2022200007_A1_Irrigation System Assessment and Master Plan_RFP.pdf

Request for Proposal

Parks and Open Space Irrigation System Assessment and Master Plan

Solicitation Number 2022200007

Due Date and Time:

Tuesday, December 21, 2021 at 2:30 PM

Non-mandatory Pre-closing Meeting:

Tuesday December 7, 2021 at 1:00 PM via Microsoft Teams

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

Telephone: (541) 682-5055 The Purchasing Office is currently closed to the public.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTcxNTA3NjUtOTI2Zi00ZjBiLTg3NTEtYWE4YjZlNzA5YTBl%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d

RFP 2022200007 Irrigation System Assessment & Master Plan 1 of 21

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation Number RFP 2022200007

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-14-08F, Public Contracting Rule (City Rule) 137-047-0260, sealed Proposals for Parks and Open Space Irrigation System Assessment and Master Plan for the City of Eugene will be accepted by the Purchasing Office until Tuesday, December 21, 2021 at 2:30 PM. Proposals will be opened immediately thereafter in a Microsoft Teams meeting and a record of Proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a Proposal.

Project Description The Eugene Parks and Open Space Division is seeking qualified entities to conduct an evaluation and documentation of its existing irrigation systems, current system design standards, operational staffing levels, and associated protocols and procedures. The project shall also include a set of written, actionable and prioritized recommendations to meet project goals of improving water use efficiencies; reducing maintenance needs; effectively managing park assets (irrigation system and vegetation); and providing quality amenities for park users through best-practice in technology, design and operational methods. Irrigated park amenities currently include athletic fields, floral gardens, right-of-way plantings, dispersed landscape beds, and general turf.

The project process shall include a thorough review of existing systems, interviews with current staff, and field visits. Project deliverables shall be organized into a single report that documents evaluation methodology, existing system inventory (including materials and supplies), suggested best-practice design and operational standards, equipment standardization, a prioritized list of location-specific renovations with estimated costs, irrigation and water use technology and software recommendations, and best practice operational recommendations.

These deliverables shall reflect industry best practices and include climate adaptation and water use reduction as drivers.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys.

To view City of Eugene solicitations:

Scroll to Supplier Activities Click the Open Bids icon Click the Advanced Search button Click Select Organization Select City of Eugene Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzZjNDM1ZWUtZTI3ZC00MjIzLTk3ODktM2U1NTg0MjhmMzYw%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d https://oregonbuys.gov/bso/

RFP 2022200007 Irrigation System Assessment & Master Plan 2 of 21

Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

Pre-Closing Meeting – Non-mandatory A non-mandatory pre-closing meeting will be held on Tuesday, December 7, 2021 at 1: 00 PM PST via Microsoft Teams. This is an opportunity to learn more and ask questions of the Project Manager and Purchasing Analyst. Statements made by the City’s representatives at the pre- Proposal conference are not binding upon the City unless confirmed by written addendum issued under Section II (6.0) of this RFP.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below.

Dated: November 10, 2021

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst City of Eugene NDietz@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTcxNTA3NjUtOTI2Zi00ZjBiLTg3NTEtYWE4YjZlNzA5YTBl%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

RFP 2022200007 Irrigation System Assessment & Master Plan 3 of 21

II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the Proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the Proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the Proposal. No erasures are permitted. The omission of any required information or forms may invalidate a Proposal.

1.3. Complete sets of RFP documents shall be used in preparing Proposals.

2.0 SUBMISSION

2.1 Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their Proposal prior to the closing time and date. Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, faxed, or emailed Proposals are invalid and will not be considered.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective Proposer may request that the City clarify any provision of the Solicitation Document. The City’s clarification to a Proposer, whether orally or in Writing, does not change the Solicitation Document and is not binding on the City unless the City amends the Solicitation Document by Addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst, in writing, preferably by email, in conformance with City Rule 137-048-0240(1).

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst, in writing, preferably by email, not later than fourteen (14) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the Contract terms and conditions, including any Specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

RFP 2022200007 Irrigation System Assessment & Master Plan 4 of 21

3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective Proposer may protest the Procurement process or the Solicitation Document for a Contract solicited under 137-048-0220. Pursuant to 137-048-0240(1), before seeking judicial review, a prospective Proposer must file a Written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than ten (10) days prior to solicitation closing. The protest should be delivered in an envelope that is clearly identified as a protest, marked with the protester’s name and sufficient information to identify the solicitation being protested. The protest may also be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted. The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-048-0240(1) and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the Procurement process or the Solicitation Document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

5.1 Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than fourteen (14) calendar days prior to the Proposal closing. Include detailed specifications, cut-sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all Proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda, but will publish any addenda on the OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

RFP 2022200007 Irrigation System Assessment & Master Plan 5 of 21

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the Proposer.

7.0 NONDISCRIMINATION

Submittal of a Proposal in response to this RFP evidences Proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of Proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions and prices of any contract between the Awardee and the City resulting from this RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

12.1 To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

12.2 To reject for good cause any or all Proposals upon the City’s written finding that it is in the public interest to do so.

12.3 To reject any and all Proposals not meeting or differing from the specifications set forth herein.

12.4 To waive any or all informalities in the Proposals submitted.

12.5 To consider the competency and responsibility of Proposers in making any awards.

12.6 In the event that two or more Proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

12.7 In the event any Proposer or Proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond

RFP 2022200007 Irrigation System Assessment & Master Plan 6 of 21 within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

12.8 To extend the deadline for submitting Proposals, in according with City Rule 137- 048-0250.

12.9 To negotiate additions or deletions to goods and services requested.

12.10 To include liquidated damages of [$150] per day for each day the good is not delivered as set forth in the contract, barring circumstances beyond Contractor’s control.

13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly in a Microsoft Teams meeting at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to be present at the opening; however, the identity of the successful Proposer will not be determined at the opening time.

13.2 The City intends to award a contract to the responsible Proposer submitting the most advantageous Proposal, based on evaluation factors contained in the Proposal, provided the Proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email, regular mail or facsimile of the City’s intent to award the contract. Award shall not be final until the later of the following:

13.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

13.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

13.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-048-0240(2).

14.0 CONTRACT AWARD

Submittal of a Proposal evidences Proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-048-0220(4)(c) regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify Proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during Contract negotiations will become part of the final Contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

15.1 This RFP and one (1) copy of each original Proposal received in response to it, together with copies of all documents pertaining to the Award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“ https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzZjNDM1ZWUtZTI3ZC00MjIzLTk3ODktM2U1NTg0MjhmMzYw%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22c6038ee0-bce1-46f5-a70d-ad19d798dd2d%22%7d

RFP 2022200007 Irrigation System Assessment & Master Plan 7 of 21

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

15.2 The above restrictions may not include cost or price information which must be open to public inspection.

RFP 2022200007 Irrigation System Assessment & Master Plan 8 of 21

III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination, and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

RFP 2022200007 Irrigation System Assessment & Master Plan 9 of 21

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

Energy Efficient Reusable or upgradeable Recyclable Contain post-consumer recycled materials Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or Are certified by an independent accredited third-party program such as

EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

RFP 2022200007 Irrigation System Assessment & Master Plan 10 of 21

IV. ANTICIPATED BIDDING SCHEDULE

The following is the anticipated schedule for submission and review of proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the bid submittal deadline will be done by an addendum to this RFP.

ACTIVITY DATE

Request for Proposal issued ............................................................... November 10, 2021

Non-mandatory Pre-Closing Meeting ............................. December 7, 2021 at 1:00 PM

Last date to request solicitation clarification or change ...... December 7, 2021 by 3:00 PM

Last date to protest solicitation………………………………....December 10, 2021 by 3:00

PM

Last date to issue addendum……………………………….……...…....December 10, 2021

Proposals due no later than………...…………..……….…December 21, 2021 2:30 PM (submitted electronically via OregonBuys)

Initial Proposal Evaluation.......................................................................January 12, 2022

Notification of Competitive Range.............................................................January 14, 2022

Competitive Range Interviews ................................................ Tuesday, January 25, 2022

Notice of Intent to Award ......................................................................... To be determined

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

RFP 2022200007 Irrigation System Assessment & Master Plan 11 of 21

V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene’s Parks and Open Space Division operates primarily potable water-based irrigation systems throughout the City across over 500 acres of developed parks and about 14 acres of street median, stormwater treatment planters, and other Right-of-Way landscape areas.

As the regional climate is rapidly becoming warmer and drier and water costs are rising, effective conservation and wise use of water is a rising concern in the community and the organization. Irrigated landscapes within park settings provide fundamental outdoor amenities and experiences for Eugene’s community and, in the future, will likely be critical in providing residents respite from emergency heat events. System planning for Eugene’s Parks, requirements of Salmon-Safe certification as well as the City’s Climate Action Plan have identified water conservation as a high priority policy issue.

Due to long and enduring operational budget restraints, the existing Parks and Open Space irrigation system (System) is overdue for comprehensive evaluation from an existing assets and future needs perspective. Many areas of the System are old and in need of renovation while others are brand new or just coming online as the park system expands. Understaffing for maintenance has also resulted in the deterioration and reduction in System efficiencies while the operating reality is largely one of responding daily to ongoing system failures.

The broad goals for this project will be to inventory and evaluate the existing status and condition of Eugene’s Parks and Open Space Irrigation Systems against today’s best practices of planning, construction, operations and maintenance keeping in mind water conservation, current and evolving technology, and long-term climate change realities for our community and organization.

PROPOSED SCOPE OF WORK AND DELIVERABLES

The scope described in this RFP process is intended to broadly define the scope of work and deliverables so that respondents may form teams that are responsive to the City’s consultant needs.

The City of Eugene Division of Parks and Open Space is requesting proposals from consultant groups for a comprehensive evaluation of and recommendations for improvements to the existing irrigation systems throughout the city. The project results shall be documented in a report that evaluates and describes existing and proposed management and operations practices along with prioritized recommendations for expansions, renovations and modifications within the System. The evaluation and recommendations should come in the form of implementable and prioritized actions and strategies to upgrade and/or maintain existing systems to maximize effectiveness and efficiencies in water use, operational staffing, and both capital and operating costs in the short and long term. A primary goal of the project will be to establish a reasonable level of water-use reduction across the System and a set of solutions through which the City can achieve that goal.

The consultant team will work closely with Parks and Open Space Operations and Planning staff to understand and assess the City’s existing irrigation systems and develop a document defining a schedule of priorities for park system and Right of Way irrigation improvements for the next 15 to 20 years. Both the assessment and recommendations shall document the existing irrigation product and materials libraries and utilize GIS mapping to ensure future work provides equitable, efficient, and effective investments for the community. Currently, most of the

RFP 2022200007 Irrigation System Assessment & Master Plan 12 of 21 irrigation system has been documented in ArcGIS. Other site-specific data are available in both paper and electronic files. We have flowmeter data and total water use data recorded at least monthly.

Project Deliverables The deliverables for this project shall be summarized in a Plan and Report format that includes but is not limited to the following topic areas. Final format of the plan and report will be established prior to project completion. Upon award of this project, the successful consultant team shall provide the City with a list of expected tasks and schedule that meets the need of each deliverable below and any others that may be necessary to achieve the project needs.

A. System Inventory and Qualitative Evaluation

The consultant team shall perform a comprehensive inventory of the Parks and Open Space Irrigation System utilizing both City staff and existing City mapping and other data as resources. The inventory shall also include system-wide hardware and software control tools and be formatted as a searchable and updatable dataset including information on the park name, location and classification, hardware details, asset irrigated, age/installation date, and meter #. This may not be a comprehensive list.

The consultant team shall provide a qualitative evaluation of the amount of potable water currently being used by the System and identify inefficiencies. The project team shall establish and apply rating criteria if needed, summarize associated data, and provide a working understanding of the current state of the Parks and Open Space Irrigation System as a whole.

B. Operational Needs Assessment

The project team shall utilize and leverage staff knowledge to evaluate the need for operational changes. The operational assessment shall include areas where the City is currently succeeding in meeting best-practice metrics and areas where improvement is needed from an operational standpoint. Comments and recommendations may include, but are not limited to, recommended staffing levels, management structures, repair and renovation cycles, asset management tools, software tools, and more.

C. Control System Technology, Evaluation, and Future Trends The City of Eugene currently uses a Rainbird Maxicom Central Control System to operate individual irrigation systems throughout the park system. Staff is well versed on the use of the product and takes full advantage of its capabilities. However, we request the project team evaluate our existing system and operational use levels in light of recent technological advances, including mobile technology and provide an assessment of our existing system and recommendations for new installations or upgrades.

While summer rainfall amounts are typically low in the Willamette Valley, climate change has reduced annual rainfall and led to longer and hotter summers and significant drought. The possibility of future drought-related water restrictions requires the City to prioritize irrigation needs and design systems that are nimble enough to accommodate priority-specific irrigation. Any proposed holistic irrigation operating system will require the ability to irrigate specific priority landscapes such as high visibility locations, athletic fields, tree establishment areas, and historically important landscapes while reducing irrigation to other portions of the park system.

RFP 2022200007 Irrigation System Assessment & Master Plan 13 of 21

As such, current and future technology as well as industry-based hardware and software developments may provide a compelling reason for the City to update to a newer centralized operating system with mobile capabilities. The project team shall evaluate system-wide needs and make product recommendations as appropriate. If a new system is recommended, associated cost estimates, long-term savings, and a proposed roll out strategy shall be included in this section.

D. Recommendations for Water Conservation in Landscape Design Most of Eugene’s park renovation and new construction projects are designed in-house by professional Landscape Architects and Designers within both the Parks and Open Space and the Engineering Divisions of Public Works. These project managers work closely with Park Operations to assure efficiently designed systems and prioritize watering of only specific areas within new parks. This work is currently completed on a per site basis. The Parks and Open Space team responsible for right-of-way landscapes have drafted Median Design Standards. The project team shall make water-conserving landscape design recommendations appropriate to park-scaled and right-of-way landscapes and based upon a System-wide water use reduction goal. Recommendations could be but are not limited to irrigation design efficiencies, equipment choices, landscape layout strategies and other operational considerations or choices.

E. Alternative Water Sources

As part of the water use reduction strategy work, the project team shall explore and document a variety of locally feasible and scalable alternative water source strategies.

Some ideas include collection and storage of rainwater and gray water for reuse on project sites where available, including spray playgrounds, parks with restrooms, etc. The City has a few water rights and some of those are currently being utilized while others are not. The project team should explore these as well.

The consultant team shall also assess the feasibility, costs, and benefits of using Class A recycled water within Eugene’s publicly irrigated landscapes. This portion of the work involves coordination with staff from City of Eugene’s Wastewater Division and the regional Metropolitan Wastewater Management Commission currently designing and implementing a Class A recycled water capital project to serve Eugene.

F. Equipment Library Assessment and Recommendations The project plan shall include a current list of staff-preferred equipment, materials and supplies and take into consideration best-practices for system unification, water-efficient design and technologies as well as consideration for operational inter-operability and materials and parts availability. This section shall also recommend an interval for regular review and updating of the list.

G. Project Specific Prioritization of System Replacement and Renovation Projects

The City of Eugene has 575 acres of developed parks, 14 acres of irrigated right-of-way and an additional 320 acres identified for future park development. A significant portion of the irrigation systems throughout the City has outlived their designed lifespan. We experience problems with these aged systems that includes emergency repair needs, uneven coverage, undetected leaks and inefficient equipment. A prioritized project list with evaluative criteria and associated cost estimates for reconstruction, upgrades and repair is required to maximize the benefit to expenditure ratio of proposed system improvements. Suggested criteria include, but are not limited to, age of system, existing costs of water loss and staff

RFP 2022200007 Irrigation System Assessment & Master Plan 14 of 21 inputs, efficiencies realized by reconstruction, watering priority level, etc. All renovation projects shall be evaluated for contribution to the System-wide goal of water-use reduction.

Current Operational, Policy, and Funding Frameworks

A. 2018 Parks and Recreation Bond Measure and Operating Levy

In 2018 Eugene voters approved $3.15 million 5-year Parks and Recreation Operations and Maintenance Local Option Levy as well as a $39.35 million General Obligation Bond Measure. Funding from these measures will be used for this System evaluation project and to implement a suite of actions as recommended by the Plan. These new funding sources will also allow the City to leverage additional funding collected through System Development Charges associated with new construction throughout the City.

B. Relevant City Policies and Requirements Eugene Parks and Open Space has been awarded Salmon Safe certification, American Public Works Association (APWA) certification and Commission for Accreditation of Park and Recreation Agencies (CARPA) Accreditation. Each of these certifications include irrigation specific water conservation and improvement requirements. The City of Eugene also has its own Environmental Policies which include water conservation as a sustainability target. The City’s approach to landscape and irrigation planning and design are important parts of meeting these requirements.

TIMELINE

The City desires that this work be completed by November 30, 2022.

DESIRED EXPERTISE

City Selection Team will consider the applicant’s experience in the following areas in considering project teams for this work:

Municipal Irrigation program and system assessment

Irrigation Equipment expertise including the most current and established Central Control Systems

Membership in and/ or Certification through the following programs:

o Irrigation Association, including but not limited to Certified Landscape Irrigation Auditor and related certifications o WaterSense o Other manufacturer or landscape irrigation industry-based trainings

Complex report document preparation

Previous work with Parks Departments.

Irrigation system design.

Irrigation system installation and repair.

Efficiency-focused irrigation management

RFP 2022200007 Irrigation System Assessment & Master Plan 15 of 21

Design or installation of irrigation with alternative water sources, including non-potable water and pump systems.

Park planning and design.

Work with communities similar in size to the Eugene/Springfield metro area.

Work in the Pacific Northwest, northern California or similar climates.

RFP 2022200007 Irrigation System Assessment & Master Plan 16 of 21

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals and Evaluation Categories A completeness check will be conducted for each submission. A complete submittal will make the offeror a ‘Responsive Offeror’ to be further evaluated for possible inclusion on a short list as described below. Please include the following in your proposal.

1. Team Qualifications and Project Examples (35 points). Provide a brief description of the primary firm’s history, type of work executed and capabilities. Provide examples of past work that demonstrate the ability of your team to successfully complete projects that include the following:

a) Evaluation of and recommendations for complex irrigation systems across multiple sites.

b) Design, construction and operation of complex irrigation systems.

c) Development of a prioritized system wide/multi-site implementation plan

A maximum of five reference projects shall be included in addition to the information above. Each project shall include a short, descriptive sheet that has a brief project description and a summary of the how each project addressed the above listed criteria.

For all examples of past work, provide name of owner, owner’s contact person, and current phone number. (References may be checked).

2. Understanding of and Approach to the Project (20 points).

Provide a summary of your approach to the overall project and what makes your firm qualified to provide both a vision for and assessment of Eugene’s Parks Department’s irrigation program

Discuss your understanding and approach to the challenges of this project.

Describe your approach to communicating effectively with a diverse project team, including Parks Planning, Public Works Engineering, Operations and Natural Resources staff.

Describe your approach to prioritizing renovations, upgrades, and other system changes including relative importance of fiscal, environmental, and operational considerations.

Add any experience or expertise listed in the “Desired Expertise” section of the

Scope of Work not included in the Team Qualifications portion of your response.

Include whatever other information you would like us to know about your team that would relate to working on this project for the City of Eugene.

3. Project Costs (20 points). Identify the costs by proposed general task including the staff hours and hourly rates by individual as anticipated.

4. Project Staffing (15 points). Identify the contact person with primary responsibility for this project and the personnel proposed to work on this project. The persons listed will

RFP 2022200007 Irrigation System Assessment & Master Plan 17 of 21 be considered committed to the project with no substitutions without prior agreement.

This portion should include a description of the qualifications of the assigned staff, relevant project experience, and the availability of the staff for the services provided.

Provide resumes for the Project Manager and any other key staff members as necessary.

5. Contractor’s Efforts Toward Sustainability (10 points). The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose.

Report on your performance in any areas that are relevant to your firm’s operations and services. Proposers may include existing reports or other company materials which demonstrate sustainability efforts. Suggested categories include:

• Energy efficiencies and other green building practices

• Green office practices

• Community engagement and support for underserved populations

• Sustainable material sourcing

• Waste reduction and prevention (including waste management plans and reduce, reuse, and recycle tactics)

• Water conservation measures

• Alternative transportation practices

• Provision of Life Cycle Analysis or total cost of ownership

• Reporting on and communication about sustainability performance

• Mission-related sustainability practices/ Sustainable business policy

Discuss how your firm’s efforts might be incorporated into or benefit the work performed or product supplied to the City. Provide details of efforts, practices, and/or processes that will be utilized.

For more information regarding sustainability in procurement, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch.

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. A committee will review the responses and assign points for each category. See SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the evaluation process.

The written responses may be used to establish a Competitive Range of Proposers for further evaluation. Items will be scored up to the maximum point value indicated in parentheses.

Criteria Points

1. Team Qualifications + Project Examples 35

2. Understanding of & Approach to Project 20

3. Project Costs 20

4. Project Staffing 15

5. Contractor’s Efforts Toward Sustainability 10

Total Possible Points 100

RFP 2022200007 Irrigation System Assessment & Master Plan 18 of 21

The Buyer responsible for the solicitation may contact offerors for clarification of statement of qualifications; however, no additions, deletions or substitutions may be made to statement of qualifications that cannot be termed as clarifications. Offeror’s responses to questions should restate the question and provide the clarification requested.

RFP 2022200007 Irrigation System Assessment & Master Plan 19 of 21

VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each Proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “Responsive Proposal”. The City will notify any Proposers who submitted a Non-Responsive Proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each Responsive Proposal according to the criteria described in this RFP on a point system.

Evaluation of all written Proposals may result in the establishment of a Competitive Range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked Proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS:

Pursuant to 137-047-0262, the City may establish a Competitive Range after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all Proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the Proposers in the Competitive Range.

After determination of the Competitive Range the City may either: Provide written notice to all Proposers of its intent to award the Contract to the highest-ranked Proposer in the Competitive Range; or engage in discussions with Proposers in the Competitive Range and accept revised Proposals from them and following such discussions and receipt and evaluation of revised Proposals, conduct negotiations with the Proposers in the Competitive Range.

Notice of Competitive Range. The City shall provide written notice to all Proposers identifying Proposers in the Competitive Range. The City provides an opportunity for Proposers excluded from the Competitive Range to protest the City’s evaluation and determination of the Competitive Range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with Proposers in the Competitive Range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to the Competitive Range Proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the Competitive Range may protest the City’s intent to award in accordance with Rule 137-047-0740.

RFP 2022200007 Irrigation System Assessment & Master Plan 20 of 21

VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE STANDARD PROPOSAL FORM

Solicitation Number RFP 2022200007

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The Proposer represents that Proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The Proposer has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this Proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the Proposer in preparing this Proposal. The Proposer agrees that this Proposal may not be revoked or withdrawn for ninety (90) calendars days after the date on which Proposals are received.

3. Contract Execution. The Proposer agrees that if this Proposal is accepted it will, within ten (10) calendar days after having received the Notice of Award, execute and return to the City the Contract in the form included in the Contract Documents and will, at or before that time, deliver the insurance documentation as required.

4. Addenda. The Proposer acknowledges that it has received the following Addenda No(s): and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this Proposal.

(Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract, and investigate the Proposer's minority business certification or other Proposer qualifications.

Cooperative Purchasing

The Proposer _____agrees _____disagrees to extend…