Bid No. 267023 Algae Identification and Enumeration

Bid No. 267023 Algae Identification and Enumeration x CITY OF SALEM, OREGON CONTRACTS & PROCUREMENT FOR THE DEPARTMENT OF PUBLIC WORKS OPERATIONS ALGAE IDENTIFICATION AND ENUMERATION BID NO. 267023 CLOSING DATE: APRIL 22, 2026 CLOSING TIME: 11:00 a.m. (LOCAL TIME) Invitation to Bid Page 1 CITY OF SALEM, OREGON CONTRACTS & PROCUREMENT INVITATION TO BID ALGAE IDENTIFICATION AND ENUMERATION The Contracts and Procurement Manager of the City of Salem will receive bids electronically through Equity Hub’s Bid Locker , until, but not after 11:00 a.m., (Local Time) APRIL 22, 2026, at which time said bids will be publicly opened and read virtually using Microsoft Teams. The Microsoft Teams call-in information will be posted on OregonBuys at least 3 days prior to bid opening date and time. ***********************************NOTICE************************************** Bidders may obtain these bid documents by registering on the OregonBuys website and downloading them. Bidders shall consult the OregonBuys system regularly until closing date and time to avoid missing any notices. To register on OregonBuys go to https://oregonbuys.gov. The City shall advertise all Addenda on OregonBuys. Prospective Bidders are solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Bid documents will not be mailed to prospective Bidders. ******************************************************************************* Bids must be submitted on the bid forms furnished by the City. Completed bids must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept bids submitted in any other manner. NO LATE BIDS WILL BE ACCEPTED. Your bid must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The City accepts no responsibility for non -receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each bid is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozi lla Firefox. Javascript must be enabled. Browser cookies must be enabled. Need Help with Equity Hub’s Bid Locker ? Please contact Equity Hub at help@equityhub.us or (267) 225 -1407 for technical questions related to your submission. The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker. The City reserves the right to cancel this procurement or reject any or all bids, when the cancellation or rejection is in the best interest of the City. Prices quoted shall be firm offers, irrevocable, valid and binding for a period of thirty (30) calendar days after the closing date. Any question upon this bid must be submitted in writing to the Contracts & Procurement Division, Office of the Contracts and Procurement Manager, by email: sself@cityofsalem.net. They must be received no later than APRIL 15, 2026 at 5:00 PM (local time). Invitation to Bid Page 2 The attention of Bidders is directed to the provisions of Chapter 97, Salem Revised Code, concerning unlawful employment practices. Violation of such provisions shall be grounds for immediate termination of this agreement without recourse by the Successful Bidder. Successful Bidders and subcontractors shall use recyclable products to the maximum extent economically feasible in the performance of the work. The City Council of the City has approved Salem Revised Code (SRC) 2.380(b), which provides for Contractor Disclosure requirements in City contracts. All Bidders submitting a bid in response to this Invitation to Bid are encouraged to review these requirements when preparing their competitive bid. The City is an Equal Employment Opportunity Employer. The City will provide ADA accommodations upon request to the Contracts & Procurement Manager. HUMAN RIGHTS: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964 and other federal non -discrimination laws . The City’s complete Title VI Plan may be viewed at www.cityofsalem.net. Successful Bidder agrees to comply with all applicable requirements of federal, state and local civil rights and rehabilitation statutes, rules and regulations if awarded a n agreement by the City. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the successful Bidder for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful Bidder of the successful Bidder's obligations under this agreement, Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. Inquiries concerning the bid specifications shall be directed to: Lacey Goeres -Priest, Contract Administrator, phone: 503-361-2224 or email: lgoeres@cityofsalem.net The Ci ty Buyer for this bid is Lindsey Bergerson, phone: 503 -588-6093 or email: libergerson@cityofsalem.net Shawna Self, CPPB, Manager Contracts & Procurement BID NO. 267023 CLOSING DATE: APRIL 22, 2026 11:00 a.m. (LOCAL TIME) Instructions/Information for Bidders Page 1 INSTRUCTIONS/INFORMATION FOR BIDDERS 1. FORM OF PROPOSAL: A form for bidding is attached. All bids must be clearly and distinctly typed or written with ink or indelible pencil. All bids shall be on the form furnished by the City, and in addition to necessary unit price items and total prices in the column of totals to make a complete bid, all applicable blanks giving general information must be filled in and the bid signed, in ink, by the Bidder or a duly authorized agent. Any statement accompanying and tending to qualify a bid may cause rej ection of such bid, unless such statement is required in a proposal embracing alternative bids. The City shall not consider, and is not responsible for, bids submitted in any manner other than that required or permitted in the solicitation document. Discrepancies between the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Unless otherwise specified, Bidders shall bid on all bid items included in this solicitation document and the low Bidder shall be determined as noted in the AWARD statement within these Instructions/Information for Bidders. Except as provided herein, bids which are incomplete, or fail to reply to all items required in this solicitation document, will be rejected. 2. RECEIPT OF BID: The Bidder is responsible for ensuring the City receives the bid at the required delivery point prior to the closing date and time, regardless of the method used to submit the bid. 3. LATE BIDS, LATE WITHDRAWALS AND LATE MODIFICATIONS: Bids received after the scheduled closing time for filing bids, as set forth in the Invitation to Bid will be rejected and returned unopened to the Bidder unless such closing time is extended by the City. A Bidder's requests for modification of a bid, or withdrawal of a bid, received after closing is late. The City shall not consider late bids, late requests for modifications or late withdrawals. 4. MODIFICATION OR WITHDRAWAL OF BID: A Bidder may modify their bid, in writing, prior to bid closing. The Bidder shall initial and submit any correction or erasure to its bid prior to the opening, in accordance with the instructions for submitting a bid set forth in this document. 5. REJECTION OF BIDS: The City reserves the right to reject any or all bids in whole or in part or waive irregularities when in the best interest of the City. 6. PRICE DISCREPANCY: In case of discrepancy between unit prices and extensions, the unit prices shall govern. 7. HUMAN RIGHTS: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964 a nd other federal non -discrimination laws. The City’s complete Title VI Plan may be viewed at www.cityofsalem.net. Successful Bidder agrees to comply with all applicable requirements of federal, state and local civil rights and rehabilitation statutes, rules and regulations if awarded an agreement by the City. Instructions/Information for Bidders Page 2 Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the successful Bidder for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful Bidder of the successful Bidder's obligations under this agreement, Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The Bidder agrees that no person shall, on the grounds of race, religion, color, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this contract when employed by Bidder. Bidder agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Bidder agrees not to discriminate against a disadvantaged business enterprise, a minority- owned business, a woman-owned business, a business that a service -disabled veteran owned, or an emerging small business enterprise certified under ORS 200.055 in awarding subcontracts as required by ORS 279A.110. 8. F.O.B. POINT: The bid price shall include delivery, F.O.B. City of Salem destination point. 9. TIME DISCOUNTS: Due to the City's schedule for payment of invoice, discounts allowed for payment in less than thirty (30) calendar days from receipt of material and invoice cannot be considered in the award of the bid. 10. ALTERNATE BIDS: Bids which contain conditions which will alter or modify the bid form, specifications, or other bidding documents shall not be considered as responsive bids and are unacceptable. 11. FACSIMILE BIDS: will not be accepted. 12. FEDERAL EXCISE TAXES: Prices bid shall exclude federal excise taxes from which municipal agencies are exempt. 13. REQUEST FOR CHANGES TO SPECIFICATIONS: Technical questions relating to the requirement of this bid and/or the bid process should be directed in writing to Shawna Self, CPPB, Manager, Contracts and Procurement, email: sself@cityofsalem.net. Any person who contemplates submitting a bid in response to this Invitation to Bid and who finds discrepancies in, or omissions from, or is in doubt as to the true meaning of any part of the bid document must submit to the Contracts and Procurement Manager of the City a written request for a clarification or interpretation thereof no later than APRIL 15, 2026 at 5:00 PM (local time). Any clarification or interpretation of the bid documents will be made only by written notification. The City is not responsible for any explanation, clarification or interpretation given in any manner except by written notification. Any person who contemplates submitting a bid in response to this Invitation to Bid and who wishes to have the City consider a change in any part of the bid document must submit to the Contracts and Procurement Manager of the City a written request for a change or substitution no later than APRIL 15, 2026 at 5:00 PM (local time). The request must include the proposed change and the reason for the change. Changes to this bid document shall only be by written Instructions/Information for Bidders Page 3 addenda. 14. PROTEST OF SOLICITATION DOCUMENT AND THE PROCUREMENT PROCESS : A prospective Bidder may protest the procurement process or the solicitation document for a n agreement. A prospective Bidder must deliver a written protest to the City Manager ’s Office, 555 Liberty Street SE, Room 220, Salem OR 97301, no later than APRIL 15, 2026 at 5:00 PM (local time). In addition to the information required by ORS 279B.405(4), a prospective Bidder's written protest shall include a statement of the desired changes to the procurement process or the solicitation document that the prospective Bidder believes will remedy the conditions upon which the prospective Bidder based its protest. Protests to addenda are described in paragraph 26 of this Instructions/Information for Bidders. The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. A full description of the City's protest policy as presented in the Public Contracting Rules are available at: www.cityofsalem.net, Contracts & Procurement. 15. OBLIGATION TO AWA