Project Title: Single-Family Weatherization Services on a Requirements Basis
Project #: ITB-9-2020
Issued by: Multnomah County view agency website
Publish Date: 7/26/2019
Due Date: 10/1/2019 This opportunity has closed.

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Description

Amendment 1: Added on August 27, 2019 Please see the full description of item clarification, items added and or replaced in Addendum 1 located in the Buyer Attachments page  Added Addendum 1 including the Attendance List from the optional pre-bid Replaced Buyer Attached A with a revised version dated 8/27/19 Replaced Buyer Attached B with a revised version dated 8/27/19 _______________________________________________________________________________ PRE-BID CONFERENCE An optional pre-bid conference is scheduled for Monday, August 5th, 2019 at 12:30 PM at 501 SE Hawthorne Blvd, Portland, OR, 97214 in Room 126. BID DOCUMENTS All documents for this bid are available for view and download on the Buyer Attachments page of this Sourcing Event.  The Buyer Attachments page includes the following:  Responding to a Sourcing Event - MMP Supplier Guide Procedural Instructions Buyer Attachment A - Detailed Item Specifications Buyer Attachment B - Single Family Price Bid Sheets Buyer Attachment C - Oregon Weatherization Assistance Program Site Built and Manufactured Home Field Guide and Standards 2018 (Specification Book or Spec Book) Buyer Attachment D - State of Oregon Weatherization Assistance Plan for the United States Department of Energy (USDOE State Plan) 2019-20 Buyer Attachment E - Substitution Request form Sample Contract BID SUBMISSION Bids must be submitted electronically through this Sourcing Event. SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW Multnomah County Department of County Human Services (DCHS), Community Services Division, Weatherization Program, seeks to increase the energy efficiency of low-income client homes. To achieve this goal, DCHS is establishing a list of contractors qualified to perform weatherization measures in the single-family housing program, for eligible low‑income families throughout Multnomah County. To meet the needs of this program, Multnomah County has elected to seek responses using an Invitation to Bid (ITB) process in accordance with Public Contract Review Board policies and procedures. Selection of vendors will be based on the low bids submitted by the bidders. The formal selection process is administered by Multnomah County Central Purchasing Division. INTRODUCTION AND PROGRAM HISTORY The Youth and Family Services Division (YFS) of Multnomah County’s Department of County Human Services (DCHS) has been delivering weatherization services for over 20 years. The mission of DCHS is to enhance the quality of life for individuals and families. The mission of the low-income Single-Family (SF) weatherization program is to increase the livability of homes through specified installation methods adopted by Multnomah County. Weatherization services are provided to approximately 250 low-income households per year. This is done through service to both single and multi-family homes. The Single Family Weatherization program anticipates awarding a maximum of eight (8) contracts in each category, up to a maximum of sixteen (16) distinct contracts. The two groups are Site Built Housing and Mobile Homes. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS Expectations It is the expectation of Multnomah County and the weatherization program that: All residents receiving weatherization services will be treated with dignity and respect; and The Single-Family weatherization program serves to meet our stated goals of reducing household energy burden, provide safe and affordable housing in the community, and strengthening community support systems for vulnerable populations. Weatherization Project Modeling, Master Grant Agreement, and Savings to Investment Ratio (SIR) All weatherization projects issued by Multnomah County are subject to rules and agreements between Multnomah County and the State of Oregon, as outlined in a Master Grant Agreement (MGA). This includes a listing of State and Federal funding guidelines and associated Health & Safety percentages; unit expenditure averages; and Savings to Investment Ratio (SIR) requirements. Multnomah County must follow these policies and procedures when determining which project to go forward with, and which weatherization measures may be completed within each project. Multnomah County will provide a weatherization audit for each potential project prior to assigning a work order and determining a contractor. The information collected from the audit will be used along with utility usage, cost information, and funding availability to determine the measures that may be selected for this potential project. Using the process described within this agreement, the available contractor with the lowest bid on the requested items generated from the items identified in this ITB (Buyer Attachment B) will be selected for the project. At this time, "actual" cost information will be used from the contractor price sheets to identify actual costs. If the costs identified from this individual contractor make the proposed measures too expensive to be cost effective, the Weatherization program will evaluate the proposed measures and may withdraw the work order if the required work is not cost effective. No weatherization project will be completed under this process that will violate funding rules or the MGA guidelines. Work Order Assignment The County will develop work orders based on energy audits, and reserves the right to determine the number of items to be included in any individual work order. Only those Contractors who have submitted prices on all items in a specific work order will be considered for award of that work order. Work Orders will be given to the contractor that submitted the lowest bid on the items requested through this ITB that are required for the project. Assuming that a Contractor is in good program standing and eligible to receive an award of work, a project will be awarded to the low-bid Contractor subject to the SIR requirements, work cap, bonding limitation and acceptance of the work. In the event that a work order requires measures that are not included in existing pricing, or requires measures that vary from standard bidding specifications, County may, at County’s sole discretion, request project specific pricing from all eligible Contractors. Such action will be for this specific work order only and will not result in the recalculation of the original submitted bid. An Outstanding Vendor Job Report will be provided to each Contractor on a regular basis showing work order status. Contractors with jobs reaching 45 calendar days old or more will be put on restriction from receiving additional work orders issued by the County. Work Assignments And Pre-Job Energy Audit Actual work, if any, will be awarded as follows: The County will provide for an audit of prospective projects and prepare a pre-job energy audit, specifying the unique combination of required weatherization work required; A pre-job energy audit will be completed prior to assigning any work orders. The information collected from the audit will be used along with household utility usage, and cost information to determine the cost-effective measures that may be selected for this potential project; The County will develop work orders based on energy audits, and reserves the right to determine the number of items to be included in any individual work order; Assuming that a Bidder is in good program standing and eligible to receive an award of work, a project will be awarded to the Bidder with the lowest bid on the requested items, subject to the work cap, bonding limitation and acceptance of the work. If the costs identified from this individual contractor make the proposed measures too expensive to be cost effective, the Weatherization program will evaluate the proposed measures and may withdraw the work order if the required work is not cost effective. No weatherization project will be completed under this process that will violate funding rules or the MGA guidelines. Only those Bidders who have submitted prices on all items in a specific work order will be considered for award of that work order; Multiple Bidders may be selected to perform work on a project when deemed cost effective by County. In the event that a work order requires measures that are not included in existing pricing, or requires measures that vary from standard pricing specifications, County may, at County’s sole discretion, request project specific pricing from all eligible Bidders. Such action will not result in the recalculation of the Provider’s original bid; Contractors may receive work orders that do not require specialized certifications. Work orders where governmental agencies require specialized certification, licensing, and/or completion of approved/required training prior to performance of unique work activities, such as Pressure Balancing, CAZ (testing (Combustion appliance zone and Worst Case draft testing) the Bidder will only be assigned these unique work activities if all governmental requirements are met and maintained as current by the Bidder. Bidders may be required to provide, prior to the start of County work activity, documentation attesting to their currency and certification level. Work Cap At no time may a contractor be assigned work that is over their bond limitation amount or a $30,000 maximum limit. The County intends to award all work subject to these limitations. As each qualified contractor is assigned work, they will be eligible for jobs up to the maximum limitations of their current bond, but at no time exceeding the $30,000 maximum limit. As the bond limit is reached, work will be assigned to the next eligible contractor, and so on, as work and contractors are available. Once a project has been invoiced, it is removed from this cap and the Contractor is eligible for additional work. If an invoiced project fails two inspections, it will be added back to the bond. We understand that circumstances may arise that cause a contractor to refuse work orders. A Contractor may refuse a project for any reason, in which case it will be offered to the next eligible Contractor until the work is awarded. Refusal of four (4) projects within a 12 month period will result in a six (6) month restriction. TARGET POPULATION SERVED The target populations to be served by this ITB are income-eligible, low-income individual and family households, living within Multnomah County. All households served will have qualified via Multnomah County’s application process, been referred for audit from an approved County waiting list, and been audited by Multnomah County. GEOGRAPHIC BORDERS / LIMITATIONS & SERVICE AREAS SF Work may be assigned to awarded Contractors anywhere within the geographic borders of Multnomah County, regardless of where the awarded contractors’ offices or employees are physically located. FUNDING YFS, Energy Program has budgeted an estimated $1,159,220 annually for Single-Family Dwelling Measures work orders to be issued. Funding sources for the programs come from Federal, state, and local dollars, to include, funding from a combination of Portland General Electric (PGE), Pacific Power, NW Natural Gas, State Home Oil and Weatherization Rebates. This estimate is offered solely for information purposes and is not a guarantee of requirements. Prospective Bidders are invited to submit a bid to perform work as described in this sourcing event on a requirements basis with Multnomah County. Funding of the work described in this sourcing event is not guaranteed. Fluctuations in funding year to year should be expected, potentially large fluctuations may occur. The County cannot assure that any particular level of funding will be provided and the contract will permit the County to add or remove funds as necessary depending on availability of funding. MATCH REQUIREMENTS There are no match requirements in this ITB. SCOPE OF SERVICES General Provisions The items purchased by the County shall conform to the specifications attached hereto (Buyer Attachments C and D) as a part of the ITB. The apparent silence of the general provisions and specifications as to any detail or the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only best commercial practice is to prevail, and that only material and workmanship of first quality are to be used. It is understood that if any manufacturers' names, trade names, make, model, or catalog numbers are used in the specifications, they are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Equivalent / substitution items will be considered, provided that the below bulleted information below is identified, and provided in accordance to the instructions in this ITB. Submit your recommended substitutions (if any) on the form provided, Buyer Attachment E, Substitutions Request Form. Format of the form may be changed by the Bidder to meet local needs, as long as the initial eight (8) elements shown below are identified on the form: (ITB) Specification Item Number; Specified Product; Proposed Product; Manufacturer; Trade Name; Make; Model; and Catalog number. Items shall be new, current models of standard production, unless otherwise called for in the specifications or noted in the sourcing event as a deviation or alternative, and shall be completely prepared for customer delivery and use through service by a factory franchised agent or dealer prior to delivery. Item delivery shall include all pre-delivery inspection sheets, coupons, certificates, and warranty identification cards furnished to the trade in general, and all shall be properly completed and signed in agreement with industry standards. All items of an electrical nature shall indicate the current UL listing, if any. In addition, any goods such as fire protection equipment, etc., or which there is a UL testing procedure, shall also include the UL listing, if any. Any other certification such as Factory Mutual, etc., shall be noted in the bidder’s response. Contractors must comply with all applicable provisions of Executive Order #11246 as amended by Executive Order #11375 of the President of the United States dated September 24, 1965, Title VI, of the Civil Rights Act of 1964 (43 U.S.C. 2000) and Section 504 of the Rehabilitation Act of 1973 as implemented by 45 C.F.R. 84.4 and the Americans With Disabilities Act of 1990, Public Law #101-336, and all enacting regulations of the Equal Employment Opportunity Commission (EEOC) and Department of Justice. Contractors will be required to notify the County within one (1) business day if/when they become disqualified from performing work on projects, and immediately stop all associated County work activity. Contractors shall not perform work identified in this ITB if they are disqualified from performing work on projects. Price Escalation / De-Escalation Prices will remain the same throughout the contract period, except that the County may offer to adjust the prices to reflect increased or decreased labor or material costs as required. Contractors may submit documentation supporting substantial cost increases for labor or materials to the Department of County Human Services, Weatherization Program, for consideration. If the County determines a material price adjustment is appropriate, all contracts will be modified to reflect the new price. The Contractor will not be able to otherwise reduce or increase vendor pricing on any item. Unit prices submitted by Bidder will not be allowed to be changed for the first (1st) year of the executed contract. After the first (1st) year of the contract, the County may, at its sole discretion, provide Contractors an opportunity to rebid some or all items within this ITB. Hazardous Materials All materials that include solvents, paints, cleaning agents, chemicals, reagents, or other hazardous materials shall be labeled in agreement with Oregon Administrative Rule (OAR) 437-155-020 with the name(s) of the hazardous ingredient(s), the hazard(s) of the material(s), and the appropriate precautions.  Those materials for which toxicological or hazard data are unavailable shall carry a label stating: "Toxicological and other hazards unknown. Handle as extremely hazardous.” The Contractor shall provide to the home owner or renter, Material Safety Data Sheets (MSDS) for each covered product delivered under this contract to the home-owner / renter. The MSDS(s) must all be received before the invoice will be paid. See Minimum Requirements, Section 4.8.1, number 17. All containers of materials subject to Oregon Administrative Rule (OAR) 437-002-0360 1910.1200 Hazard Communication including, but not limited to:  solvents, paints, cleaning agents, chemicals, reagents, or other hazardous materials shall be labeled with:  the name(s) of the hazardous chemical(s), appropriate hazard warnings, and the name and address of the chemical manufacturer, importer, or other responsible party. Any materials for which toxicological or hazard data are unavailable shall not be used in any work resulting in contracts under this ITB. While Contractor is on-site at current work project, all copies of MSDS must be kept in the contractor’s work vehicle. Materials exempted from the Hazard Communication labeling requirements must still be labeled according to regulations applicable to those materials. Examples include, but are not limited to, labeling requirements for pesticides and hazardous wastes. In summary, no container containing hazardous materials, or any substance that can be mistaken for a hazardous material, shall be unlabeled. The County additionally adopts by Reference other safety and health codes referenced in OAR Chapter 437,  including but not limited to: Code of Federal Regulations (CFR), Oregon Occupational Safety and Health Division (OR OSHA), Oregon Department of Consumer and Business Services, and others that address the safe handling and use of hazardous materials. Public Work Projects  When / if a contractor becomes disqualified (see section below) / debarred (see section below) from performing public work projects the contractor is required to: Immediately stop all associated County work activity; and Notify the County Weatherization unit of disqualification / debarment, where the receipt of the notification from the contractor is received by the County Weatherization unit within one (1) business day. The US General Services Administration identifies contractors that are debarred, while the Oregon Construction Contractors Board (CCB) identifies contractor’s license status, such as Active, or Suspended. Oregon Construction Contractors Board (CCB) Licensing / Endorsements / Disqualification Oregon law requires anyone who works for compensation in any construction activity involving improvements to real property to be licensed with the Oregon Construction Contractors Board (CCB). This includes roofing, siding, painting, carpentry, concrete, on-site appliance repair, heating and air conditioning, home inspections, tree service, plumbing, electrical, floor covering, manufactured dwelling installation, land development, and most other construction and repair services. The CCB requires that all contractor license status be in “Active” status to submit bids and to start/complete work. A contractor becomes disqualified to perform work when their status becomes other than “Active.” Other status levels are:  expired, suspended, not active/cross referenced, inactive sabbatical, voluntary terminated, revoked. When a status becomes other than “Active” where that status is not a voluntary action by the contractor, the contractor will lose the ability to be awarded future work orders under this ITB for: The 1st offense during the length of the executed contract - 30 days; The 2nd offense during the length of the executed contract - 6 months; and / or through the life of any resulting contract; The 3rd offense during the length of the executed contract - life of any resulting contract. Special Certifications/Licenses/Endorsements In addition to a CCB license, by law individuals or businesses performing specific work may be required to have special individual or business certifications, licenses, and /or endorsements. The new licensing endorsement system distinguishes between residential contractors and commercial contractors. Some contractors may be required to have a dual endorsement. See: https://www.oregon.gov/ccb System for Award Management (SAM) – Debarment Multnomah County will incorporate the standards held by the US General Services Administration regarding contractor debarment.  When a contractor becomes “Debarred”** the contractor will lose the ability to be awarded future work orders under this ITB throughout the life of the procurement and resulting contract. SAM is an electronic, web based system that identifies those parties excluded from receiving federal contracts, certain subcontracts, and certain types of federal financial and non-financial assistance and benefits. SAM keeps the user community aware of administrative and statutory exclusions across the entire government, suspected terrorists, and individuals barred from entering the United States. Users are able to search, view, and download both current and archived exclusions. Cause Debarment by an agency pursuant to FAR 9.406-2, GPO Instructions 110.11A, or PS Publication 41, for one or more of the following causes (a) conviction of or civil judgment for fraud violation of antitrust laws, embezzlement, theft, forgery, bribery, false statements, or other offenses indicating a lack of business integrity; (b) violation of the terms of a Government contract, such as a willful failure to perform in accordance with its terms or a history of failure to perform; or (c) any other cause of a serious and compelling nature affecting responsibility. (See Code N- Debarment pursuant to FAR 9.406 2(b)(2) Drug Free Workplace Act of 1988.) Treatment Contractors are excluded from receiving contracts, and agencies shall not solicit offers from, award contracts to renew or otherwise extend the duration of current contracts, or consent to subcontracts with these contractors, unless the acquiring agency's head or a designee determines that there is a compelling reason for such action. Government prime contractors, when required by the terms of their contract, shall not enter into any subcontract equal to or in excess of $25,000 with a contractor that is debarred, suspended, or proposed for debarment, unless there is a compelling reason to do so. Debarments are for a specified term as determined by the debarring agency and as indicated in the listing. See:https://www.sam.gov/SAM/ Lead Safe Practices Multnomah County has the expectation that all weatherization work performed in pre-1978 housing be conducted in a lead safe manner as prescribed by the Lead Safe Weatherization curriculum required by the United States Department of Energy. See Buyer Attachment D - State of Oregon Weatherization Assistance Plan for the United States Department of Energy(USDOE State Plan) 2019-20, Appendix D – Health & Safety Plan, sub-section VII, Lead-Based Paint , and , page 87 for containment information. https://www.oregon.gov/ohcs/CRD/SOS/docs/U%20S-%20DOE-for-State-of-Oregon-Weatherization-Assistance-Plan-2019-20-Final.pdf It is the Contractor’s responsibility to ensure that all their current work products and operations reflect the currently issued (at the time of a work order assignment to a contractor) DOE Oregon State Plan. See Buyer Attachment D. All contractors, and their personnel who will be working on County contracted job sites are required to satisfactorily complete Lead Safe Practices training from a State approved trainer, and receive certification prior to doing any weatherization related work orders in complexes or homes built before 1978. For awarded Bidders, proof of certification must be submitted to the County prior to contract execution. No work orders will be assigned regardless of the date a home or complex was built until such time as the Lead Safe Practices certification is submitted and approved. In the event that program standards for Lead Safe Practices should change, contractors shall be given 30 days from date of notification to comply with new standards. If a contractor fails to comply within the allocated time, no new work orders shall be issued until the standards are met. Information regarding Certification may be obtained from the Oregon Remodelers Association: www.oregonremodelers.org OSHA Safety Requirements All work identified in this ITB requires the following OSHA certifications by contractors, their employees, and any / all subcontractors or their employees who are onsite: Weatherization Crew Leaders- responsible for leading major Weatherization work at the job site must acquire the 30-Hour OSHA Certification as defined by OSHA, and identified in state regulations / requirements. Weatherization Crew Leaders are not required to complete the 10-Hour OSHA class. Single Crew Leaders– must acquire the 10-Hour OSHA Certification as defined by OSHA, and identified in state regulations / requirements; and Contracted or subcontracted employees- working on the job site must acquire the 10-Hour OSHA Certification, and identified in state regulations / requirements. Certification may be completed though OSHA on-line training, or by other accredited training centers. In some Weatherization environments, a single Crew Leader for each contractor may not be sufficient in all cases. See OSHA, and state regulations / requirements. During the life cycle of resulting contracts, if OSHA certifications, and / or if state regulations / requirements are amended that relate to jobs identified in this ITB, all contractors are to meet the new requirements. All Contractors and their personnel, working on job sites and conducting services identified in this ITB, must meet the above requirements. Contractors must provide proof of certification to the County prior to contract execution. See the following web sites for additional information: Web sites for OSHA training and information www.osha.gov/ And Oregon Energy Coordinators Association (OECA): http://www.warmandsafenow.com Required Contractor Workshop Training All awarded contractors are required to attend and complete a vendor workshop training prior to being eligible to receive any County issued work order(s). This workshop will cover the following: County Weatherization Program Overview; Staff Contacts and Roles; Work Order Process and Change Orders; Inspections and Project Expectations; and Billing, Invoices and Payments. All successful contractors are required to have at least one (1) currently employed person on their staff that has attended and completed this workshop. Additionally, this training workshop is also recommended for those who handle work flow, invoices, payments, crew leaders and supervisors. Contractors will attend at their own cost. Contractors are required to notify the Community Services Division, Energy Office within 30 calendar days when / if they no longer have employed within their company a person that has completed the vendor workshop training. Additional information regarding the workshop will be emailed to all contractors upon contract award. Specifications – Site Built Housing and Mobile Home Specifications 2018 (Specifications Book or Spec Book) All work shall be completed in compliance with, Site Built Housing and Mobile Home Specifications for the State of Oregon Weatherization Assistance Program 2018, (Buyer Attachment C). It is the contractor’s responsibility to ensure that all their current work products and operations reflect the currently issued (at the time of a work order assignment to a contractor) Site Built Housing and Mobile Home Specifications manual. Within the short descriptions contained in this sourcing event, various specification numbers are included for bidder convenience only. Contractors are responsible for delivering the work items in compliance with Buyer Attachment C in its entirety.  In the event that program standards exceed requirements under Buyer Attachment C Site Built Housing and Mobile Home Specifications for the State of Oregon Weatherization Assistance Program, the higher standard shall be used. In the event that Site Built Housing and Mobile Home Specifications for the State of Oregon Weatherization Assistance Program shall be updated, Contractor shall be given 90 days from date of notification to comply with new standards. If Contractor fails to comply within the allocated time no new orders shall be issued until the standards are met. Contractors must comply with all applicable provisions of Executive Order #11246 as amended by Executive Order #11375 of the President of the United States dated September 24, 1965, Title VI, of the Civil Rights Act of 1964 (43 U.S.C. 2000) and Section 504 of the Rehabilitation Act of 1973 as implemented by 45 C.F.R. 84.4 and the Americans With Disabilities Act of 1990, Public Law #101-336 and all enacting regulations of the Equal Employment Opportunity Commission (EEOC) and Department of Justice. Warranty Policy Contractors shall furnish warranty in agreement with and as called for in the specifications in addition, the warranty shall include the following: There shall be no distance or time limitations, not applicable to the trade in general, on either standard or extended warranty or labor. All franchised or authorized dealers of the item in the state shall honor warranty. Any extended warranty period customarily granted shall be made available to County at no additional cost. County shall be advised of all product recall on all or any part of the item, at no additional cost. All product recall information, replacement parts and labor, shall be provided to the County as soon as available to dealer. Use of Recycled Materials Bidders shall use recyclable products which contain recycled content to the maximum extent economically feasible in the performance of the contract set forth in this document, where it does not jeopardize the health, safety, or the integrity of the quality materials used, the quality of installation, or the performance of the materials. In all instances, minimum requirements are set forth in the – Site Built Housing and Mobile Home Specifications 2018 (Buyer Attachment C). Detailed Item Specifications Detailed Item Specification are available on Buyer Attachment A. Please refer to Buyer Attachment A when determining how to bid on the items associated with this Sourcing Event. Each work item shall include the cost of materials and labor needed to perform the work item unless noted. All references to Section(s) in Detailed Item Specification Attachment A (unless otherwise noted) refer to Buyer Attachment C,Spec Book; In addition to specifications listed in Buyer Attachment C, Spec Book, there may be additional Federal and State requirements that apply; Enter pricing information to the Service Line items associated with this Sourcing Event; and Bidders wishing to suggest possible substitution(s) of item specifications are required to submit a Substitution Form, (Attachment E) and submit the form to the Q&A Board of this Sourcing Event at least 10 days before the closing date of the ITB. Price Sheets Included with this event is Buyer Attachment B - Single Family Price Bid Sheets. This attachment serves as a stand-alone worksheet to assist in the pricing of each line item. Please complete the price sheet for each group you intend to apply and attach to your response as a “supplier attachment”. Multnomah County Weatherization requires this form prior to contracting. All price information entered on the Buyer Attachment B must match the price for the same item in the Product Line Items Section. All information provided must be consistent with the submitted bid and will be used to assist the allocation of work orders when necessary. All price(s) must be FOB destination. While the completed Buyer Attachment for each group is not required to be considered a responsive bidder, it will be required prior to contracting. The Price Bid Sheets will become part of the contract upon execution. Bidder must submit pricing on all Weatherization items within each group (Site Built and Mobile Home), however if per unit pricing is not provided for a unique item in the Price Sheets, then the Bidder will not be eligible for any job consideration were that unique item is required in the work order. Set your price per unit as indicated in each section unless a different unit of measure is noted by the County. See Bidder’s Price Sheets, Buyer Attachment B. When using the electronic Excel form on the website, you will print the completed form, enter your prices, and attach form as a Supplier Attachment. Pricing Instructions Bidders must respond to all items in Group S1; Bidders must also respond to all items in either Group S2 - Site Built Homes; or Group S3 - Mobile Homes. Bidders may submit prices to both Group S2 and Group S3; low bid will be calculated separately for each Group. All prices must be submitted electronically to the Items section of the Sourcing Event. Full item description will be provided in Buyer Attachment A. Only those Bidders who have provided prices on all the items called for in a specific work order will be considered for that job. Bidders who did not provide prices on all items called for on a specific work order will be considered to be ineligible for that job regardless of their overall ranking; Bidders must submit pricing for all items on both SWO(s) Site Built, and Mobile Home; and Prices in the both SWO(s) must mirror the per unit price of those items in the Price Sheets, Attachment B. Each item below, except hourly rate, includes the cost of all materials needed to perform the item Use only the unit measure described in each item, do not change the unit of measure. Report hourly rates per hour only, do not change to another unit of measure, such as per 1 ½ or 2 hours. If a bidder suggests a different unit of measure, or minimums not identified in the ITB by the County for a unique item, the bid item will not be considered by the County. Example: An item that is identified as per linear foot, may not be changed to per linear foot with a minimum of 12 linear feet. Truck fees are to be built into the individual items. For all items set your price per unit as indicated in each section unless a different unit of measure is noted. Do not alter the sequence or numbering of the items. FISCAL REQUIREMENTS AND REPORTING In addition to regular fiscal reporting requirements as described in the County’s contract, contractors may also be required to provide additional information as identified by the State of Oregon.   Contractors will be notified in writing of any additional reporting requirements once the County is notified by the State. Davis-Bacon Prevailing wages will not apply to this ITB. PERFORMANCE MEASURES / PERFORMANCE CONTRACTING All work is subject to inspection and acceptance by the County prior to sign off and completion.  County reserves the right to inspect any work at any time. All Contractors ‘performance will be monitored for quality, timeliness, and adherence to applicable Multnomah County billing/invoice procedures and requirements, as outlined the Required Contractor Workshop Training class, and resulting executed contract(s) from this sourcing event. Weatherization measures shall be installed in accordance to the specifications cited in the Site Built Housing and Mobile Home Weatherization Specifications for the State of Oregon Weatherization Assistance Program, United States Department of Housing and Urban Development (HUD) code, and all applicable Oregon state codes and federal regulations, which may include the most recent versions of the Uniform Building Code (UBC) and the National Electric Code (NEC) and Uniform Mechanical Code (UMC). Where State and local codes or specification regulations are in conflict, the most stringent requirement shall apply. When state and local codes are less restrictive, Oregon Housing and Community Services (OHCS) may approve their use in lieu of these specifications. Such approval shall be requested and approved in writing by OHCS before the measure is installed. If a specific application is not addressed in the specifications, codes or regulations; the County shall consult OHCS to determine appropriate action consistent with the codes, regulations and these specifications. Contractors may refuse a work order, but refusing four (4) or more work orders within 12 consecutive months may result in the County restricting the Contractor from being assigned work order(s) for six (6) consecutive months. Each contractor will be expected to follow the procedures outlined in the required pre-contract training. Payments by the County may be withheld if these procedures are not followed, or delayed until the awarded Contractor appropriately corrects invoice(s) meeting County’s protocols and requirements. The County reserves the right to require awarded vendors to re-attend subsequent training at their own cost, when the Contractor demonstrates their lack of following prescribed protocols and / or requirements. See Required Contractor Workshop Training. Each accepted work order must be completed by the awarded Contractor within 45 calendar days from acceptance of work order. If a work order falls outside of this timeframe, the contractor may be placed on restriction and not assigned new work orders until the currently open work order has been completed and approved by the County.  Each return inspection after the initial failure is subject to an inspection charge applied by the County to the Contractor. The charge to the Contractor will be $2505 for the first return inspection, and $125 for each subsequent (following) return inspection.  Contractors will amend their invoice, noting the appropriate charges. Upon the fourth failure of the same project, the contractor may be placed on restriction, until such time as the job is completed satisfactorily. CONTRACT NEGOTIATION The County will initiate contract negotiations with all responsive and responsible Bidders that meet the ITB Requirements. 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, for any particular Bidder, the County reserves the right to terminate the negotiations with that Bidder, and continue contract negotiations with all remaining responsive and responsible Bidders. This process will continue until contract agreements are reached. Responsive Bidders should take note of the following:  The eight (8) lowest bidders for each group will be considered for a contract award. Work Orders will only be issued to bidders that submit prices for all items on the requested work, therefore it is in the best interest of the bidder to submit prices for as many items as possible. There is no guarantee for specific items to be needed over the life of the contract. CONTRACT AWARD AND AMENDMENTS Contract Award.  As a result of this sourcing event process, Multnomah County intends to offer County Contracts on a requirements basis to the eight (8) lowest bidders for A) Site Built Homes and B) Mobile Homes who meet minimum requirements, up to a total of sixteen (16) contracts. There are 3 Service Line Item groups: Group S1 - General Items (all suppliers must bid) Bidder must respond to one (1) of the following groups: Group S2 - Site Built Homes; (optional) and Group S3 - Mobile Homes (optional). Low bid will be calculated by adding the bid prices from Group S1 to the cumulative total of bids for Group S2 - Site Built Homes or Group S3 - Mobile Homes. For example: Supplier A submits a bid total of: Group S1 - $50,000 Group S2 - $250,000 Group S3 - no response Supplier B submits a bid total of: Group S1 - $40,000 Group S2 - $255,000 Group S3 - $150,000 In this scenario, Supplier A would have a cumulative bid of $300,000 for Group S2 and would not qualify for a Contract for Group S3. Supplier B would have a cumulative bid of $295,000 for Group S2, and $190,000 for Group S3. Supplier B would be awarded a contract for Group S2 - Site Built Housing before Supplier A, Supplier B would additional qualify for Group S3 - Mobile Homes. Actual work, if any, will be awarded as follows: The County will provide for an energy audit of prospective projects and prepare a pre-job energy audit, specifying the unique combination of required weatherization work required. This will be completed prior to assigning any work orders. Information collected from the audit will be used along with household utility usage, and cost information to determine the cost-effective measures that may be selected for this potential project. Using the process described within this agreement, the lowest price and available contractor will be selected for the project. If the costs identified from this individual contractor make the proposed measures too expensive to be cost effective, DCHS will evaluate the proposed work. No weatherization project will be completed under this process that will violate funding rules or the MGA guidelines. See Weatherization Project Modeling Master Grant Agreement. Individual project work orders will be assigned to the available Bidder who submitted the lowest price for the items based on the prices they submitted in this process; subject to this process, the work cap, and bonding limitations applicable to each Bidder. Multiple contractors may be selected to perform work on a project when deemed cost effective by County. .  Note: The following text will be included into all resulting contracts:  The terms of this contract may be waived, altered, modified, supplemented, or amended, in order to meet the requirements of our funders, State of Oregon, Federal Government, or changes in Multnomah County policies, or procedures. Amendments to this shall only be done by written instrument signed by both parties. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM Fixed term. The contract term shall be for a maximum of five (5) years. Unless earlier terminated, the termination date of all contracts issued under this ITB shall be five (5) years from the initial, first contract execution. COMPENSATION AND METHOD OF PAYMENT   Contractor shall be paid for the work on the following basis: Contractor will be paid on a per work-order, per invoice, cost reimbursement requirements basis, based on Work Orders issued to Contractor. The price stated in the work-order shall be determined from the prices set forth in the Bidder’s Price Sheets.  The provision of ORS 279C.570 relating to progress payments and retention are hereby incorporated by this reference. The County shall have the right to withhold from payments due Contractor such sums as are necessary in the County’s sole opinion to protect County from any loss, damage, or claim which may result from Contractor’s failure to perform in accordance with terms of the Contract or failure to make proper payment to suppliers or subcontractors. County shall not be obligated to pay Contractor until it has inspected and affirmatively accepted Contractor’s work. All final requests for payment shall be received by County within 45 calendar days following the termination of any resulting contract.  Request for payment received after that time shall not be honored. COOPERATIVE PURCHASING Cooperative Purchasing does not apply to this ITB. INSURANCE REQUIREMENTS The table below states the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. The minimum insurance coverage stated below supersede requirements listed in Exhibit 2 of the Sample Contract where they are different. Type of Insurance Amount Per Occurrence Aggregate Commercial Gen Liability $1,000,000 $1,000,000 $2,000,000 Commercial Auto Liability $1,000,000 $1,000,000 Workers Compensation Required as per ORS 656.017 Note: If services are funded thought the state, then higher insurance amounts may apply. *For Commercial General Liability, the Certificate shall also provide that the County, its agents, officers, directors, officials, and employees are Additional Insureds by Endorsement with respect to Contractor’s services to be provided under this Contract. MINIMUM REQUIREMENTS Representations and Certifications All Bidders are to complete the Offeror Representations and Certifications in this sourcing event. Failure to complete the Offeror Representations and Certifications form may result in rejection of the bid, and At the time of bid submission, Bidders 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 bid: The Bid response must: Be received by Multnomah County Purchasing no later than 2:00 P.M. local Portland time on the ITB submission deadline; and Bidders must currently be in “Active” status with the Oregon Construction Contractors Board (CCB), and may not be identified as “Debarred” from performing public works contracts by the US General Services Administration, Excluded Parties List. At the time of contracting all Contractors must: Be legal entities registered to do business in the State of Oregon; Completed Buyer Attachment B Have a current business license in all the Cities in Multnomah County that require licenses; as an alternative, Contractor may use a METRO business license as an acceptable business license for all cities located in Multnomah County except for the City of Portland, where Contractor must hold a City of Portland Business License; Be currently registered with the Construction Contractor’s Board, and, during the life cycle of an existing contract between the County and an awarded Contractor(s) as a result of this ITB; Provide Lead-Based Paint Renovation License; Contractors may receive work orders that do not require specialized certifications.  On work orders where governmental agencies require specialized certification, licensing, and/or completion of approved/required training prior to performance of unique work activities, such as Pressure Balancing, the Contractor will only be assigned these unique work activities if all governmental requirements are met and maintained as current by the Contractor.  Contractors may be required to provide prior to the start of County work activity documentation attesting to applicable certifications/licensing, the validity/expiration dates received, to perform work; Bidder must have appropriate certifications, or present a plan to receive certification, for performing pressure balancing and combustion safety testing.  This includes certifications from: Oregon Energy Coordinators Association; or Building Performance Institute; or Other certifying entities deemed appropriate by the County; and Bidder will provide to the County copies of their certifications as listed above or other licenses / certifications that become required. During the life cycle of resulting contracts as a result of this ITB, Awarded Contractors: Must provide completion certificates of participation in Lead Safe Practices (including Lead Renovator) training from a State approved trainer; and. Must provide Material Safety Data Sheets when required to home-owner / renter. SUBCONTRACT AND ASSIGNMENT Bidders contracting under this ITB shall not subcontract any of the work required by this contract or assign or transfer any of its interest in this contract, without the prior written consent of the County.  Subcontracting will only be allowed for specialty contractors. No subcontracting for the major measure work specified in this contract.

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About Multnomah County

Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

If you'd like to know more about our MWESB outreach programs, please visit https://multco.us/purchasing/minority-women-and-emerging-small-business.

You can find the authoritative listing for procurement opportunities on our Bids and Opportunities webpage, https://multco.us/purchasing/bids-proposal-opportunities.

If your firm is interested in an opportunity posted on our webpage, we'd love to hear from you. Here's how:

  1. First, read over the opportunity description.
  2. Next, go to the Multnomah County Bids and Opportunities page for this specific solicitation: https://solutions.sciquest.com/apps/Router/ViewSourcingEvent?AuthToken=0%3AAES2%23CMT24dmPIh8GE4Fmzh1jbENZ3yDHaKZNWL7296w6UHuYgFWIyVjSkvUZZSD9ykF56dA1MF7lHDKIAm8rZXDLgAU0%2FXLVj7CEI0I3%2F97s9DPFsUWS%2FL2k6ZuiBCsGMz%2BK4hAfeWncX4XdynXe9hSeUfrLO%2FkI76tYXw%3D%3D&tmstmp=1569902560891
  3. Please review all of our solicitation documents carefully, to ensure that the opportunity is is a good fit for your firm!
  4. Register for the solicitation here. This will ensure you receive any addenda or updates that we may post from time to time.
  5. That's it! You'll receive an email confirming your interest. If you have questions, please contact the Purchasing Contact assigned to the project, or visit our Contact Us page.

Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.