RFP NUMBER 00002741

PERSONAL SERVICES

City of Portland, Oregon May 1, 2026

QUALIFICATIONS BASED SELECTION

REQUEST FOR PROPOSALS

For PRICE AGREEMENTS FOR On-Call Geotechnical Engineering Services for The Spectator Venues Program

PROPOSALS DUE: June 11, 2026 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:

DL Thomas Phone: 503-865-6291 Email: dawan.thomas@portlandoregon.gov https://procure.portlandoregon.gov/

GENERAL INSTRUCTIONS AND CONDITIONS

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CORPORATE RESPONSIBILITY AND SOCIAL EQUITY CONTRACTING --

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 Employment 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 Portland Public Contracting Rules 5.33.077.

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/

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PART I SOLICITATION REQUIREMENTS

SECTION A GENERAL INFORMATION

1. INTRODUCTION

The City of Portland, Community and Economic Development Service Area, Spectator Venues Program is seeking proposals for various professional services on an as-needed basis. These as-needed services are referred to as “price agreements,” and generally include work with short deadlines, scopes that may need to be developed quickly, and/or requiring expertise currently unavailable in-house. Task Orders will be issued to successful Proposer(s) under these price agreements as individual project needs are identified.

2. BACKGROUND

The Spectator Venue Program provides oversight and management for City-owned spectator facilities and is funded through the Spectator Venues & Visitor Activities Fund. Facilities include:

• Veterans Memorial Coliseum (VMC)

• Moda Center

• Rose Quarter Parking Facilities (East Garage, West Garage, Benton Lot)

• Rose Quarter Plaza

• Providence Park

These facilities operate under agreements with independent operators. The City works collaboratively with these operators to address infrastructure and operational needs.

The purpose of this RFP is to establish a price agreement for On-Call Geotechnical Engineering Services to support ongoing and future projects at these facilities.

No Service Category Description

Maximum Number of Price Agreements to be Awarded

Maximum Price Agreement Amount for the Three-year Period

I On-Call Geotechnical Engineering 1 $200,000

3. SCOPE OF WORK

The City of Portland, Community and Economic Development Service Area, Spectator Venues Program is seeking proposals from individuals, firms, teams or consultants, hereafter called “Proposer(s),” with demonstrated experience in geotechnical engineering, and proposes to engage the successful Proposer for the following services:

• Subsurface exploration and instrumentation

• Foundation engineering

• Engineering geology and hydrogeology

• Geophysics and seismological studies

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• Landslide investigations

• Soil improvement

• Non-destructive pavement testing

• Laboratory testing of soil and rock

• Feasibility studies

• Development of design options

• Geotechnical review services

• Value engineering

• Forensic evaluation and expert testimony

• Other related geotechnical services

Services will support a range of projects from early investigation through design and construction phases.

4. PROJECT FUNDING

The total not-to-exceed amount for this price agreement awarded as a result of this RFP shall be $200,000 for a three (3) year term with the option to extend for an additional two (2) years.

5. TASK ORDERS

Work performed under any resulting Price Agreement(s) must be authorized via a written Task Order (sample attached as Exhibit C) signed by the City and the successful Proposer. The scope of work, schedule, deliverables, key personnel, subconsultants, and compensation will be defined in the Task Order prior to commencement of the work.

The overall Consultant Project Manager will be defined in the Price Agreement and may be changed only through executed amendment to the Price Agreement. Following the execution of each Task Order, the City’s Project Manager or delegate will work directly with the successful Proposer for the duration of the project unless otherwise noted on the Task Order.

Equal Opportunity and Access in Subcontracting It is the policy of the City that all businesses, including minority- and women-owned businesses, be given the maximum practicable contracting opportunities. The City’s goal is to expand economic opportunities by growing both the demand for and capacity of local consultants through outreach efforts to a wide range of businesses. Providing equal opportunity and access in subcontracting is of paramount importance to the City for the work anticipated under these Price Agreements, and as such the City desires to award Price Agreements to Proposers who support the City’s corporate responsibility initiatives. Each negotiated Task Order shall include subcontracting opportunities for all businesses, including minority- and women-owned businesses, to the maximum extent possible. Successful Proposers shall be required to make good faith efforts to conduct outreach to inform all businesses of subcontracting opportunities, in accordance with Proposer’s response to the Corporate Responsibility portion of the Proposal.

Compensation Compensation for each Task Order will be determined through negotiation with the successful Proposer based on the scope of work, the hours the successful Proposer estimates for performance of the work and the successful Proposer’s hourly rates, subject to a predetermined cap for the maximum compensation for the particular Task Order. In no case shall a Task Order exceed $75,000.If the work requires fewer hours than those estimated, the successful Proposer will be paid for the actual hours necessary to complete the Task Order. If the successful Proposer underestimates the number of hours that are required to perform the work, the negotiated maximum compensation for the Task Order shall be the cap of the compensation to be paid. Compensation may be amended for documentable circumstances not reasonably foreseeable to either party at the time the Task Order was issued, or for changes to the scope of work or deliverables requested by the City.

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Task Order Change Requests Compensation may only be adjusted via an executed Amendment to the Task Order for documentable circumstances not reasonably foreseeable to either party at the time the Task Order was issued, or for changes to the scope of work or deliverables requested by the City.

Any change to the scope of work, schedule, deliverables, subconsultants, and compensation must be agreed upon by the City and the successful Proposer in writing as an executed Change Request amendment to the Task Order.

Task Order amendments exceeding 25% of the original Task Order amount must be authorized by the applicable Bureau Director or their designated representative and the Chief Procurement Officer. The 25% limitation is based on the cumulative total of all financial amendments to the original Task Order amount. Task Orders must be approved and accepted by both the Bureau’s Director or their designated representative and the Consultant’s representative.

The successful Proposer must be able to start the work per the Task Order no later than seven (7) calendar days from the date of the Notice to Proceed as projects often require work with short deadlines. If the successful Proposer is unable or unwilling to complete the project within the required time, it shall so state in writing to the City’s Project Manager and shall forfeit the Task Order within 24 hours of being notified.

Task Orders for each service category will be negotiated on a [rotational basis, project by project basis, or other defined process in this RFP. In the event the City and a successful Proposer cannot reach a favorable agreement on the maximum compensation, the Scope of Work, or the schedule for a specific Task Order, the City shall terminate negotiations and commence negotiations with the next successful Proposer. Continual difficulties in negotiating compensation caps or repeated unavailability or inability to perform Task Orders may result in removal of a successful Proposer from the list and cancellation of the successful Proposer’s price agreement with the City.

In the event that the price agreement maximum amount is reached prior to the end of the price agreement term, that successful Proposer will be removed from the price agreement rotation list.

6. TIMELINE FOR SELECTION

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

Written proposals due before 4:00 p.m. June 11, 2026

Announcement of short list Proposers June 2026

Interviews or additional review, if deemed necessary June 2026

Selection committee recommendation June 2026

Contract negotiation with successful Proposer June 2026

Notice to proceed – work begins July 2026

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

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SECTION B WORK REQUIREMENTS

1. TECHNICAL OR REQUIRED SERVICES

This request is for on-call geotechnical engineering services which shall include but not be limited to:

• Subsurface Exploration/Instrumentation

• Foundation Engineering

• Geology and Engineering Geology

• Hydrogeology

• Geophysics and Seismological Studies

• Landslide Investigations

• Soil Improvement

• Non-destructive Pavement Testing

• Laboratory Testing of Soil and Rock (see below for more details)

• Feasibility Studies

• Developing Design Options

• Geotechnical Review Services

• Value Engineering

• Forensic Evaluation/Expert Witness Testimony

• Other Related Services

This is an on-call services contract and therefore all tasks will be agreed upon via task order.

2. SUSTAINABILITY REQUIREMENTS

a. Whenever possible, deliverables shall be submitted electronically. Any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, using materials containing post-consumer waste (PCW) recycled content.

b. Unless otherwise indicated, video conferencing and/or audio conferencing shall be maximized in lieu of in-person meetings that would require long-distance travel for any participants.

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.

The City will provide the successful Proposer with all necessary site access and relevant drawings needed to conduct work.

4. PROJECT REVIEWS

On a day-to-day basis, the progress of the work will be managed by the City’s Project Manager.

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.

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Deliverables and schedule for each project shall be negotiated and defined in the Task Order. If the Successful Proposer utilizes subconsultants under a Task Order, monthly subconsultant payment and utilization reporting shall be submitted electronically by the 15th of each month with invoice (reference Part II, Section C.5 of the 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. Work performed in conjunction with City staff may take place remotely via Microsoft Teams, Zoom, or other online platform.

7. PERIOD OF PERFORMANCE

The Term of the Contract is anticipated to be three (3) years from the effective date.

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.

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(s) 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

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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 Proposers 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 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.

Aviation Liability: Drone operator(s) shall acquire aviation liability and property damage insurance coverage in an amount not less than $1 million per occurrence for damage to property or personal injury arising from Contractor’s Drone work under this Contract.

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

Design PA QBS-RFP Rev 12/2025 Page 9

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.

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 RFP as Exhibit B.

2. ATTACHMENTS

Exhibit A Proposer’s Subconsultant Contracting Utilization Declaration of Understanding

Exhibit B Sample Design Services Price Agreement

Exhibit C Sample Task Order

Exhibit D BuySpeed Online Submittal Instructions

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PART II PROPOSAL PREPARATION AND SUBMITTAL

1. QBS-RFP CLARIFICATION

Questions and requests for clarification regarding this Request for Proposal must be directed in writing, via email or fax, 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.

DL Thomas E-mail: dawan.thomas@portlandoregon.gov Phone: (503) 865-6291

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 12 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, and the Proposer’s Subconsultant Contracting Utilization Declaration of Understanding Form do not count in the overall page count of the proposal. Proposers who submit more than the pages indicated will 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://procure.portlandoregon.gov/

Please see attached BuySpeed submittal instructions (RFP Exhibit D). 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.

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

Design PA QBS-RFP Rev 12/2025 Page 11

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 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 RFP. Assistance is based on the availability of City staff and all requests for assistance shall be sent via email to dawan.thomas@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 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.

Design PA QBS-RFP Rev 12/2025 Page 12

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 billing rate information to provide 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 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 minimum/maximum hourly billing rate for each classification (including all known subconsultants).

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.

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 Price Agreement;

• No more than one increase shall be granted per Price Agreement 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.

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.

Design PA QBS-RFP Rev 12/2025 Page 13

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.

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) Proposer’s Subconsultant Contracting Utilization Declaration of Understanding:

A Proposer’s Subconsultant Contracting Utilization Declaration of Understanding (see Exhibit A) is a required submission for this RFP.

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. The City may reject as non-responsive, at its sole discretion, any proposal or any part thereof, which is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposals shall be organized in the following manner:

1. Cover Letter

2. Project Team

3. Proposer’s Capabilities

4. Project Approach and Understanding

5. Corporate Responsibility

6. Supporting Information

7. Civil Rights Data, including a completed Proposer’s Subconsultant Contracting Utilization Declaration of

Understanding (see Exhibit A)

Design PA QBS-RFP Rev 12/2025 Page 14

SECTION C EVALUATION CRITERIA

1. COVER LETTER

By Submitting a proposal, the Proposer is accepting the General Instructions and Conditions of this Request for Proposal (reference second page of the QBS-RFP), the stated insurance coverage and limitations, and the standard contract provisions of the Design Services contract. Any exceptions to the requirements or requests for waivers MUST be included in the proposal Cover Letter or they will not be considered.

The Cover Letter must include the following:

• QBS-RFP number and project title

• Full legal name of proposing business entity

• Structure or type of business entity

• Name(s) of the person(s) authorized to represent the Proposer in any negotiations

• Name(s) of the person(s) authorized to sign any contract that may result

• Contact person’s name, mailing or street addresses, phone and fax numbers and email address

• Provide the address of the Proposer’s home office and the address of the office that will manage the project, if applicable.

• Statement that no redactions are requested, if applicable

A legal representative of the Proposer, authorized to bind the Proposer in contractual matters must sign the Cover Letter.

If the Proposer has a current City of Portland Business Tax registration, has completed the City’s Equal Employment Opportunity (EEO) and Equal Benefits (EB) certifications online, include in the Cover Letter the Proposer’s City of Portland Business Tax number and a statement that the Proposer’s EEO and Equal Benefits certifications are complete.

2. PROJECT TEAM

Please provide the following:

• Approximate number of people to be assigned to the project.

• Extent of company’s principal member’s involvement.

• Names of key personnel who will be performing the work on this project, and:

o their roles and responsibilities on this project o current assignments and location o directly relevant experience on similar or related projects o unique qualifications o demonstrated performance record of key personnel o percentage of their time that will be devoted to the project

• Provide a professional resume for each key personnel, including key personnel of any Subconsultant(s) proposed to be assigned to the project. Resumes shall include educational background, professional development, and demonstrate that the individual(s) meets the qualification and experience requirements for performing the work outlined in this RFP.

• Proposals must identify a proposed project manager who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with the Proposer. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to.

• Describe the on-going training (continuing education or experience) key team members have received, Design PA QBS-RFP Rev 12/2025 Page 15 specifically as it relates to energy efficiency, green building/infrastructure design and methods, material optimization, or identifying and utilizing least-toxic and low-carbon products and materials.

• Describe the on-going training key team members have received, specifically as it relates to the City’s Core Values of anti-racism and anti-discrimination.

• Team qualifications and experience on similar or related projects:

o qualifications and relevant experience of prime consultant o qualifications and relevant experience of sub-consultants, if any

3. PROPOSER’S CAPABILITIES

• Describe the Proposer’s legal structure, areas of expertise, length of time in business, number of employees (as applicable), and other information that would be helpful in characterizing the Proposer. Provide the same information for any subconsultants performing key scopes of work on the project.

• Describe similar projects performed by key personnel listed above (in Project Team) within the last * years, which best characterize Proposer’s capabilities, work quality and cost control.

• For each project mentioned, include the name, address and phone number of a person who can be contacted regarding your performance on the project. When submitting projects for which the Proposer worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead Proposer.

• Describe similar projects with other government agencies.

• Describe Proposer’s resources available to perform the work for the duration of the project and other on-going projects.

• Describe Proposer’s internal procedures and/or policies associated or related to work quality and cost control.

• Describe Proposer’s management and organizational capabilities.

Describe or provide a detailed description of Proposer’s approach to overall management and integration of all activities required by the scope of work, including the management objectives and techniques that…