_2.1_CLASSIC-RFP.pdf

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Request for Proposals for

Construction Services

Manzanita Classic Street Connection

Issue Date: June 4, 2025

Proposal Due Date:

June 20th, 2025, at 2:00 PM

City of Manzanita

PO Box 129

Manzanita, Oregon 97130

503 812-2514

Request for Proposals City of Manzanita—Construction Services

The City of Manzanita (City) is seeking proposals from qualified and experienced General Contractors (GCs) for construction services for the construction of a waterline expansion, storm water system, retaining wall, pedestrian pathway, paving and traffic calming measures along Classic Street. The project is referred to as the “Manzanita Classic Street Connection” by the City. The City’s objective is to enter into a Construction Contract with a qualified GC that will provide these services.

The City’s expectation of the contractor which the City contracts with is that the contractor’s values align with the City’s values of highly ethical conduct, fiscal responsibility, respect for the City and others, and responsiveness to the City’s customers.

The Request for Proposals (RFP) documents may be viewed and obtained at no cost from the City website https://ci.manzanita.or.us/. Or, the RFP documents may be viewed in person, by appointment, at 167 S 5th Street, Manzanita, Oregon 97130. City Hall is open for walk-up service Monday through Thursday from 9 a.m. to 12 p.m. Appointments to view the documents outside of that timeframe may be scheduled by contacting Nancy Jones (see contact information below).

Successful proposers will be required to sign a Construction Contract with the City. The Construction Contract is a public works agreement subject to ORS 279C.800 to 279C.870. A sample of the agreement is attached as part of the RFP documents. The City will require specific levels of insurance, applicable contract bonds, a Manzanita business license, a contractor license, and a tax identification number.

Proposers must evaluate these sample agreements and agree with the terms and conditions contained therein unless written objections are submitted to the City as set forth in Section V.B of the RFP.

Objections made after the deadline set forth in Section V.B, including after award of the Construction Contract, will not be considered and are grounds for subsequent denial of the Construction Contract.

Proposals shall be submitted as required in Section V of the RFP.

Proposals will be received until 2:00, PM June 20, 2025. Proposals received after the 2:00 PM deadline will not be considered.

For additional information regarding this RFP, please contact Leila Aman, laman@ci.manzanita.or.us. City reserves the right to reject any and all proposals or to negotiate individually with one or more proposers, and to select one or more contractors if determined to be in the best interest of City.

The City will hold a mandatory pre-proposal meeting on Thursday, June 12th, 2025, at 10:00 am via zoom. Please contact Nancy Jones at cityhall@ci.manzanita.or.us to RSVP and a link will be provided to you.

I. INTRODUCTION

The City of Manzanita (City) is seeking the services of a General Contractor (GC) with demonstrated experience in constructing public infrastructure for the construction of an expanded waterline, storm water system, retaining wall and pedestrian pathway, paving and traffic calming measures along Classic Street (the Project). The site of the Project is set forth in the plans and specifications for the Project. The scope of work consists of construction services as outlined in the sample Construction Contract attached to this RFP as Exhibit C. The anticipated contract start date is approximately July 14, 2025. The actual start date may vary and will depend on completion of advertisement, Qualifications Plus Bid opening and review and subsequent Award and contract signing steps.

II. PROJECT BACKGROUND

The City is surrounded by the natural beauty of the Pacific Ocean, Neah-Kah-Nie Mountain, and state and private forests on the north Oregon coast, just two hours west of Portland. The City is home to 625 full-time residents and 1,600 part-time homeowners, and it is a destination for visitors from around the world.

It is a vibrant and complex city with an active and engaged community.

The City received a grant from the State of Oregon to construct necessary infrastructure in order to support 120 units of affordable housing currently in the development pipeline, and additional housing development anticipated in the southeastern section of the City’s Urban Grown Boundary (UGB), commonly referred to as the Highlands. Currently, there is not sufficient fire flow/pressure to serve the land within the City’s UGB, including the site of the proposed affordable housing. Knowing this issue was coming, the City has been exploring options to expedite the construction of this expanded waterline along Classic Street. This expansion would divide a large, looped water system, creating two smaller linked loops, increasing available water flow to meet current/future fire flow standards for the entire UGB, including the area where the 120 units are proposed. The Project will also provide critical redundancy, increasing resiliency within the City’s water system. The waterline will generally be built on the eastern side of the roadway outside of the travel lanes.

The Project will include a storm drainage component. The absence of a stormwater connection for Classic Street leads to flooding and erosion issues on what has become a critical transportation connection.

Flooding not only poses a safety hazard for drivers and pedestrians, but it also hinders the overall functionality and longevity of the travel way. The construction of a stormwater system will allow the current storm basin to flow in two separate directions and connect to the recently completed storm line constructed in Dorcas Lane, which intersects Classic Street. The stormwater element of the Project will require retaining walls on the western side of Classic Street to allow for proper grading and to ensure long-term roadway stability.

Finally, the Project will include landscaping to the west to ensure slope stability and in specified locations will include a vegetative strip between the paved area over the waterline and the travel lanes to the east.

There will be traffic calming measures on Classic Street, including speedbumps, paint, signage and reconstruction of one corner bump-out on Laneda to make it Americans with Disabilities Act (ADA) compliant for a north south crossing.

The priority of the Project is to provide necessary water and stormwater infrastructure to unlock affordable housing in the urban growth boundary (UGB) and allow for new housing development consistent with the new SB 406 Oregon’s Middle Housing Rules. This element should be prioritized in the project schedule.

The nature of the Project requires a level of knowledge and experience working with construction on public projects with significant slope issues, unique soil conditions, and retaining walls (these issues are described in greater detail below). The Project will be at a higher risk and have a higher level of technical complexity due to the slope issues, soil conditions, the proximity of construction area to homes and heavily-trafficked rights of way, and an adjacent commercial construction project which will require coordination. Additionally, the majority of the Project is funded by a grant from the Oregon Business Development Department and, therefore, is subject to completion deadlines and budget limitations that require close monitoring of the Project schedule and budget. It is critical to maintain both the schedule and budget of the Project.

Slope issues of concern are documented in the plans and specifications for the Project and are currently shown in the Construction Documents, which include existing topographic data as well as proposed improvements. The existing topography features steep slopes on portions of the east side of Classic Street.

There are homes, private backyards, a public street, and other public and private items such as fences, small retaining walls, and landscaping on the slope and above the slope. There are also steep slopes on portions of the west side of Classic Street.

The unique soil conditions are described in two Geotechnical Reports (a report prepared by Carlson Geotechnical on 08/16/2024 and a report prepared by Pali Consulting). Both reports are available for viewing as described in Section IV below and incorporated into this RFP. The native soil conditions found in much of the Project area is loose sand. The sand creates construction challenges including such activities as trenching, shoring, compacting, and retaining.

The current design includes retaining walls on the east side of Classic Street in order to shift the travel lanes to the west. Recent cost estimates have indicated that it may not be financially feasible for the City to construct a retaining wall, and this element of the project may be subject to value engineering efforts, characterized as an alternate in the Construction Contract, or both. As such, the retaining wall pricing and design approach will be considered and evaluated separately from the pricing for the rest of the Project for purposes of this RFP. Finally, the proximity to adjacent homes will require minimal vibration construction techniques as well as other measures to minimize any impacts to existing structures and properties.

III. PROJECT DESCRIPTION

See Section II above. The above description is intended to be informational to proposers considering submittal of proposals in response to this RFP. The actual information included in the Construction Documents, plans and specifications, and RFP documents, alongside any Addenda which may be issued, shall be the controlling documents describing the existing conditions and the proposed improvements.

IV. ISSUANCE OF RFP DOCUMENTS

The RFP documents may be obtained at no cost from the City website at https://ci.manzanita.or.us/ or viewed in person at 167 S 5th Street, Manzanita, Oregon 97130. City Hall is open for walk up service Monday through Thursday from 9 a.m. to 12 p.m. Appointments to view the documents outside of that timeframe may be scheduled by contacting Nancy Jones at cityhall@ci.manzanita.or.us.

Leila Aman is the sole point of contact for all questions, concerns, and protests related to this RFP. She may be reached by email at laman@ci.manzanita.or.us.

V. PROPOSAL SUBMISSION

Proposals (including all required attachments) shall be submitted and delivered by 2:00 PM on June 20th, 2025, to Leila Aman. Electronic submissions, emailed in PDF format to Leila Aman at laman@ci.manzanita.or.us, are preferred; however, hard copies can be mailed or personally delivered, if necessary, to:

The City of Manzanita Attn: Leila Aman 167 S 5th Street Manzanita, OR 97130

Phone and facsimile proposals will not be accepted. There will be no formal opening of proposals.

A. SCHEDULE OF EVENTS

The City anticipates the following general timeline for receiving and evaluating the proposals and selecting a Contractor. This schedule is subject to change if it is in the City’s best interest to do so.

Advertisement/Release of RFP Wednesday, June 4, 2025

Pre Proposal Meeting Thursday, June 12, 2025

Due Date for Written Questions, Protests, Requests for Change, and Requests for Clarification

Friday, June 13, 2025

Last Day to Issue Addenda Tuesday June 17, 2025

Proposal Due Date and Time Friday, June 20, 2025 2:00 p.m. PT

Notice of Intent to Award the Contract Monday, June 23, 2025

Deadline for Award Protests Monday, June 30, 2025 5:00 p.m. PT

Award of Contract Wednesday, July 9, 2025

Projected Start Date (Notice to Proceed) Monday, July 14, 2025

Project Substantial Completion Deadline * November 21, 2025, or May 30, 2026

Projected Final Completion Date * December 21, 2025, or June 30, 2026

* As further detailed in Section V.R.ii.e and V.S, the City is soliciting pricing information based on two different schedules. The City will determine which schedule to pursue (and which pricing to score) prior to calculating the final proposal scores and issuing the Notice of Intent to Award.

Notwithstanding the foregoing, the City reserves the right to adjust the Project schedule if the City determines it is in its interest to do so.

Upon request, the City will meet with proposers that it did not select for the award of contract from

July 7, 2025 to July 10, 2025.

B. RFP CLARIFICATION AND PROTESTS; ADDENDA

i. Informal Questions or Requests for Clarification. Any proposer requiring clarification of the information provided in this RFP may submit specific questions or comments in writing to the contact set forth in Section IV of this RFP. Email is the preferred form of written communication. The deadline for submitting such questions is set forth in Section V(A).

ii. Request for Change. Any proposer wishing to request a change to the specification or contract terms contained in the solicitation documents must submit the request in writing to the contact set forth in Section IV of this RFP. The deadline for submitting such requests is set forth in Section V(A). The request for change must include a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change. The request must be marked “Contract Provision Request for Change” and contain sufficient information to identify the solicitation that is the subject of the request for change.

iii. Protest. Any proposer wishing to protest this RFP or specifications, or contract terms contained in the solicitation documents, must submit such protests to the contact set forth in Section IV of this RFP. The deadline for submitting such protests is set forth in Section V(A).

The proposer’s written protest must include all the following and otherwise comply with OAR 137-049-0260(3):

a. A detailed statement of the legal and factual grounds for the protest;

b. flawed description of the resulting prejudice to the proposer;

c. A statement of the desired changes to the contract terms and conditions, including any specifications; and marking of the protest as follows: “Contract Provision Protest” with sufficient information to identify the solicitation that is the subject of the protest.

iv. Addenda. The City reserves the right to make changes to the RFP by written addenda. If City determines that a change or clarification to the solicitation documents is necessary, such information, clarification, or interpretation will be supplied in a written addendum, posted to City’s website at https://ci.manzanita.or.us.

a. Proposers should consult the City’s website regularly until the proposal due date and time to assure that they have not missed any addendum announcements. By submitting a proposal, each proposer thereby agrees that it accepts all risks, and waives all claims, associated with or related to its failure to obtain addendum information. Proposers will also be required to acknowledge receipt of each addendum in writing as part of their proposals. Additionally, City will send addenda to all prospective proposers known to have obtained the solicitation documents at the time addenda is issued. Statements made by City representatives, including but not limited to oral or written responses to a request for clarification, are not binding on City unless confirmed by written addendum.

b. No addenda will be issued later than three days before the date that proposals are due, except an addendum, if the City deems necessary, postponing the due date for proposals, withdrawing the RFP, or modifying elements of the RFP resulting from delayed process.

C. CONFIDENTIALITY

City is subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires City to disclose all records generated or received in the transaction of City business, except as expressly exempted under ORS 192.338 to 192.355, or other applicable law.

Pursuant to ORS 279C.107, the City need not open proposals for public inspection until after execution of the contract(s) awarded under this RFP. Thereafter, the City will not disclose records submitted by a proposer that are exempt from disclosure under the Oregon Public Records Law, subject to the following procedures and limitations:

The proposer must mark all proposal pages containing the records it has determined as confidential under Oregon Public Records Law and must segregate those pages in the following manner:

i. Such pages must be clearly marked “Confidential” on each page of the confidential document.

ii. For hard copy submissions, proposer must separate confidential pages from its other proposal pages by providing the confidential pages to City in a separate envelope or package. For email submissions, proposer must separate confidential pages from its other proposal pages by providing the confidential pages to the City in a separate email file attachment.

iii. In its proposal, proposer must cite the specific statutory exemption in Oregon Records Law exempting such pages from disclosure.

iv. Subsections (i) and (ii) above will prevail in the event these provisions conflict with formatting or response instructions elsewhere in this document.

v. Proposers may not mark an entire proposal confidential. Should a proposal be submitted in this manner, City will hold no portion of the proposal as confidential, unless such a portion is segregated as required under subsection (ii) above and is determined exempt from Oregon Public Records Law.

Notwithstanding the above procedures, the City reserves the right to disclose information that the City determines, in its sole discretion, is not exempt from disclosure or that the City is directed to disclose by the district attorney or a court of competent jurisdiction.

Prior to disclosing such information, the City will make reasonable attempts to notify the proposer of the pending disclosure.

D. CANCELLATION

The City reserves the right to cancel this RFP at any time or to reject any and all proposals if the City determines that doing so is in the public interest.

E. LATE PROPOSALS

All proposals that are not received by the proposal due date in Section V(A) will not be considered and will be returned unopened to the proposer(s). Phone and facsimile proposals will not be accepted. Delays due to mail and/or delivery handling, including but not limited to delays within the City’s internal distribution or email systems, do not excuse the proposer’s responsibility for submitting the proposal to the correct location by the proposal due date.

F. DISPUTES

In case of any doubt or differences of opinion as to the items or services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of the City shall be final and binding upon all parties.

G. PROPOSER’S REPRESENTATION

Each proposer, by the act of submitting its proposal, represents that:

i. It has read and understands the proposal documents and its proposal is made in accordance therewith;

ii. It has familiarized itself with the local conditions under which services solicited in this RFP will be performed; and

iii. Its proposal is based upon the requirements described in the RFP without exception, unless clearly stated in the response.

H. CONDITIONS OF SUBMITTAL

By the act of submitting a proposal in response to this RFP, the proposer certifies that:

i. To its best knowledge and belief, no elected official, officer, employee, or person, whose salary is payable in whole or part by the City, has a direct or indirect financial interest in the proposal, or in the services to which it relates, or in any of the profits thereof other than as fully described in the proposer’s response to this solicitation.

ii. The proposer has examined all parts of the RFP, including all requirements and contract terms and conditions thereof, and, if its proposal is accepted, the proposer shall accept the contract documents thereto, unless substantive changes are made in same, without the approval of the proposer.

iii. The proposer is of lawful age (if an individual); is the only one interested in this proposal; and no person, firm, or corporation, other than that named, has any interest in the proposal, or in the proposed contract.

iv. The proposer has quality experience providing requested services in a capacity similar to the duties outlined within the scope of services.

I. COST OF REQUEST FOR PROPOSALS AND ASSOCIATED RESPONSES

Proposers will bear sole responsibility for all costs incurred in preparing and providing their proposals in response to this RFP. The City is not liable to any proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a proposal.

J. CITY REQUESTS FOR CLARIFICATION, ADDITIONAL RESEARCH, & REVISIONS

The City reserves the right to obtain clarification of any point in a proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification may result in a finding that the proposer is non- responsive and consequent rejection of the proposal.

The City may obtain information from any legal source for clarification of any proposal or for information of any proposer. the City need not inform the proposer of any intent to perform additional research in this respect or of any information thereby received.

The City may perform, at its sole option, investigations of any proposer. Information may include but shall not necessarily be limited to current litigation and contracting references. All such documents, if requested by the City, become part of the public records and may be disclosed accordingly.

The City reserves the right to request clarifications of proposals after the submission of proposals and before award.

K. REJECTION OF PROPOSALS

As set forth in Section V(D), the City reserves the right to reject any or all proposals received as a result of this RFP if the City determines that rejection is in the public interest. Reasons for proposal rejection may include but are not limited to the following:

i. Failure of the proposer to adhere to one or more of the provisions established in the RFP;

ii. Failure of the proposer to submit a proposal in the format specified herein;

iii. Failure of the proposer to submit a proposal within the time requirements established herein;

iv. Failure of the proposer to adhere to ethical and professional standards before, during, or following the proposal process; or

v. Failure of proposer to otherwise comply with all prescribed public procurement procedures and requirements.

L. MODIFICATION OR WITHDRAWAL OF PROPOSAL BY PROPOSER

A proposal may not be modified, withdrawn, or canceled by the proposer for 60 calendar days following the time and date designated for the receipt of proposals. Proposals submitted before the proposal due date may only be modified or withdrawn in person with proper identification, or by issuing a written request on company letterhead, signed by an authorized representative, prior to the proposal due date and time. Written requests for withdrawal must be so worded as not to reveal material contents of the original proposal.

Withdrawn proposals may be resubmitted up to the proposal due date and time, provided that they are then fully in conformance with the RFP.

M. PROPOSAL OWNERSHIP

All material submitted for any portion of a proposal in response to this RFP, or during any phase of this solicitation, will become the property of City and will not be returned to proposers.

N. DURATION OF PROPOSAL

Proposal terms and conditions shall be firm for a period of at least 60 days from the proposal due date. The successful proposal shall not be subject to future price escalation or changes of terms if accepted during the 60-day period. Price decreases or changes in terms by others after the acceptance of a proposal will not be considered.

O. AFFIRMATIVE ACTION/NONDISCRIMINATION

By submitting a proposal, the proposer agrees to comply with the Fair Labor Standard Act, Civil Rights Act of 1964, Executive Order 11246, Fair Employment Practices, Equal Employment Opportunity Act, Americans with Disabilities Act, and Oregon Revised Statutes. By submitting a proposal, the proposer certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns, or an emerging small business in awarding a subcontract.

P. TAX COMPLIANCE

By submitting a proposal, the proposer represents and warrants that the proposer has complied with the applicable tax laws of this state or a political subdivision of this state, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318. The proposer and any consultants listed on the Oregon Bureau of Labor and Industry’s (BOLI) List of Ineligibles will be rejected.

Q. PREVAILING WAGE REQUIREMENT

By submitting a proposal, the proposer agrees to be bound by and will comply with the provisions of ORS 279C.838, and 279C.840.

R. PROPOSAL AND SUBMISSION REQUIREMENTS

Proposer shall respond to specific criteria that shall facilitate proposal evaluation. Responses should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the request. Responses need not include pictures or images. Proposals should be limited to a maximum of twelve (12) pages (the Introductory Letter, list of Lawsuits and Claims, Exhibit A, and Exhibit B, however, are not included in the page count for purposes of the page limit). All proposals submitted in response to this RFP must include Exhibit A (Proposal Sheet); Exhibit B (Bid Form) and the following:

i. Introductory Letter

An introductory letter providing background information about the proposer, including number of years in continuous operation, bonding capacity, anticipated volume of work for this year, construction capabilities (types of work that proper specializes in, preferred range of job size, etc.), and why proposer is uniquely suited to provide construction services for the Project.

ii. Qualifications and Project Information

This criteria relates to the proposer’s capabilities and resources in relation to the Project.

Please address the following:

a. Relevant Experience:

Describe your company’s experience with the construction of public infrastructure projects, and describe how this previous experience will benefit City.

Identify at least three (3) examples of projects that are similar to the Project in terms of:

Infrastructure type (i.e., waterline expansion, storm water systems, pedestrian pathways, and traffic calming measures);

Locale (i.e., coastal construction site with unique sandy soil conditions similar to those present at the Project site);

Complicating factors (i.e. slope issues and unique soil conditions requiring significant lengths of retaining wall construction); and

Safety concerns (i.e. construction sites in heavily trafficked areas and adjacent to other construction sites).

Describe how these examples relate to your ability to satisfy the requirements of this RFP. Provide client references for each example.

If your project examples do not include public projects, list and briefly describe at least 3 projects of comparable size and complexity to the Project.

b. Proposed Personnel and Project Organization:

Provide an organizational chart showing all key personnel for the Project. Indicate your company’s commitment to assign those personnel to the Project through Project completion, including the percentage of time each key individual will devote to the Project.

For each individual listed on your proposed organization chart, provide background information with relevant project experience.

Provide a staffing plan indicating how you will manage and supervise the Project.

Note that Owner will not approve of the subcontracting of more than 75% of the Work to be performed under the Contract.

c. Schedule:

Provide a Project schedule from commencement of construction to final completion of the Project. Please include (2) proposed schedules.

Full project (including retaining wall scope) completed no later than

November 21, 2025.

Full project (including retaining wall scope) completed no later than

May 30, 2026 – The waterline must be installed by December 31, 2025.

Please include a phasing plan for all other related elements of the project.

Provide any risks and/or opportunities and solutions in achieving the schedule.

If possible, provide examples of how you have faced and solved similar challenges on other projects.

d. Retaining Wall:

What type of system do you propose for the retaining wall given the specifications included?

Provide a lump sum price (with unit price breakdown) to perform the work required to construct the retaining wall, based on the system you are proposing (the “Retaining Wall Price”). See Exhibit D for a non-exhaustive list of components that should be factored into the Retaining Wall Price. It is anticipated that the retaining wall will be constructed early in the Project and, therefore, the Retaining Wall Price should not vary based on whether the Project substantial completion date is November 21, 2025, or May 30, 2026.

Proposers must submit only one Retaining Wall Price that is compatible with both of these substantial completion dates. If a proposer submits more than one Retaining Wall Price, the City will only consider, and the proposer will be deemed to have offered, the lowest price submitted regardless of which substantial completion date the City ultimately requires.

While the Retaining Wall Price is being evaluated and scored under this Section V.R.ii.d rather than Section V.R.ii.e below, the Retaining Wall Price is considered part of the Bid Amount for purposes of the proposal security described in

Section 2 of Exhibit A. Furthermore, the Retaining Wall Price represents a firm offer and, as with the entirety of the proposal, is subject to Section V.N of this RFP and OAR 137-049-0280.

e. Bid Amount:

Provide (2) bids to perform the work required under the Construction Contract on the Schedule of Prices (Exhibit B). Bid 1 should assume a November 21, 2025 substantial completion deadline, and Bid 2 should assume a May 30, 2026 substantial completion deadline. Both Bid 1 and Bid 2 are required. Proposals that do not contain both Bid 1 and Bid 2 will be rejected as non-responsive.

f. Approach:

What is your company’s approach to building the Project in terms of local trades, valley trades, self-perform, etc. and delivering a high-quality product?

To what extent will your company self-perform work? Please provide a percentage estimate

What practices ensure quality is delivered and attention to detail is maintained?

What are the potential challenges you see for completing the Project, and how would you resolve them?

g. Lawsuits and Claims:

Provide a list of any outstanding lawsuits including claims, both settled and unsettled, for the past five years. [this section is excluded from the page limit]

iii. Proposer Requirements Any contractor submitting a proposal must meet the following minimum requirements:

a. All proposers must be licensed to perform business in the State of Oregon and properly licensed to perform the services described in this RFP, including but not limited to being registered with the Construction Contractors Board or licensed by the State Landscape Contractors Board, as specified in OAR 137-049-0230;

b. All proposers must be experienced in those services requested by the City;

c. All proposers must agree to execute the City’s Construction Contract, if awarded; and

d. All proposers must carry required insurance, naming the City an additional insured.

Insurance requirements are set forth in the Sample Construction Agreement attached to this RFP as Exhibit C.

S. PROPOSAL EVALUATION

The evaluation process for this RFP will consist of a written proposal evaluation. Each proposal shall be evaluated as a demonstration of the proposer’s capabilities and understanding of the Project.

Evaluation criteria and weighting factors for the proposal shall be as follows:

Criteria Maximum Points

Introductory Letter Pass/Fail

Relevant Work & Experience with City of Manzanita Infrastructure

Proposed Personnel and Project Organization 10

Retaining Wall 20

Bid Amount 30

Approach and Schedule 20

TOTAL 100

Each member of the selection committee will independently score proposals in accordance with the evaluation criteria above. The selection committee will then average the proposal scores per category and sum the category averages for a total score for each proposal.

Bids submitted on Proposal Form B will be scored as shown in the following example:

Low Bid = 30 points Formula: (Low Bid/Bid) X 30 points = score, rounded to nearest tenth For example:

Bids received: Bid#1 $5,000, Bid#2 $4,700, Bid#3 $4,950, Bid#4 $6,100, Bid#5 $5,500 Low Bid = Bid#2= $4,700 = 30 points Bid#1: (4700/5000)X30 = 28.2 Bid#2: (4700/4700)X30 = 30 Bid#3: (4700/4950)X30 = 28.3 Bid#4: (4700/6100)X30 = 23.1

Bid#5: (4700/5500)X30 = 25.6

Schedule and Approach – The City, considering the public interest, will determine in its sole judgment and discretion which schedule and corresponding bid to proceed with for purposes of evaluating the bids as described above and scoring proposals. .

The Retaining Wall Price will not be factored into the scoring of bids submitted on Proposal B. Instead, the Retaining Wall Price will be evaluated in conjunction with the other evaluation criteria described in Section V.R.ii.d.

The City reserves the right to:

Reject any and all proposals not in compliance with all public procedures and requirements including but not limited to the requirement to demonstrate responsibility under ORS 279C.375(3)(b);

Reject any proposal not meeting the specifications set forth herein;

Waive any or all irregularities in proposals submitted;

Award contracts for any or all parts of the services solicited under this RFP; and Request references and other data to determine responsiveness.

The City will provide written notice of its intent to award the contract to the highest-ranked proposer.

T. PROTEST OF CONTRACT AWARD

i. A proposer may protest the intent to award the contract in accordance with OAR 137-049-0450, provided:

1. The proposer is adversely affected because the proposer would be eligible to be awarded the contract in the event that the protest is successful; and

2. The reason for the protest is:

All higher-ranked proposals (or, in the event multiple contracts are awarded, a sufficient number of proposals) are non-responsive or failed to meet the requirements of this RFP, or are all higher-ranked proposers; or

City committed a substantial violation of a provision in this RFP or of an applicable procurement statute or administrative rule, and the protesting proposer was unfairly evaluated and would have, but for such substantial violation, been the responsible proposer offering the highest-ranked proposal.

3. The protest is clearly marked as a protest, includes a description of this RFP, and is delivered to the point of contact and address set forth in Section V of this RFP.

4. All protests of award must be in writing and physically received by the contact set forth in Section IV of this RFP no later than 5:00PM on the deadline for submitting such protests as set forth in Section V(A).

5. Protests must specify the grounds for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for protest of award.

ii. Protests not filed within the time specified in Section V(A), or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based will be dismissed. An issue that could have been raised by request for clarification or protest of the solicitation documents is not a ground for protest of award.

iii. The City will resolve all protests in accordance with OAR 137-049-0450.

U. CONTRACT REQUIREMENTS

The City reserves the right to negotiate final terms of a Construction Contract as the City determines to be in its best interest. As described in this RFP, the City has limited funding for the Project. The City’s right to negotiate the final terms of a Construction Contract includes but is not limited to the City’s right to remove Project scope should pricing be in excess of available funds for the Project.

The City will negotiate the Construction Contract once the selection committee has chosen the highest-ranked proposer. If the City cannot come to terms with the top-ranked proposer, the City may enter into negotiations with the second-ranked proposer. This process may continue until the City reaches an agreement which the City deems appropriate for the services.

The award of a contract is accomplished by executing a written Construction Contract that incorporates the proposer’s proposal, clarifications, addenda, additions, and insurance. All such materials constitute the contract documents.

A-1

Exhibit A

Proposer Sheet

Complete and execute this proposal sheet and include it with your proposal.

Proposal From:

The undersigned hereby proposes to provide to City all materials, services, and labor necessary to perform all work in connection with the Project in strict accordance with the terms of the RFP.

In submitting this proposal, the undersigned agrees:

a. To hold this proposal open for 60 days from the date of the proposal due date and to accept the provisions of the RFP regarding proposal security.

b. To execute the contract relating to this RFP if the proposal is selected.

c. To provide all goods, equipment, and services to perform the contract.

d. To perform under the contract according to the agreed-upon schedule.

1. Addenda:

Complete this section if any Addenda were issued and received.

Proposer has received Addenda # _________ through #_________; the most recently received addendum is dated _________________________________________.

Proposer must respond to each of the yes/no prompts below, otherwise the proposal will not be considered.

2. Proposal Security:

Each proposal must be accompanied by proposal security in the form required by OAR 137-049- 0290 (surety bond; irrevocable letter of credit, or cashier’s check or certified check) in an amount of not less than 10% of (a) the Retaining Wall Price plus (b) the higher of (i) the bid price for Schedule 1 or (ii) the bid price for Schedule 2. City will release proposal security as provided in OAR 137-049-0290. Copies of surety bonds and letters of credit will be accepted if included with the proposal and originals are provided to the City upon request. Cashiers checks or certified checks, however, must be submitted to, and received by, the City prior to the proposal due date and time at the following address:

City of Manzanita Attn: Leila Aman 167 S 5th Street Manzanita, Oregon 97130

3. Performance, Payment, and Public Works Bonds:

No later than ten days after the receipt of Notice of Award, the selected proposer must be

A-2 prepared to execute the contract provided by City and to file a public works bond with the Contractors Construction Board as required under ORS 279C.836. The selected proposer must deliver to City and maintain performance and payment bonds as required by the contract and

OAR 137-049-0460.

4. Prevailing Wages:

Oregon Prevailing Wages: The hourly rate of wage to be paid by Contractor or any subcontractor to workers in each trade or occupation required for the public works employed in the performance of this Contract shall not be less than the specified minimum rate of wage in accordance with ORS 279C.838 and ORS 279C.840. Prevailing wage rates for public works contracts in Oregon are contained in the following publications: Prevailing Wage Rates for Public Works Projects in Oregon, the PWR Apprenticeship Rates, and amendments to since the most current date of publication. BOLI publications can be reviewed electronically at https://www.oregon.gov/boli/employers/pages/prevailing-wage-rates.aspx. The applicable prevailing wages will be those in effect on the date of publication of this RFP as described above, and which rates are incorporated by reference in this RFP and Construction Contract.

Proposer certifies that proposer will pay the Oregon prevailing wage rate.

Yes No

5. Nondiscriminatory Subcontractor Participation:

Proposer certifies that it has not and will not discriminate, in violation of ORS 279A.110(1), against a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a veteran-owned business, or an emerging small business in awarding any subcontract relating to this RFP or any contract awarded under it.

6. Construction Contractors Board or Landscape Contractors Board Registration:

City will not consider a bid from a proposer that is not registered with the Oregon Construction Contractors Board, if required by ORS 701.021, or the Oregon Landscape Contractors Board, if required by ORS 671.530.

Oregon Construction Contractors Board Registration Number: _________________ Expiration Date: _________________

Oregon Landscape Contractors Board Registration Number: _________________ Expiration Date: _________________

7. Tax Compliance:

Proposer has complied with the tax laws of the state of Oregon or a political subdivision of the state of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317 and 318.

Yes No

8. Asbestos Abatement: Not Required.

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9. Oregon Office for Business Inclusion and Diversity Certification: Please indicate whether your business is certified under ORS 200.055 as any of the following:

Disadvantaged Business Enterprise Minority-Owned Business

Woman-Owned Business Emerging Small Business

Service-Disabled Veteran Owned Business

10. Bid Form. The bid form must include unit costs for the Project in the Schedule of Prices in Exhibit B to this RFP.

Proposer represents that the price bid is made according to the terms of this RFP, and that the price bid covers all expenses incurred in providing the City with all materials, services, and labor necessary to perform all work in connection with the Project.

Proposer’s Signature and Identification:

Proposer certifies that this proposal is genuine, has been arrived at by the proposer independently, and has been submitted without collusion with any other person or entity designed to limit independent bidding and competition.

Please print or type all information requested below (except where signature is required) and attach Bid Security to this form.

Name of Proprietor, Partnership, or Corporation:

Authorized Official Name and Title (Please Print):

Signature of Authorized Official: ______________________________ Date Signed:

Street Address City, State, and Zip Code

Mailing Address (if different from street address) City, State, and Zip Code

Phone Number Email Address

Employer Federal ID Number

B-1

Exhibit B SCHEDULE OF UNIT PRICES: November 21, 2025 SUBSTANTIAL COMPLETION

Item Description Unit Estimated Quantity Unit Price Total Price

1. MOBILIZATION LS 1 $ $

2. TEMPORARY PROTECTION AND DIRECTION OF TRAFFIC LS 1 $ $

3. EROSION AND SEDIMENT CONTROL LS 1 $ $

4. CLEARING AND GRUBBING AC 0.15 $ $

5. ASPHALT PAVEMENT SAWCUTTING LF 650 $ $

6. SALVAGE AND REINSTALL HYDRANT EA 1 $ $

7. REMOVAL OF PAVEMENT, AC/PCC (INCLUDING HAUL) SY 2300 $ $

8. REMOVAL OF WALK SY 31 $ $

9. REMOVAL OF CURBS LF 220 $ $

10.

REMOVE OR PLUG-FILL AND ABANDON EXISTING PIPE

(WATER) LF 300 $ $

11. REMOVAL OF PIPE (STORM SEWER) LF 350 $ $

12. REMOVAL OF STRUCTURES (STORM SEWER, CB ONLY) EA 8 $ $

13. SALVAGE EXISTING SIGNS LS 1 $ $

14. GENERAL EXCAVATION CY 750 $ $

15. TOPSOIL (SEEDED AREA) CY 130 $ $

16. BORROW EXCAVATION TN 750 $ $

17. BASE COURSE AGGREGATE CY 1000 $ $

18. LEVELING COURSE AGGREGATE CY 100 $ $

19.

LEVEL 2 - 1/2 INCH ACP MIXTURE, 2-LIFTS, BASE &

WEARING COURSE (ROADWAY) TON 700 $ $

20. LEVEL 2 - 1/2 INCH ACP MIXTURE (PATH) TON 102 $ $

21. 2" COLD PLANE PAVEMENT REMOVAL SY 610 $ $

22. EXTRA FOR PEDESTRIAN LANDINGS-ADA RAMPS EA 9 $ $

23.

4" CONCRETE CURBS, MOUNTABLE-ROLLED CURB &

GUTTER LF 410 $ $

24. VALLEY GUTTER CONCRETE SURFACING LF 650 $ $

25. MINOR ADJUSTMENT OF MANHOLES EA 3 $ $

26. CONNECTIONS TO EXISTING WATER MAIN EA 7 $ $

27. 6" PVC IPS, WATERMAIN LF 55 $ $

28. 6" DI PIPE LF 7 $ $

29. 8" DI PIPE LF 8 $ $

30. 10" HDPE SDR 14, WATERMAIN LF 2152 $ $

31. 8" DI MJ BENDS (VARIOUS ANGLES) EA 1 $ $

32. 10" DI MJ BENDS (VARIOUS ANGLES) EA 10 $ $

33. 10"X10"X6" DI FLG TEE EA 3 $ $

34. 10"X10"X6" DI MJ TEE EA 1 $ $

35. 10" DI FLG TEE EA 1 $ $

36. 10" DI MJ TEE EA 1 $ $

37. 10" FLG X MJ TEE EA 2 $ $

38. 6" MJ GATE VALVE EA 2 $ $

39. 6" FLGXMJ GATE VALVE EA 2 $ $

B-2

Item Description Unit Estimated Quantity Unit Price Total Price

40. 10" FLGXMJ GATE VALVE EA 12 $ $

41. 10" MJ GATE VALVE EA 2 $ $

42. 6" MJ LONG PATTERN SLEEVE EA 2 $ $

43. 8" MJ LONG PATTERN SLEEVE EA 4 $ $

44. 10" MJ LONG PATTERN SLEEVE EA 1 $ $

45. 10" TO 8" MJ REDUCER EA 6 $ $

46. 6" DI FLG CAP EA 1 $ $

47. 2" AIR RELEASE VALVE AND VAULT EA 1 $ $

48. HYDRANT ASSEMBLY EA 2 $ $

49. CDF BACKFILL MATERIAL CY 5 $ $

50. CONNECTIONS TO EXISTING STORM SEWER EA 4 $ $

51. 8 INCH HDPE PIPE, 5 FT DEPTH LF 179 $ $

52. 12 INCH HDPE PIPE, 5 FT DEPTH LF 1718 $ $

53. 18 INCH HDPE PIPE, 5 FT DEPTH LF 48 $ $

54. ODOT G2 CATCH BASIN EA 27 $ $

55. NYLOPLAST CATCH BASIN EA 5 $ $

56. 48" STORM SEWER MANHOLE (ALL DEPTHS) EA 3 $ $

57. INFILTRATION BASIN STRUCTURE EA 1 $ $

58. CENTER LINE (YELLOW DOUBLE LINE) LF 1503 $ $

59. STOP BARS (THERMOPLASTIC) LF 90 $ $

60. CROSSWALK STRIPES (6 X 2 THERMOPLASTIC) EA 50 $ $

61. SPEED BUMPS EA 4 $ $

62. TEMPORARY SEED SY 2500 $ $

63. PERMANENT SEED SY 2500 $ $

64. COMPOST EROSION BLANKET SY 2500 $ $

65. LANDSCAPING (EXCLUDING NEAR RETAINING WALL) LS 1 $ $

NECARNEY WATER LINE

66.

8" HDPE SDR 14, WATERMAIN (OPEN TRENCH OR

TRENCHLESS) LF 1483 $ $

67. 8" HDPE SDR 14, WATERMAIN (TRENCHLESS REQUIRED) LF 116 $ $

68. 8" DI BENDS (VARIOUS ANGLES) EA 1 $ $

69. 8"X8"X6" DI FLG TEE EA 2 $ $

70. 8" DI FLG TEE EA 2 $ $

71. 6" MJ GATE VALVE EA 1 $ $

72. 6" FLGXMJ GATE VALVE EA 1 $ $

73. 8" FLGXMJ GATE VALVE EA 9 $ $

74. 8" DI MJ LONG PATTERN SLEEVE EA 2 $ $

75. 8" DI MJ CAP EA 1 $ $

76. 2" AIR RELEASE VALVE AND VAULT EA 1 $ $

77. HYDRANT ASSEMBLY EA 1 $ $

78. CONNECTIONS TO EXISTING WATER MAINS EA 3 $ $

NOVEMBER 21, 2025 SUBSTANTIAL COMPLETION - BASE BID SUBTOTAL: $

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Exhibit B – Cont’d

SCHEDULE OF UNIT PRICES: MAY 30, 2026 SUBSTANTIAL COMPLETION

Item Description Unit Estimated Quantity Unit Price Total Price

1. MOBILIZATION LS 1 $ $

2. TEMPORARY PROTECTION AND DIRECTION OF TRAFFIC LS 1 $ $

3. EROSION AND SEDIMENT CONTROL LS 1 $ $

4. CLEARING AND GRUBBING AC 0.15 $ $

5. ASPHALT PAVEMENT SAWCUTTING LF 650 $ $

6. SALVAGE AND REINSTALL HYDRANT EA 1 $ $

7. REMOVAL OF PAVEMENT, AC/PCC (INCLUDING HAUL) SY 2300 $ $

8. REMOVAL OF WALK SY 31 $ $

9. REMOVAL OF CURBS LF 220 $ $

10.

REMOVE OR PLUG-FILL AND ABANDON EXISTING PIPE

(WATER) LF 300 $ $

11. REMOVAL OF PIPE (STORM SEWER) LF 350 $ $

12. REMOVAL OF STRUCTURES (STORM SEWER, CB ONLY) EA 8 $ $

13. SALVAGE EXISTING SIGNS LS 1 $ $

14. GENERAL EXCAVATION CY 750 $ $

15. TOPSOIL (SEEDED AREA) CY 130 $ $

16. BORROW EXCAVATION TN 750 $ $

17. BASE COURSE AGGREGATE CY 1000 $ $

18. LEVELING COURSE AGGREGATE CY 100 $ $

19.

LEVEL 2 - 1/2 INCH ACP MIXTURE, 2-LIFTS, BASE &

WEARING COURSE (ROADWAY) TON 700 $ $

20. LEVEL 2 - 1/2 INCH ACP MIXTURE (PATH) TON 102 $ $

21. 2" COLD PLANE PAVEMENT REMOVAL SY 610 $ $

22. EXTRA FOR PEDESTRIAN LANDINGS-ADA RAMPS EA 9 $ $

23.

4" CONCRETE CURBS, MOUNTABLE-ROLLED CURB &

GUTTER LF 410 $ $

24. VALLEY GUTTER CONCRETE SURFACING LF 650 $ $

25. MINOR ADJUSTMENT OF MANHOLES EA 3 $ $

26. CONNECTIONS TO EXISTING WATER MAIN EA 7 $ $

27. 6" PVC IPS, WATERMAIN LF 55 $ $

28. 6" DI PIPE LF 7 $ $

29. 8" DI PIPE LF 8 $ $

30. 10" HDPE SDR 14, WATERMAIN LF 2152 $ $

31. 8" DI MJ BENDS (VARIOUS ANGLES) EA 1 $ $

32. 10" DI MJ BENDS (VARIOUS ANGLES) EA 10 $ $

33. 10"X10"X6" DI FLG TEE EA 3 $ $

34. 10"X10"X6" DI MJ TEE EA 1 $ $

35. 10" DI FLG TEE EA 1 $ $

36. 10" DI MJ TEE EA 1 $ $

37. 10" FLG X MJ TEE EA 2 $ $

38. 6" MJ GATE VALVE EA 2 $ $

39. 6" FLGXMJ GATE VALVE EA 2 $ $

B-4

Item Description Unit Estimated Quantity Unit Price Total Price

40. 10" FLGXMJ GATE VALVE EA 12 $ $

41. 10" MJ GATE VALVE EA 2 $ $

42. 6" MJ LONG PATTERN SLEEVE EA 2 $ $

43. 8" MJ LONG PATTERN SLEEVE EA 4 $ $

44. 10" MJ LONG PATTERN SLEEVE EA 1 $ $

45. 10" TO 8" MJ REDUCER EA 6 $ $

46. 6" DI FLG CAP EA 1 $ $

47. 2" AIR RELEASE VALVE AND VAULT EA 1 $ $

48. HYDRANT ASSEMBLY EA 2 $ $

49. CDF BACKFILL MATERIAL CY 5 $ $

50. CONNECTIONS TO EXISTING STORM SEWER EA 4 $ $

51. 8 INCH HDPE PIPE, 5 FT DEPTH LF 179 $ $

52. 12 INCH HDPE PIPE, 5 FT DEPTH LF 1718 $ $

53. 18 INCH HDPE PIPE, 5 FT DEPTH LF 48 $ $

54. ODOT G2 CATCH BASIN EA 27 $ $

55. NYLOPLAST CATCH BASIN EA 5 $ $

56. 48" STORM SEWER MANHOLE (ALL DEPTHS) EA 3 $ $

57. INFILTRATION BASIN STRUCTURE EA 1 $ $

58. CENTER LINE (YELLOW DOUBLE LINE) LF 1503 $ $

59. STOP BARS (THERMOPLASTIC) LF 90 $ $

60. CROSSWALK STRIPES (6 X 2 THERMOPLASTIC) EA 50 $ $

61. SPEED BUMPS EA 4 $ $

62. TEMPORARY SEED SY 2500 $ $

63. PERMANENT SEED SY 2500 $ $

64. COMPOST EROSION BLANKET SY 2500 $ $

65. LANDSCAPING (EXCLUDING NEAR RETAINING WALL) LS 1 $ $

NECARNEY WATER LINE

66.

8" HDPE SDR 14, WATERMAIN (OPEN TRENCH OR

TRENCHLESS) LF 1483 $ $

67. 8" HDPE SDR 14, WATERMAIN (TRENCHLESS REQUIRED) LF 116 $ $

68. 8" DI BENDS (VARIOUS ANGLES) EA 1 $ $

69. 8"X8"X6" DI FLG TEE EA 2 $ $

70. 8" DI FLG TEE EA 2 $ $

71. 6" MJ GATE VALVE EA 1 $ $

72. 6" FLGXMJ GATE VALVE EA 1 $ $

73. 8" FLGXMJ GATE VALVE EA 9 $ $

74. 8" DI MJ LONG PATTERN SLEEVE EA 2 $ $

75. 8" DI MJ CAP EA 1 $ $

76. 2" AIR RELEASE VALVE AND VAULT EA 1 $ $

77. HYDRANT ASSEMBLY EA 1 $ $

78. CONNECTIONS TO EXISTING WATER MAINS EA 3 $ $

MAY 30, 2026 SUBSTANTIAL COMPLETION - BASE BID SUBTOTAL: $

B-5

Any estimate of the quantities of work to be done and set forth by the City under unit price bids is approximate and is given only as a basis of calculation for comparison of bids and award of the Construction Contract.