Survey_Equipment_for_Capital_Project_Services.pdf

GENERAL SERVICES BID

SURVEY EQUIPMENT FOR CAPITAL PROJECT SERVICES

(NO. 2025.060-ITQ)

FOR

Washington County, Oregon

RELEASE DATE: July 2, 2025 DEADLINE FOR QUESTIONS: July 8, 2025

RESPONSE DEADLINE: July 11, 2025, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Survey Equipment for Capital Project Services

1. Introduction

2. Legal Advertisement

3. Project Details

4. Vendor Questionnaire

5. Pricing Table

6. Instructions to Bidders

Attachments:

A - 2024-SERVICES-SAMPLE-CONTRACT

B - 2024-GOODS-REQUIREMENTS-Sample

C - 2022-ATTACHMENT-C-INSURANCE REQUIREMENTS SAMPLE

Survey Equipment for Capital Project Services

1. Introduction

1. Summary

General work description

Washington County is purchasing network RTK equipment for field verification of capital improvements. The line items are intended to produce 2 functioning survey tablets capable of providing RTK grade measurements of points and lines and importing and exporting the following file types: .DWG, .XML, .ASCII, .CSV

2. Contact Information

Kira Furby Engineering Associate 1400 SW Walnut St.

MS 18

Hillsboro, OR 97123 Email: kira_furby@co.washington.or.us Phone: (503) 969-7990 Department:

LUT-CPS

3. Timeline

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

Release Project Date July 2, 2025

Question Submission Deadline July 8, 2025, 1:00pm

Submission Deadline July 11, 2025, 1:00pm mailto:kira_furby@co.washington.or.us tel:(503)969-7990

Survey Equipment for Capital Project Services

2. Legal Advertisement

1. Legal Ad

WASHINGTON COUNTY, OREGON REQUEST FOR QUOTE

No. 2025.060-ITQ Survey Equipment for Capital Project 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 1:00 pm on Friday, July 11, 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 Wednesday, July 2, 2025

Kiersten Vanderhoof

Lead Procurement Analyst

(503) 846-3585 http://www.washcopurch.com/biz

Survey Equipment for Capital Project Services

3. Project Details

1. DELIVERY REQUIREMENTS or DISTRIBUTION CENTER LOCATION

1 Prices bid shall be FOB destination and delivered as required to the Washington County Walnut Street Center, 1400 SW Walnut Street, Hillsboro, OR 97123.

2 Desired delivery should be within 14 calendar days after receipt of County purchase order.

3 A bidder’s Distribution Center must be located within a 30 mile radius of the Walnut Street Center.

2. SUBSTITUTIONS

Substitutions will not be considered. Bids shall only be for the equipment and software listed in the Pricing Table.

Survey Equipment for Capital Project 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?

Survey Equipment for Capital Project 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

Survey Equipment for Capital Project Services

*Response required

8. 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

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

*Response required

10. 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.

11. 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

☐ Social Media

☐ Washington County Website

☐ Plan Room, Planning Center, etc.

*Response required

Survey Equipment for Capital Project Services

5. Pricing Table

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 other small expense items which are difficult to track or bill through any other process.

All items must have a price or percentage in order to be seen as responsive. The County considers a line marked as $0 to be the price quoted for that line item. If there is a NO BID column then choosing that option is acceptable.

PRICING TABLE

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Leica CC180, Tablet, Win 10/11 2 EA

2 CBA5, Li-ion Battery for CC180 2 EA

3 CBC22, Vehicle Adaptor for CC180 2 EA

4 CMB18, Pole Holder for CC180 Tablet 2 EA

5 CA63, Display protection foil with brand

2 EA

6 CA38, Power cord (CH) for AC/DC adaptor

2 EA

7 GSW998 Leica Zeno Connect 2 EA

8 GLS30, GNSS telescopic pole, Carbon Fiber

2 EA

9 GSR111 Dual-strut support for all GLS 2 EA

10 Leica Zeno FLX100 plus W/ Tilt Smart antenna

2 EA

11 AZ219 Pole Mount to attach FLX100 w/pole

2 EA

12 AZ221 Softbag for FLX100 (plus) 2 EA

13 Universal Pole Mount Small Tablets 2 EA

14 Field Genius Survey Software 2 EA

Survey Equipment for Capital Project Services

Line Item Description Quantity Unit of Measure

Unit Cost Total

TOTAL

Survey Equipment for Capital Project Services

6. Instructions to Bidders

1. DEADLINE DISCLAIMER

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

Some people are experiencing problems with the Internet, so make sure that all documents are uploaded as soon as possible well in advance of the deadline. The County's Procurement Portal system will close promptly at the deadline date and time…no exceptions are allowed.

2. PUBLIC BID OPENING

A Public Bid Opening 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.

4. EXPECTATIONS OF RESPONDER

1 If this solicitation requires response on all items, failure to do so will disqualify the quote. If quoting on all items is not required, responders should check the No Bid box for any item on which no price is submitted.

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

3 To provide for appropriate insurance as required.

Survey Equipment for Capital Project Services

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

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

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

7 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.

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

9 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.

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

11. 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:

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

2 The method of shipment or packaging.

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

4 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.

5 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.

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

6. LOW TIE QUOTES

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

“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.”

Survey Equipment for Capital Project Services

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

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

B. 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.

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

7. GUARANTEE and DAMAGE CLAUSE

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

2 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.

3 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.

8. PUBLIC CONTRACTING STATUTES

1 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.

2 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

3 Washington County Procurement Rules can be obtained from: Washington County Procurement Division, 180 East Main St., Ste 226, Hillsboro, OR 97123, phone (503) 846-8737 or email wcpurchasing@co.washington.or.us.

9. QUESTIONS, INTERPRETATIONS, and ADDENDA

1. If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after the deadline to submit questions may not be answered unless the County determines, in its sole discretion that it is in its best interests to do so. Oral and other interpretations or clarifications will be without legal effect.

Survey Equipment for Capital Project Services

2. 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.

3. Receipt of addenda must be acknowledged.

4. 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.

10. AWARD OF CONTRACT

The County intends to award the quote to the lowest responsible responder(s) who has met all the requirements of the specifications, and who is not disqualified or debarred under Washington County Rules of Procurement or Oregon State Statutes.

The County reserves the right to reject any and/or all quotes in whole or in part and to not contract for any individual categories.

County reserves the right to award contracts by lump sum, individual line items, groups of items, or categories whichever is determined solely by the County to be in the best interest of the County.

Determination of lowest quote will be based on One contract will be awarded for all items.

Responder must quote all items listed on the quote table to be considered responsive.

Determination of lowest quote will be based on the Total Quote Price., Award will be to the lowest responsive, responsible responder based on a total lump sum basis..

11. CONTRACT

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.

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.

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 RFP 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

Survey Equipment for Capital Project Services

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 attached Insurance Requirements Summary Form.

15. SECURITY CLEARANCE

Some contract work may require going to one or more of the County’s secured facilities, if applicable, the Contractor shall obtain from the Sheriff’s Office, background checks for all employees used in the execution of the resulting contract. The Contractor shall obtain approved security/background checks before employees will be allowed into County secured facilities.

Failure of any Contractor’s employee to obtain security approval/clearance shall disqualify said employee from providing work in defined secure areas.

16. Oregon Corporate Activity Tax ("CAT")

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

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

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

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.