the County, is required before contract pricing can change.

Scoggins Valley Park/Henry Hagg Lake Septics Services

4. Vendor Questionnaire

Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product.

1. Electronic Submittal** By electronically submitting this response the Supplier attests and certifies that:

1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.

2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

3. Respondent agrees that the action of electronically submitting its response constitutes:

a. an electronic signature on the responses, generally,

b. an agreement to conduct business electronically,

c. an electronic signature on any form or section specifically calling for a signature, and

d. an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement.

☐ Yes

☐ No *Response required

2. Solicitation Requirements* Did you read through and confirm that you met all of the Solicitation requirements?

☐ Yes

☐ No *Response required

3. OFFER*

By submission of a response does the bidder attest that they have carefully examined the Special Instructions, Project/Specification Information, General Instructions and all other related material and information, and agrees to comply with the terms set forth in those documents and to furnish the services described at the rates bid?

Scoggins Valley Park/Henry Hagg Lake Septics Services

Does the bidder further agrees that this offer will remain in effect at the rates bid for a period of not less than 180 calendar days from the date that bids are due and that this offer may not be withdrawn or modified during that time?

☐ Yes

☐ No *Response required

4. Collusion and Discrimination* The bidder hereby certifies that this bid is genuine and that it has not entered into collusion with any other vendor(s) or any other person(s).

The bidder hereby certifies that it has not discriminated and will not discriminate against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontract per ORS 279A.110.

☐ Please confirm *Response required

5. Past Employmnent* Have you or a member of your staff been an employee of Washington County in the last six months?

☐ Yes

☐ No *Response required

6. Tax* The bidder hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318.

Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

☐ Please confirm *Response required

7. Resident Vendor* The bidder is a resident as defined in ORS 279A.120*?

*ORS 279A.120(1)(b) – Resident bidder means a vendor that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the vendor is a resident vendor . Nonresident vendor shall comply with the provisions of ORS 279A.120(3).

☐ Yes

☐ No

Scoggins Valley Park/Henry Hagg Lake Septics Services

*Response required

8. CCB#

If a Construction Contractors Board Number is required enter it here.

9. Oregon Secretary of State Business Registry* Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330.

*Response required

10. Business Hours* What are your regular business hours?

*Response required

11. Changes Requested to County Contract Standard Terms and Conditions Upload any alterations requested to Washington County's contract standard terms and conditions per the Form of Contract article of the Terms and Conditions Section.

12. Solicitation Awareness* How did you hear about this quote opportunity?

Select all that apply

☐ OregonBuys

☐ Link sent directly to my email

☐ DJC Oregon, Portland Tribune, or other printed media

☐ Twitter, Facebook, or other social media

☐ Washington County Website

☐ Plan Room, Planning Center, etc.

*Response required

Scoggins Valley Park/Henry Hagg Lake Septics Services

5. Pricing Table

The County considers a line marked as $0 to be the price bid for that line item. Indicate "no bid" if line item is not being included in quote submission.

BID

The rates input is to include labor, consumable materials and supplies, overhead, supervision, mileage, travel time, set-up, trip and truck charges, any environmental or disposal charges necessary or incidental to providing septic services.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Total cost of service 1 Gallon

TOTAL

FOR INFORMATION ONLY

Contract will be awarded based on Total Cost of Service (line 1 only), the following prices are requested for information only.

Line Item Description Quantity Unit of Measure

Unit Cost Total No Bid

2 Total cost of services for after hours or emergency call out

1 Gallon

3 Minimum call out charge if applicable, if you do not charge a minimum choose No Bid.

1 Lump Sum

4 Hourly rate for locating, digging, and backfill

1 Hour

5 Hourly rate for line opening

1 Hour

6 Hourly rate for inspection services

1 Hour

TOTAL

Scoggins Valley Park/Henry Hagg Lake Septics Services

6. Instructions to Bidders

1. DEADLINE DISCLAIMER

A. It is the responsibility of the responder to upload and submit their electronic response before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the quote/bid entry & document upload process in order to ensure timely submission.

B. Make sure that all documents are uploaded as soon as possible well in advance of the deadline. The County's Procurement Portal will close promptly at the deadline date and time. All responses must be submitted, not in process, by that time…no exceptions are allowed.

C. Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product

2. PUBLIC BID OPENING

A Public Bid Opening will not be held, as it is not required for purchases under $250,000.

3. RIGHTS OF THE COUNTY

The County expressly reserves the following rights:

A. To waive any irregularities in the quotes submitted.

B. To base awards with due regard to price, delivery, compliance with specifications, and other such factors as may be necessary and in the public interest in the circumstances.

C. To make awards to any respondent whose quote, in the opinion of management and the Board, is the lowest responsible quote.

D. To cancel the procurement or reject any or all quotes, or selected portions thereof, in accordance with ORS 279B.100. Under no circumstances shall the County be responsible for, nor shall it reimburse, any costs associated providing a bid for this solicitation.

E. To negotiate final contract terms and conditions to the fullest extent allowed by the law and as in the best interests of the County.

Acceptance of an offer is subject to budget approval and budgetary constraints as determined by the County.

Scoggins Valley Park/Henry Hagg Lake Septics Services

4. EXPECTATIONS OF RESPONDER

A. If this solicitation requires response on all items, failure to do so will disqualify the quote.

If quoting on all items is not required, the County considers a $0 marked line item to be the price quoted for that line.

B. To examine all specifications, instructions, terms and conditions thoroughly.

C. To provide for appropriate insurance as required.

D. To comply with all Federal, State and County laws, ordinances, and rules.

E. Responder will comply fully with specifications as attached for the agreed quote and/or resulting contract, especially where materials and work are involved.

F. To clean up all debris and remove from the site as specified.

G. Upon completion of the resulting contract and/or delivery and installation, to pass a good, free and clear title for goods and services rendered to the County. Such goods and services shall be free of all claims, mechanic’s liens, subcontractor judgments and other encumbrances which might cloud the County’s title to said goods and services.

H. That they have met any and all registration or license requirements where required for contractors as set forth in the Oregon Revised Statutes.

I. To accept any claims, liens and demands to indemnify the County and preserve harmless the County or the property the entire time of equipment installation and/or resulting contract duration.

J. To meet the highest standards prevalent in the industry or business most closely related to the goods or services of this bid.

K. To understand that the successful bidder will be held to all County policies and procedures.

5. CHANGES

The County, by written order, may make changes in the following areas:

A. Drawings, design, and/or specifications where the product or service is a special order or separate project for the County.

B. The method of shipment or packaging.

C. The place of delivery and installation (if required).

D. If said change(s) increases or decreases the net cost of the product/service, the County and the responder agree to negotiate an equitable adjustment.

E. The contractor shall not make any changes in the specifications or other requirements without the express prior written consent of the County. Any proposed changes shall be presented in writing to County management not less than fourteen (14) calendar days prior to the proposed effective date of said change.

Scoggins Valley Park/Henry Hagg Lake Septics Services

F. The additions of similar or related work or materials or unidentified needs.

6. HOURLY RATES

A. The hourly rates specified by the responder shall include labor, consumable materials and supplies, necessary or incidental costs and all direct and indirect administrative costs.

These incidental supplies and materials include such items as fasteners, adhesives, hardware and any other small expense items which are difficult to track or bill through any other process.

B. Hours paid under the resulting contract shall be only for productive hours at the job site.

Time spent for transportation of workers, material acquisition, handling and delivery or movement of contractor owned or rental equipment is not directly chargeable to the County.

C. In the event a mark up is allowable, the County will pay mark up on goods and materials only. The County will not pay a mark up on shipping charges, freight charges, fees (including disposal fees), taxes or surcharges.

7. LOW TIE QUOTES

A. Low tie quotes are subject to the Oregon preference contained in ORS 279A.120:

1. “For purposes of awarding a public contract, a contracting agency shall give preference to goods or services that have been manufactured or produced in this state if price, fitness, availability and quality are otherwise equal.”

B. Low tie quotes that remain after application of the statutory Oregon preference shall be awarded according to the following sequence:

1. Preference shall be given to the responder whose principal offices or headquarters are located in Oregon.

2. If a tie still remains after applying (A) above, award shall be made by drawing lots among any tied Oregon responders. Such responders shall be given notice and an opportunity to be present when lots are drawn.

3. If none of the tied responders is located in Oregon, award of the contract shall be made by drawing lots among the tied responders.

8. GUARANTEE and DAMAGE CLAUSE

A. Contractor agrees to repair any failures due to inferior workmanship and/or materials without additional expense to the County.

B. Contractor shall be responsible for redecorating, restoring, or otherwise repairing any portion of the County's premises, facilities, or any County owned properties or right-of-ways which are damaged by the contractor and its agents in the case of any work related to its obligation under this contract.

Scoggins Valley Park/Henry Hagg Lake Septics Services

C. Contractor agrees to repair any avoidable damage to existing materials, surfaces and equipment caused during the execution of the work, without additional expense to the County.

9. PUBLIC CONTRACTING STATUTES

A. This solicitation and the resulting contract are governed by Oregon Law and Washington County Procurement Rules. The provisions of Oregon Revised Statutes 279B.220 through 279B.235, Public Contracts, as applicable are incorporated herein by reference. Any Contractor accepting a purchase order from the County and/or executing a contract with the County for the delivery of materials and/or services agrees to comply with said provisions.

B. Oregon Revised Statutes can be obtained from: Legislative Counsel Committee, S101 State Capitol, Salem, OR 97310-0630. Phone (503) 378-8146 or on line at:

http://www.leg.state.or.us/ors/home.html

C. Washington County Procurement Rules can be obtained from: Washington County Procurement Division, 155 North First St., Ste 270, Hillsboro, OR 97124, phone (503) 846- 8737 or email wcpurchasing@co.washington.or.us.

10. QUESTIONS, INTERPRETATIONS, and ADDENDA

A. If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after the deadline to submit questions WILL NOT be answered. Oral and other interpretations or clarifications will be without legal effect.

B. Any amendment(s) to or error(s) in the document called to the attention of the County will be added to or corrected by written addendum and posted to the County's Procurement Portal. The County may also issue addenda to modify the proposal documents, as it deems advisable.

C. Receipt of addenda must be acknowledged.

D. Proposers shall be solely responsible to check for and download all addenda, if any, from the County's Procurement Portal prior to submitting their proposals.

11. CONTRACT AWARD

A. Initial contract term will be one year, with the option to renew for up to a total of five years. The term of the contract resulting from this quote shall not exceed five years.

B. The contract that will be executed for this solicitation will be a standard Washington County Contract, which may incorporate terms and conditions from this solicitation document, as well as from the responder’s response. A sample contract is attached.

Potential responders should review this contract to ensure they can meet the terms and conditions of this contract prior to submitting a quote.

http://www.leg.state.or.us/ors/home.html

Scoggins Valley Park/Henry Hagg Lake Septics Services

C. The County intends to award one (1) contract based on the lowest responsive, responsible respondent via lump sum for line item 1 of the pricing table - Total Cost of Service.

12. FORM OF CONTRACT

A. A copy of the County's contract that the County expects the successful firm or individual to execute is attached. The contract will incorporate the terms and conditions from this ITQ document, attachments provided, and the successful proposer's response documents.

B. Firms taking exception to any of the contract terms should indicate the same by uploading in the Vendor Submission or their exceptions will be deemed waived

13. PAYMENT

A. Payment shall be made upon submission of invoice and any required supporting documentation after final acceptance of each phase and/or monthly progress payments.

B. Contractor shall invoice the County no later than thirty (30) days following completion of work.

C. The County will pay the invoice within 30 days after approval of the invoice by the contract administrator.

14. INSURANCE REQUIREMENTS

The insurance requirements for this contract are outlined in the Insurance Requirements Summary Form located in the Attachments section, under Attachment C.

15. OREGON CORPORATE ACTIVITY TAX ("CAT")

A. In 2019 Oregon adopted a Corporate Activity Tax (“CAT”) applicable to all types of business entities. The legislation accomplishes the following:

1. Establishes a "Fund for Student Success" that is separate and distinct from the state's general fund

2. Adopts a new Corporate Activity Tax (CAT) imposed on all types of business entities

B. The CAT is in addition to the state's current corporate income tax. The CAT is imposed on businesses for the privilege of doing business in this state. It is measured on a business's commercial activity, which is the total amount a business realizes from transactions and activity in Oregon. The CAT is applied to taxable Oregon commercial activity in excess of $1 million. Any costs relating to Oregon’s Corporate Activity Tax will not be reimbursable under Cost of the Work.

Scoggins Valley Park/Henry Hagg Lake Septics Services

16. BIDDER RESPONSIBILITY FORM QUESTIONS

To determine responsibility of the respondent, the County may require a "Bidder Responsibility Form" to be completed. In the case the County requires this form to be completed, the apparent low bidder will be notified in writing and the following requirements apply:

A. Bidder will complete and submit the Bidder Responsibility Form Questions, signifying electronic signature by the Bidder, that states the qualifications of the firm for accomplishing the specified work with their bid.

B. The Apparent Low Bidder will be sent a link to respond to the Bidder Responsibility Form.

Bidder must respond by the due date which shall be no more than 2 business days after the bid due date. Failure to do so will result in the low bidder being found non-responsive.

C. The Bidder Responsibility Form addresses the following standards of responsibility:

1. Evidence of projects of similar scope undertaken and completed by the bidder for local government agencies within the last five (5) years. Previous project information should include: examples of scope of work similar to this project, the name of the project, the bidder's role on the project (general contractor or subcontractor), the date completed, the project engineer or architect, and the name of the public agency (include the public agency's address, phone number and contact person). To be considered for acceptance a bidder must demonstrate a minimum of three (3) consecutive years' experience in successfully executing work of the types specified.

2. Evidence of a satisfactory record of performance during the last five (5) years;

3. Evidence of sufficient financial, material, equipment, facility and expertise, necessary to meet all contractual responsibilities;

4. Evidence that the key subcontractors, installers and personnel supervisory proposed for this contract are qualified for the type of work specified; and

5. Evidence of a satisfactory record of integrity. A bidder may be determined to lack integrity if the County determines the bidder demonstrates a lack of business ethics such as violation of state environmental laws or false certifications made to an agency. The County may find a bidder non- responsive based on the lack of integrity of any entity having influence or control over the bidder (such as a key employee of the bidder that has the authority to significantly influence the bidder's performance of the Contract or a parent company, predecessor or successor entity). The standards for conduct disqualification under Washington County Procurement Rule 30-145(1)(a) may be used to determine a bidder's integrity. Copies of any letters of recommendation or appreciation from other public agencies of previous improvement projects successfully completed by the bidder would be accepted but are not required.

Scoggins Valley Park/Henry Hagg Lake Septics Services

17. LICENSES/PERMITS/CERTIFICATIONS

A. ORS 701.026 and ORS 671.530 require that bidders be licensed with the Oregon Construction Contractors Board or licensed by the State Landscape Contractors Board prior to the submission of a bid.

1. A contractor licensed under ORS Chapter 701 may bid on a landscaping job or perform a construction project that includes landscape contracting as a portion of the project if the landscape contracting portion is subcontracted to a licensed landscaping business as defined in ORS 671.520.

2. A landscaping business may bid on a job or perform a contract that includes the phase of landscape contracting for which it is not licensed if it employs a licensed landscape contractor, or subcontracts with another landscaping business, licensed for that phase.

3. Failure to be licensed will be sufficient cause to reject bids as “non-responsive.”

B. The contractor shall maintain in effect all licenses, permits and certifications required for the performance of the work. The contractor shall notify the County immediately if any license, permit or certification required for the performance of this contract ceases to be effective for any reason.

18. QUALIFICATIONS OF RESPONDERS

Qualifications may be evaluated when determining award. Responders may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature. The County reserves the right to investigate references and to consider the past performance of any responder with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the responder.

19. CONTRACTOR'S RESPONSIBILITY

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods or the lack thereof, shall not affect the contractor's liability, or status as an independent contractor under the resulting contract.

20. EMPLOYMENT STANDARDS

A. The contractor agrees that upon request by the County, it shall remove from County premises any of contractor’s employees, subcontractors or agents who, in the reasonable opinion of the County, has been involved in inappropriate conduct; bringing any

Scoggins Valley Park/Henry Hagg Lake Septics Services unauthorized personnel (including their own children) into a County facility; are involved with the unauthorized use of County equipment, or are not qualified to perform the work assigned.

B. Contractor agrees to take immediate and reasonable steps to maintain its provisions of service under the resulting contract in the event of any labor action involving its employees on County premises or elsewhere