5.33.211 Procedures for Competitive Range, Multi-Tiered and Multi-Step Proposals.

City Code Section

(Amended by Ordinances 183445, 185065, 185898 and 189878, effective March 4, 2020.)

  1. A.  Generally. The City may use any combination of the methods of Contractor selection as set forth in ORS 279B.060 and this rule to procure Goods and Services.  In addition to the procedures set forth in Sections 5.33.210 through 5.33.211 for methods of Contractor selection, the City may provide for a multi-tiered, or multi-step selection process that permits award to the highest ranked Proposer at any time or step, calls for the establishment of a Competitive Range or permits either serial or competitive simultaneous discussions with one or more Proposers.  The City may use one or more or any combination of the procedures set forth in this rule for Competitive Range, multi-tiered and multi-step Proposals.
  2. B.  ORS 279B.060(3)(d), (e) and (8) authorize the City to use methods of Contractor selection that include, but are not limited to multi-tiered or multi-step processes that embrace:
    1. 1.  The evaluation of Proposals only, including the evaluations of serial Proposals (a series of more than one Proposal from each Proposer that remains eligible in the competition at the particular tier of the competition;
    2. 2.  The use of Proposals in connection with discussions with Proposers that lead to best and final Offers;
    3. 3.  The use of Proposals in connection with serial negotiations with Proposers that lead to best and final Offers or to the Award of a Contract.
    4. 4.  The use of Proposals in connection with competitive negotiations with Proposers that lead to best and final Offers or to the Award of a Contract; and
    5. 5.  The use of Proposals in multi-tiered competition designed to identify, at each stage of the competition, a class of Proposers that fall within a Competitive Range of Proposers that have a reasonable chance of being determined the most Advantageous Proposer or, in multiple-award situations, a reasonable chance of being determined an awardee of a Public Contract.  Multi-tiered and multistep competitions may use any combination or series of Proposals, discussions, negotiations, demonstrations, offers, or other means of soliciting information from Proposers that bear on the selection of a Contractor or Contractors.  In multi-tiered and multi-step competitions, the City may use these means of soliciting information from prospective Proposers in any sequence or order, as determined in the discretion of the City.
  3. C.  When the City’s Request for Proposals prescribes a multi-tiered or multi-step Contractor selection process, the City nevertheless may, at the completion of any stage in the competition and on determining the Most Advantageous Proposers (or, in multiple-award situations, on determining the awardees of the public Contracts), award a Contract (or Contracts) and conclude the Procurement without proceeding to subsequent stages.  The City also may, at any time, cancel the Procurement pursuant to ORS 279B.100 and this Code.
  4. D.  Exclusion Protest.  The City may provide before the notice of an intent to Award an opportunity for a Proposer to protest exclusion from the Competitive Range or from subsequent phases of multi-tiered or multi-step sealed Proposals as set forth in Section 5.33.720.
  5. E.  Award Protest.  The City shall provide an opportunity to protest its intent to Award a Contract pursuant to ORS 279B.410 and Section 5.33.740.  An Affected Offeror may protest, for any of the bases set forth in Section 5.33.720, its exclusion from the Competitive Range of a multi-tiered or multi-step sealed Proposal process, or may protest an Addendum issued following initial Closing, if the City did not previously provide Proposers the opportunity to protest the exclusion or Addendum.  The failure to protest shall be considered the Proposer’s failure to pursue any administrative remedy made available to the Proposers by the City.
  6. F.  Competitive Range.  When the City’s Solicitation process conducted pursuant to Section 5.33.210 calls for the City to establish a Competitive Range at any stage in the Procurement process, the City may do so as follows:
    1. 1.  Determining Competitive Range.
      1. a.  The City may establish a Competitive Range after evaluating all Responsive Proposals in accordance with the evaluation criteria in the Request for Proposals. After evaluation of all Proposals in accordance with the criteria in the Request for Proposals, the City may determine and rank the Proposers in the Competitive Range. Notwithstanding the foregoing, however, in instances in which the City determines that a single Proposer has a reasonable chance of being determined the most Advantageous Proposer, the City need not determine or rank Proposers in the Competitive Range. In addition, the City may establish a Competitive Range of all Proposers to enter into discussions to correct deficiencies in Proposals.
      2. b.  The City may establish the number of Proposers in the Competitive Range in light of whether the City’s evaluation of Proposals identifies a number of Proposers who have a reasonable chance of being determined the most Advantageous Proposer, or whether the evaluation establishes a natural break in the scores of Proposers that indicates that a particular number of Proposers are closely competitive, or have a reasonable chance of being determined the most Advantageous Proposer.
    2. 2.  Protesting Competitive Range.  The City shall provide Written notice to all Proposers identifying Proposers in the Competitive Range.  The City may provide an opportunity for Proposers excluded from the Competitive Range to protest the City evaluation and determination of the Competitive Range in accordance with Section 5.33.720.
  7. G.  Discussions.
    1. 1.  The City may initiate oral or Written discussions with all “eligible Proposers” on the subject matter within the general scope of the Request for Proposals.
      1. a.  In conducting discussions, the City:
        1. (1)  Shall treat all eligible Proposers fairly and shall not favor any eligible Proposer over another;
        2. (2)  May disclose other eligible Proposers’ Proposals or discussions only in accordance with ORS 279B.060(8)(b) or (c);
        3. (3)  May adjust the evaluation of a Proposal as a result of a discussion under this section discussions. The conditions, terms, or price of the Proposal may be altered or otherwise changed during the course of the discussions provided the changes are within the Scope of the Request for Proposals.
      2. b.  At any time during the time allowed for discussions, the City may:
        1. (1)  Continue discussions with a particular eligible Proposer;
        2. (2)  Terminate discussions with a particular eligible Proposer and continue discussions with other eligible Proposers; or
        3. (3)  Conclude discussions with all remaining eligible Proposers and provide to the then-eligible Proposers, notice pursuant to Subsection 5.33.211 J. requesting best and final Offers.
  8. H.  Negotiations.
    1. 1.  The City may commence serial negotiations with the highest-ranked eligible Proposer or commence simultaneous negotiations with all eligible Proposers:
      1. a.  The City may negotiate:
        1. (1)  The statement of work;
        2. (2)  The Contract Price as it is affected by negotiating the statement of work other terms and conditions authorized for negotiation in the Request for Proposals or Addenda thereto; and
        3. (3)  Any other terms and conditions reasonably related to those authorized for negotiation in the Request for Proposals or Addenda thereto. Proposers shall not submit for negotiation, and the City shall not accept, alternative terms and conditions that are not reasonably related to those authorized for negotiation in the Request for Proposals.
  9. I.  Terminating Negotiations.  At any time during discussions or negotiations that the City conducts under this rule the City may terminate discussions or negotiations with the highest-ranked Proposer, or the eligible Proposer with whom it is currently discussing or negotiating, if the City reasonably believes that:
    1. 1.  The eligible Proposer is not discussing or negotiating in good faith; or
    2. 2.  Further discussions or negotiations with the eligible Proposer will not result in the parties agreeing to the terms and conditions of a final Contract in a timely manner.
    3. 3.  Continuing Serial Negotiations.  If the City is conducting serial negotiations and the City terminates negotiations with an eligible Proposer, the City may then commence negotiations with the next highest scoring eligible Proposer in the Competitive Range, and continue the sequential process described in Subsection 5.33.211 H. until the City has either:
      1. a.  Determined to Award the Contract to the Proposer with whom it is currently discussing or negotiating; or
      2. b.  Decided to cancel the Procurement pursuant to ORS 279B.100.
    4. 4.  Competitive Simultaneous Negotiations.  If the City chooses to conduct Competitive Negotiations, the City may negotiate simultaneously with competing Proposers. The City:
      1. a.  Shall treat all Proposers fairly and shall not favor any Proposer over another;
      2. b.  May disclose other Proposers’ Proposals or the substance of negotiations with other Proposers only if the City notifies all of the Proposers with whom the City will engage in negotiations of the City’s intent to disclose before engaging in negotiations with any Proposer.
    5. 5.  Any oral modification of a Proposal resulting from negotiations under this Section must be reduced to Writing by the Proposer.
  10. J.  Best and Final Offers.  If best and final Offers are required, the City shall establish a common date and time by which eligible Proposers must submit best and final Offers. If the City is dissatisfied with the best and final Offers the City may make a Written determination that it is in the City’s best interest to conduct additional discussions, negotiations or change the City’s requirements and require another submission of best and final Offers.  The City shall inform all eligible Proposers that if they do not submit notice of withdrawal or another best and final Offer, their immediately previous Offer will be construed as their best and final Offers.  The City shall evaluate Offers as modified by the best and final Offer.  The City shall conduct the evaluations as described in Section 5.33.610. The City may not modify evaluation factors or their relative importance after the date and time that best and final Offers are due.
  11. K.  Multi-step Sealed Proposals.  The City may procure Goods and Services by using multi-step Competitive Sealed Proposals pursuant to ORS 279B.060 (8)(b)(g).
  12. The use of multi-step Proposals is a phased process that seeks necessary information, or un-priced technical Proposals, in phase one and in the second phase, invites Proposers who submitted technically qualified Proposals, to submit competitive sealed price Proposals on the technical Proposals.  The City must award the Contract to the Responsible Proposer submitting the most Advantageous Proposal in accordance with the terms of the Solicitation Document applicable to the second phase.
    1. 1.  Public Notice.  Whenever the City uses multi-step sealed Proposals for Contracts over $150,000, the City shall give Public Notice for phase one in accordance with Section 5.33.300.  Public Notice is not required for phase two. However, the City shall give notice of the subsequent phases to all Proposers and inform any Proposers excluded from the subsequent phases of the right, if any, to protest exclusion pursuant to Section 5.33.720.
    2. 2.  Procedure for Phase One of Multi-Step Sealed Proposals.  The City must initiate a multi-step sealed Proposals procurement by issuing a Request for Proposal in the form and manner required for competitive sealed Proposals except as provided by this rule.  In addition to the requirements set forth in Section 5.33.210, the multi-step Request for Proposal must state:
      1. a.  that un-priced technical Proposals are requested;
      2. b.  that the Solicitation is a multi-step sealed Proposal Procurement, and that, in the second phase, priced Proposals will be accepted only from those Proposers whose un-priced technical Proposals are found qualified in phase one;
      3. c.  the criteria for the evaluation of un-priced technical Proposals; and
      4. d.  that the Goods or Services being procured shall be furnished generally in accordance with the Proposer’s technical Proposal as found to be finally qualified and shall meet the requirements of the Request for Proposals.
    3. 3.  Addenda to the Request for Proposals. After receipt of un-priced technical Proposals, Addenda to the Request for Proposal shall be distributed only to Proposers who submitted un-priced technical Proposals.
    4. 4.  Receipt and Handling of Un-priced Technical Proposals. Un-priced technical Proposals need not be opened publicly.
    5. 5.  Evaluation of Un-Priced Technical Proposals.  The un-priced technical Proposals submitted by Proposers shall be evaluated solely in accordance with the criteria set forth in the Request for Proposals.
    6. 6.  Discussion of Un-priced Technical Proposals.  The City may seek clarification of a technical Proposal of any Proposer who submits a qualified, or potentially qualified, technical Proposal. During the course of such discussions, the City shall not disclose any information derived from one un-priced technical Proposal to any other Proposer.
    7. 7.  Methods of Contractor Selection for Phase One.  In conducting phase one, the City may employ any combination of the methods of Contractor selection that call for the establishment of a Competitive Range or include discussions, negotiations or best and final Offers as set forth in this rule Section 5.33.211.
    8. 8.  Procedure for Phase Two.  On the completion of phase one, the City shall invite each qualified Proposer to submit price Proposals.
      1. a.  Phase two shall be conducted as any other competitive sealed Procurement except as set forth in this rule.

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