OREGON HEALTH and SCIENCE UNIVERSITY

RFP FOR Management, Operation and Maintenance of the Portland Aerial Tram

Request for Proposal # RFP-2006-0024

Issuing Office:

Oregon Health and Science University

Contracting & Purchasing Services

Mail Code: MC104

3930 SW Macadam Avenue

Portland, OR 97239

Contact: Kelly Hartle, Contract Coordinator

Phone: 503-494-1501

Fax: 503-494-6937

E-mail: hartlek@ohsu.edu

RFP Timetable

Activity	date	time

Issue Proposal	February 9, 2006
Daily Journal of Commerce Advertisement	February 9-15, 2006
Deadline for Vendor Questions and Requests for Clarification	February 17, 2006	4:00 PM PT
Pre Proposal Conference	February 21, 2006
Vendor Proposals Due	February 28, 2006	4:00 PM PT
Bid Opening	March 1, 2006	9:00 AM PT
OHSU Review and Evaluation of Proposals Received	March 1-9, 2006
OHSU Internal Evaluation Committee Meeting	March , 2006 (Exact date to be determined.)
Finalist Interviews	March 16, 2006
Notification of Apparent Winner (contingent upon timely contract execution).	March 17, 2006
Estimated Contract Execution Date	March 27, 2006

RFP Attachment List

ü Attachment A, Respondent Worksheet

ü Attachment B, Respondent Reference Worksheet

ü Attachment C, Signature of Respondent’s Duly Authorized Representative

ü Attachment D, Professional Service Contract Form

ü Attachment E, Tram Equipment Specifications, Vicinity Map, and General Plans

ü Attachment F, Cost Proposal Format

ü Attachment G, Maintenance Schedule

ü Attachment G-2, Portland Aerial Tram Operations Plan

Additional Resources

In addition to the specifications and general plans attached hereto as Attachment E, Proposers may review complete construction documents at the Portland Office of Transportation, 1120 SW 5^th Avenue, Room 800, Portland, OR 97204. To arrange for a specific time and room to review these documents contact the City Project Manager:

Art Pearce

(503) 823-7791

email: Art.Pearce@pdxtrans.org

A. OHSU BACKGROUND-GENERAL

Through its dynamic interdisciplinary environment, Oregon Health and Science University (OHSU) stimulates the spirit of inquiry, initiative, and cooperation among students, faculty and staff. Setting the example for integrity, compassion and leadership, OHSU strives to:

Educate tomorrow's health professionals, scientists, engineers and managers in top-tier programs that prepare them for a lifetime of learning, leadership and contribution.
Explore new basic, clinical and applied research frontiers in health and biomedical sciences, environmental and biomedical engineering and information sciences and translate these discoveries, wherever possible, into applications in the health and commercial sectors.

§ Deliver excellence in health care, emphasizing the creation and implementation of new knowledge and cutting-edge technologies.

Lead and advocate for programs that improve health for all Oregonians, and extend OHSU's education, research and health care missions through community service, partnerships and outreach.

OHSU is the largest research institution in Oregon. Approximately 2,511 medical, dental, nursing, science and engineering, allied health students and trainees are enrolled at OHSU. OHSU employs approximately 11,500 people, making it the largest employer in Portland and the fourth largest in Oregon. OHSU traces its origins to the formation in 1887 of the University of Oregon Medical School, one of the oldest medical schools west of the Mississippi River. OHSU was established as a freestanding academic health sciences university in 1974 when the Oregon Legislature mandated the combination of the University of Oregon Medical School, University of Oregon School of Dentistry, and University of Oregon School of Nursing. When it was established, OHSU also included OHSU Hospital, Doernbecher Children’s Hospital, and the Child Development and Rehabilitation Center. At that time, OHSU was one of eight units within the Oregon University System and was governed by the Oregon State Board of Higher Education. Since 1974, OHSU has grown to include several research institutes, several smaller research and clinical centers, a number of allied health training programs, and a series of multi-disciplinary units.

In 1995, OHSU became an independent public corporation, and its governance became vested in the OHSU Board of Directors. Despite the restructuring, several important ties to the State remain. The OHSU Board is appointed by the Governor and confirmed by the Senate. In addition, that portion of the OHSU budget that comes from the state general fund ($46 million in 2005) appropriation must be submitted to the Legislature through a budget request to the State Department of Administrative Services, which is the same process as with public agency requests.

All major academic policies and program changes at OHSU are coordinated with the Board of Higher Education in order to prevent inadvertent duplication of programs and to ensure the continuity of existing integrated programs. Although OHSU is a governmental entity, it is not considered a unit of local or municipal government or a state agency for purposes of state statutes or constitutional provisions. For bond issuance purposes, however, OHSU is treated as a political subdivision of the state.

OHSU’s 116-acre main campus, the Marquam Hill campus, is located immediately south of downtown Portland. Approximately 31 acres of the campus currently are developed including two owned buildings and 25 leased buildings, comprising approximately three million gross square feet of space, as well as six on-campus parking structures.

OHSU’s 263-acre West Campus in Hillsboro includes the OGI School of Science & Engineering, the Oregon Primate Research Center, the Neurological Sciences Institute and the Vaccine and Gene Therapy Institute. The acreage affords OHSU the opportunity to expand its services and research in order to serve Oregon’s developing bioscience industry. In 2002, OHSU, in collaboration with several other entities, purchased approximately eight acres along the Willamette River in Portland to be OHSU’s next area of growth. Construction of a 400,000 square foot facility is underway on the first portion of the South Waterfront Campus to house physician practices, outpatient surgery, a wellness center, research labs, and educational space. A streetcar service the area as well as an aerial tram that will transport passenger to and from the top of Marquam Hill (“Tram”). In 2004 the Schnitzer family donated a 20-acre parcel of riverside property that will allow OHSU to build a future educational campus just north of the South Waterfront Campus. Planning for the OHSU Schnitzer Campus is underway.

A 10-member Board of Directors nominated by the Governor and confirmed by the Oregon Senate governs OHSU. The President of OHSU serves as an ex officio voting member, and the nine members appointed by the Governor must include one non-student member of the Board of Higher Education; seven individuals who have experience in areas related to OHSU’s missions or that are important to the success of OHSU; and one OHSU student. Except for the President, the term of each non-student members is four years and the term of each student member is two years. Each member is eligible for reappointment for one additional term.

OHSU ended its June 30, 2005 fiscal year with a strong financial performance due in part to the solid operating performance by the hospitals and clinics which produced a 6% bottom line, as well as significantly improved operating performance for the university. OHSU’s consolidated revenues were $1.2 billion with consolidated net income before capital contributions at $135.7 million versus $79.4 million for fiscal year 2004. OHSU receives approximately 3% of its overall funding from the state. OHSU’s credit rating is BBB+.

B. TRAM BACKGROUND - GENERAL

The City of Portland Office of Transportation (PDOT) is the steward of the City’s transportation system, and a community partner in shaping a livable city. PDOT plans, builds, manages, maintains and advocates for an effective and safe transportation system that provides access and mobility. Through a partnership with the Portland Development Commission, Oregon Health and Science University (OHSU) and South Waterfront property owners, PDOT is constructing an aerial tramway to connect the South Waterfront to the OHSU campus on Marquam Hill.

In June 2002 PDOT completed an analysis of various alternatives to provide a transportation connection between the South Waterfront and OHSU’s Marquam Hill campus. Based on this analysis and the necessity of providing a quick and highly reliable connection, the City Council approved the construction of an aerial tramway. The tramway is an essential element allowing for the expansion of OHSU in South Waterfront as envisioned in the South Waterfront Development Agreement.

The tramway will have a base station in SW Gibbs Street between SW Moody and Bond Avenues and an upper station directly east of the new Patient Care Facility under construction on Marquam Hill. The tramway spans a distance of 3,400 feet within the public rights of way of SW Gibbs Street. Incorporating an 185 foot tall line tower immediately east of SW Macadam Avenue the tramway has a total elevation gain of 498 feet.

The tramway is designed as a bi-cable aerial tram operating in “jig back” mode. There are two passenger cabins with a capacity of seventy-eight passengers plus one cabin attendant. Top speed for the tramway is approximately 22 miles per hour with a travel time of 2 minutes 45 seconds. Optimum capacity is 720 passengers/hour with a maximum capacity of 920 passengers/hour in each direction. Detailed specifications for the tramway may be found in the attached Exhibit ‘E’ to this Request for Proposals.

Public operation of the tramway is scheduled to commence November 17, 2006.

The City of Portland is the Authority Having Jurisdiction for the tramway as described in ANSI B77.1 American National Standard for Passenger Ropeways Safety Requirements.

C. OHSU & PDOT –RELATIONSHIP BETWEEN THE PARTIES

Pursuant to a Memorandum of Understanding between OHSU and PDOT, OHSU and PDOT have agreed that they will work together collaboratively on tram operations. OHSU will serve as the lead agency in issuing a Request for Proposals for a Tram Operator, selecting a Tram Operator, negotiating a contract with the Tram Operator, and supervising the Tram Operator’s performance, all with the input and concurrence of PDOT. OHSU and the Portland City Council will formalize this relationship in an Intergovernmental Agreement that is currently being negotiated and is subject to approval. References to OHSU herein refer to OHSU acting as the lead agency. OHSU’s authority to negotiate and/or contract for Tram Operations is subject to the Intergovernmental Agreement referred to above.

D. PROPOSAL INFORMATION & SCOPE OF WORK

Scope of Work

OHSU is seeking proposals from qualified firms with demonstrated experience in aerial passenger ropeway operations. OHSU proposes to engage a firm to manage, operate and maintain the Portland Aerial Tram, hereinafter referred to as “Operator.” Proposers are encouraged to submit individual proposals, and/or to partner with another firm.

OHSU anticipates having the successful Proposer begin work on pre-operational services on or about May 1, 2006, through the start up of tramway operations open to the public on November 17, 2006. While OHSU anticipates a five-year initial contract term, the actual term of the contract will be subject to negotiations. Operators should indicate in their proposals whether a five-year initial contract is acceptable, or, if not, propose alternative arrangements.

OHSU will provide an automated ticket machine that will dispense tram tickets to passengers at the tram sites. Revenue for tickets shall belong to OHSU and will be applied to defray the total cost of tram operations pursuant to the OHSU/PDOT Intergovernmental Agreement referenced herein. Operator will be responsible for routine maintenance and operation of the Tram ticket machines.

E. OPERATOR WORK REQUIREMENTS. Operator will comply with all federal, state, and local laws, codes, regulations, and ordinances applicable to the services detailed below. PDOT will be responsible for annual general inspections and Operator agrees to cooperate fully.

PRE-OPERATIONAL SERVICES

Operator will develop, for approval by OHSU, a written “Standard Operating Procedure Manual” compliant with ANSI B77.1 American National Standards for Passenger Ropeways – Safety Requirements and the manufacturer’s requirements for inspections and maintenance. Procedures must include standards for scheduled periodic maintenance and inspections, unscheduled maintenance and repairs, maintenance of records, general cleanliness of facilities and equipment, standards of service, protocols for emergency shutdown of the tram due to adverse weather conditions or equipment malfunction, emergency procedures and such other information necessary to ensure safe, high quality and consistent operations.
Operator will develop for approval by OHSU a Customer Service Manual and Employee Training Program that sets high standards for employee customer service training (including such things as knowledge of OHSU facility locations and information assistance resources), employee conduct and appearance, and employee incentive programs for excellence in customer service. At a minimum, the Employee Training Program shall include the following: Specific training for maintenance personnel and mandatory training at least annually of all people involved re safety procedures, customer service, fare policies, fare collection procedures, security procedures, disaster and OHSU emergency procedures, CPR, etc.
Operator will have key personnel on-site during final installation of the tramway equipment by the manufacturer, and provide expert consulting services throughout the remainder of the construction project as required by OHSU.
Operator will recruit, hire, train and supervise all employees for start-up of operations. Training shall include training in high levels of customer service and familiarity with OHSU’s campus and operations. OHSU understands that some training may require travel to the manufacturer’s facilities in Europe. Operator must obtain OHSU’s written pre-approval for any such training. Operator will participate in the testing and commissioning of the Tram prior to opening the operation to the public.
Operator will develop procedures for unscheduled maintenance and repair.
Operator will provide copies of all manuals, procedural documents, and other relevant documents as they are developed or implemented to the OHSU Project Manager.

OPERATIONAL SERVICES

Operator will provide all labor necessary for operation of the Tram. OHSU reserves the right to reasonably approve personnel and to require the removal of unacceptable personnel.
Operator will provide high level of customer service and employee training, including high level of familiarity with OHSU campus and operations including any emergency and disaster OHSU procedures and protocols relating to the Tram and access to OHSU facilities.
Operator will provide all labor for routine maintenance and inspections (daily, weekly, monthly checks) general annual inspections, rescue and emergency drills at least annually or more often as required by OHSU, PDOT, or other applicable regulatory authority, and performance of load, brake, and other testing as required by the manufacturer’s operating and maintenance manual.
In the event Operator utilizes subcontractors approved by OHSU, Operator will submit to the OHSU Project Manager monthly subcontractor payment and utilization reports by the 15^th of each month.
Operator will exercise backup drive and rescue drive systems as recommended by the manufacturer and required by ANSI B77.1 American National Standards for Passenger Ropeways – Safety Requirements.
Operator will maintain comprehensive records of all maintenance tasks performed, including scheduled inspections and replacements and unscheduled repairs. Records shall be maintained on a daily basis.
Operator will maintain a spare parts inventory and placement of orders for parts, lubricants, cleaning supplies and specialized tools. Operator must ensure that orders are placed in a timely manner to maintain the appropriate level of inventory. Operator will inform OHSU of recommended changes to the spare parts inventory based on operating experience. Any changes will be agreed to in writing via Email by the OHSU Project Manager or designee.
Operator will recruit, hire, train and supervise all employees during and after initial startup of operations. The Operator shall have key personnel on-site during final installation, testing and commissioning of the tramway equipment on or about August 15, 2006 through November 17, 2006 when public operations commence.
Operator will issue employees and agents photo identification badges and require that such employees and agents display them while engaged in Tram operations.
Operator will provide routine cleaning of passenger cabins, loading platforms and on-site tramway equipment spaces.
Operator will provide all non-specialized hand tools for employees.
Operator will provide all normal business related functions and equipment including:

Computer with internet connection
Fax
Timekeeping and related supplies for employee administration
Employee uniforms and cleaning
Routine office supplies and postage necessary for operations
Radio and/or cellular communications
Vehicles required for operations
Office furniture and file cabinets as required for operations
Any necessary accounting for tickets/ticket revenue.

Operator will maintain an on-line customer service system, and potentially an on-site electronic reader board, providing information to the public on days and hours of operations, fare structure and other inquires of a general nature.
Operator will provide routine on-site maintenance for one or two automated ticketing machines to be supplied by OHSU.
Operator will provide major maintenance activities (haul rope shortening, rope replacement, carriage rebuilding, cabin refurbishment, etc) through separately negotiated amendments to the agreement. Operator will schedule major maintenance tasks to be performed in conjunction with holiday weekends to the maximum extent possible. In the final contract, OHSU will reserve the right to independently bid this work should the parties not agree upon a mutually acceptable amendment on any given occasion.
Operator will monitor local weather conditions including wind, icing and lightning, and develop and initiate protocols for reduction or shutdown of operations in adverse weather conditions.

15. Hours of Operation. Preliminary expectations for tram operations are listed below:

§ Weekday on-time start up of public operation at 6:00 a.m. and continuous operation through 10:00 p.m;

§ Saturday on-time start up of public operation at 9:00 a.m. and continuous operation through 5:00 p.m;

§ No Sunday or Holiday service. Holidays include New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Thanksgiving Friday and Christmas Day. (If a holiday falls on a weekend day, there shall be no service on that day, nor the alternative holiday when OHSU administrative offices are officially closed.)

Operational hours listed above are preliminary estimates and may be enhanced or changed, however, Proposers may

assume that the above hours are correct for purposes of submitting proposals and costs.

OHSU Passes, Automated Ticket Machines. Persons with current OHSU identification badges or tram passes will

not be required to pay any additional fare to use the tram.

Operator shall ensure consistency with Portland Aerial Tram Operations Plan (“Plan”) dated May 2003, attached to the Development Agreement as Exhibit G-2 (except as provided otherwise in this RFP). In the event conflict exists between this RFP document and Exhibit G-2, this RFP shall govern.
Operator agrees to operate the Tram in coordination with other mass transit systems, including, but not limited to TriMet, City of Portland and OHSU systems.

PUBLIC SAFETY – GENERAL.

Public safety in the operation and maintenance of the Tram is of paramount importance. In addition to the periodic inspections required by the manufacturer, the Operator will be responsible for securing tramway facilities following each day of operation. Specific security features are still in the design phase, however, this work is expected to involve the conduct of procedures to ensure that no one is in unauthorized areas, the setting of alarms, and the placing and locking of physical security barriers. The Operator, for purposes of this Request for Proposals, is not required to maintain an on-site twenty-four hour presence. However, Proposers may, and are encouraged, to propose providing such services either directly or via subcontractors, as an addition to their base proposal. Operator and/or its agents shall coordinate public safety procedures and operations in coordination with OHSU’s Public Safety Department.

Public safety will also require limiting access to work sites and facilities during major maintenance activities. Some maintenance work such as rope replacement will require coordination with the Oregon Department of Transportation (ODOT) to the degree the work may affect ODOT owned facilities. Operator will have standard procedures for limiting access during such times.

INSURANCE.

Insurance will be required as outlined in Attachment D, Professional Service Contract Form. This is a preliminary estimate, however, and OHSU reserves the right to modify its requirements. For the purposes of your response, please use the figures as outlined therein.

F. OHSU RESPONSIBILITIES.

OHSU will assign a Project Manager to oversee the successful Proposer’s work and provide support as needed. OHSU and/or PDOT (pursuant to the previously mentioned Intergovernmental Agreement) will provide the following in support of the Operator:

§ Utilities including power, water, sewer, garbage service, telephone and DSL internet connections;

§ On-hand, spare parts inventory and specialty tools sufficient to support daily operations and maintenance; (Note: Operator is responsible for ensuring an adequate spare parts inventory, placing orders, etc. OHSU will reimburse Operator for parts.);

§ Supply manufacturer specified lubricants, cleaning supplies, etc. (Note: As above, Operator is responsible for ensuring an adequate inventory of lubricants, cleaning supplies, etc. OHSU will reimburse Operator for lubricants, cleaning supplies, etc.);

§ At least one annual general inspection by a qualified aerial passenger ropeway engineer including dynamic testing as recommended by the manufacturer;

§ Off-site storage for major replacement and/or components (carriage, saddle liners, etc.);

§ Transport to tramway site of components stored off-site;

§ Backup shuttle bus service between the tram terminals when scheduled maintenance closures occur;

§ Additional fuel to sustain tram operations in the event of a prolonged main drive shutdown period. OHSU will pay for and cause additional fuel to be delivered to the tramway to sustain operations.

G. PRE-PROPOSAL CONFERENCE & REQUESTS FOR CLARIFICATION.

1. There will be a pre-proposal conference and site visit scheduled for February 21, 2006, at OHSU, Baird Hall 2018, from 12-4:00 PM PT. This is a mandatory in-person meeting. Proposers must send a representative from their firm in-person to this meeting to be considered.

2. Any firm considering submitting a Proposal that has questions or wishes clarification on any point in the RFP document (or process) may submit them in writing via email to the Issuing Office no later than February 17, 2006,

4:00 PM PT. Requests for Clarification will clearly indicate that they pertain to pre-proposal questions for

RFP-2006-0024. OHSU will respond to requests for clarification in writing via email to all parties who have received a copy of the RFP, unless they have advised the Issuing Office they will not be responding to the RFP. OHSU will not be responsible for any other explanations or interpretations of the RFP documents. In case of any doubt or difference of opinion as to the true intent of the RFP, and in case of any dispute between the parties regarding the contract to be entered into hereunder, the decision of the Issuing Office will be final and binding.

H. PROPOSAL CONTENT

The Respondent shall format their Proposal by assembling information into a notebook utilizing a tab system that is organized as follows:

1. Letter of Transmittal.

2. Table of Contents.

3. Proposal Summary and Presentation. This should include a narrative description of your firm’s ability to provide the services outlined herein. The experience and qualifications of key personnel are critical to the safe and successful operation of the tramway. It is anticipated that daily operation of the tramway will require the on-site presence of some combination of the following personnel: tram manager, tram operator(s), mechanic(s) and two cabin attendants.

4. Proposals must be clear, succinct and not exceed 35 pages, excluding Attachment materials. Proposers who submit more than the pages indicated may not have the additional pages considered.

5. Respondent’s Qualifications & Minimum Requirements. Respondent’s qualifications should include the following:

a) A description of your organization and its relative qualifications and experience to provide the services outlined herein, including a description of the project team be assigned to this OHSU project and their qualifications for such involvement.

b) The proposed Principal-in-Charge and Tram Manager must have substantial experience in the operation of aerial passenger ropeways. This is a pass/fail evaluation criteria; your response must explicitly address these items and provide resumes for staff proposed for these two positions. Failure to provide such information will be grounds for finding the Proposer non-responsive and the entire proposal will be disqualified.

c) Three references with similar clients utilizing Attachment B, Respondent Reference Worksheet.

6. Respondent’s Capabilities:

a) Describe your firm’s approach to providing pre-operational services including your staffing plan.

b) Describe your firm’s efforts and successes in recruiting women and minority candidates.

c) Describe your organizational approach to tramway operations and maintenance including your staffing plan, general job descriptions and hierarchy of personnel sufficient to meet the operating requirements outlined in this Request for Proposals.

d) Daily on-time start-up of operations is critical to the business activities of OHSU. Describe your management approach to insuring the highest possible rate of on-time start-up.

e) Describe the educational background, training, directly related work experience, and demonstrated performance record of the proposed Principal-in-Charge. Address how this person meets the minimum requirements stated above. The “Principal-in-Charge” is the person within the firm or team with overall management responsibility, accountability and contract authority. This person may or may not be located on-site. Describe the anticipated involvement of this person in management of the operations and maintenance of the tramway. A resume for this person shall be provided with your proposal response.

f) It is anticipated that the Operator will have a Tram Manager with overall on-site responsibility for daily operations and maintenance. Describe the educational background, training, passenger ropeway operations and maintenance experience, safety record and any unique qualifications this person possesses relevant to passenger ropeway operations. Address how this person meets the minimum requirements stated herein. A resume for this person shall be provided with your proposal response. *OHSU reserves the right to reasonably approve personnel and to require their removal, when necessary.

g) Describe your firm’s customer service philosophy.

h) Provide the following company statements: Mission, Vision, Values and Business Ethics.

i) Describe the methods you employ to ensure that you have appropriate knowledge of your customer’s business requirements.

j) How do you ensure successful partnerships with clients?

k) How specifically will your team interact with OHSU staff?

l) Describe your firm’s relevant experience.

m) Describe your capacity and flexibility or plan to provide the minimum required on-site labor for operation of the tramway on a daily basis.

n) Describe your firm’s safety record for both employees and passengers (going back five years) as it relates to the operation of aerial passenger ropeways.

o) Provide a detailed explanation of any general liability claims occurring as a result of tram or passenger lift operations (going back five years) for your firm.

p) Describe your internal procedures and/or policies associated or related to work quality and cost control.

q) Provide a copy of your financial statements for the years 2003, 2004, and the year to date 2005. The term “financial statements” is defined as follows:

§ Annual reports, and Standard & Poor’s or Moody’s credit ratings, if your firm is a publicly traded company.

§ Audited financial statements, if your firm is not a publicly traded company.

7. Value Added Information. Proposers are invited to comment on the Tram in general and to acknowledge your review of certain elements, particularly Section E, Operator Work Requirements. Please comment on your past operation of a similar tram that might be helpful to OHSU, or provide thoughts on this particular design, etc.

8. Proposed Cost.

a) Pre-Operational: Submit a proposal and detailed budget for all pre-operational services. This portion may be a fixed or flat price proposal.

b) Operational: Submit a proposal and budget for operations that encompasses the first three years of proposed operations. Propose all costs (principally labor) on a reimbursed basis solely on actual costs of wages and fringe, with no markup. Additionally set forth profit, overhead and costs of the principal-in-charge separately at a fixed rate, not as a percentage of operations.

*The proposed cost must be provided separately for pre-operational services and operational services. Pre-operational and operational costs include those services stated in Section E, Operator Work Requirements, but does not include the cost of spare parts, lubricants, and cleaning supplies.

*Include a line item for cost of liability insurance and identify what your deductible or self insured retention is.

c) Proposal Cost Format: Proposed cost must be submitted on Attachment F, Proposal Cost Format. OHSU has estimated the costs for consumables and major maintenance on this form. These estimates will be included as part of the total proposed cost. These costs may be adjusted annually if found to be necessary, and upon mutual written agreement of the parties. Failure to comply with this specific instruction may be grounds for finding the Proposer non-responsive and the entire proposal may be disqualified.

d) Extra Options: Current operating expectations (which as noted are subject to change) provide that the tram is not required to be in operation on Sundays, national holidays or after 5:00 p.m. on Saturdays. This may present an opportunity for the Operator to choose to operate additional hours or days. Such operations might include special purpose charters. Please provide any ideas you may have regarding extra hours of operation beyond these required in this RFP. This should include a preliminary operating and fare scenario together with a suggested revenue split between the Operator and OHSU to assist in recovering cost from required operations and compensate OHSU for additional “wear and tear” on the facility as a result of these operations.

9. Minority, Women, and Emerging Small Businesses (MWESB): OHSU encourages economic opportunities for MWESB. Firms that meet this criteria will provide appropriate certification or verification with their Proposal.

10. Non Discrimination Verification: OHSU will not knowingly contract with or procure goods or services with any organization, business entity, or individual that discriminates on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. Respondents will certify, as part of their Proposal, that Respondent does not discriminate.

I. EVALUATION

Step 1: Evaluation Criteria

Evaluation committee members will score Respondent Proposals based on the criteria outlined below. Based on scores, OHSU may select an undetermined number of firms for oral interview. Alternatively, if a clear winner is apparent, interviews may not be necessary.

During the evaluation process, OHSU has the right to require any clarification or change its needs in order to understand the Proposer’s view and approach to the project and scope of work.

The evaluation of Proposer’s costs will be performed objectively using the following formula and as shown in the example. The costs will take into account that the level of services provided for in the proposal, stated in E. Operator Work Requirements and identified in the Proposed Costs, are comparable. The evaluation will be factored by awarding the total number of points to the lowest Proposer and the total number of points times lowest Proposer’s cost divided by other Proposers’ costs.

Estimated Cost Range	Percentage	Points Assignment

(This space intentionally left blank.)

Criteria	Points Possible

Minimum Requirements	Pass/Fail

Proposer’s relevant experience, ability to perform, and safety record concerning the services outlined in the Scope of Work herein	30

Project team	20

Customer Service Philosophy	15

Proposed Cost	30

Extra Operations & Value Added Comments	5

Extra points if Certified MWESB	5

Total Possible	105

Step 2: Optional Interview

In the event of an oral interview (solely at OHSU’s discretion) participants will be allotted time to make a presentation and will be asked questions related to evaluation criteria as outlined Step 1. The length of interview, as well as time allotted for presentation, will be determined at the time interviews are scheduled.

For those interviewed OHSU may call for work samples, report samples or related documentation. Advance notice will be given.

If oral interviews are held, the initial scoring will be considered preliminary. Final scores, based on the same evaluation criteria, will be determined following the interviews.

J. SUBMISSION REQUIREMENTS

1. Interested Respondents will submit seven (7) copies of each proposal, one copy of which will contain an original signature by an authorized representative of the organization. The proposal copy with the original signature should be clearly marked as such on the outside of the notebook. Respondents will also submit an electronic copy of their proposal. Proposals will be submitted in writing and must be enclosed in a sealed envelope or container plainly marked “Proposal for Management, Operation and Maintenance of the Portland Aerial Tram, OHSU RFP-2006-0024” and mailed or delivered to the Issuing Office (Kelly Hartle, Contracts Coordinator, Oregon Health and Science University, Logistics Warehouse, MC-104, 3930 SW Macadam Avenue, Portland, Oregon 97239). Respondents will be responsible for actual delivery of proposals during business hours to the Issuing Office. It will not be sufficient to show that a proposal was mailed in time to be received before the schedule closing time for receipt of proposals. OHSU will not accept responses that are not prepaid or have postage due. OHSU will not accept proposal facsimiles.

2. Response Date

Proposals must be received no later than February 28, 2006, 4:00 PM PT at the issuing office (Kelly Hartle, Contracts Coordinator, Oregon Health and Science University, Logistics Warehouse MC-104, Portland, Oregon 97239). A Postmark prior to the response date and time will not be considered meeting the deadline. The proposals will be publicly opened and identified the following business day; however, the proposals will not be read in their entirety nor be open to inspection at that time. Any proposals received after that time will not be considered and will be returned unopened. Proposals that are shipped via Federal Express, UPS, DHL, etc., and received at OHSU’s Dock M by the closing time will be considered.

OHSU may, at its discretion, make exception to the delivery response date and time if a Proposal is late due to acts of God, terrorism, war, strike, or other such delay, that is beyond a Respondent’s reasonable control.

3. Ownership

Ownership of all data, material, and documentation originated and prepared for OHSU pursuant to this proposal will belong exclusively to OHSU.

4. Issuing Office

The OHSU Contracts Office is the Issuing Office. It is the sole point of contact for OHSU during the RFP selection process. All correspondence and inquiries pertaining to this proposal will be directed to the Issuing Office contact person as indicated below. Email is the preferred method of communication. (This clause excludes the “Additional Resources” section on Page 2 of this RFP.)

Contact:

Mailing/Street Address:

Kelly Hartle

Contracts Coordinator

Contracting & Purchasing Services

(503) 494-1501

(503) 494-6937 Facsimile

Oregon Health and Science University

Logistics Warehouse, MC 104

3930 S.W. Macadam Avenue

Portland, Oregon 97239

5. Revisions

In the event it becomes necessary to revise any part of this RFP, addenda and/or clarification will be provided to all Respondents who received the initial proposal, unless they have advised the Issuing Office they will not be responding to the RFP. This includes OHSU’s prerogative to amend the response date.

6. Clarification

Any firm considering submitting a Proposal that has questions or wishes clarification on any point in the RFP document (or process) may submit them in writing via email to the Issuing Office no later than February 17, 2006,

4:00 PM PT. Requests for Clarification will clearly indicate that they pertain to pre-proposal questions for

RFP-2006-0024. OHSU will respond to all requests for clarification in writing via email to all parties who have received a copy of the RFP, unless they have advised the Issuing Office they will not be responding to the RFP. OHSU will not be responsible for any other explanations or interpretations of the RFP document or OHSU response to Q&A. In case of any doubt or difference of opinion as to the true intent of the RFP, and in case of any dispute between the parties regarding the contract to be entered into hereunder, the decision of the Issuing Office shall be final and binding.

7. Modifications

Modifications or corrections of a previously submitted Proposal are to be addressed in the same manner as the original Proposal and will be considered by OHSU if received prior to the scheduled closing time for receipt of Proposals. Oral or telephone modifications or corrections will not be recognized or considered.

8. Withdrawals

Proposals may be withdrawn at any time prior to the scheduled closing time for the receipt of proposals. This can be accomplished by written notification on company letterhead signed by an authorized representative or in person upon presentation of appropriate identification. Written requests must be clearly marked “Proposal Withdrawal.”

K. AWARD

In awarding the contract, OHSU will use the evaluation criteria and proposal specifications described herein. The inability of any Respondent to meet the requirements stated in this RFP may be cause for rejection of the proposal. OHSU reserves the right not to make any award to this RFP if it determines it is in its best interest not to do so.

L. CONFIDENTIAL OR TRADE SECRET INFORMATION

1. Respondents are advised that most documents in the possession of OHSU are considered public records and subject to disclosure under the State Public Records Law (ORS 192.410 & 192.505). An exemption from disclosure is provided for trade secrets. A trade secret is information:

1. Which is not patented;

2. Known only to a limited number of individuals within a commercial concern who have made efforts to maintain the secrecy of the information;

3. Which derives actual or potential economic value from not being disclosed to other persons; and

4. Which gives its users the chance to obtain a business advantage over competitors not having the information. See ORS 192.501(2) and ORS 96-0166.461-96-0166.475.

If any part of a proposal is considered a trade secret, the Respondent must clearly designate that portion as confidential in order to protect it from disclosure. Simply marking a section “confidential” will not ensure protection. Respondents must be prepared to advance the reasons why the material is a trade secret. Oregon Health and Science University agrees to maintain information that is a trade secret confidentially to the extent permitted by law. Note: Do not mark your entire proposal “confidential.”

2. In the event a dissatisfied Respondent or other person seeks copies of a Respondent’s trade secret, OHSU will notify

the Respondent of the request.

3. In the event the owner of the trade secret does not want the information disclosed, it must agree to indemnify OHSU

and hold OHSU harmless against all actions or court proceedings that may ensue, (including attorneys’ fees) which

seek to order OHSU to disclose the information.

M. REJECTION CLAUSE

OHSU may reject any Proposal not in compliance with all prescribed procurement procedures and requirements, and may reject for good cause any or all proposals upon a finding of the OHSU it is in its best interest to do so, including negative results from reference checks. Rejection of a Proposal may occur at any time in the process.

N. COMPLETENESS

Proposals must include all information required herein to be evaluated and considered for an award. Failure to do so may be deemed sufficient cause for disqualification.

O. ELIGIBLE PROPOSALS

All proposals will be reviewed for completeness by the Evaluation Committee to determine those that are eligible. “Eligible” is defined as a proposal that meets the requirements specified in this RFP.

P. EVALUATION COMMITTEE

The Evaluation Committee is composed of representatives from OHSU departments, PDOT and Portland Arial Tram, Inc.

Q. METHOD OF AWARD

The Respondent will be selected on the basis of the most competitive offer based on the criteria outlined in Section I., “Evaluation.”

R. CONTRACT CONDITIONS

1. Registered with Oregon

The successful Respondent must be registered to do business in the State of Oregon.

2. Contracting Parties

The contract for these goods and services will be between the Oregon Health and Science University, an Oregon statutory public corporation, and the Respondent.

3. Standard Contract

The contract resulting from this Proposal will be on the standard OHSU Professional Services Contract form which is incorporated herein as Attachment D. The successful Respondent’s proposal will become part of the agreement as an attachment. OHSU reserves the right to modify the sample contract in any way to meet the requirements of this project.

4. Execution

The successful Respondent will enter into a written contract prepared by OHSU within a reasonable time period upon notification of provisional award. If at any time OHSU concludes in its sole discretion that a contract cannot be executed with the awarded Respondent in a timely manner, the remaining proposals will be considered and an award may be made from those Respondents if it is in the best interest of OHSU.

5. Protests of Contract Award

Any person who has submitted a proposal may protest the award of contract(s). The following process for protesting the award must be followed:

a) Filing: All protests must be filed within three (3) calendar days of the date of the announcement of provisional awards. The protests must be filed with Kelly Hartle, Contracts Coordinator, Oregon Health & Science University, Logistics Warehouse - MC104, Portland, OR 97239, by 4:00 PM PT on the third day.

b) Statement of Protest: All protests must state the basis for the protest in clear terms and provide an alternate the protestor finds acceptable. The basis must be a violation of State or Federal procurement law, rule or regulation that is applicable to this procurement.

c) Review by Contracts Officer: The OHSU Contracts Officer will review the protest for meeting the conditions of this section. Protests which are accepted will then be considered on the basis of merit. During the review or reconsideration, the protester may be asked to clarify or amplify statements or to provide proof of claims or other statements. Any such request must be fully responded to by the protester within three business days of the request. In the event a protester fails to respond, the protest will be dismissed and no further protest will be accepted.

d) Response to Protest: After consideration of the protest, the OHSU Contracts Officer will provide the protester with a written response which is intended as a complete answer to the protest. OHSU will not amend the RFP during the protest process. OHSU will issue a written ruling on the lawfulness of the award. OHSU reserves the right to reject any and all proposals.

e) Public Information: All protests are public information and copies may be requested by any person.

6. Proposal Bond

The Respondent will not be required to provide a Proposal Bond.

7. Performance Bond

The Respondent may be required to provide a Performance Bond.

8. Recyclable Products

The Respondent shall use recyclable products to the maximum extent economically feasible in its Proposal response documents and in the performance of the contract work set out in this RFP.

9. Contract Exceptions

If a Respondent has objections to any of the terms and conditions incorporated herein as Attachment D, Respondent will submit a red-lined copy of Attachment D with their proposal. Respondents are asked to keep such proposed revisions to a minimum. If a contract cannot be executed with the awarded Respondent in a reasonable time-frame, the remaining proposals will be considered and an award may be made from those Respondents if it is in the best interest of OHSU.

Failure to submit a red-lined OHSU contract template with Respondent’s proposal will be considered acceptance of OHSU’s contract terms and conditions in full, and further negotiations will not be considered. (End RFP)

(End RFP)

Attachment A, Respondent Worksheet

Representative Location:

Name of Representative:

Address of Representative:

City: State: Zip:

Phone: FAX:

E‑mail:

Manager Phone Numbers

Manager #1

Name: Phone:

Manager #2