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 will close promptly at the deadline date and time…no exceptions are allowed.
The order of precedence of documents is as follows:
Terms and Conditions
Communication regarding this solicitation between a potential or actual Proposer and any Washington County staff, other than Procurement Division staff, is prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected.
Documents obtained from sources (such as directly from other contractors) other than the County's Procurement Portal are not valid proposal documents. It is the proposer's responsibility to ensure they are following a particular project on the County's Procurement Portal in order to receive notification of all addenda as well as additional relevant information.
1. Statements made by County’s representative(s) at the pre-proposal conference are not binding upon the County unless confirmed by written addendum.
2. The purpose of the pre-proposal conference is to offer the prospective proposers an opportunity to ask questions and clarify RFP contract and instructions to ensure proposals submitted meet the criteria.
3. To guarantee the most appropriate use of time, proposers are expected to review the RFP before the pre-proposal conference. Questions regarding the project/proposal information will be discussed at the pre-proposal conference.
Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in the County's Procurement Portal.
Delivery: A proposer must deliver a protest of specifications to the County in writing no later than seven (7) calendar days prior to the proposal due date as follows:
Washington County Procurement Division
ATTN: Procurement Manager
155 North First Avenue, Suite 270 MS 28
Hillsboro, Oregon 97124-3072
Content: A proposer’s written protest must include:
A detailed statement of the legal and factual grounds for the protest; description of the resulting prejudice to the proposer; and a statement of the form of relief requested or any proposed changes to the specifications.
County Response: The County may reject without consideration a proposer’s protest received after the deadline established for submitting protest. The County shall provide notice to the applicable proposer if it entirely rejects a protest. If the County agrees with the proposer’s protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.
Extension of Closing: If the County receives a written protest from a proposer in accordance with this rule, the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.
Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.
Late proposals or modifications of proposals will be handled in the following manner:
It is the sole responsibility of the Proposer to ensure the proposals are uploaded to the system by the specified time. The system will not allow Proposers to upload after this time and the proposal will not be considered.
Any modification of a proposal is subject to the same conditions set forth above.
Proposals will not be accepted via Phone, E-mail or FAX.
If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after Friday, June 17, 2022 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.
Any amendment(s) to or error(s) in the RFP 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.
Receipt of addenda must be acknowledged.
Proposers shall be solely responsible to check for addenda, if any, from the County's Procurement Portal prior to submitting their proposals.
After opening proposals, the County may issue or electronically post an addendum to the request for proposals that modifies the criteria, rating process and procedure for any tier of competition before the start of the tier to which the addendum applies.
The County shall send an addendum that is issued by a method other than electronic posting to all proposers who are eligible to compete under the addendum. The County shall issue or post the addendum at least five days before the start of the subject tier of competition or as the County otherwise determines is adequate to allow eligible proposers to prepare for the competition in accordance with County rules.
To be considered for this contract, each proposer must enter its complete proposal per the Vendor Submission Section to the County's Procurement Portal.
Proposals must be uploaded by 3:00 pm Friday, June 24, 2022. The system will not allow late uploads. Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions.
Proposers are required to submit any proposal forms furnished in this RFP document. Please retain a copy for your records.
Each submittal shall contain the following: