Original Opportunity #: RFP-13-2021
Issued by: Multnomah County
View Original: Load in New Window
s Due Date: Oct 12, 2020 4:00PM (Pacific Daylight Time) add to calendar
Status: closed
Posted: Aug 29, 2020

Description

AMENDMENT 1: Close date is extended to 10/12/2020. Q&A Submission close date is extended to 10/2/2020. Addition of Attachments D, E, and F for Suppliers use in responding to Sourcing Event. Question 2.2.1 is removed and replaced with questions 2.2.1 and 2.2.2. Question 2.3.1 is removed and replaced with questions 2.3.1 and 2.3.2. Question 3.2.1 is removed and replaced with questions 3.2.1 and 3.2.2. Question 3.3.1 is removed and replaced with questions 3.3.1 and 3.3.2. ___________________________________________________________________________________________________________________________ PRE-PROPOSAL CONFERENCE:There will not be a pre-proposal conference for this sourcing event.SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATIONPURPOSE AND OVERVIEWThe Multnomah County Department of County Assets, Facilities and Property Management Division (FPM) is seeking Proposers from whom it may obtain Environmental and Industrial Hygiene Consulting Services. Services are intended to assist FPM in maintaining healthy environments for the County’s employees and target population served.INTRODUCTION AND PROGRAM HISTORYFPM is responsible for providing and maintaining safe, cost efficient space for all County programs. FPM manages over three million square feet of general office, library, court, jail, probation office, clinic, shop, warehouse and other types of specialized space largely owned by the County in about 130 locations. FPM is also responsible for overseeing the long term capital requirements of these building assets through a balance of capital management and building disposition strategies. Specific direct services provided by FPM include: Property management and customer service; Full maintenance provided by internal trade groups & contracted services; Lease administration; Long term County facilities strategic portfolio management; Project management for capital and strategic projects; 24/7 Response to facility related emergencies throughout the year; and Environmental, health and safety support services. FPM provides an annual assessment of all Capital facility needs and develops a specific strategy consistent with available funding which permits the completion of improvements in a carefully planned approach. FPM ensures compliance with important policies and statutory requirements such as, Federal, State and local regulations, high performance green building policies, Oregon's Certification Office for Business Inclusion and Diversity (COBID) policies and incorporates sustainable practices. FPM provides project management services including planning, design, and construction services in a way that takes into account the needs of operating programs and the need to accomplish work in a cost effective manner and results in buildings that are usable and functional for their intended uses.GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONSThe County is comprised of various departments, each responsible for providing different services to the public.  FPM is responsible for maintaining the County’s facility assets and making sure that all building systems are operational to ensure optimal work environments for the various departments in the County.  Therefore, FPM’s goal for the contract resulting from this solicitation is to award it to a company that has the experience with the various pieces of equipment covered under the contract; an experienced, well trained, diverse and professional workforce; the ability to provide preventative maintenance, repair and  emergency services; access to replacement parts to repair and maintain the various pieces of equipment covered under the contract; values sustainability and focuses on providing opportunities to minority, women and emerging small businesses.  It is also important for proposers to understand the diversity of buildings that will be covered under the contract resulting from the solicitation.  The County occupies and FPM maintains jails, detention facilities, health clinics, libraries, courthouses, etc.  Due to the operations at these facilities, proposer’s workforce will be required to pass a background check; need to be comfortable with servicing equipment at the various facilities; and will be required to interact with County employees in a professional and respectful manner.The County values, supports and nurtures diversity, and will have the expectation that any firm contracting with the County will become a partner in fostering diversity with dignity and respect.TARGET POPULATION SERVEDMultnomah County citizens.GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREASNot applicable.FUNDINGFunding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding.MATCH REQUIREMENTSNot applicable.BID DOCUMENTSAll documents for this RFP, scopes of service, and sample contract are available for view and download on the Buyer Attachments page of this Sourcing Event. The Buyer Attachments page includes the following: Procedural Instructions - This includes "Instructions for Bidders" and Contract Award Procedures Attachment A – Environmental Services Scope Attachment B – Safety Program Service Scope (Occupational Health/Industrial Hygiene) Attachment C – Cooperative Purchasing Vendor Agreement Sample Services Contract SCOPE OF SERVICESProposers responding to this solicitation must be capable of performing the following tasks and services listed. FPM coordinates and provides oversight of project activities with consultants and contractors and while precise scope of work will vary for each project, services may include but are not limited to the following:See Attachment A – Environmental Services ScopeSee Attachment B – Safety Program Service Scope (Occupational Health/Industrial Hygiene) FISCAL REQUIREMENTS AND REPORTINGThe Proposer awarded the contract pursuant to this RFP will be required to prepare the following report(s): Periodic report(s): This could be a separate report addressing the results of the contract compliance audits for the projects selected, and identify any cost exceptions identified. Appropriate supporting documentation should also be included. Final report: Provides observations on the County’s construction administration processes and identifies opportunities for improvement. The recommendations should include, but not be limited to, identifying potential contract control deficiencies, potential overcharge exposure on future contract billings, and control improvement recommendations. Executive Summary: includes an executive summary of findings, impact, recommendations and best practices. CONTRACT NEGOTIATIONThe County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.CONTRACT AWARDThe County is seeking to award multiple contracts, per Service category listed in Attachment A Environmental and Attachment B - Safety Program, as determined by the County, to the responsible Proposer(s) whose Proposal(s) the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.  A single Proposer may be awarded contracts for one or both of these categories provided the Proposer has submitted Proposals for those categories.  If there is no proposal submitted in a category, then the County reserves the right to negotiate with any Proposer in one of the awarded categories for those category services at the County’s discretion.After the seven (7) calendar-days intent-to-award protest period has expired and the County has resolved any or all protests, the County will proceed with the final award. The County reserves the right to award a contract to the responsible Proposer that has met the minimum Proposal requirements and has received the highest total score for the technical Proposal requirements.Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.CONTRACT TERMFixed Term - The contract term shall be five (5) years. COMPENSATION AND METHOD OF PAYMENTFor each Project, proposer shall provide an aggregate not-to-exceed cost of service at a blended rate with total estimated hours to complete the work. As backup to the total not to exceed cost of service and estimated hours, provide the names and function of each staff member working the project with their billable hourly rate and number of estimated billable hours they would be providing work on the engagement.Travel expenses and other reimbursable costs will not be reimbursed separately and should be included in the price of the services.COOPERATIVE PURCHASINGOther public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.Complete Attachment C - Cooperative Purchasing Vendor Agreement if awarded to allow other public agencies to establish contracts or price agreements under the terms, conditions and prices of the original contract as established from this RFP.INSURANCE REQUIREMENTSThe Proposer or Proposers awarded a Contract as a result of this RFP will be required to provide the insurance described in Exhibit 2 of the attached Multnomah County Services Contract.Exhibit 2 of the attached Sample Contract reflects the minimum insurance required of a Proposer to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Proposer. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.Minimum insurance requirements: Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000.00 $2,000,000.00 Commercial Gen Liability $1,000,000.00 $2,000,000.00 Commercial Auto Liability $1,000,000.00 $1,000,000.00 Excess Liability $5,000,000.00 $5,000,000.00 Contractor Pollution Liability $1,000,000.00 $2,000,000.00 Workers Compensation Required $1,000,000.00 MULTIPLE OR ALTERNATE PROPOSALSMultiple or alternate proposals shall not be accepted unless specifically provided for in this section. In the event alternate proposals are not accepted and a proposer submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the proposer.MINIMUM REQUIREMENTSAt the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event.At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. Proposers must have a completed Pre-Award Risk Assessment if federal funds are used for this Sourcing Event. (See Procedural Instructions in the Buyer Attachments page of this Sourcing Event)  Stage Description and InstructionsPROPOSAL EVALUATION AND SCORINGEvaluation of proposals received in response to the RFP will be conducted comprehensively, fairly and impartially. Structured quantitative scoring methods will be used to maximize the objectivity of the evaluation. The evaluation committee of designated reviewers shall review and evaluate proposals. The committee will be composed of individuals with experience in, knowledge of, and program responsibility for program service and financing.EVALUATION PROCESS FOR WRITTEN RESPONSEEach evaluator shall independently assign a draft score to each evaluation criterion based on review of the written proposals. Then the evaluators shall meet at a Proposal Evaluation Session and share their key findings from the proposals. After sharing their findings, each evaluator shall be given an independent opportunity to revise their draft scores and to finalize them. Final scoring by each evaluator will then be summed. The award will be made to the responsible Proposer with the highest scoring proposal based on the written proposals. 

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

Bid Document File Size Notes

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Solicitation Change History

Changes to This Listing:

Change
Sep 5, 2020
Sep 6, 2020
Sep 24, 2020
Sep 24, 2020

About Multnomah County

We partner with COBID (Certification Office for Business Inclusion & Diversity) to ensure that supplier diversity is practiced and is a priority in our purchasing and contracting. Supplier Diversity means we are proactive in encouraging or mandating the use of COBID Certified Firms for contracts or subcontracts with the County.


You can read more about our contracting equity here.


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