20242012_A1_Stormwater Basin Master Plan Update_RFP.pdf

Request for Proposals

Stormwater Basin Master Plan Update

Solicitation Number RFP No. 20242012

Due Date and Time:

Wednesday, October 11, 2023 at 2:30 PM

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.

RFP 20242012 Stormwater Basin Master Plan Update 1

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20242012

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-23-01-F, Public Contracting Rule (City Rule) 137-048-0220, sealed Proposals for Stormwater Basin Master Plan Update for the City of Eugene will be accepted by the Purchasing Office until Wednesday, October 11, 2023 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 City of Eugene is seeking a consultant to assist in updating the City’s Stormwater Basin Master Plan to reflect the City’s multiple-objective approach to managing stormwater. Work will include updating the City’s existing stormwater hydrologic and hydraulic models and associated capital improvement project needs. The final deliverables will include an updated master plan document, technical appendices, and revised City of Eugene stormwater models.

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.

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. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Dated: September 12, 2023

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst City of Eugene ndietz@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNmYmMzNjQtYTU3Ni00MDljLTgyMmEtOGU3Yzg4Y2UwMzc1%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://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNmYmMzNjQtYTU3Ni00MDljLTgyMmEtOGU3Yzg4Y2UwMzc1%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/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov mailto:ndietz@eugene-or.gov

RFP 20242012 Stormwater Basin Master Plan Update 2

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, or faxed proposals are invalid and will not be considered.

Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

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 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 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.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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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 must 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

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. Addenda may be downloaded from 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).

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

RFP 20242012 Stormwater Basin Master Plan Update 4

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 PERFORMANCE BOND

The successful Proposer shall provide, within thirty (30) days after receiving the contract award, a performance bond in an amount equal to 100% of the Order amount and shall be dated concurrent to, or subsequent to, the date of the Order.

13.0 PROPOSAL BOND

Each Proposal shall be accompanied by a Proposal bond in the amount of five percent (5%) of the Proposal price. The bond is to be furnished by the company who will build the good proposed. Proposal bonds by salespersons, agents of the manufacturer, or persons or entities other than the manufacturer, are not acceptable.

14.0 RESERVED RIGHTS

The City reserves the right:

RFP 20242012 Stormwater Basin Master Plan Update 5

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

14.2 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.

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

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

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

14.6 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.

14.7 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 within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

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

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

14.10 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.

15.0 CONSIDERATION OF PROPOSALS

15.1 Proposals will be opened publicly by the City of Eugene Purchasing Office 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.

15.2 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.

15.3 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:

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

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

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

Rule 137-048-0240(2).

16.0 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

RFP 20242012 Stormwater Basin Master Plan Update 6 level of work and associated fees and costs that best represent the goods and services required.

17.0 PUBLIC RECORDS

17.1 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.“

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.

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

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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

1.1 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.

1.2 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:

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

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

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

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

1.2.5 No point of purchase material or promotional literature.

1.3 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.

1.4 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

2.1 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:

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

2.1.2 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.)

http://www.eugene-or.gov/sustainpurch

RFP 20242012 Stormwater Basin Master Plan Update 8

2.1.3 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://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL 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 Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ............................................................ September 13, 2023

Last date to request solicitation clarification or change…September 27, 2023 by 4:00 PM

Last date to protest solicitation.…………………...……………October 1, 2023 by 4:00 PM

Last date to issue addenda….…………………...……………………...……October 4, 2023

Proposals due no later than………...……....…............….October 11, 2023 at 2:30 PM

Proposer interviews, if required……………………..……………,,………November 2, 2023

Notice of Intent to Award…………………………..………no later than November 15, 2023

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.

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V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene is in the process of updating its Stormwater Basin Master Plan and seeking a consultant to assist in doing so. The updated master plan will include six sections. Sections 1 and 2 of the plan have already been completed and are available online on the City’s web site.

Section 1 focuses on the background, policy and regulatory drivers for the City’s stormwater program, accomplishments since the previous plan, and current and future challenges. Section 2 includes stormwater-related information and data by basin (e.g. acreages, impervious surface area, topography, stormwater system pipes and open waterways, precipitation and temperature information, water quality monitoring summary information, groundwater information, and tree cover). The formatting of Sections 1 and 2 will be used as a template for the remaining sections (3 through 6), which are detailed in this scope of work. The consultant will be fully responsible for Sections 3 and 6, as well as responsible for reviewing and providing feedback for Sections 4 and 5, which will be drafted by the City. Additionally, the consultant will be responsible for compiling Sections 3 through 6, and assuring the formatting, terminology, and language matches that of Sections 1 and 2. Below, the scope of work has been broken out by section.

Deliverables for both the City and the consultant are listed at the end of each section.

SCOPE OF WORK

Section 3: Flood Control and Conveyance Evaluation

The City of Eugene is seeking a consultant to update the City’s 10 existing stormwater models.

The final deliverables will include revised City of Eugene Stormwater Models, updated capacity/conveyance-related capital improvement projects list, and a report detailing the models and model results. The City assumes that the most cost-effective and logical approach to updating the models is to continue use of XP-SWMM software but is open to considering another alternative if the consultant provides justification for converting the existing XP-SWMM models to a new software platform. The City will make the final decision about the software platform for model updates.

Consultant shall evaluate existing stormwater model, basins, weather data, and stormwater conveyance networks within the study area. While investigating existing data, the consultant is to identify the need for additional data collection to improve model accuracy including in the short term to inform model calibration as part of this basin plan update and in the long term for future model refinement as part of future model and/or basin plan updates (rain gauges, flow gauges, stage measurements, land use, etc.). Consultant will also be tasked with recommending a methodology to incorporate the projected change in weather patterns resulting from climate change and incorporating selected methodology.

The consultant will be responsible for revising the City’s 10 stormwater models which together, cover the entirety of Eugene’s Urban Growth Boundary (UGB). One or more of the 10 stormwater models will need to be increased in extent or otherwise updated to incorporate changes to the system including as a result of capital improvement projects constructed over the past 20 years, and to include stormwater infrastructure in certain areas where Eugene’s urban runoff exits the UGB, particularly at the north end of the urban area. Once the model updates have been completed, the consultant is to run a minimum of two scenarios: existing, and future conditions. Consultant will identify predicted capacity issues under each set of conditions and provide planning level conveyance/capacity-related capital improvement projects https://www.eugene-or.gov/1643/The-Stormwater-Basin-Master-Plan

RFP 20242012 Stormwater Basin Master Plan Update 11 list with associated capital and long-term maintenance cost estimates. The existing conditions scenario will represent the stormwater infrastructure, climatic data, and land use conditions as of 2022/2023. The future conditions scenario will include projected land use conditions assuming buildout within the Eugene UGB, as well as projected climatic data. Consultant will coordinate with City project manager to prioritize and schedule the work, including interim presentations of model results for review and feedback by a City technical and system maintenance team as part of the model validation process.

The consultant will document their work in a final report. The report will comprise Section 3 of the City’s updated Stormwater Basin Master Plan and will not be a standalone report (although model results will be included as an appendix to the Master Plan). The narrative will detail the existing model, the revisions made to the model, the final updated model, and resultant capacity/conveyance-related capital improvement project needs, cost estimates, and funding sources using City-provided funding source breakdown methodology. Consultant will provide discussion about future stormwater management, and adaptive climate resiliency planning for stormwater within Eugene. In addition to providing the model results in an appendix, the consultant will provide a second appendix which is to act as a guide to help City employees update, modify, and run the stormwater models.

• Evaluate Existing Model:

o Review existing hydrologic and hydraulic stormwater system models o Review City provided hydrologic/hydraulic reports and projects o Recommend the continued use of XP-SWMM or provide justification for choosing a new stormwater modeling software, and convert existing XP-SWMM model to chosen software platform o Review existing data and identify any potential additional data that would improve model performance Recommend method for considering anticipated impacts of climate change on stormwater within the City of Eugene Evaluate Eugene’s IDF curves for potential update

• Model Update:

o Provide updated major drainage basin and subbasin delineations

Both with the updated models and as georeferenced polygons compatible with ArcGIS.

o Update stormwater models to account for the changes in land use and impervious area, stormwater conveyance infrastructure, stormwater detention facilities, and other stormwater infrastructure developed since the original creation of the model and projected.

o Develop and run two scenarios:

Existing conditions, using current impervious area estimations and weather data Future conditions, accounting for planned densification and urbanization, as well as changing weather patterns o City will identify locations of known conveyance, flooding, or related maintenance issues, and other areas of particular interest.

Validate model in consideration of known flooding and conveyance issues o Develop planning-level conveyance/capacity-related capital improvement projects list including project concept descriptions, cost estimates, and funding source(s).

o Assess all conveyance/capacity capital projects to identify and mitigate potential negative impacts and identify opportunities to enhance water quality benefits.

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• Report:

o Provide a summary of existing input data Identify missing data that could improve model performance o Summarize existing models o Include recommendations regarding XP-SWMM vs. other modeling software o Discuss methodology of updating the models o Results and analysis

Present results of existing and future runs Identify flooding and conveyance constraints with existing stormwater infrastructure under both existing and future conditions Identify planning-level capital project needs, cost estimates, and funding source(s) o Recommendations for any modifications to City’s flood control design standards to inform future adaptive stormwater management changes o Provide an appendix detailing the protocol for the use of the model, and protocols updating modes (adding pipes, changing impervious area/rain data, etc.)

Deliverables:

• Ten updated stormwater models, their inputs, and their results

• Updated georeferenced stormwater basin boundary data

• Conveyance/capacity-related capital projects list, cost estimates, funding source(s)

• Guidance for long-term maintenance of the piped and open waterway stormwater system to maintain targeted level of service conveyance

• Report to be included as Section 3 in the updated City of Eugene Stormwater Basin

Master Plan

• Appendix containing the model results

• Appendix providing the City with guidance in revising, modifying, and running the new stormwater models

Section 4: Water Quality Evaluation Section 4 of the updated plan will include Eugene’s evaluation and resultant strategy for protecting and improving water quality. Strategy will be developed using data from Section 2 including up-to-date land use, impervious surface area estimates, and other relevant data, information, and reports (including the 2014 Retrofit Plan), and will include stormwater quality capital projects, management of new and replaced impervious surface consistent with the City’s stormwater development standards, and context and recommendations for potential future revisions to stormwater development standards and SDC off-site low impact development (LID)mitigation criteria. The water quality strategy will complement the multitude of activities in the stormwater program and will inform future adaptive management changes to MS4 Permit Stormwater Management Program Document (SWMP) Best Management Practices E1 (Stormwater Planning and Capital Improvements Program), and potentially E4 (Stormwater Development Standards).

Deliverables:

• City will be responsible for the content and initial draft of Section 4 of the Stormwater Basin Master Plan update, including a water quality capital improvement projects list with planning-level project concept descriptions, cost estimates, and funding source(s) https://www.eugene-or.gov/DocumentCenter/View/68183/Eugene-SWMP-Doc---Final-12-5-22?bidId=

RFP 20242012 Stormwater Basin Master Plan Update 13

• Consultant will review and provide feedback on the City’s analysis and conclusions in Section 4 for City’s consideration and decision and will be responsible for finalizing the draft section

Section 5: Stormwater Related Natural Resources

Section 5 of the updated plan will include Eugene’s evaluation and resultant strategy for protecting and restoring stormwater-related natural resources (waterways and wetlands), in coordination with and complementary to current and future planning efforts. Strategy will be developed using data from Section 2 and other information and reports including the 2014 Hydromodification Assessment, 2023 Natural Areas Assessment Report, and others. This will include waterway restoration and rehabilitation projects, support for implementation of existing programs and activities including waterway regulatory setbacks, riparian tree and shrub planting, volunteer activities, and periodic waterway physical condition assessment. May also include context and recommendations for potential stormwater program enhancements including incentivizing waterway protection, restoration, and riparian shading on private property. The Natural Resources strategy will complement the multitude of activities in the stormwater and wetlands programs and will inform future adaptive management changes to MS4 Permit SWMP BMPs E1 (Stormwater Planning and Capital Improvements Program), and potentially other BMPs.

Deliverables:

• City will be responsible for the content and initial draft of Section 5 of the Stormwater Basin Master Plan update, including a stormwater-related natural resources planning-level capital improvement concept descriptions, cost estimates, and funding source(s)

• Consultant will review and provide feedback on the draft Section 5 for City’s consideration and decision and will be responsible for finalizing the draft section.

Section 6: Implementation Strategy and Costs

Section 6 of the updated plan will summarize the strategies identified in Sections 3, 4, and 5, including the flood control and conveyance, water quality, and stormwater-related natural resources capital projects and other potential actions. Prioritization criteria will be used to rank the capital projects across the three Sections (3, 4, and 5) from relatively high priority to low priority. City’s current prioritization criteria will be reviewed and updated as necessary for this basin plan update process. Current prioritization and selection criteria are available in the City’s adopted Capital Improvement Program 2023-2029 document, page 153. Planning-level project cost estimates will be included in summary form in Section 6, including funding sources. City will provide methodology for use in determining funding split among most likely sources including stormwater user fees, stormwater systems development charges, potential grants, and any others.

Deliverables:

• Consultant will summarize capital projects and other actions identified in Sections 3, 4, and 5

• Consultant will review and provide feedback on the City’s current prioritization and selection criteria

• Consultant will develop high-level capital project implementation schedule with cost estimates and funding sources for each capital project https://www.eugene-or.gov/ArchiveCenter/ViewFile/Item/6474

RFP 20242012 Stormwater Basin Master Plan Update 14

• Consultant will compile Sections 3, 4, 5, and 6, following the format provided in Sections 1 and 2

• Consultant will review Sections 3, 4, 5, and 6 for consistency, aligning language and terminology that may vary slightly between sections

Project Timeline

Sections 1 and 2 of the plan are not included in this project scope, have already been completed, and are available online on the City’s web site. No work has yet been completed on Sections 3, 4, 5, or 6. Consultant work is expected to begin as soon as the selected Proposer and Agency have successfully executed a contract. The Agency estimates the total project budget to be $750,000. The Agency estimates that the project will be completed by December 2024, however the end date is negotiable.

https://www.eugene-or.gov/1643/The-Stormwater-Basin-Master-Plan

RFP 20242012 Stormwater Basin Master Plan Update 15

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must contain all the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘Responsive Proposer’ to be further evaluated for possible inclusion in a Competitive Range as described below.

The proposal shall not exceed 10 typed, 11-point font pages in length (not including a cover sheet, section tabs, resumes, sample projects, required forms, or addenda). Resumes are limited to a total of 8 one-page resumes with a minimum of 11-point font.

Submittals

The City of Eugene is requesting information regarding specific qualifications and related services experience relevant to the above referenced project and the firm’s anticipated approach to the scope of work.

1. Specific Experience of Key Staff (30 points max)

Provide resumes and information for the proposed Project Manager and proposed key staff including for the following disciplines: Civil Engineer, Engineering Geologist, or Hydrogeologist, Hydrologic/Hydraulic Modeler, and Natural Resources Scientist, or similar.

Scoring will be based on relevance of the experience, qualifications, and technical competence of key staff proposed for use on this specific Project.

Key Staff Resumes are not included in the Proposal page limit identified for this RFP; however, a maximum of eight (8) Key Staff Resumes may be submitted. Any resumes submitted beyond this limit will be discarded by Agency and will not be included in the evaluation. The Key Staff Resumes may not exceed one (1) page per resume and must use a minimum of eleven (11) point font for substantive text.

2. Project Approach (40 points max)

Given the Project information provided with this RFP, describe your approach and schedule for this Project to meet Agency’s Project deliverables/objectives. Describe what you believe are the most critical elements of this Project that the consultant team must address for a successful outcome.

3. Project Samples (30 points max)

Provide two (2) stormwater master planning and two (2) hydrologic/hydraulic modeling projects performed by your firm within the last ten (10) years. The examples shall show the experience and capability of the proposed team to perform the project work. Project samples will not count toward the proposal page count.

RFP 20242012 Stormwater Basin Master Plan Update 16

For the sample projects:

• Describe their relevance to the project and services included in this solicitation, including descriptions of collaboration with the agency staff team and how any outstanding project issues and constraints were addressed and resolved.

• Include a brief description of project type, location, size, duration and objectives; a list of key project staff and their roles; tasks performed by the Proposer to fulfill the project objectives; the project budget, and whether the schedule and budget were met.

• Include two (2) reference contacts for each project with valid contact information.

4. Contract Acceptance Statement (Required)

Section IX. of the RFP includes the City of Eugene Standard Contract for Architectural and Engineering and Related Services. The City intends to utilize the Standard Contract for this project. Proposers will review the Standard Contract and either (a) provide a statement indicating you agree with the terms and conditions (including insurance limits) contained therein, or (b) describe any proposed changes in detail and attach as an addendum to your proposal.

5. Standard Proposal Form (Required)

Include a signed Standard Proposal Form.

Interviews (Optional)

The City reserves the right to conduct interviews with proposing teams. In that event, interviews will be worth up to 50 points.

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.

1. Specific Experience of Key Staff 30 points

2. Project Approach 40 points

3. Project Samples 30 points Written Proposal Total Possible Points: 100 points Interviews (optional) 50 points Total Proposal Points Possible if interviews held 150 points

The agent responsible for the solicitation may contact Proposers for clarification of Proposals;

however, no additions, deletions or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

RFP 20242012 Stormwater Basin Master Plan Update 17

VII. PROPOSAL EVALUATION PROCEDURES

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.

EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each Responsive Proposal in accordance with Rule 137-048-0220(4)(b) and the criteria described in Section VI of this RFP on a point system.

DISCUSSIONS & NEGOTIATIONS

Pursuant to 137-048-0220(4)(c), the City may commence discussions and negotiations with the highest ranked Proposer after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP.

SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to Responsive Proposers. Final award will depend upon the execution of an acceptable contract 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.

Responsive Proposers may protest the City’s intent to award in accordance with Rule 137-048- 0240(2).

RFP 20242012 Stormwater Basin Master Plan Update 18

VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20242012

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; Performance Bond. 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 Performance Bond and 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 the terms, conditions and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, RFP 20242012 Stormwater Basin Master Plan Update 19 conditions and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The Proposer certifies that the Proposal has been arrived at by the Proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, Proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the Proposal herein presented and made have not been communicated by the Proposer or their employees or agents to any person not an employee or agent of the Proposer or its surety on any bond furnished with the solicitation, and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

Required Submittals Initials

Proposal

Contract Acceptance Statement

Signed Standard Proposal Form

Rev042023 Contract #XXXX-XXXXX 1

IX. SAMPLE CONTRACT

CITY OF EUGENE

ARCHITECT, ENGINEER, OR RELATED SERVICES CONTRACT

Project Title

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) an __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _________ - _________

EXPIRATION DATE: __________

RECITALS

A. Contractor is engaged in the business of ___________.

B. City desires to engage Contractor to provide the Services described in this Agreement and Contractor is willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the exemption or procedure authorized by City of Eugene Administrative Order 44-23-01-F, Public Contracting Rules 2022, Rule 137-048-0220.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following:

1.1.1 Exhibit A summarizes certain federal, state…