SnowCat_RFQ.pdf

REQUEST FOR QUOTES (RFQ) for Three (3) Snowcats

OREGONBUYS NO. S-25800-0011789

Issue Date: February 21, 2025

Issuing Office: State of Oregon, acting by and through the

Oregon Department of Emergency Management (OEM or Agency)

RFQ Single Point of Contact (SPC): Christian Nasset Address: 3930 Fairview Industrial Drive SE

Salem, OR 97302 Phone: (971) 283-4258 E-mail: christian.a.nasset@oem.oregon.gov

Offer Due Date and Time: February 27, 2025

This RFQ includes the following attachments:

ATTACHMENT A SAMPLE PURCHASE ORDER

ATTACHMENT B OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C REFERENCE CHECK FORM

ATTACHMENT D PRICE QUOTE FORM

ATTACHMENT E OPTIONAL EQUIPMENT

ATTACHMENT F RESPONSIBILITY INQUIRY

1. Introduction

The State of Oregon, acting by and through the Oregon Department of Emergency Management, (“OEM or Agency”), is issuing this Request for Quotes for three (3) Snowcats under its authority set forth in ORS 401.551(3)(d).

Additional details on the Scope of the goods or services or both are included in section 4 below.

OEM may award up to three (3) Contracts from this RFQ.

2. Event Schedule

EVENT DATE TIME (PT)

Quote due date and time February 27, 2025 3:00 PM PST Notice of intent to award (approx.) March 7, 2025

3. Background Information

The Oregon Department of Emergency Management (OEM) coordinates and maintains a statewide emergency services system for emergency and disaster communications.

OEM leads collaborative state-wide efforts, inclusive of all partners and the communities we serve, to ensure capability to get help in an emergency and to protect, mitigate, prepare for, respond to, and recover from emergencies or disasters regardless of cause.

Pursuant to ORS 401.551, OEM has authority to manage the State Preparedness and Incident Response Equipment (SPIRE) grant program. Through SPIRE, the State provides equipment to local governments and other recipients for emergency preparedness. The program funds the purchasing and distribution of equipment, including vehicles and other property, to be used during an emergency to decrease the risk for loss of life and property damage.

4. Description of Goods and/or Services:

The purpose of this RFQ is to procure three (3) Snowcats for delivery to local government entities through the SPIRE grant program to assist local governments in preparing for emergencies. OEM wishes to purchase three (3) Snowcats, one of which primary focus will be accessing hard to reach areas. One of the Snowcats must be no wider than 8’ and can be trailered by a 1 ton truck. Features for all of the Snowcats must include the following:

• Insulated Cab

• 4 passenger minimum

• Front Bucket Seats

• Locking Door Handles

• Rear Door Entry Steps

• 3 Point Seat Belts

• Cab Fan

• Cab Heater – Minimum 34,000 and maximum 40,000 BTU

• Interior Dome Light

• Front Defrost W/Adj Outlets

• Tinted Safety Glass

• Full Engine Instruments

• Odometer/Hour Meter

• Intermittent Heated Windshield Wipers three to five intervals

• 12 Volt Power Port Outlet

• USB Charger

• 6 way (or greater) front blade

• 360 degree work lights

• Cargo carrying capacity, either auxiliary compartments or rooftop rack

• Transport trailer (rated for weight of Snowcat, Snowcat must not need to be disassembled to haul)

• Snowcat should not require an oversize highway permit to be towed. The applicable legal maximum dimensions are: 8’ 6” wide; maximum height of 14’;

and a maximum length of 40’.

• Maximum weight of 20,000 lbs.

If Offeror intends to offer additional equipment, please use the form attached hereto as Attachment E Optional Equipment for the following items:

• Winch rated for the weight of the Snowcat

• Passenger/cargo transport cab (Note: this add-on may meet the required passenger and cargo carrying specifications above - Please note configuration for base bid as well as add on bid. Please specify total number of passenger capacity, including cab. Provide cost for each configuration and amount of passengers)

Offeror should list the Gross Vehicle Weight Rating for both the base model and Optional Equipment.

The Quote must include cost, time, and other requirements for delivery of one Snowcat to each of the below locations:

1. Washington County Consolidated

17911 NE Evergreen Place, Beaverton, OR 97006

2. Hood River County Sheriff's Office

309 State Street, Hood River, OR 97031

3. Umatilla County

4700 NW Pioneer Place, Pendleton, OR 97801

The Quote must also include delivery, a description of the on-site training to be provided, and any freight, shipping or transportation costs or fees.

5. Questions and Requests for Clarification:

All inquiries, whether relating to the RFQ process, administration, deadlines, award, or to the intent or technical aspects of the equipment or services must be submitted in writing (email preferred; mail or fax are acceptable) to the SPC. All inquiries should reference the RFQ number; identify the Offeror’s name and contact information; and refer to the specific area of the RFQ being questioned (i.e. page, section, and paragraph number if applicable).

All questions must be received no later than five days prior to the close date of this RFQ by the SPC specified on the title page of this RFQ.

Substantive questions and answers will be issued as official addenda to this RFQ.

Changes or modifications to this RFQ shall be binding on OEM only if in the form of written addenda issued by OEM.

OEM will provide addenda by posting them to OregonBuys. In addition, the OEM may directly provide addenda to directly solicited firms. Anyone who has received a copy of this RFQ from a source other than OEM is responsible for checking with the SPC or online postings for any notifications or addenda. OEM is not responsible for sending addenda to any unknown potential Offerors.

6. Quotation Submittal:

Quotes must be received on or before the Offer Due Date and Time at the location identified above to be considered. Quotes will not be accepted after the Offer Due Date and Time. Quotes must be sent electronically through OregonBuys (https://oregonbuys.gov/).

Offeror shall submit one copy of its Quote and all other submittal requirements, with Attachment B - 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).

The Price Quote must be submitted as a separate electronic response file.

If Offeror believes any of its Quote is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Quote that Offeror believes are exempt from disclosure.

OEM may require any clarification it needs to understand a Quote. OEM may reject all Quotes or to cancel this RFQ if in its sole determination, it is in the best interest of the State.

7. Submittal Requirements:

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

a. Offeror Information and Certification Sheet

i. Offeror shall complete and submit Attachment B Offeror Information and

Certification Sheet.

ii. Failure to demonstrate compliance with Oregon Tax Laws and sign the Offeror Information and Certification Sheet may result in a finding of non- Responsibility.

b. Quote Offeror shall submit a Quote detailing the equipment Offeror intends to provide meeting or exceeding the requirements set forth in Section 4 above; whether Offeror intends to provide one, two or three Snowcats, and setting forth the delivery timelines of the Snowcats to the locations https://oregonbuys.gov/ designated.

Offeror should detail in its Quote whether Offer will provide any additional services related to the equipment, including training, support and maintenance. Offeror shall describe those services.

c. Price Quote

Offeror shall complete and submit the Attachment D Price Quote form and must include an itemized breakdown of costs, specifications for base model, including Gross Vehicle Weight Rating. Offeror may also complete Attachment E Optional Equipment form and if so, must include an itemized breakdown of costs for add on equipment and any value-added product or services, including Gross Vehicle Weight Rating inclusive of optional equipment.

d. Warranties and other Documents

Offeror shall submit copies of warranty, and any other documents Offeror believes are relevant.

e. References (not scored)

Offeror shall provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years.

References must be able to verify the quality of previous, related Work.

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

f. Responsibility Inquiry Offeror shall complete and submit Attachment F, Responsibility Inquiry.

OEM will make a determination of responsibility prior to awarding a contract under this RFQ.

8. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on the evaluator’s determination of what best meets the needs of OEM taking into account the following considerations:

• Offered Product o Does proposed product meet requirements in Scope of Work?

• Estimated Delivery Schedule o Can product delivery meet the delivery deadline

• On Site Training Plan o Does the Training Plan meet OEM needs?

• Value o Detailed total budget of product, freight, delivery, installation and training provide best value.

OEM, if it awards a Contract, will be based upon the “Best Value” determination.

OEM may award less than the full description of goods or services described in this RFQ.

9. Contract Negotiation:

Upon selection of an Offeror(s), OEM intends to issue a Purchase Order in the form attached hereto as Attachment A.

Upon delivery, all ownership-related documentation to OEM’s address listed below and must include the following:

• Copy of itemized invoice for the vessel and trailer (including the HIN and VIN) – must show the value of each piece of equipment.

• Delivery Confirmation (Date / Point of Contact)

• Certificate of Origin(s)

• Warranty Documentation (if applicable)

• Any pertinent educational material – including maintenance schedules (if applicable)

• All vehicles purchased in Oregon will include the Vehicle Privilege Tax. All vehicles purchased outside of Oregon must include a certificate of Vehicle Use Tax Payment.

https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf

OEM Address:

Oregon Department of Emergency Management Attn: SPIRE - Ari Nordquist

3930 Fairview Industrial Drive SE

Salem, OR 97302-1166 https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf