00002601 QBS-RFP Montgomery Park Transit Project.pdf

QBS-RFP No. 00002601 Page 1 Project BuySpeed Req. #132878 Design VC QBS-RFP (Rev. 10-2025)

RFP NUMBER 00002601

PERSONAL SERVICES

City of Portland, Oregon October 30, 2025

QUALIFICATIONS BASED SELECTION

REQUEST FOR PROPOSALS

for

Montgomery Park Transit Project

PROPOSALS DUE: December 3, 2025, before 4:00 p.m.

SUBMITTAL INFORMATION: Refer to PART II, SECTION B.3 (PROPOSAL SUBMISSION)

Submit the Proposal to:

City’s Online Procurement Center https://procure.portlandoregon.gov

Refer questions to:

Kimberly Whelan Senior Procurement Specialist | Procurement Services | City Operations kimberly.whelan@portlandoregon.gov Phone: (503) 823-8309

A NON-MANDATORY PRE-SUBMITTAL MEETING has been scheduled for November 13, 2025, at 10:00 a.m. via Microsoft Teams. Meeting link is provided in Part II, Section A.

https://procure.portlandoregon.gov/ mailto:kimberly.whelan@portlandoregon.gov

GENERAL INSTRUCTIONS AND CONDITIONS

QBS-RFP No. 00002601 Page 2 Project BuySpeed Req. #132878 Design VC QBS-RFP (Rev. 10-2025)

CORPORATE RESPONSIBILITY – The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses.

The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women. It is the policy of the City that all businesses, including small, minority and women-owned businesses, be given the maximum practicable opportunity to compete for and be awarded contracts.

CITY SUSTAINABILITY OBJECTIVES – The City’s Sustainable City Principles directs City Bureaus to pursue long-term social equity, environmental quality, and economic vitality through innovative and traditional mechanisms. It is the policy of the City of Portland to encourage the use of products or services that help to minimize the human health and environmental impacts of City operations.

A successful Proposer is encouraged to incorporate environmentally preferable products or services into its work performance wherever possible.

"Environmentally preferable" means products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

ENVIRONMENTAL CLAIMS – Upon request, the vendor must provide and make publicly available verifiable evidence supporting every environmental claim made about the products or services provided to the City. Environmental claims for which verifiable evidence must be provided include any claim provided on products, product packaging, product or service sales literature and websites, and information provided to respond to this solicitation.

INVESTIGATION – The Proposer shall make all investigations necessary to be informed regarding the service(s) to be performed under this request for proposal.

SPECIAL CONDITIONS – Where special conditions are written in the Request for Proposal (“QBS-RFP”), these special conditions shall take precedence over any conditions listed under the “General Instructions and Conditions".

CLARIFICATION OF REQUEST FOR PROPOSAL – Proposers who request a clarification of the QBS-RFP requirements must submit questions in writing to the person(s) shown in the REFER QUESTIONS TO section on the cover of this QBS-RFP, or present them verbally at a scheduled pre-submittal meeting, if one has been scheduled. The City must receive written questions no later than the date stated herein. The City will issue a response in the form of an addendum to the QBS-RFP if a substantive clarification is in order.

Oral instructions or information concerning the Request for Proposal given out by City bureaus, employees, or agents to prospective Proposers shall not bind the City.

ADDENDUM – Any change to this QBS-RFP shall be made by written addendum issued no later than 72 hours prior to the proposal due date. The City is not responsible for any explanation, clarification, or approval made or given in any manner except by addendum.

COST OF PROPOSAL – This Request for Proposal does not commit the City to pay any costs incurred by any Proposer in the submission of a proposal, in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the services to be furnished under the Request for Proposal.

CANCELLATION – The City reserves the right to modify, revise, or cancel this QBS-RFP. Receipt and evaluation of proposals or the completion of interviews do not obligate the City to award a contract.

LATE PROPOSALS – Proposals received after the scheduled closing time for filing will be rejected as non-responsive and returned to the Proposer unopened.

REJECTION OF PROPOSALS – The City reserves the right to reject any or all responses to the Request for Proposal if found in the City’s best interest to do

so. In the City’s discretion, litigation between the City and a Proposer may be cause for proposal rejection, regardless of when that litigation comes to the City’s attention and regardless how the Proposer’s proposal may have been scored. Proposals may also be rejected if they use subconsultants who are involved in litigation with the City. Proposers who are concerned about possible rejection on this basis should contact the City before submission of a proposal for a preliminary determination of whether its proposal will be rejected.

CITY OF PORTLAND TAX REGISTRATION NUMBER – Successful Proposer shall obtain a current City of Portland Tax Registration Number prior to initiation of contract and commencement of the work.

WORKERS’ COMPENSATION INSURANCE – Successful Proposer shall be covered by Workers’ Compensation Insurance or shall provide evidence that State law does not require such coverage.

CERTIFICATION AS AN EEO EMPLOYER – Successful Proposers must be certified prior to contract execution, as an Equal Opportunity Employer as prescribed by Portland Public Contracting Rules 5.33.076, and if awarded a contract, must maintain the certification throughout the term of the contract.

EQUAL BENEFITS PROGRAM – Successful Proposers must certify prior to contract execution, that they provide benefits to their employees with domestic partners equivalent to those provided to employees with spouses as prescribed by Chapter 5.33.077 of the Public Contracting Rules of the City of Portland.

LOCAL CONTRACTING – If the final evaluation scores are otherwise equal, the City prefers goods or services that have been manufactured or produced by a Local Business. The City desires to employ local businesses in the purchase, lease, or sale of any personal property, public improvements, or services. The City wants the residents of the State of Oregon and SW Washington to benefit from optimizing local commerce and services, and the local employment opportunities they generate. [City of Portland Resolution #36260]

CONFLICT OF INTEREST - A Proposer filing a proposal hereby certifies that the proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer of the same request for proposals, that the Proposer is competing solely on its own behalf without connection or obligation to any undisclosed person or firm, that Proposer is not a City official/employee or a business with which a City official/employee is associated, and that to the best of its knowledge, Proposer, its employee(s), its officer(s) or its director(s) is not a City official/employee or a relative of any City official/employee who: i) has responsibility in making decisions or ability to influence decision-making on the contract or project to which this proposal pertains; ii) has or will participate in evaluation, award or management of the contract related to this proposal; or iii) has or will have financial benefits in the contract to which this proposal pertains.

Proposer understands that should it elect to employ any former City official/employee during the solicitation period or the term of the contract then that the former City official/Consultant employee must comply with applicable government ethics and conflicts of interest provisions in ORS Chapter 244, including but not limited to ORS 244.040(5) and/or ORS 244.047, and the City’s Charter, Codes and administrative rules, including but not limited to lobbying prohibitions under Portland City Code Section 2.12.080.

PUBLIC RECORDS – Any information provided to the City pursuant to this QBS- RFP shall be public record and subject to public disclosure pursuant to Oregon public records laws (ORS Chapter 192). Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.345(2) and ORS 192.355(4) and/or ORS 646.461 et seq. The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Information that has not been properly marked and redacted may be disclosed in response to a public records request.

When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed.

If the City refuses to release the records, the proposer agrees to provide information sufficient to sustain its position to the District Attorney of Multnomah County, who currently considers such appeals. If the District Attorney orders that the records be disclosed, the City will notify the proposer in order for the proposer to take all appropriate legal action. The proposer further agrees to hold harmless, defend, and indemnify the City for all costs, expenses, and attorney fees that may be imposed on the City as a result of appealing any decision regarding the proposer’s records.

The Chief Procurement Officer has the authority to waive minor irregularities and discrepancies that will not affect the competitiveness or fairness of the solicitation and selection process.

These Request for Proposal “General Instructions and Conditions" are not to be construed as exclusive remedies or as a limitation upon rights or remedies that may be or may become available under ORS Chapter 279A, B, and C.

http://efiles.portlandoregon.gov/Record/2437916/

QBS-RFP No. 00002601 Page 3

PART I SOLICITATION REQUIREMENTS

SECTION A GENERAL INFORMATION

1. INTRODUCTION

The City of Portland (City), Portland Bureau of Transportation (PBOT) is the lead agency responsible for the engineering, design, construction, and operations of the Montgomery Park Transit Project (Project) and has jurisdiction over the roadway. The project requires collaboration and coordination with multiple agencies.

2. BACKGROUND

The project will include engineering design services for preliminary design through final design, including National Environmental Policy Act (NEPA) services. Reference Exhibit D – Sample Statement of Work for an example of potential engineering design services.

The project entails designing comprehensive modifications to several streets in Northwest Portland to accommodate the future Montgomery Park Streetcar Extension, primarily along NW 23rd Avenue, NW Roosevelt Street, NW 26th Avenue, and NW Wilson Street.

The project will extend the streetcar to Montgomery Park in Northwest Portland and includes rehabilitation of NW 23rd Avenue between NW Vaughn Street and NW Lovejoy Street. The design phase will build upon prior concept-level design and engineering analyses that were used to develop the Locally Preferred Alternative (LPA). The final deliverables, developed in coordination with a consultant team, are included in Exhibit D, Exhibit E, and Exhibit F within this RFP.

The Proposer will work with PBOT’s Capital Delivery, Engineering Services Division, Traffic Operations Division, Major Project and Transit Division, and jurisdictional agencies. The jurisdictional agencies include TriMet, Metro, Oregon Department of Transportation (ODOT) along with other agencies and stakeholders, as necessary, in order to produce the design, permitting, fabrication, and construction contracts, and to meet NEPA guidance for the project.

The Proposer will be responsible for assembling the Design Team, providing management, coordination and direction to its team and subconsultants. The Proposer will also be the point of contact for project and contractual issues, and supply the required services on time and within budgets for fees and construction. The Design Team shall be comprised of engineers, architects, utility coordinators, cost estimators, and other professionals with the technical skills necessary to complete the design, details, specifications, and construction cost estimates for all elements within the project.

The Proposer will also complete NEPA services related to the Scope of Work. The NEPA team will provide strategic support, NEPA analysis and documentation, public engagement and traffic analysis to understand potential transportation impacts resulting from project elements to inform NEPA and environmental studies.

The project is pursuing a Documented Categorical Exclusion (DCE) as part of the Federal Small Starts Program. As part of this effort, environmental impacts will be evaluated by Metro and PBOT via the NEPA process. It is required that the Proposer ensure that the completed design is coordinated with Metro and complies with the NEPA document findings, and any mitigation outlined in the completed Documented Categorical Exclusion (DCE) documentation as appropriate, expected in December 2026. See Exhibit D - Sample Statement of Work for NEPA specific details.

QBS-RFP No. 00002601 Page 4

3. SCOPE OF WORK

The City of Portland (City), Portland Bureau of Transportation (PBOT) is seeking proposals from individuals, firms, teams or consultants, hereafter called “Proposer(s),” with demonstrated experience in transportation design engineering and NEPA and proposes to engage the successful Proposer for the following services:

Design changes and modifications to the following locations are anticipated, but may change as project development and design engineering progress:

• NW 23rd Avenue from NW Roosevelt Street to NW Lovejoy Street

• NW Roosevelt Street from NW 23rd Avenue to NW 26th Avenue

• NW Wilson Street from NW 23rd Avenue to NW 26th Avenue

• NW Vaughn Street at NW 24th Avenue

• NW Northrup Street from NW 22nd Avenue to NW 23rd Avenue

• NW 25th Avenue from NW Roosevelt Street to NW Wilson Street

• NW 26th Avenue from NW Roosevelt Street to NW Wilson Street

4. PROJECT FUNDING

The project is funded via a combination of local and federal sources, including NW Parking District funds, Streetcar Reserve funds, Portland Clean Energy Community Benefits Fund (PCEF), and Federal Transit Administration (FTA) and Capital Investment Grant (CIG) funds.

a. Portland Clean Energy Community Benefits Fund (PCEF) Funding Requirements: The services associated with this solicitation are partially funded by Portland Clean Energy Community Benefits Fund (PCEF).

QBS-RFP No. 00002601 Page 5

Proposer acknowledges and accepts as a condition of award that the following requirements may apply as outlined in Portland City Code 7.07.060.C:

i. U.S.-made renewable energy products – Any purchases of solar, wind or other renewable energy systems must be predominantly manufactured in the United States unless such a product is unavailable, or the cost is prohibitive.

ii. Workforce and Contractor Equity Agreement - Proposer agrees to abide by any applicable workforce and contactor equity agreement developed by Portland Clean Energy Community Benefits Fund (PCEF) staff in alignment with workforce and contractor equity plans adopted by the Portland Clean Energy Community Benefits Fund (PCEF) Committee.

iii. Family Wage Standards - All workers who perform work on projects funded by Portland Clean Energy Community Benefits Fund (PCEF) must be paid a minimum of 180% the relevant state minimum wage for time worked as defined by the Oregon Bureau of Labor & Industries (BOLI).

5. TIMELINE FOR SELECTION

The following dates are proposed as a timeline for this project:

Pre-submittal meeting at 10:00 a.m. November 13, 2025

Written proposals due before 4:00 p.m. December 3, 2025

Announcement of short list Proposers December 2025/January 2026

Interviews or additional review, if deemed necessary December 2025/January 2026

Selection committee recommendation December 2025/January 2026

Contract negotiation with successful Proposer January/February 2026

Notice to proceed – work begins January/February 2026

The City reserves the right to make adjustments to the above noted schedule as necessary.

SECTION B WORK REQUIREMENTS

1. TECHNICAL OR REQUIRED SERVICES

Proposers should ensure that their project team possesses the experience and expertise for the project. Professional services required are likely to include:

• Civil design engineering

• Traffic engineering and analysis

• Geotechnical design

• Signals and street lighting design and analysis

• Streetcar rail and station design

• NEPA clearance

• Public involvement support

• Project management

• Cost estimating

• Utility coordination

• Streetcar track and station design

QBS-RFP No. 00002601 Page 6

A sample Statement of Work has been provided as Exhibit D – Sample Statement of Work, which details out the anticipated services and tasks required for successful project completion.

2. SUSTAINABILITY REQUIREMENTS

The City strives to be more sustainable in its operations and planning. Starting with the City’s Sustainable City Principles (1994) the City established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local Action Plan on Global Warming, and the Stormwater Management Manual. To view these and related City policies, go to the Portland Policy Documents Website:

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy

As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the City’s sustainability objectives tend to focus on:

reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings;

reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, reusable and recycled materials; utilizing small, and/or local businesses; preserving or enhancing biodiversity; and maintaining fiscal health in the short and long term.

As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives.

3. WORK PERFORMED BY THE CITY / OTHERS

The City has assigned a Project Manager to oversee the successful Proposer’s work and provide support as needed.

Specific duties the City will perform include:

a) Survey

b) Design review support (ensuring all appropriate internal and external parties are invited to comment review milestones)

c) Parking utilization and analysis

d) Direct communication with public and stakeholders

4. PROJECT REVIEWS

On a day-to-day basis, the progress of the work will be managed by the City’s Project Manager. Coordination between the City and outside agencies will be required for successful delivery of the project. These partner agencies include Metro, TriMet, ODOT, U.S. DOT, and the Federal Transit Administration (FTA). Design reviews will be conducted at 30%, 60%, 95%, and 100% milestones. NEPA specific reviews will also be conducted throughout the environmental clearance process. Details of these reviews and milestones are outlined within Exhibit D – Sample Statement of Work.

5. DELIVERABLES AND SCHEDULE

Deliverables shall be considered those tangible resulting work products that are to be delivered to the City such as reports, draft documents, data, interim findings, drawings, schematics, training, meeting presentations, final drawings, and reports. Unless otherwise specified by the City, the successful Proposer shall prioritize submitting applicable deliverables electronically, and any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, preferably using materials containing post-consumer waste (PCW) recycled content.

Deliverables and specific tasks for this project are detailed in Exhibit D – Sample Statement of Work, SECTION 3, with a brief overview provided below. For additional details, please refer to Exhibit D – Sample Statement of Work.

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy

QBS-RFP No. 00002601 Page 7

The project will be broken up into Tasks and are expected to support resolution of outstanding issues (“Early Resolution Items”) at 30% Design, 60% Design, at 95% Design, and at 100% Design (Issued for Construction (IFC)). The 60% and 95% Tasks shall include for each construction or procurement package all drawings, specifications, and quantification necessary for review by PBOT and jurisdictional partners. Those elements identified for early construction shall be fully designed at the milestone where construction bidding is intended to occur (for example:

selected advanced utilities will need to be 100% designed at the 60% submittal milestone.)

The 100% Design Task Order deliverable is the Issued for Construction set comprising complete documentation for all construction contracts for all elements not identified as early construction packages (early construction package design must be coordinated with the 100% design submittal) as well as the final bid documents and any addenda.

Adherence to the Project Schedule through Design is imperative to meet funding milestones set by the Federal Transit Administration (FTA). As such the Submittal Schedule is proposed as:

Deliverable Submittal Schedule

30% Design Package August 2026 Submit Project Rating Materials to FTA August 2026 NEPA documentation complete January 2027 60% Design Package March 2027 95% Design Package August 2027 100% Design – Issued For Construction February 2028 Construction Begins March 2028 Start of Revenue Service June 2030

Proposer shall submit monthly subconsultant payment and utilization reporting electronically by the 15th of each month with invoice (reference Part II, Section C.5 of the QBS-RFP).

All deliverables and resulting work products from this contract will become the property of the City of Portland. As such, the Consultant and any Subconsultants grant the City the right to copy and distribute (in any and all media and formats) project deliverables for regulatory, project certification/recognition, program development, public education, and/or for any purposes at the sole discretion of the City of Portland.

6. PLACE OF PERFORMANCE

Contract performance will take place primarily at the successful Proposer’s facility. On occasion and as appropriate, work will be performed at City facilities, a third-party location, or any combination thereof.

7. PERIOD OF PERFORMANCE

The City anticipates having the successful Proposer begin work immediately upon contract execution with submittal of final deliverables to the City occurring by February 2028.

8. ACH PAYMENTS

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, Consultant’s shall execute the City’s standard ACH Vendor Payment Authorization Agreement and provide required documentation. Upon verification of the data provided, the Payment Authorization Agreement will authorize the City to deposit payments directly into Consultant’s accounts with financial institutions. All payments shall be in United States currency.

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9. PUBLIC SAFETY

Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes without advance notice. The Proposer shall anticipate delays in such places and include the cost of delay in the proposed cost.

The successful Proposer’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. City project managers have discretion to require the successful Proposer’s employees and agents to be escorted to and from any public office, facility, or work site if national or local security appears to require it.

10. BUSINESS COMPLIANCE

The successful Proposer(s) must be in compliance with the laws regarding conducting business in the City of Portland before an award may be made. The Proposer shall be responsible for the following:

Certification as an Equal Employment Opportunity (EEO) Employer The successful Proposer must be certified as Equal Employment Opportunity Employers as prescribed by Section 5.33.076 of the Public Contracting Rules of the City of Portland prior to contract award. To certify go to the website at:

https://procure.portlandoregon.gov.

Non-Discrimination in Employee Benefits (EB) The successful Proposer(s) must be in compliance with the City’s Equal Benefits Program as prescribed by Section 5.33.077 of the Public Contracting Rules of the City of Portland prior to contract award. To certify go to the website at:

https://procure.portlandoregon.gov.

Respectful Workplace Behavior The City of Portland is committed to a respectful work environment, free of harassment, discrimination and retaliation and other inappropriate conduct. Every individual has a right to work in a professional atmosphere where all individuals are treated with respect and dignity. The City’s Human Resources Administrative Rule 2.02 (HR 2.02) covers all employees with the City of Portland as well as consultants, vendors or contractors who provide services to the City of Portland. The successful Proposer(s) must be in compliance with this rule at all times while under contract. To view the rule go to https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against.

Business Tax Registration The successful Proposer(s) must be in compliance with the City of Portland Business Tax registration requirements as prescribed by Chapter 7.02 of the Code of the City of Portland prior to contract award. Details of compliance requirements are available from the Revenue Bureau Tax Division, 111 SW Columbia Street, Suite 600, Portland, Oregon 97201, (503) 823-5157, website: https://www.portland.gov/revenue/business-tax.

11. INSURANCE

The successful Proposer(s) shall obtain and maintain in full force and at its own expense, throughout the duration of the contract and any warranty or extension periods, the required insurances identified below. The City reserves the right to require additional insurance coverage as required by statutory or legal changes to the maximum liability that may be imposed on Oregon cities during the term of the contract. Successful Proposer shall be able to provide evidence that any or all subconsultants performing work or providing goods or services under the contract have the same types and amounts of insurance coverage as required herein or that the subconsultant is included under the Successful Proposer’s policy.

Workers' Compensation Insurance: Successful Proposer shall comply with Oregon workers' compensation laws, ORS Chapter 656 and as it may be amended. Unless exempt under ORS Chapter 656, the Successful Proposer and any/all https://procure.portlandoregon.gov/ https://procure.portlandoregon.gov/ https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against https://www.portland.gov/revenue/business-tax

QBS-RFP No. 00002601 Page 9 subconsultants shall maintain coverage for all subject workers for the entire term of the contract including any contract extensions.

Commercial General Liability Insurance: Successful Proposer shall have Commercial General Liability (CGL) insurance covering bodily injury, personal injury, property damage, including coverage for independent successful Proposer’s protection (required if any work will be subcontracted), premises/operations, contractual liability, products and completed operations, in per occurrence limit of not less than $2,000,000.

Automobile Liability Insurance: Successful Proposer shall have automobile liability insurance with coverage to cover bodily injury and property damage in an amount of not less than $2,000,000 for each accident.

Professional Liability & Errors & Omissions Insurance: Successful Proposer shall have Professional Liability and/or Errors & Omissions insurance to cover damages caused by negligent acts, errors or omissions related to the professional services, and performance of duties and responsibilities of the Successful Proposer under this contract in an amount with a combined single limit of not less than $1,000,000 per occurrence and aggregate of $3,000,000 for all claims per occurrence. In lieu of an occurrence based policy, Successful Proposer may have claims-made policy in an amount not less than $1,000,000 per claim and $3,000,000 annual aggregate, if the Successful Proposer obtains an extended reporting period or tail coverage for not less than three (3) years following the termination or expiration of the Contract.

Additional Insurance: Any insurance required by Federal Law or State Statute or City Code; such as Bailees Insurance, Maritime Coverage, or other coverage(s).

Additional Insured Endorsement: The liability insurance coverage, except Professional Liability, Errors and Omissions, or Workers’ Compensation, shall be without prejudice to coverage otherwise existing, and shall name the City of Portland and its bureaus/divisions, officers, agents and employees as Additional Insureds, with respect to the Successful Proposer’s activities to be performed, or products or services to be provided. Coverage shall be primary and non-contributory with any other insurance and self-insurance. Notwithstanding the naming of additional insureds, the insurance shall protect each additional insured in the same manner as though a separate policy had been issued to each, but nothing herein shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount or amounts for which the insurer would have been liable if only one person or interest had been named as insured.

Continuous Coverage & Notice of Cancellation: The Successful Proposer agrees to maintain continuous, uninterrupted coverage for the duration of the Contract. There shall be no termination, cancellation, material change, potential exhaustion of aggregate limits, or non-renewal of coverage without thirty (30) days written notice from Successful Proposer to the City. If the insurance is canceled or terminated prior to completion of the Contract, Successful Proposer shall immediately notify the City and provide a new policy with the same terms. Any failure to comply with this clause shall constitute a material breach of Contract and shall be grounds for immediate termination of this Contract.

Certificate(s) of Insurance: Successful Proposer shall provide proof of insurance through acceptable certificate(s) of insurance and additional insured endorsement forms(s) to the City prior to the award of the Contract if required by the procurement documents (e.g., request for proposal), or at execution of Contract and prior to any commencement of work or delivery of goods or services under the Contract. The Certificate(s) will specify all of the parties who are endorsed on the policy as Additional Insureds (or Loss Payees). The insurance coverage required under this Contract shall be obtained from insurance companies acceptable to the City of Portland. The Successful Proposer shall pay for all deductibles and premium. The City reserves the right to require, at any time, complete, certified copies of required insurance policies, including endorsements evidencing the coverage required.

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SECTION C PROJECT PROVISIONS

1. SAMPLE CONTRACT

The City’s standard Design Services contract will be used as a result of this selection process. A sample Design Services contract is attached to this QBS-RFP as Exhibit B – Sample Design Services Contract.

2. PROJECT DATA

PBOT worked with a design consultant team to develop a 5%-level design roll plot for the streetcar project limits.

Documents are available as Exhibit E - Portland Streetcar NW Streetcar Extension Utility Data NW 23rd Ave 5-23-2023 and Exhibit F - Portland Streetcar NW Streetcar Extension 5-23-2023 for Proposer to review for background information in formulating responses to the QBS-RFP.

3. SPECIAL PROVISIONS

PBOT anticipates that the construction contract will be awarded as a CM/GC contract. The CM/GC contractor will be selected shortly after 30% Design. The Proposer shall coordinate its design efforts with PBOT and the CM/GC contractors through final design. The CM/GC contractors will be included in Design Team meetings and will provide comment on the final design submittals related to constructability, risk, cost, and schedule.

The CM/GC contractors will lead efforts to define staging areas and other features associated with project construction.

At PBOT’s direction, the Proposer shall coordinate with the CM/GC contractors’ preparation of staging area plans, traffic detour plans (including truck, bicycle, and pedestrian routing), construction phasing plans, temporary facilities needed to support individual phases of construction, access plans for businesses and residences, temporary parking areas, temporary utility connections for affected properties, and temporary signage plans.

4. ATTACHMENTS

Exhibit A Subconsultant Participation Disclosure Form 1

Exhibit B Sample Design Services Contract

Exhibit C BuySpeed Online Submittal Instructions

Exhibit D Sample Statement of Work

Exhibit E Portland Streetcar NW Streetcar Extension Utility Data NW 23rd Ave May 23, 2023

Exhibit F Portland Streetcar NW Streetcar Extension May 23, 2023

PART II PROPOSAL PREPARATION AND SUBMITTAL

SECTION A PRE-SUBMITTAL MEETING/CLARIFICATION

1. PRE-SUBMITTAL MEETING

A pre-submittal meeting and/or site visit is scheduled for this Request for Proposal on November 13, 2025, at 10:00 a.m.

via Microsoft Teams.

QBS-RFP No. 00002601 Page 11

Microsoft Teams Need help?

Join the meeting now Meeting ID: 276 371 482 924 0 Passcode: Tv2Z5pp6

Dial in by phone +1 971-323-0035,,822504048# United States, Portland Find a local number Phone conference ID: 822 504 048#

This is a non-mandatory meeting; therefore, proposal submission will not be contingent upon attendance at this meeting

2. QBS-RFP CLARIFICATION

Questions and requests for clarification regarding this Request for Proposal must be directed in writing, via email to the person listed below. The deadline for submitting such questions/clarifications is seven (7) days prior to the proposal due date. An addendum will be issued no later than 72 hours prior to the proposal due date to all recorded holders of the QBS-RFP if a substantive clarification is in order.

Kimberly Whelan Senior Procurement Specialist | Procurement Services | City Operations E-mail: kimberly.whelan@portlandoregon.gov Phone: (503) 823-8309

SECTION B PROPOSAL SUBMISSION

1. PROPOSALS DUE

Proposals must be received no later than the date and time specified on the cover of this solicitation. It is the Proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time. Proposals received after the specified closing date and/or time shall not be considered and will be returned to the Proposer unopened. The City shall not be responsible for the proper identification and handling of any proposals submitted incorrectly.

2. PROPOSAL

Proposals must be clear, succinct and not exceed twenty (20) pages. Pages shall be formatted to 8.5” x 11” or 11” x 17” with the latter counting as two pages. Page orientation (portrait versus landscape) is at the discretion of the Proposer.

All fonts shall be at least 11 point. Incidental text appearing in graphics and labels for charts are not subject to this requirement. Section dividers, title page, table of contents, cover letter, resumes, sample schedules, and the Subconsultant Participation Disclosure Form 1 do not count in the overall page count of the proposal. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered.

All submittals will be evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The ability to follow these instructions demonstrates attention to detail.

3. PROPOSAL SUBMISSION

For purposes of this proposal submission, the Proposer shall submit: one (1) original copy of their proposal and all separately attached documents and responses in PDF format through the City’s Online Procurement Center (BuySpeed) at:

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDBhMTc3MTQtNzE0YS00MTY0LTgzNzEtNjM1YmM5ZDBiNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22636d7808-73c9-41a7-97aa-8c4733642141%22%2c%22Oid%22%3a%22f041eb07-d83e-4703-a9e3-84b9c5dc1e50%22%7d tel:+19713230035,,822504048 https://dialin.teams.microsoft.com/af3b9ae0-e4d3-4755-ae3e-4b8bf5b3b7d1?id=822504048

QBS-RFP No. 00002601 Page 12 https://procure.portlandoregon.gov/

Please see attached BuySpeed submittal instructions, Exhibit C – BuySpeed Online Submittal Instructions. Online Submittal instructions are also available at:

https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions .

Disclaimer: The following instructions are provided as a guideline to Proposers submitting proposals online through BuySpeed. These instructions are advice only and the City does not warrant that following these instructions will guarantee that a Proposer’s proposal is submitted correctly. Proposers bear complete and total responsibility for ensuring their proposal is properly submitted and received on time.

The entire proposal must be attached and properly submitted through the City’s Online Procurement Center before the time and date specified on the cover page of this QBS-RFP. Proposers are advised to allow extra time prior to the closing date and time to create a “Quote” and upload their proposal documents into BuySpeed. The City is not responsible for any failure attributable to the transmission or receipt of electronic proposals including, but not limited to the following:

a. Receipt of corrupt, garbled or incomplete documents.

b. Availability or condition of the receiving machine.

c. Incompatibility between the sending and receiving machine.

d. Delay in transmission or receipt of documents.

e. Failure of the Proposer to properly identify the Proposal Documents.

f. Illegibility of Proposal Documents.

g. Security and confidentiality of data.

To avoid potential issues with the submission of Proposal Documents, Proposers should avoid file names that utilize special characters (e.g. &*-_+#@). Proposers should limit file names to no more than sixty (60) characters in length. Proposers should attempt to reduce the size of files being submitted to reduce the chance of failure of uploading documents in BuySpeed.

Proposers may request additional assistance from City staff with the submittal process prior to the proposal due date listed on the cover page of this QBS-RFP. Assistance is based on the availability of City staff and all requests for assistance shall be sent via email to kimberly.whelan@portlandoregon.gov. Requests for scheduling shall be made at least one week prior to the proposal due date. Requests for assistance after the scheduling deadline will be based on availability of staff to respond to requests. Assistance by City staff does not guarantee proposal submission will be completed accurately, on-time, or that proposals will be considered responsive. Compliance with all proposal submission requirements are still the responsibility of the Proposer even if assistance is provided.

Confidential Information: additional “redacted copy” of proposal required If the Proposer requests redactions to their proposal in accordance with the language below, the Proposer shall also submit one (1) additional “non-confidential” copy of the proposal in unprotected MS Word format with the requested redactions. If no redactions are requested in a proposal, please state that clearly in the Cover Letter.

REDACTION FOR PUBLIC RECORDS: Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.345(2), ORS 192.355(4) and/or ORS 646.461 et seq. Proposers are required to submit a redacted copy of their proposal and all attachments. “Redaction” means the careful editing of a document to obscure confidential references; a revised or edited document thereby obscuring the exempt information but otherwise https://procure.portlandoregon.gov/ https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

QBS-RFP No. 00002601 Page 13 leaving the formatted document fully intact. The redacted copy must be a complete copy of the submitted proposal, in which all information the Proposer deems to be exempt from public disclosure has been identified.

When preparing a redaction of a proposal submission, a proposer must plainly mark the redactions by obscuring the specific areas the proposer asserts are exempt from public disclosure. In addition, a summary page identifying the pages where redactions occur shall be included with the proposal submission (summary is not included in page limitations. If a proposer fails to submit a redacted copy of their proposal as required, the City may release the proposer’s original proposal without redaction. If the entire proposal is marked as constituting a “trade secret” or being “confidential”, at the City’s sole discretion, such a proposal may be rejected as non-responsive.

Unless expressly provided otherwise in this QBS-RFP or in a separate written communication, the City does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law. The City agrees not to disclose proposals until the City has completed its evaluation of all proposals and publicly announces the results.

Please refer to the GENERAL INSTRUCTIONS AND CONDITIONS for more information about confidential information within public records.

4. PROPOSED COST INFORMATION

Successful Proposer(s) will submit, as a separate file, one copy of the Proposer’s proposed costs to complete services in Excel or PDF format within seven (7) calendar days after the City issues the Notice of Intent to Negotiate and Award.

The Successful Proposer’s failure to provide proposed costs to complete the services to the City within seven (7) days will be cause for the City to terminate negotiations with the selected consultant and negotiate with the next most qualified consultant. The cost information requested WILL NOT be used as part of the evaluation process but is requested solely to enable a prompt beginning to the contract negotiation process. Information must include the following:

1) Billing Rate information. Billing rate information must include the classification and hourly billing rate for each employee that may be used under the contract (including subconsultants).

2) Cost Proposal Table. The successful Proposer will provide a cost table that reflects the personnel classifications and types as well as the proposed hours to complete each Task (including subconsultants); and any reimbursable(s).

3) Proposer to present a budget detail outlining the estimated costs associated with different aspects of the Project.

Proposer to break down the costs for various items or services to give a comprehensive overview. Template below is an example of formatting:

Hourly Rates and Classifications:

Consultant Classification Hourly Rate

Consultant1 Class1 $XX.XX

Consultant1 Class2 $XX.XX

Consultant2 Class1 $XX.XX

Description Fee Amount

Fee1 $XX.XX Fee2 $XX.XX

QBS-RFP No. 00002601 Page 14

Subconsultant Classification Hourly Rate

Subconsultant 1 Class1 $XX.XX

Subconsultant 1 Class2 $XX.XX

Subconsultant 2 Class1 $XX.XX

Budget Detail:

Item Description Estimated Cost

Item1 $XX,XXX.XX Item2 $XX,XXX.XX

4) Discretionary adjustment of labor rates due to inflation should be submitted in writing by the Consultant on an annual basis. Approval of rate increases is solely within the City’s discretion and in no circumstances is the City obligated to approve such a request. Rate increases are subject to the following limitations:

• No increases will be granted before the one-year anniversary of the Contract;

• No more than one increase shall be granted per Contract year;

• Rate increases may not exceed the average of the last half of the preceding calendar year’s Consumer

Price Index for Urban Wage Earners and Clerical Workers (CPI-W) for the West Region Class Size A inflation rate (as determined from the US Bureau of Labor Statistics).

• Rate increases shall not be retroactive.

After the Notice of Intent to Negotiate and Award has been issued, Proposed Cost Information from the successful Proposer(s) will be opened and reviewed by the City. Proposed Cost Information from unsuccessful Proposers will not be requested by the City.

Additional information. The main points with regard to budget management for the contract are: The overall contract will reflect a not-to exceed agreement amount.

Any changes to the contract shall be submitted in writing as a request to the City by the successful Proposer(s). All changes will require written approval through a formal amendment to the contract and must include the City’s approving authority’s signature(s) and the successful Proposer’s approving authority’s signature prior to any change.

Compensation for the successful Proposer’s subconsultants will be limited to the same restrictions imposed on the successful Proposer. The maximum markup on subconsultant services will not exceed 5% for the total term of the contract.

Reimbursable(s). Proposers are required to include a separate reimbursable line item in their cost proposal, this includes any travel allowances required. There will be no increases to any reimbursable(s) during the term of the contract. The following are reimbursable to the successful Proposer at their cost (i.e. without markup): travel beyond a 100-mile radius of Portland when specifically required by the contract (which may also specify limits on travel costs and per diem charges), document reproduction costs, mileage costs directly attributable to the work, and approved reimbursable direct costs.

Proposers are required to include any and all travel in their estimates, including any beyond a 100-mile radius of Portland and indicate why this travel would be necessary. If pre-approved by the City, allowable costs of travel shall be determined in accordance with the General Services Administration (GSA) per diem rates in effect on the date of this Contract.

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Payments. Compensation to the successful Proposer will be based on invoices, electronic monthly utilization reports and monthly progress reports completed for work and submitted to the City, which will document completion of task/subtask and provide detailed documentation of work task activity by the successful Proposer (including subconsultants). The successful Proposer will be required to follow Generally Accepted Accounting Principles (GAAP). Personal expenditures or expenditures not related to the contract are not eligible for reimbursement.

5. COST OF RESPONDING

All costs incurred by the Proposer in preparation of proposals to this solicitation, including presentations to the City and/or for participation in an interview shall be borne solely by the Proposer; the City shall not be liable for any of these costs. At no time will the City provide reimbursement for submission of a proposal unless so stated herein.

6. CIVIL RIGHTS DATA COLLECTION

The City of Portland collects data on equal access to contracting opportunities to understand and inform the City’s development of civil rights policies and strategies, and compliance with the civil rights laws. The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

1) Workforce Diversity:

Describe your firm’s workforce demographics.

2) Oregon State Certification:

Please indicate if the Proposer currently holds a certification with the State of Oregon Certification Office for Business Inclusion and Diversity (COBID). If so, provide your certification number.

3) Subconsultant Oregon State Certification:

A Subconsultant Participation Disclosure Form 1 (see Exhibit A) is a required submission for this RFP. Please include in the form all scopes of work being performed, the subconsultant’s name, the estimated percentage of the total contract amount for each subconsultant, and the COBID certification of the subconsultant performing the work.

Failure to submit Form 1 with your proposal may result in the proposal being found non-responsive and may be rejected.

7. ORGANIZATION OF PROPOSAL

Proposers must provide all information as requested in this Request for Proposal (QBS-RFP). Proposals must follow the format outlined in this QBS-RFP. Additional materials in other formats or pages beyond the stated page limit(s) may not be considered.