REQUEST FOR QUALIFICATIONS –

WASTEWATER COLLECTIONS

ENGINEERING SERVICES

ISSUE DATE

December 22, 2025

PROPOSAL DUE DATE

January 29, 2026, 2:00 p.m. PST

City of Milwaukie – RFQ for Wastewater Collections Engineering Services

TABLE OF CONTENTS

SECTION 1: ANNOUNCEMENT 3

SECTION 2: GENERAL INFORMATION 3

SECTION 3: SCOPE OF WORK 7

SECTION 4: PROPOSER AND PROPOSAL REQUIREMENTS 13

SECTION 5: EVALUATION AND SELECTION 14

SECTION 6: CONTRACT REQUIREMENTS 16

ATTACHMENT A: SAMPLE AGREEMENT 17

SECTION 1: ANNOUNCEMENT

City of Milwaukie (City) is seeking proposals from qualified and experienced businesses or individuals for multiple wastewater collection system projects over approximately six (6) years. Each project requested will contain varying levels of engineering services and disciplines to be completed by the selected proposer. Proposers should possess strong qualities in competency, communication, and timeliness. A description of services, disciplines, and projects are provided under Section 3 of this document.

City utilizes Euna Procurement Bonfire for its eProcurement solution (Procurement Portal). To access the solicitation documents, be added to the distribution list for this solicitation’s automatic notices, and to submit proposals electronically, please visit https://milwaukieoregon.bonfirehub.com/.

To assist with registration and submission of responses, and to learn how to get started with Bonfire, watch this 5-minute training video. For questions or technical support when using the platform, access the online vendor help center, search frequently asked questions, or contact the Bonfire support team at support@gobonfire.com.

City’s expectation of any consultant it contracts with is that the consultant’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.

City is committed to ensuring equity and fairness in its contracting and purchasing process and increasing opportunities for minority-owned, women-owned, veteran-owned, and emerging small businesses enterprises. Furthermore, the City strongly encourages its contracted consultants to utilize these businesses when providing subconsultant services and materials under the awarded contract.

Proposals will be submitted electronically through the City’s Procurement Portal. Proposals will be received until 2:00 p.m. PST on Thursday, January 29, 2026, for the purpose of selecting a proposal who evidences the highest level of quality performance and technical competence. Proposals submitted after the deadline will not be accepted.

SECTION 2: GENERAL INFORMATION

2.1 City Information

Milwaukie is a community where residents, businesses, and city government work together to ensure that the community retains its character, natural beauty, and thriving engagement. City serves a population of over 20,000 and provides a rich and vibrant atmosphere that is close to the region’s business core and urban amenities. Additional information regarding other city services and programs may be found on the City’s website at https://www.milwaukieoregon.gov/.

City of Milwaukie is a full‐service municipality that operates under a council-manager form of government. The four elected councilors and the elected mayor comprise the City Council and act as representatives of the Milwaukie Residents. City Council sets policies for city government, enacts ordinances and hires, directs and evaluates the city manager, city attorney, and municipal judge. In turn, the city manager is the City's chief executive officer, responsible for overall management and administration.

Various municipal services are provided by city employees and headed by the city manager. The City operates and maintains its own police department, municipal court, building inspections, water, wastewater and stormwater utilities, street operations, planning and engineering services, fleet management, and public library.

https://milwaukieoregon.bonfirehub.com/portal/?tab=openOpportunities https://vendorsupport.gobonfire.com/hc/en-us/articles/6796500613655-Vendor-Registration-and-Submission-VIDEO-mailto:support@gobonfire.com https://www.milwaukieoregon.gov/

2.2 Issuance of RFQ Documents

Request for Qualifications (RFQ) documents may be obtained at no cost from the Procurement Portal at https://milwaukieoregon.bonfirehub.com/. Proposers will be required to log in to access the solicitation documents, ask questions, and submit a proposal.

All questions and clarifications for this RFQ must be addressed through the Procurement Portal by clicking on “Messages” and then the “Public Q&A” tab within the desired solicitation.

2.3 Schedule of Events

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

• RFQ issued December 22, 2025

• Deadline for protests of solicitation January 13, 2026, 2:00 p.m. PST

• Deadline for changes/clarifications/questions January 13, 2026, 2:00 p.m. PST

• Deadline to issue addenda January 15, 2026, 2:00 p.m. PST

• Proposals due January 29, 2026, 2:00 p.m. PST

• Evaluations of proposals complete February 10, 2026

• Posting of notice of intent to award February 11, 2026

2.4 Changes to Solicitation by Addenda

City reserves the right to make changes to this RFQ by written addenda. Addenda will be sent to all prospective proposers known to have obtained the solicitation documents at the time addenda is issued, as well as be posted publicly on the solicitation page of the Procurement Portal.

Proposers should consult the City’s Procurement Portal regularly until the due date to ensure no addendum announcements have been missed. By submitting a proposal, each proposer agrees that it accepts all risks and waives all claims associated with or related to its failure to obtain addendum information.

Proposer may request a change in the RFQ by submitting a request through the Public Q&A tab in the Procurement Portal. The request must specify the provision of the RFQ in question and contain an explanation of the requested change. All requests for changes to the RFQ must be submitted to the City no later than the changes and questions deadline set forth in Subsection 2.3.

City will evaluate any request submitted but reserves the right to determine whether to accept the requested change. Changes that are accepted by the City will be issued in the form of an addendum to this RFQ. All addenda will have the same binding effect as though contained in the main body of this RFQ. Written or oral instructions or information concerning the scope of work given out by anyone other than the City’s Finance Department or through the Procurement Portal will not bind the City.

No addenda will be issued later than the date set in Subsection 2.3, except an addendum, if necessary, postponing the date for receipt of proposals, canceling the invitation, or modifying elements of the RFQ resulting from a delayed process. Each proposer is responsible for obtaining all addenda prior to submitting a proposal. Receipt of each addendum must be acknowledged in writing on the Standard Proposal Form as part of the proposal.

2.5 Cancellation

City reserves the right to cancel the contract award at any time before execution of the contract by both parties if cancellation is deemed to be in the City’s best interest. In no event will the City have any liability for the cancellation of contract award.

2.6 Late Proposals

All proposals that are not received by the submission deadline will not be accepted. The Procurement Portal will automatically block submissions at the exact time the RFQ closes.

https://milwaukieoregon.bonfirehub.com/portal/?tab=openOpportunities

2.7 Disputes

In case of any doubt or differences of opinion as to the items or service to be furnished hereunder, or the interpretation of the provisions of this RFQ, the decision of the City will be final and binding upon all parties.

2.8 Interpretation of RFQ Documents

Proposer will promptly notify the City of any ambiguity, inconsistency, or error, which they may discover upon examination of the solicitation documents. Proposers requiring clarification or interpretation of the solicitation documents may submit a written request through the Procurement Portal.

City will make interpretations, corrections, or changes to the solicitation documents by published addenda in accordance with Subsection 2.4. Interpretations, corrections, or changes to the proposal documents made in any other manner will not be binding, and proposer will not rely upon such interpretations, corrections and changes.

2.9 Competition

Proposers are encouraged to comment, in writing, on any specification or requirement within this RFQ which the proposer believes will inordinately limit competition.

All complaints or perceived inequities related to this RFQ must be submitted to Procurement@milwaukieoregon.gov. Such submittals will be reviewed upon receipt.

2.10 Cost of RFQ and Associated Responses

City is not liable for any costs incurred by a proposer in the preparation and/or presentation of a proposal.

City is not liable for any cost incurred by a proposer in protesting the City’s selection decision.

2.11 Requests for Clarification, Additional Research, and Revisions 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.

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

City may perform, at its sole option, investigations of the responsible proposer. Information may include, but will 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.

City reserves the right to request revisions of proposals after the submission of proposals and before award for the purpose of obtaining best offers or best and final offers.

2.12 Solicitation Protest Procedures

Any and all complaints regarding this solicitation must be presented by the solicitation protest deadline, as identified in Section 2.3. City will address all timely submitted protests within a reasonable time following the City’s receipt of the protest and will issue a written decision to the protesting proposer.

Protests must include “Reference #: RFPQ-2025-048 - Solicitation Protest” in the email subject line and be sent to Procurement@milwaukieoregon.gov.

Protests must include:

A. The identity of the proposer;

B. A clear reference to this RFQ;

C. Reason for the protest;

mailto:procurement@milwaukieoregon.gov mailto:Procurement@milwaukieoregon.gov

D. Proposed changes to the RFQ provisions and/or statement of work; and E. All required information as described in Oregon Revised Statutes (ORS) 279B.405(4).

Protests that do not include the required information will not be considered.

2.13 Rejection of Proposals

City reserves the right to reject any or all proposals received as a result of this RFQ. Proposals may be rejected for one or more of the following reasons, including but not limited to:

A. Failure of proposer to adhere to one or more of the provisions established in this RFQ.

B. Failure of proposer to submit a proposal in the format specified.

C. Failure of proposer to submit a proposal within the time requirements.

D. Failure of proposer to adhere to ethical and professional standards before, during, or following the procurement process.

City may reject any proposal not in compliance with all prescribed public procurement procedures and requirements and may reject for good cause any or all proposals upon findings by the City that it is in the public interest to do so.

2.14 Modification or Withdrawal of Proposal

A proposal may not be modified, withdrawn, or canceled by the proposer for 60 calendar days following the submission deadline.

Proposals submitted early may be modified or withdrawn prior to the submission deadline by retrieving it through the Procurement Portal. Modified or withdrawn proposals may be resubmitted up to the submission deadline, provided that they are fully in conformance with these RFQ requirements.

2.15 Proposal Ownership

All proposals submitted become and remain the property of the City, and as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and ORS 192.345 and 192.355.

All information submitted by proposers will be public record and subject to disclosure pursuant to the Oregon Public Records Act, except such portions of the proposals for which proposer requests exception from disclosure consistent with Oregon Law. All requests must be in writing, noting specifically which portion of the proposal the proposer requests exception from disclosure. Proposer will not copyright, or cause to be copyrighted, any portion of any said document submitted to the City as a result of this RFP.

Proposer should not mark the entire proposal document “confidential.”

Unless certain pages or specific information are specifically marked “proprietary” and qualify within the context of the regulations stated in the preceding paragraphs, the City will make available to any person requesting information through the process for disclosure of public records, any and all information submitted as a result of this RFQ without obtaining permission from any proposer only after the contract has been executed.

2.16 Duration of Proposal

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

2.17 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. Additionally, the proposer specifically certifies, under penalty of perjury, that the proposer has not discriminated against minority-owned, women-owned, veteran-owned businesses or emerging small business enterprises in obtaining any required subcontracts.

SECTION 3: SCOPE OF WORK

3.1 Term of Service

The contract resulting from this RFQ will commence on or about March 5, 2026, with projects starting soon after award and extending through June 30, 2032. Required project services will be negotiated with the selected proposer on individual task orders.

3.2 Scope of Work

A. Project Background

City intends to use the selected proposer for engineering services for the following wastewater projects, as identified in the City’s adopted 2025-2030 Capital Improvement Plan (CIP) or in a future

CIP.

Proposing firms understand that there is no guarantee of any particular dollar value of work, and that the City retains the sole right to procure engineering services through a separate procurement process on any individual project or tasks if determined to be in the City’s best interest.

City owns and operates a wastewater collection system that serves the City’s residents and small portions of the surrounding communities, including the Oak Lodge Water Services District. Wastewater treatment is provided by Clackamas Water Environment Services (WES) as governed by an intergovernmental agreement with the County. Some wastewater can also be discharged into the City of Portland Lents interceptor through a metered overflow from the Brookside Pump Station.

Components of the existing collection system include but are not limited to:

• Seven (7) wastewater basins: North Milwaukie, mid-Milwaukie, Brookside, Johnson Creek, South

Milwaukie, Harmony, and Lower Kellogg. Wastewater flow is collected at the lowest point(s) of each basin and either sent to a treatment facility or to a pump station that conveys the flow to another wastewater basin.

• Five (5) sewage pump stations: Island Pump Station (S1), Harrison Pump Station (S2), Home and Monroe Pump Station (S3), Brookside Pump Station (S5), and 55th Avenue Pump Station (S6).

• Force Main Pipelines: 3,477 linear feet (LF) of force main pipelines servicing the five (5) pump stations.

• System Controls: City operates and maintains a Supervisory Control and Data Acquisition (SCADA) system for the collection system. The SCADA system tracks run time and alarm conditions for each of the City’s five (5) sewage pump stations. Flow monitoring within the City’s collection system is conducted by WES at two (2) permanently installed flow meters (Milwaukie meter near the Kellogg Creek Water Resource Recovery Facility and the Harmony meter near the intersection of SE Railroad Avenue and SE Harmony Road) that measure flow rates, velocities, and water depth.

WES flow meters document the flow rate and total volume of wastewater received from the City into WES’ system for conveyance and treatment. City does not own or operate any permanent flow meters within the collection system.

City understands the importance of proactively rehabilitating and replacing aging assets to maintain a safe and reliable wastewater collection system for its customers. Several of the pump stations have pumping and electrical equipment that is at or near end of life or has begun to fail. Additionally, the https://cms2.revize.com/revize/milwaukie/Documents/Departments/Engineering/Documents/_adopted_capital_improvement_plan_2025-2030.pdf?t=202510021306430&t=202510021306430

City is looking to reduce risk and improve recovery of the collection system associated with a Cascadia Subduction Zone (CSZ) magnitude 9.0 earthquake in accordance with the Oregon Resilience Plan developed in 2013 and will need to meet floodplain development requirements for wastewater pump stations located in an identified flood risk area.

The selected proposer may provide engineering services for the following wastewater projects, as listed in the City’s current or future CIP and the Wastewater System Master Plan. Services include predesign analysis, design, and construction. These projects will be completed in no particular order:

• Pump Station Condition Assessments

The pump station condition assessments will be conducted first which will include assessing the pump stations for operational longevity and seismic resiliency, as well as developing engineer’s estimates for necessary improvements, updates and/or repairs. The Wastewater System Master Plan developed in 2022 includes a preliminary condition assessment of the City’s five (5) pump stations.

Each pump station condition assessment shall include, but is not limited to, a visual assessment of pump station condition; an investigation of the performance, efficiency, and risk of failure for each station; and a report of any recommended condition-based repairs. Condition-based repairs at any station shall also consider structural seismic improvements, impacts to the floodplain, and impacts to natural resource areas, when applicable.

• Wastewater Collections Pipeline Evaluation

The 2022 Wastewater System Master Plan Update identified capacity and condition upgrades to the existing wastewater collections pipeline system, and temporary flow meters were installed throughout the city to measure wastewater flows. Pipeline evaluations shall include, but are not limited to, pipeline sizing, permanent flow meter siting and selection, and SCADA integration.

• Brookside Pump Lift Station Improvements

Brookside Pump Station is a suction head pump type facility that is nearing end of life. Based on the results of the pump station condition assessment, the Brookside Pump Station must be improved to meet current City of Milwaukie Public Works Standards, including transitioning to a submersible pump type facility. Submersible pump station design may include, but is not limited to, seismic retrofits of the above- and below-ground structures, electrical equipment, mechanical pump equipment and sizing, control integration into the existing SCADA system, floodplain permitting, and/or natural resources permitting as required.

• Island Pump Station Rebuild

Island Pump Station is a suction head pump type facility that has reached end of life. The Wastewater System Master Plan identifies the Island Pump Station as requiring a complete rebuild to transition to a submersible pump type facility. Submersible pump station design may include, but is not limited to, seismic resiliency, flood resiliency, and control integration into the existing SCADA system.

• Kellogg Dam Pump Station

City is working with North Clackamas Watershed Council, Oregon Department of Transportation, and American Rivers to remove the Kellogg Dam at Oregon Highway 99E and restore Kellogg Creek. This specific project identified an 8-inch concrete wastewater pipe that will be uncovered during restoration. City may need to design and construct a new wastewater pump station to reroute the 8-inch concrete wastewater line and maintain service for impacted properties.

https://cms2.revize.com/revize/milwaukie/Documents/Departments/Engineering/Master%20Plans/final_wwsmp_with_appendices.pdf?t=202509111151070&t=202509111151070 https://cms2.revize.com/revize/milwaukie/Documents/Departments/Engineering/Documents/com_pw_standards.pdf?t=202507161231570&t=202507161231570

• Other Related Project Services The results of the pump station condition assessment and collections pipeline evaluation may identify additional project needs. Proposer will prioritize related project services based on operational necessity, risk assessment, and budget. Any additional services requested by the City will be negotiated through a mutually agreeable contract amendment.

B. Scope of Services The selected proposer will be asked to perform various engineering services dependent upon each project noted above in subsection 3.2(A). The engineering services expected for these projects include, but are not limited to, the services described in the following scoped tasks. Please note the services described below are intended to be a broad and diverse range of tasks the City may require for the project services and projects may include one or more tasks.

Task 1.0 Project Management Task

1.1 Project Administration

Provide a Project Administration Plan to direct, coordinate, and monitor the activities of each project with respect to budget, schedule, and contractual obligations; to be updated and submitted to the City as needed.

1.2 Coordination Meetings

Provide coordination conference calls and/or meetings between proposer and City personnel as needed to review condition assessments, project progress, and discuss project challenges and findings. Proposer will ensure that the City personnel and proposer team members maintain a shared understanding regarding task direction, objectives, and deliverables.

1.3 Quality Assurance and Quality Control Review

Conduct internal quality assurance and quality control meetings and follow-up with technical experts as necessary during the project.

Task 2.0 Condition Assessments and Evaluations Task

Condition assessments and evaluations will be used to determine the scope, schedule, and priority of repairs and upgrades to the wastewater collection system. Assessments and evaluations may include but are not limited to:

• Visual inspection;

• Seismic and structural analysis;

• As-built construction drawing review;

• Geotechnical analysis;

• Flow and capacity analysis;

• Forensic investigations and analysis;

• Environmental studies, assessments, reports, and submittals;

• Flood risk assessments, reports, and submittals;

• Regulatory compliance studies;

• Preliminary maintenance/repair cost estimate;

• SCADA integration assessment; and

• Computer applications support services (e.g., GIS, GPS, AutoCAD).

Task 3.0 Concept Planning and Engineering

• Research “as-built” records and other historical data.

• Perform technical evaluations, literature research, field investigations, mathematical analysis, computer modelling, permitting agency coordination, and/or other work to determine current conditions and potential constraints and fatal flaws affecting the permitting or construction of a future project.

• Identify and evaluate concept level project alternatives and prepare conceptual designs and cost estimates for future projects.

• Create project design criteria and/or performance criteria for future projects.

• Update existing utility master plans.

• Participate and/or lead public meetings to forward conceptual design and solicit public input.

Task 4.0 Preliminary and Final Design Tasks

Based on the results of the condition assessments and evaluations, varying levels of engineering and design support may be required for each of the pump stations. Proposer should generally expect to provide the following preliminary and final design support.

• Prepare preliminary (30%, 60%) and final (90%, Final) project designs, drawings, and specifications based upon City standards and Oregon Standard Specifications for Construction, including preparing supplemental general conditions and special provisions for construction.

• Prepare an engineer’s cost estimate, technical specifications, design plan sets, and schedule for bid package.

• Perform specialized field investigations such as soil borings and other geotechnical investigations.

• Conduct design review meetings, document and distribute review comments, and revise designs, drawings, specifications, and contract documents as needed.

• Perform field and topographic surveys to support concept designs and/or final design and drawing preparation.

• Prepare environmental reviews and documentation, environmental permit application submittals, and permitting agency coordination.

• Prepare floodplain development reviews and documentation, floodplain development application submittals, and permitting agency coordination.

• Prepare documents and maps for right-of-way, easement, and property acquisitions . Assist with title work and negotiations.

Task 5.0 Bidding Support Services

• Pre-bid meeting: at the request of the City, attend any pre-bid meetings and document questions from prospective bidders.

• Address questions: at the request of the City, assist with bidder questions and document any that will require an addendum to the solicitation.

• Addendum: at the request of the City, review addendums to clarify the project requirements, including drawings, based upon questions.

• Bid Review: review the bids and provide input to the City with regard to award.

Task 6.0 Construction Engineering and Field Services

• Provide on-site engineering and inspection support during construction, including field evaluation of specification compliance, submittal reviews, change order reviews, design revisions, billing and quantity reviews, construction management, and value engineering reviews.

• Prepare hard copy and electronic as-built record drawings following construction completion.

Task 7.0 Project Funding and Wastewater System Rate Support

• Identify funding opportunities such as local, state, and federal grants and/or loans.

• Prepare applications for identified funding sources.

• Update the City’s wastewater rate model to reflect the latest CIP for the wastewater system over the next six (6) years.

• Develop and update rate plans and cost of service analyses.

C. Necessary Disciplines Provided below is a list of the different disciplines the City anticipates will be necessary to provide services for these projects. Proposers shall be qualified or be able to subcontract qualified providers in all disciplines listed below.

ITEM DESCRIPTION OF DISCIPLINES

Utility Project Planning and Engineering Concept and preliminary design, and cost estimating for sewage collection systems. Final design, bid phase services, and construction phase services for new, repair, replacement, and rehabilitation projects, including facility retrofits.

Preparation of start-up plans, updates to facility operation and maintenance (O&M) manuals, and O&M staff training.

Utility Modelling & Analysis Analysis, studies, cost estimating, and operations technical support for wastewater including operations and maintenance manuals.

Electrical Engineering Provide electrical, instrumentation, and control design and/or construction management services for repair and replacement of wastewater infrastructure.

Provide project specification development and review. Perform special studies, evaluations, analyses, and other technical services as may be required.

Soils and Geotechnical Engineering Soil and geologic assessments, soil and rock bearing capacity evaluations, slope stability investigations, soil and rock retaining structure design, and foundation design. Reservoir evaluation and/or design.

SCADA System and Automation Control Analysis, planning, design, training, trouble shooting, maintenance, licensing, radio site survey, and new site integration design.

Project Management Services Manage projects, including planning, design review, implementing schedules, assessing budgets, bid services, etc.

7 Construction Services

Construction inspection, review of RFIs, shop drawings, submittals, change orders, pay estimates, etc.

Mechanical Engineering Provide mechanical pump sizing, longevity, cycling analysis, design and/or construction management services for repair and replacement of wastewater infrastructure. Provide project specification development and review. Perform special studies, evaluations, analyses, and other technical services as may be required.

Structural Engineering Analysis, concept and preliminary design, and cost estimating for reservoirs, buildings, and foundations. Final design, bid phase services, and construction phase services for new, repair, replacement, and rehabilitation projects, including facility retrofits and seismic evaluation.

10 Asbestos Testing and Mitigation Provide lead and asbestos inspection, testing, and containment planning.

Environmental Planning and Permitting Support Services Floodplain management and mitigation, hazardous materials studies, and mapping of natural resource overlays.

Right-of-Way Legal descriptions for property acquisitions, easement, right- of-way acquisitions, and annexations.

D. Task Orders All project services performed under the awarded contract will be authorized via a written task order and signed by both parties acknowledging the individual project details on the City’s preferred template (see attached sample agreement). The scope of work, schedule, deliverables, and compensation for each project will be defined in the task order prior to commencement of project work and incorporated as part of the contract documents. Any change to the task order’s scope, schedule, deliverables, or compensation must also be agreed upon in writing by both parties as an amendment to the task order.

Compensation for each task order will be determined through negotiation with the selected proposer based on scope of work, estimated hours of performance of the work, and/or materials. If the work requires fewer hours than those estimated, the selected proposer will be paid for actual hours and materials necessary to complete the work.

Task orders may be amended for documentable circumstances not reasonably foreseeable to either party at the time the task order is issued, or for changes to the scope of work, deliverables, or compensation.

If the selected proposer is unable or unwilling to negotiate the project, it shall state in writing to the City's project manager and forfeit the task order within 24 hours of the initial request.

In the event the parties cannot reach a favorable agreement on a specific task order and project, the City shall terminate negotiations. Continual difficulties in negotiating projects or repeated unavailability or inability to perform projects may result in formal termination of the contract

SECTION 4: PROPOSER AND PROPOSAL REQUIREMENTS

4.1 Proposal Submittal

Proposals must be type-written with body text consisting of a 10- or 11-point font. Proposals and any attachments must be submitted electronically through the Procurement Portal. A person authorized to make such a commitment on behalf of the proposing firm must sign the proposal. Proposals must be submitted by the deadline. Phone, facsimile, mail delivery, email delivery, and in-person proposals will not be accepted. There will be no formal opening of proposals.

4.2 Proposer Requirements

Proposers must meet the following minimum requirements:

A. Must be a legal entity, currently registered to do business in the State of Oregon (per ORS 60.701);

B. Must have been in business for at least five (5) years; and

C. Must have professional engineer licensed in the state of Oregon and competent in necessary disciplines included in the project team.

4.3 Proposal Requirements

A. Proposal.

Please note the maximum page allowance for the required content of a proposal shall not exceed ten (10) pages. Proposers may choose the number of pages to include for each required category below in 4.3(A)(i-ii,iv), provided that the required content does not exceed ten (10) pages in total and no category is omitted.

Any content exceeding the maximum page allowance will not be evaluated or considered for scoring – only the qualification content provided within the number of pages allowed will be considered during evaluations. Any cover pages, table of contents, or page dividers, if included in a proposal, will not count toward the maximum page allowance. Additionally, the resumes provided for key project staff (4.3(A)(iii)) will be considered an appendix to the proposal and will not count toward the maximum page allowance for the proposal.

The following items are a minimum content requirement of a proposal submitted in response to this RFQ:

i. Cover Letter

Cover letter must include the following: Proposer’s legal name, address, phone number, federal tax ID#, website address, and name of the individual authorized to represent the proposing firm regarding the proposal.

ii. Firm Qualifications and Experience

a. Describe your experience and knowledge in providing the requested services as well as your capabilities and resources in relation to the requested professional services.

Describe your experience and competence with governmental and municipal agencies, provide a description of the organizational framework, special resources, and any other information to demonstrate that you can effectively and efficiently provide the requested services.

b. Provide information on the firm’s consulting services experience on projects of similar type, size, function, and complexity.

c. Describe five (5) project experiences, in order of most relevant to least relevant, which demonstrate capabilities to perform the scope of services for each discipline described in Section 3(C). For each project experience, the following information is required with the proposal submission:

1. Project name, location, and dates during which services were performed.

2. Brief description of project.

3. Engineering services performed and key discipline leads involved.

4. Project owner (client) name and contact information.

iii. Individual Qualifications

Provide resumes for key project staff that will likely provide the services described in Section 3.

Identify the expected project manager and the key discipline leads of the team. Resumes shall include two (2) verifiable references.

iv. Service Understanding and Approach

Describe your approach to collaborating with city staff to conduct the tasks described.

Provide any proposed recommendations for changes to the scope of work to provide a more efficient and effective process that provides sound, defensible measures to complete the requirements of the services to be provided. Based on the scope of work and any proposed revisions, outline specific tasks to be performed, indicating which team members will be conducting the work. Describe the process that will be used to incorporate feedback from City operations and maintenance staff. Describe how you will address project challenges and create solutions.

v. Climate

Describe the firm’s approach towards assessing how projects will contribute to or reduce carbon pollution, and how climate change risks are considered in the location, design, and planned operation of projects.

B. Standard Proposal Form. Complete and sign the form to certify representation in the submitted proposal is accurate and true. This required form is uploaded separately in the Procurement Portal. This form also indicates whether or not the proposing business is certified with the State of Oregon’s Certification Office for Business Inclusion and Diversity (COBID).

IMPORTANT: UNDER NO CIRCUMSTANCES WILL THE CITY DISCUSS OR CONSIDER PRICING POLICIES OR ANY PRICING INFORMATION FROM A PROPOSER UNTIL AFTER A PROPOSER IS SELECTED FOR INTENTION OF

AWARD.

SECTION 5: EVALUATION AND SELECTION

5.1 General

Each proposal will be judged on its completeness and quality of its content. City reserves the right to reject any and all proposals or to negotiate individually with one or more proposers, or to select one or more proposers if it is determined to be in the best interest of the City. All proposals will become part of the public file, without obligation to the City. Upon completion of evaluations and interviews (if applicable), the City intends to negotiate a contract with the proposer whose proposal is deemed to be most advantageous to the City.

5.2 Evaluation Group

A panel will be comprised of at least three (3) city staff members (Evaluation Group). The role of the Evaluation Group is to evaluate all responsive proposals and select from the respondents a minimum of three (3) proposals that evidence the highest level of qualification. If interviews are scheduled for this solicitation, the top selected proposers will be invited to interview with the Evaluation Group.

Scoring of the top selected proposals will be completed covering all areas listed in Subsection 4.3. If additional information is deemed necessary as part of the evaluations, such information will be solicited to allow the Evaluation Group to complete the evaluation process.

5.3 Evaluation Criteria

In accordance with Subsection 4.3, the criteria listed below will be used to determine the apparent successful proposer. Proposals will be scored by the Evaluation Group as follows:

A. Firm Qualifications and Experience(25 points)

B. Individual Qualifications (30 points)

C. Service Understanding and Approach (15 points)

D. COBID Certification (14 points)

5.4 Ranking of Proposals

Evaluation Group will verify minimum compliance with the requirements of this RFQ and evaluate all responsive proposals and score accordingly for criteria per Subsection 5.3(A-D). Scoring will be averaged based on the number of Evaluation Group members to identify the top proposers. City reserves the right to select from the highest scored proposals a minimum of three (3) proposals that exhibit the highest level of qualification and invite those proposers to interview.

After interviews are complete, the final scores from both rounds of evaluation will be combined. If interviews are not held, then final scores from the single round of evaluation will be tallied. No interviews are schedule for this solicitation at this time but could be added through addenda to this RFQ.

Proposals will be ranked based on evaluation of responses with the highest-ranked proposal being that proposer which is deemed to be the most appropriate and fully able to perform the services, and the second highest-ranked proposal being the second proposer most appropriate, all in the sole judgment of the Evaluation Group. Any proposal in response to this RFQ will be considered de facto permission to the City to disclose the results, when completed, to selected reviewers at the sole discretion of the City.

5.5 City’s Rights Reserved

City reserves the right to:

A. Select one or more proposers for award;

B. Waive any or all irregularities or minor informalities in a submitted proposal;

C. Award any or all parts of any proposal; and D. Request references and other data to determine responsiveness.

5.6 Intent to Award

Upon completion of evaluations, the City will publish a notice of intent to award the contract to the proposer who best meets the overall needs of the City. The notice will be published publicly on the Procurement Portal.

5.7 Protest of Award

In accordance with the City’s Public Contracting Rule 70.015(A)(4)(c) and ORS 279B.410, any adversely affected or aggrieved proposers has seven (7) calendar days from the date of the published notice of intent to award to file a written protest. The protest must specify the grounds upon which the protest is based.

SECTION 6: CONTRACT REQUIREMENTS

6.1 Contract

The selected proposer will be asked to sign an engineering services contract with the City, then on a per project basis, a task order will be negotiated and signed by both parties before work can proceed. A sample contract is attached as part of these RFQ documents, including a sample task order. City will require specific levels of insurance, a Milwaukie (or Oregon Metro) business registration, and a federal tax identification number.

6.2 Contract Negotiations

City reserves the right to negotiate final terms of the contract as the City determines it to be in its best interest. City will begin negotiations once the Evaluation Group has chosen the highest-ranked proposer and the notice of intent to award has been issued. Only after the City has selected the most qualified proposer and notified that proposer in writing will the City request compensation requirements. City may enter into mutual negotiations with the selected proposer regarding pricing and refined scope of services for the contract. If the City cannot come to terms with the highest-ranked proposer, the City will formally terminate negotiations and enter into negotiations with the second highest-ranked proposer. This process will continue until the City reaches an agreement in which the City deems appropriate for the services or determines a new competitive solicitation is necessary.

6.3 Contract Award

The award of a contract is accomplished by executing a written services agreement that incorporates elements of the solicitation, proposal, clarifications, addenda, and additions. All such materials constitute the complete contract documents. City Council will be required to authorize the award of contract at a regular session.

ATTACHMENT A

SAMPLE ENGINEERING SERVICES AGREEMENT

WITH THE CITY OF MILWAUKIE, OREGON

FOR WASTEWATER COLLECTIONS ENGINEERING SERVICES

THIS ENGINEERING SERVICES AGREEMENT (“Agreement”) is made and entered into by and between the City of Milwaukie, a municipal corporation, hereinafter referred to as the "City," and [Name of Engineering Firm], whose authorized representative is [Name of Representative], and having a principal being a registered engineer of the State of Oregon, hereinafter referred to as the "Engineer." City and Engineer may be referred to herein individually as a “Party” or collectively as the “Parties.”

RECITALS

WHEREAS, the City’s budget provides for the services of an engineer for construction inspection services on an on-call, as-needed basis; and

WHEREAS, the accomplishment of the work and services described in this Agreement is necessary and essential to the public works improvement program of the City; and

WHEREAS, the City desires to engage the Engineer to render professional engineering services for the project described in this Agreement, and the Engineer is willing and qualified to perform such services.

THEREFORE, the Parties agree as follows:

1. ENGINEER'S SCOPE OF SERVICES

The Engineer shall perform professional engineering services relevant to the project as specified in the Scope of Work (Exhibit A) and in accordance with the terms and conditions set forth in this Agreement.

2. EFFECTIVE DATE AND DURATION

This Agreement shall become effective upon the date of execution by the City, and shall expire, unless otherwise terminated or extended, on June 30, 2031. All work under this Agreement shall be completed prior to the expiration.

3. COMPENSATION

Compensation shall not exceed seven hundred and fifty thousand dollars ($750,000.00) for performance of those services described in Exhibit A, which payment shall be based upon the following applicable terms:

A. Payment by City to Engineer for performance of services under this Agreement includes all expenses incurred by Engineer, with the exception of any expenses identified in this Agreement as separately reimbursable.

B. As compensation for services as described in Exhibit A, the Engineer shall be paid at an hourly rate based upon the Schedule of Rates (Exhibit B), which shall constitute full and complete payment for said services and all expenditures which may be made and expenses incurred, except as otherwise expressly provided in this Agreement. Hourly rates may be increased by Engineer once each calendar year and must be provided to City no less than 30 days prior to the effective date of the new rates.

C. Payment will be made in installments based on Engineer’s invoice, subject to the approval of the City, and not more frequently than monthly. Payment shall be made only for work actually completed as of the date of invoice. Payment terms shall be net 30 days from date of invoice.

D. Payment by City shall release City from any further obligation for payment to Engineer, for services performed or expenses incurred as of the date of the invoice. Payment shall not be considered acceptance or approval of any work or waiver of any defects therein.

The Parties hereto do expressly agree that the compensation is based upon the Scope of Work provided in Exhibit A and is not necessarily related to the estimated construction cost of the project. In the event that the actual construction cost differs from the estimated construction cost, the Engineer's compensation will not be adjusted unless the Scope of Work changes and is authorized and accepted by the City.

E. Only when directed in writing by the City and signed by both Parties as an amendment to this Agreement, the Engineer shall furnish or acquire for the City the professional and technical services based upon a mutually agreeable rate schedule for minor project additions and/or alterations.

F. Engineer shall furnish certified cost records for all billings pertaining to other than lump sum fees to substantiate all charges. For such purposes, the books of account of the Engineer shall be subject to audit by the City. Engineer shall complete work and cost records for all billings in accordance with generally accepted accounting principles.

G. Engineer shall pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167.

H. If Engineer fails, neglects or refuses to make prompt payment of any claim for labor, materials, or services furnished to Engineer, sub-consultant or subcontractor by any person as such claim becomes due, City may pay such claim and charge the amount of the payment against funds due or to become due to the Engineer. The payment of the claim in this manner shall not relieve Engineer or its surety from obligation with respect to any unpaid claims.

I. Engineer shall pay employees at least time and a half pay for all overtime worked in excess of 40 hours in any one week except for individuals under the contract who are excluded under ORS 653.010 to 653.261 or under 29 USC SS 201-219 from receiving overtime.

J. Engineer shall promptly, as due, make payment to any person, co-partnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to sickness or injury to the employees of Engineer or all sums which Engineer agrees to pay for such services and all moneys and sums which Engineer collected or deducted from the wages of employees pursuant to any law, contract or agreement for the purpose of providing or paying for such service.

K. Engineer shall make payments promptly, as due, to all persons supplying services or materials for work covered under this Agreement. Engineer shall not permit any lien or claim to be filed or prosecuted against the City on any account of any service or materials furnished.

L. City certifies that sufficient funds are available and authorized for expenditure to finance costs of this Agreement.

4. OWNERSHIP OF PLANS AND DOCUMENTS: RECORDS

A. The field notes, design notes, and original drawings of the construction plans, as instruments of service, are and shall remain, the property of the Engineer; however, the City shall be furnished, at no additional cost, one set of previously approved reproducible drawings, on 3 mil minimum thickness mylar as well as diskette in “DWG” or “DXF” format, of the original drawings of the work. City shall have unlimited authority to use the materials received from the Engineer in any way the City deems necessary. Any use, re-use or alteration of any materials other than as contemplated by the applicable Scope of Work shall be at the City’s sole risk, unless written permission has been received from Engineer prior to any such use.

B. City shall make copies, for the use of and without cost to the Engineer, of all of its maps, records, laboratory tests, or other data pertinent to the work to be performed by the Engineer pursuant to this Agreement, and also make available any other maps, records, or other materials available to the City from any other public agency or body.

C. Engineer shall furnish to the City, copies of all maps, records, field notes,…