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USIC Locating Services, LLC ~ C190001 City of Tigard | 13125 SW Hall Blvd., Tigard, OR 97223 | (503) 639-4171 | www.tigard-or.gov City of Tigard FINANCE AND INFORMATION SERVICES Request for Proposal (RFP) UNDERGROUND UTILITY LOCATING SERVICES Proposals Due: Tuesday, May 22, 2018 - 2:00 pm local time Submit Proposals To: City of Tigard – Contracts & Purchasing Office Attn: Joe Barrett, Sr. Management Analyst 13125 SW Hall Blvd. Tigard, Oregon 97223 Direct Questions To: Joe Barrett, Sr. Management Analyst Phone: (503) 718-2477 Email: joseph@tigard-or.gov RFP – Underground Utility Locating Services 2 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm PUBLIC NOTICE REQUEST FOR PROPOSAL UNDERGROUND UTILITY LOCATING SERVICES The City of Tigard is seeking sealed proposals from firms qualified to provide underground utility locating services in accordance with State of Oregon revised statues and administrative rules for the City’s Public Works Department. Proposals will be received until 2:00 pm local time, Tuesday, May 22, 2018, at Tigard City Hall’s Utility Billing Counter at 13125 SW Hall Blvd., Tigard, Oregon 97223. No proposal will be considered unless fully completed in a manner provided in the RFP packet. Facsimile and electronic (email) proposals will not be accepted nor will any proposal be accepted after the stated due date and time. Any proposal received after the closing time will be returned to the submitting firm unopened after a contract has been awarded for the required services. RFP packets may be downloaded from http://www.tigard-or.gov or obtained in person at Tigard City Hall’s Utility Billing Counter located at 13125 SW Hall Blvd., Tigard, Oregon 97223. Proposers are required to certify non-discrimination in employment practices, and identify resident status as defined in ORS 279A.120. Pre-qualification of proposers is not required. All proposers are required to comply with the provisions of Oregon Revised Statutes and Local Contract Review Board (LCRB) Policy. The City may reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all proposals upon a finding of the City if it is in the public interest to do so. PUBLISHED: Daily Journal of Commerce DATE: Wednesday, May 2, 2018 RFP – Underground Utility Locating Services 3 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm TABLE OF CONTENTS TITLE PAGE Title Page 1 Public Notice 2 Table of Contents 3 SECTIONS Section 1 Introduction 4 Section 2 Proposer’s Special Instructions 4 Section 3 Tigard Profile 7 Section 4 Scope and Schedule of Work 7 Section 5 Proposal Content and Format 8 Section 6 Proposal Evaluation Procedures 10 Section 7 Proposal Certification 12 Section 8 Signature Page 13 ATTACHMENTS Attachment A Acknowledgement of Addendum 14 Attachment B Statement of Proposal 15 Attachment C City of Tigard General Services Agreement 16 RFP – Underground Utility Locating Services 4 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm SECTION 1 INTRODUCTION The City of Tigard is seeking sealed proposals from firms qualified to provide underground utility locating services in accordance with State of Oregon revised statues and administrative rules for the City’s Public Works Department. Proposals will be received until 2:00 pm local time, Thursday, May 22, 2018, at Tigard City Hall’s Utility Billing Counter at 13125 SW Hall Blvd., Tigard, Oregon 97223. No proposal will be considered unless fully completed in a manner provided in the RFP packet. Facsimile and electronic (email) proposals will not be accepted nor will any proposal be accepted after the stated due date and time. Any proposal received after the closing time will be returned to the submitting firm unopened after a contract has been awarded for the required services. Proposers are required to certify non-discrimination in employment practices, and identify resident status as defined in ORS 279A.120. Pre-qualification of proposers is not required. All proposers are required to comply with the provisions of Oregon Revised Statutes and Local Contract Review Board (LCRB) Policy. The City may reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all proposals upon a finding of the City if it is in the public interest to do so. SECTION 2 PROPOSER’S SPECIAL INSTRUCTIONS A. PROPOSED TIMELINES Wednesday, May 2, 2018 Release of Request for Proposal Tuesday, May 22, 2018 – 2:00 pm Deadline for Submission of Proposals Tuesday, June 12, 2018 Award of Contract by LCRB Monday, July 2, 2018 Commencement of Services NOTE: The City reserves the right to modify this schedule at the City’s discretion B. GENERAL By submitting a proposal, the Proposer certifies that the Proposal has been arrived at independently and has been submitted without any collusion designed to limit competition. C. PROPOSAL SUBMITTAL The Proposal and all amendments must be signed and submitted no later than 2:00 pm, Tuesday, May 22, 2018, to the address below. Each proposal must be submitted in a sealed envelope and designated with proposal title. To assure that your proposal receives priority treatment, please mark as follows. RFP – UNDERGROUND UTILITY LOCATING SERVICES City of Tigard – Utility Billing Counter Attn: Joe Barrett, Sr. Management Analyst 13125 SW Hall Blvd. Tigard, Oregon 97223 Proposer shall put their name and address on the outside of the envelope. It is the Proposer’s responsibility to ensure that proposals are received prior to the stated closing time. The City shall not be RFP – Underground Utility Locating Services 5 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm responsible for the proper identification and handling of any proposals submitted incorrectly. Late proposals, late modification or late withdrawals shall not be considered accepted after the stated bid opening date and time and shall be returned unopened. Facsimile and electronic (email) proposals will not be accepted. D. PROTEST OF SCOPE OF WORK OR TERMS A Proposer who believes any details in the scope of work or terms detailed in the proposal packet and sample contract are unnecessarily restrictive or limit competition may submit a protest in writing, to the Purchasing Office. A protest may be submitted via facsimile. Any such protest shall include the reasons for the protest and shall detail any proposed changes to the scope of work or terms. The Purchasing Office shall respond to any protest and, if necessary, shall issue any appropriate revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests must be received at least five (5) days before the proposal closing date. The City shall not consider any protest against award due to the content of proposal scope of work or contract terms submitted after the established protest deadline. All protests should be directed to the attention of Joe Barrett, Sr. Management Analyst, and be marked as follows: RFP Specification/Term Protest City of Tigard – Contracts and Purchasing Office Attn: Joe Barrett, Sr. Management Analyst 13125 SW Hall Blvd. Tigard, Oregon 97223 If a protest is received in accordance with section above, the proposal opening date may be extended if necessary to allow consideration of the protest and issuance of any necessary addenda to the proposal documents. E. PROPOSAL SUBMISSION AND SIGNING All requested forms and attachments (Signature Page, Acknowledgment Addendum, Statement of Proposal, etc.) must be submitted with the Proposal and in the required format. The submission and signing of a proposal shall indicate the intention of the firm to adhere to the provisions described in this RFP. F. COST OF PREPARING A PROPOSAL The RFP does not commit the City to paying any costs incurred by Proposer in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof. G. INTERPRETATIONS AND ADDENDA All questions regarding this project proposal shall be directed to Joe Barrett, Sr. Management Analyst. If necessary, interpretations or clarifications in response to such questions will be made by issuance of an “Addendum” to all prospective Proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposal closing. If an addendum is necessary after that time, the City, at its discretion, can extend the closing date. RFP – Underground Utility Locating Services 6 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm Any Addendum issued, as a result of any change in the RFP, must be acknowledged by submitting the “Acknowledgment of Addendum” with proposal. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. H. BUSINESS LICENSE/FEDERAL TAX ID REQUIRED The City of Tigard Business License is required. Chapter 5.4 of the Tigard Municipal Code states any business doing business in the City of Tigard shall pay a City of Tigard Business License. Successful Contract will be required to present a copy of their City of Tigard Business License at the time of contract execution. Successful Contractor shall also complete a W-9 form for the City at the time of contract execution. I. CITY’S PROJECT MANAGER The City’s Project Manager for this work will be John Goodrich, Public Works Operations Manager, who can be reached by phone at (503) 718-2609 or by email at johng@tigard-or.gov. J. PROPOSAL VALIDITY PERIOD Each proposal shall be irrevocable for a period of ninety (90) days from the Proposal Opening Date. K. FORM OF CONTRACT A copy of the City's standard general services agreement, which the City expects the successful firm or individual to execute, is included as “Attachment C”. The contract will incorporate the terms and conditions from this RFP document and the successful proposer’s response documents. Firms taking exception to any of the contract terms shall submit a protest or request for change in accordance with Section 2.D “Protest of Scope of Work or Terms” or their exceptions will be deemed immaterial and waived. L. TERM OF CONTRACT The term of the contract shall be a period of one (1) year with the mutual option to renew for up to four (4) additional one-year periods. The total term of the contract cannot exceed five (5) years. M. TERMINATION The contract may be terminated by mutual consent of both parties or by the City at its discretion with a 30 days’ written notice. If the agreement is so terminated, Contractor shall be paid in accordance with the terms of the agreement. N. INTERGOVERNMENTAL COOPERATIVE PURCHASING The bidder submitting this proposal agrees to extend identical prices and services under the same terms and conditions to all public agencies in the region. Quantities stated in this solicitation reflect the City of Tigard usage only. Each participating agency shall execute its own contract with the lowest responsible/responsive bidder for its requirements. Any bidder(s), by written notification included with their bid, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. O. NON-COLLUSION Proposer certifies that this proposal had been arrived at independently and has been submitted without collusion designed to limit independent bidding or competition. RFP – Underground Utility Locating Services 7 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm P. PUBLIC RECORD All bid material submitted by bidder shall become the property of the City and is public record unless otherwise specified. A bid that contains any information that is considered trade secret under ORS 192.501(2) should be segregated and clearly identified as such. This information will be kept confidential and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192. The above restrictions may not include cost or price information, which must be open to the public. SECTION 3 TIGARD PROFILE With a diverse economy, strong schools and outstanding parks, Tigard is one of the most livable cities in Oregon. Since its incorporation in 1961, the city has grown to become a desirable and affordable community in the Portland metro area. Residents enjoy access to more than 16 miles of paved trails and nearly 550 acres of parks and open spaces. Tigard’s population estimate is 51,902 residents (2016 Census estimate). As a community, Tigard strives to blend the amenities of a modern city with the friendliness and community spirit of a small town. SECTION 4 SCOPE AND SCHEDULE OF WORK The City of Tigard Public Works Department Utility Divisions owns and maintains approximately 260 miles of water mains within the Tigard Water Service Area (King City, Durham, Tigard, and West Bull Mountain area) serving over 60,000 customers, 168 miles of sewer mains, and 168 miles of serving over 50,000 homes and businesses within the city. Each home or business has its own water and/or sewer service lines. Since locating and marking underground utilities was conceived, the City of Tigard has performed its own locating service. The City of Tigard is member of Oregon 811, which requires the City to receive and pay for any and all locate requests that Oregon 811 received within 10 feet of our infrastructure. The utility infrastructure maps that Oregon 811 uses, has been and will continue to be updated by the City of Public Works Department. The city uses an enterprise Geographical Information System (GIS) and Computerized Maintenance Management System (CMMS) to track asset and activity data. A. SCOPE AND SCHEDULE OF WORK Locating and marking underground utilities will consist of the following: 1. Provide sufficient qualified staff, vehicles, paint, flagging, and all other locating equipment to fulfill its duties under this contract. 2. Store and safeguard the City’s location maps and records. This information is sensitive in nature and records shall not be disclosed to or made available to persons not approved by the City. 3. Maintain records appropriately to support the invoicing and recording requirements set forth in this contract. The Contractor agrees to a records retention period of six (6) years. 4. For each locate request received, the Contractor shall screen, prioritize and visit the excavation site if necessary and locate the City’s facilities as required by the Oregon Utility Notification Center. 5. From January 1, 2018 to April 30, 2018 the city received 1,799 Utility Notification Center (UNC) tickets, 243 project tickets, 292 tickets that exceeded a quarter hour to complete, and 10 emergency RFP – Underground Utility Locating Services 8 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm tickets (after-hours). For 2015, the city received 6,303 ticket requests, in 2016 the city received 5,246 ticket requests and in 2017 the city received 7,005 tickets requests. 6. For each locate request received, the Contractor shall be responsible for adequacy of excavator notification in compliance with the Oregon Utility Notification Center excavation rules. 7. All “normal” 72 hours locate request shall be complete within three (3) full business days of receiving the request and all “emergency” request shall be treated as an emergency and completed as soon as possible and as soon as it can be done safely according to Oregon Utility Notification Center excavation rules. 8. The Contractor may be requested to provide such additional services as site surveillance, maintenance of marks and flags, and stand-by protection. 9. The Contractor will investigate all incidents of damage for accuracy of the locate(s) and will submit to the City a written report of said investigation within five (5) business days. The Contractor will maintain a copy of the written report for a period of six (6) years. The Contractor will give testimonial support in cases where deemed necessary by the City. 10. The Contractor shall locate all of the City’s locatable facilities at an excavation site in accordance with the Oregon Utility Notification Center excavation rules. The Contractor shall be liable for all damages when a valid request to locate locatable facilities has been made, unless the locate was made within the required accuracy. In such cases, the Contractor shall assist in recovery of any damages. 11. The Contractor shall notify the excavator of the presence of any identifiable, but un- locatable, facilities of the City and caution the excavator that any location information supplied may not be within the definition of reasonable accuracy. 12. The Contractor shall utilize all information transmitted by the City solely for the purpose of performing locates on behalf of the City. 13. The Contractor agrees that in carrying out this contract that he will comply with all applicable federal, state, and local laws. B. ADDITIONAL SERVICES REQUESTED The Basic Scope of Contractor’s Services, as currently envisioned by the City, include locating underground water and sewer infrastructure. Additional services to be provided by the selected consultant include the following: 1. Store and safeguard the City’s location maps and records. This information is sensitive in nature and records shall not be disclosed to or made available to persons not approved by the City. SECTION 5 PROPOSAL CONTENT AND FORMAT A. FORMAT To provide a degree of consistency in review of the written proposals, firms are requested to prepare their proposals in the standard format specified below. 1. Title Page Proposer should identify the RFP Title, name and title of contact person, address, telephone number, fax number, email address and date of submission. RFP – Underground Utility Locating Services 9 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm 2. Transmittal Letter The transmittal letter should be not more than two (2) pages long and should include as a minimum the following: a. A brief statement of the Proposer’s understanding of the project and services to be performed; b. A positive commitment to perform the services within the time period specified, starting and completing the project within the deadlines stated in this RFP; and the names of persons authorized to represent the Proposer, their title, address and telephone number (if different from the individual who signs the transmittal letter.) 3. Table of Contents The table of contents should include a clear and complete identification by section and page number of the materials submitted. 4. Firm and Team Qualifications a. Background of the firm. This should include a brief history of the firm and types of services the firm is qualified to perform. b. Qualifications of the firm in performing this type of work. This should include examples of related experience and references for similar studies and projects. c. Proposers must identify the anticipated members of their firm that will be assigned to meet the City’s needs. Proposers should identify individuals and subcontractors who will provide the services, their experience, and their individual qualifications. Pertinent resumes of assigned personnel should be included. d. References. Proposers must complete Attachment B with at least three references of projects where the firm is providing similar work to that which the City is requesting. 5. Project Understanding and Approach Proposers should provide the City with information regarding their understanding of the City’s needs with regards to the Scope and Schedule of Work. Proposers should demonstrate a general understanding of the needs of a municipality in the State of Oregon from an underground utility locating firm. As part of their service understanding documentation, Proposer’s should address their availability to meet the City’s needs. 6. Cost Structure The proposed fee structure should include the complete breakout for the Contractor’s costs to provide all of the services under the subsequent contract. B. ADDITIONAL SERVICES Provide a brief description of any other services that your firm could provide the City and an approximation of the hourly charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. C. ADDITIONAL INFORMATION Please provide any other information you feel would help the Selection Committee evaluate your firm for this project. RFP – Underground Utility Locating Services 10 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm D. REFERENCES Contractor must demonstrate successful past performance of the firm’s ability to provide services as set forth in this specification. Contractors must detail three (3) references to document experience. References must be detailed in Attachment B “Statement of Proposal” E. DISPUTES Should any doubt or difference of opinion arise between the City and a Proposer as to the items to be furnished hereunder or the interpretation of the provisions of this RFP, the decision of the City shall be final and binding upon all parties. F. CITY PERSONNEL No Officer, agent, consultant or employee of the City shall be permitted any interest in the contract. SECTION 6 PROPOSAL EVALUATION PROCEDURES A. SELECTION AND EVALUATION PROCESS A Selection Committee assembled by the City will review the written proposals. Proposals will be evaluated to determine which ones best meet the needs of the City. After meeting the mandatory requirements, the proposals will be evaluated on both their technical and fee aspects. The Selection Committee will select the Proposer which best meets the City's needs based upon its evaluation of a firms proposal. Proposals will be evaluated in accordance with the following: 1. Completed Proposal submitted on time Pass/Fail 2. An original plus three (3) copies of the complete proposal Pass/Fail 3. Transmittal letter Pass/Fail 4. Firm and team qualifications 40 points 5. Project understanding and approach 20 points 6. Cost structure 40 points TOTAL EVALUATION POINTS 100 POINTS B. PRESENTATION/INTERVIEW At the option of the City, the top scoring proposers (based on the criteria points) may be asked to make a presentation of their proposal. This will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way provide an opportunity to change any fee amount originally proposed. The City’s Project Manager will schedule the time and location of these presentations and notify the selected firms. If the City elects to conduct a presentation/interview process, 25 criteria points will be assigned to the process and will be added to the participating Proposers’ total points. C. INVESTIGATION OF REFERENCES The City reserves the right to investigate references and the past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule and its lawful payment of employees and workers. D. CLARIFICATION OF PROPOSALS The City reserves the right to obtain clarification of any point in regards to a proposal or to obtain additional information necessary to properly evaluate or particular proposal. Failure of a Proposer to RFP – Underground Utility Locating Services 11 | P a g e Close – Tuesday, May 22, 2018 – 2:00 pm respond to such a request for additional information or clarification could result in rejection of their proposal. E. RESERVATION IN EVALUATION The Selection Committee reserves the right to either: (a) request “Best and Final Offers” from the two finalist firms and award to the lowest priced or (b) to reassess the proposals and award to the vendor determined to best meet the overall needs of the City. F. INTENT OF AWARD Upon review of the proposals submitted, the City may negotiate a scope of work and a general services agreement with one firm, or may select one or more firms for further consideration. G. PROTEST OF AWARD In accordance with Tigard Public Contracting Rule 30.135, any adversely affected Proposer has seven (7) calendar days from the date of the written notice of award to file a written protest. H. PROPOSAL REJECTION The City reserves the right to: 1. Reject any or all proposals not in compliance with all public procedures and requirements; 2. Reject any proposal not meeting the specifications set forth herein; 3. Waive any or all irregularities in proposals submitted; 4. In the event two or more proposals shall be for the same amount for the same work, the City shall follow the provisions of LCRB 30.095 and Section 137-095 of the Oregon Attorney General’s Model Public Contract Manual; 5. Reject all proposals; 6. Award any or all parts of any proposal; and 7. Request references and other data to determine responsiveness.