Informal Request for Proposal

Long Term Hazard and Risk Analysis Solicitation No. IRFP 20242067

Due Date and Time:

July 16, 2024 at 3:00 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 330 Eugene, Oregon 97401

Eugene.Purchasing@ci.eugene.or.us mailto:Eugene.Purchasing@ci.eugene.or.us

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I. INVITATION TO SUBMIT PROPOSALS

CITY OF EUGENE

INFORMAL REQUEST FOR PROPOSALS

Solicitation No. IRFP 20242067

Notice to Proposers Pursuant to ORS 279B.070 and City of Eugene Administration Order 44-23-01-F, Public Contracting Rule (City Rule) 137-047-0270, proposals for Long Term Hazard and Risk Analysis for the City of Eugene will be accepted by the Purchasing Office until Tuesday, July 16, 2024 at 3:00 PM. Proposals shall be valid for sixty (60) days after opening unless otherwise specified in the specifications. This Informal Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a proposal.

Project Description In general, work includes hazard and risk analysis to help the City of Eugene better understand and manage potential long term community hazard and risk from chemical and hazardous materials use, management and release.

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.

Bidders must submit their proposals through OregonBuys before the due date and time specified.

Bidders 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.

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: May 30, 2024

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst ndietz@eugene-or.gov https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov mailto:ndietz@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1. 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. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. Complete sets of Informal Request for Proposal (IRFP) documents shall be used in preparing proposals.

2. 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/email issues of any sort.

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. PROPOSAL MODIFICATIONS

3.1. Any questions, clarifications, modifications, or substitutions of the specifications or contract shall be delivered to the Purchasing Analyst via email in conformance with City Rule 137-047-0440(1), and no less than five (5) calendar days PRIOR to the solicitation closing, and submitted separately from the solicitation response. Contents of questions, clarifications, modifications, or substitutions should include a reference to the page or item being addressed, the reason and any proposed alterations. Questions, clarifications, modifications, or substitutions included with the response to the solicitation may cause it to be considered non-responsive.

3.2. 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 City their intent to offer an approved equal no later than five (5) 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.

3.3. 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 closing.

3.4. Any written addendum issued which includes changes, corrections, additions, interpretations, or information and issued more than seventy-two (72) hours before the scheduled closing time for filing proposals, shall be binding upon the Proposer.

3.5. Proposals may be modified by written notification on company letterhead signed by an authorized person, stating that the new document supersedes or modifies the prior proposal.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://oregonbuys.gov/bso/ mailto:support.oregonbuys@oregon.gov

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3.6. Proposals may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the time and date set for closing or as otherwise authorized by City public contracting Rule 137-047-0440.

4. CONSIDERATION OF PROPOSALS

It is the intent of the City to award a contract to the Proposer whose proposal will best serve the interest of the City based on evaluation factors contained in Section V of this IRFP, provided the proposal has been submitted in accordance with the requirements of these IRFP documents and does not exceed City funds available.

5. MATERIAL PURCHASES

5.1. The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the Proposer. All prices quoted must be F.O.B.

Destination, Freight Prepaid and Allowed, delivered and unloaded at delivery address listed.

5.2. Include complete standard warranty information and factory specifications on the equipment offered. For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include the details of the extended warranty.

5.3. The City shall give preference to materials and supplies manufactured from recycled materials when available at a cost no greater than five (5) percent above the cost of comparable products manufactured from virgin materials. Subsequent Contract or purchase order award will be based on these criteria and may contain applicable standard contract provisions as required by law.

6. PUBLIC RECORDS

6.1. This IRFP and one 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.”

6.2. 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.

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

7. ADDENDA AND INTERPRETATIONS

7.1. 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

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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 off of OregonBuys.

Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

7.2. Any and all responses to a properly submitted Request for Clarification or Change will be provided via addenda, as set forth above.

7.3. 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.

8. NONDISCRIMINATION

Submittal of a proposal in response to this IRFP evidences Proposer’s agreement that, in performing the work called for by this IRFP 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, 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-owned, woman-owned, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned, controlled by, or that employs a disabled veteran as defined in ORS 408.225.

9. PROTEST OF AWARD

Protests and remedies under this IRFP are exclusively governed by ORS 279B.415.

10. RESERVED RIGHTS

The City reserves the right:

A. To reject any proposals not in compliance with all prescribed public bidding procedures and requirements.

B. 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.

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

D. To waive any or all informalities in the proposals submitted.

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

F. 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.

G. In the event that any Proposer or Proposers to whom a Contract is awarded shall default in executing said 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.

H. To extend the deadline for submitting proposals.

I. To negotiate additions or deletions to offered goods and contract price.

J. To seek other proposals, if deemed in the public interest.

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11. CONTRACT AWARD

Submittal of a proposal evidences Proposer’s intent to execute and be bound by the terms of the attached contract. The City may enter into contract negotiations regarding any open terms with the highest ranked Proposer. During negotiations, the City may require any additional information it deems necessary to clarify the approach and 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.

12. ANNOUNCED AWARDEE

It is anticipated that a tentative contract awardee will be announced in writing to each proposer within [30] days from the date of opening. The announcement is for procedural purposes only and does not create any contractual rights in the tentative contract award.

The City will not be bound to the tentative contract awardee until a contract has been executed by the City.

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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 awardee will be expected to support the City’s goals by implementing the following strategies where applicable.

1. 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:

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

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

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

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

e. 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. 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.)

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.

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

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3. 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:

o Energy Efficient o Reusable or upgradeable o Recyclable o Contain post-consumer recycled materials o Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or o 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. 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/SearchCertifiedDirectory.asp?XI D=2315&TN=oregon4biz to find certified businesses from whom to procure products or services.

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

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED SOLICITATION 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 solicitation.

ACTIVITY DATE

Solicitation advertised………………………………………….……..……May 30, 2024

Last date to request changes, clarifications……………..…..July 3, 2024 at 4:00 PM

Last date for solicitation protest……………………..…..…....July 5, 2024 at 4:00 PM

Deadline for issuing addenda to solicitation………………..…..….……July 10, 2024

Proposal Closing …………………………………….….……July 16, 2024 at 3:00 PM

Notice of Intent to Award……………………….………no later than August 12, 2024

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

Project Background and Context The City of Eugene (City) has a long history of planning for and implementing mitigation actions that improve the resilience and overall preparedness of the community for both man-made and natural hazards. To date, much of this work has been formalized through the Eugene and Springfield Area Multi-Jurisdictional Natural Hazard Mitigation Plan, hazardous materials permitting through the Eugene Springfield Fire Department and reporting through the State of Oregon and City of Eugene Community Right-to-Know programs.

The City also recognizes that additional information, data collection, and assessment are needed to identify and better understand the potential long-term impacts of hazardous materials and emissions on the environment, human health, and public resources of the City. The following 5 components have been envisioned as a framework to help the City build a more robust understanding of potential long term hazards and risk in our community and identify regulatory or policy mechanisms to mitigate potential hazards and reduce risk.

Component 1: Hazard identification/assessment existing commercial entities in Eugene

• Hazard definition (goals, objectives, boundaries, terms)

• Hazardous site identification (potential sites, data collection method)

• Hazard profile and assessment - nature, history, location, extent, potential impact and probability of future events

• Exposure / vulnerability assessment (quantity, toxicity, probability, proximity)

Component 2: Risk identification and analysis

• Describe and catalog all potential risks to public health and the environment from hazard identification and exposure assessment

• Develop risk characterization/prioritization to identify potential high-risk sites for further investigation/gap analysis Component 3: Gap analysis – assessment of potential gaps in rules, laws, regulations across federal, state and local regulatory and policy instruments

• Assess the adequacy of existing law, policy, regulatory and financial mechanisms to better understand the City’s potential long term ecological, public health, and financial risks associated with potential high-risk locations identified during risk analysis work.

Component 4: Regulatory analysis

• Analyze existing federal, state and local laws, including those related to public health, safety, development, zoning, permitting, electrical, nuisance, and fire to better understand legal frameworks to address potential negative long term impacts on public health, the environmental and local economy from potential high risk locations.

• Develop a summary of what options the City of Eugene could implement under state law and City charter – including legal framework(s) governing potential City pathways for risk mitigation and hazardous materials management.

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Component 5: Recommendations for how to mitigate any potential gap and applying applicable policy or legal frameworks identified in Components 3 and 4.

• Potential regulatory, legal or policy options for City consideration

• Potential financial assurance framework(s) for activities not covered by existing policy, regulatory, or legal frameworks that may result in public health or environmental harm.

• Component 5 is focused on 3 areas for hazard and risk mitigation:

1. Minimize long term environmental risk from facility hazard release or materials mismanagement.

2. Minimize the number of abandoned/orphaned facilities with legacy hazardous waste and contamination needing cleanup.

3. Minimize financial risks to public agencies and the public at large using the “polluter pays" principle.

These 5 components reflect the City’s interests in better understanding and potentially managing long term community hazard and risk from chemical and hazardous materials use, management and release in the community.

This Project Background has been provided as broader context for the proposed scope of work under this RFP. The proposed scope of work, detailed below, would focus on Components 1 and 2 above – data collection, identification and screening of potential hazards, an assessment of vulnerability and exposure, and a preliminary assessment of long term risk from existing entities in Eugene who buy, sell, store, use or emit hazardous materials.

Statement of Work The focus of this RFP is on a set of proposed analysis tasks related to the project background above. Anticipated tasks for this analysis are presented below.

The City recognizes that responding consultants will have expertise and knowledge in this area and a responding consultant might seek to conduct the identified tasks in a different process or order. Consequently, the City is interested in feedback on proposed tasking including additional recommendations or scope refinement to this project based on a responding consultant’s knowledge and experience. Proposers should use their project narrative to detail how their proposed approach would create a foundation to help the City meet the broader goals and outcomes presented in the project narrative (Components 1 through 5), as well as the proposed analysis tasks detailed below. This includes a series of “go/no go” decision gates that the City expects will be built into a project workplan and contract.

Task 1: Project Definition

• Develop project management plan

• Define project goals and objectives

• Identify project means and methods

• Categorize project boundaries and scope

• Define project timelines and refine task deliverables

• Clarify terms and definitions, e.g., hazardous materials and high-risk sites

• Define data management practices (i.e., data security and accessibility)

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Task 2: Project Coordination and Communication

• Develop clear communication and detailed documentation to inform community about project scope and goals

• Outline a multi-pronged approach to effectively communicate project goals, potential impacts, and potential mitigation measures to relevant industry sectors

• Design project coordination to ensure a comprehensive and effective evaluation of potential long term hazards and risk

• Establish mechanisms for ongoing communication and feedback gathering

Task 3: Hazard Data Collection/Analysis

• Identify and query existing databases to provide a data baseline

• Collect relevant hazard-related data, including historical records, federal, state and local data (e.g., Right to Know reporting, TRI data) monitoring data (e.g., air emissions data) and any available scientific literature to support assessment. A representative sampling of anticipated data sources should be identified in responses.

• Identify substances, quantities and locations of hazardous materials stored, used and emitted in Eugene

• Collect historical hazardous material release event information

• Catalog project data and make searchable in some fashion (e.g., georeferenced data). Responses should include proposed approaches to catalog data

• Evaluate data quality and completeness and identify potential data gaps and recommendations to gather additional data as would benefit analysis

Task 3 Decision Gate: Data Adequacy to Proceed to Task 4. Responses should describe what decision gate criteria Proposers would propose to include in an analysis to assess data adequacy and completeness after Task 3 (or after a data collection analysis and task if Proposers propose an alternative process). For example, criteria might include:

• Has existing data been identified and queried from relevant sources to establish a baseline?

• Is the available data sufficient to identify the types, quantities, and locations of hazardous materials stored, used, and emitted within Eugene?

Proposals should also include recommended steps to be taken if data gaps are identified and the types of information that would help in determining whether or not data is of sufficient quantity and quality to proceed to Task 4.

Task 4: Hazard Identification

• Identify, screen and document potential long term hazards for the City, including those related to soil and groundwater contamination, air quality, and public health

• Identify potential hazards that may not be immediately evident through existing data and documentation

• Hazard ID analysis should include the rationale for including or excluding potential hazards from further analysis

• Develop a preliminary risk estimation for each identified hazard.

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Task 4 Decision Gate: Responses should describe what decision gate criteria Proposers would propose to include in a study to assess hazard significance after Task 4. For example, criteria might include:

• Has a comprehensive list of potential hazards been identified?

• Is the existing data sufficient to support the rationale for including or excluding potential hazards?

• Is the rationale for including or excluding potential hazards clearly documented and traceable?

• Is there potential for interconnected hazards or cascading effects between hazards?

Any proposed decision gate should illustrate how the approach would assess whether the level of detail from Task 4 provides a sufficient foundation for developing hazard profiles.

Task 5: Develop Hazard(s) Profile

• Develop hazard profiles to include general description of the hazard including its location, magnitude (or severity), historical occurrence(s), and ranges of probability of future occurrence

• Include information on what factors might affect the future probability and impact of an identified hazard.

Hazard profiles should be developed and present data in a way to inform a range of City goals and activities, including permitting, emergency management, land use planning and communications.

Profiles might include maps to illustrate known hazard locations and locations of previous hazard occurrences and with layers to help inform risk analysis and policy decisions, for example georeferenced data showing potentially vulnerable populations, areas or ecological receptors.

Task 6: Vulnerability / Exposure Assessment of Identified Hazards

• Identify available models that could be used or leveraged to undertake vulnerability and risk assessment

• Analyze and characterize vulnerability and the extent to which people, the environment or public systems would be susceptible to long term harm from identified hazards

• Assess potential exposure pathways, considering factors such as proximity, prevailing meteorology, population density and vulnerability

• Undertake loss estimation modeling for identified hazards

• Identify potential consequence(s) of identified hazard/hazard event

Task 7: Risk Assessment and Prioritization

• Quantitatively or qualitatively characterize the level of risk based on information from hazard identification and exposure assessment based on available data and information from project tasks and modeling outputs

• Prioritize risks and identify potential high harm sites based on their likelihood, severity and the potential impact on human health and the environment.

Task 7 Decision Gate: Responses should include what decision criteria Proposers would recommend the City consider in evaluating whether the findings of Task 7 provide information of sufficient depth and quality to move forward with a next potential phase – a policy gap analysis (Component 3 in the project background section).

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Your proposal must contain all of the information requested in the submittal category below. A completeness check will be conducted for each proposal. An incomplete submittal will cause the proposal to be deemed “non-responsive” and not eligible to continue further in the IRFP process A complete submittal will make the proposal a “responsive proposal” to be further evaluated for possible inclusion on the short list as described below.

Submittals The proposal must include the following:

• Cover Letter: A brief introduction of the Proposer’s company and the project team, as applicable, and its interest in the project, name and address of prime consultant and contact name and contact details.

• Table of Contents

• Statement of Project Understanding and Approach: A statement, not exceeding three pages, that describes the Proposer’s understanding of the project, an overview of the proposed approach, and key considerations and guideposts that, in the Proposer’s view, would be essential to project success.

• Project Approach: A detailed proposed scope of services, not exceeding 25 pages, of how Proposer intends to meet the project's goals and scope, including methodology, timeline, and resources. It should be organized chronologically in clearly defined phases, milestones, or elements with proposed completion dates for each. Regular meetings with City Staff should be included in the scope. Project approach scope of services should also include:

o Data Management Plan: How Proposer proposes to address data quality control, security, and accessibility for the project o Project Communication Strategy: Responses should specify the methodologies the consultant proposes to use for community stakeholder identification and outreach.

o Work Breakdown Structure: Responses should include proposed approach to break the project down in to manageable, discreet tasks.

o Schedule/Project Timeline: estimated timeline for completing project tasks and the overall project, including timeline dependencies o Budget: A breakdown of proposed costs for the project which the Consultant expects to spend on the various project tasks and sub-tasks, broken down by project team member. The City reserves the right during the selection process and when negotiating a final discuss the costs of various project components and to modify the proposed scope of services for instance by shifting emphasis or by deleting or adding items. The available budget for the work outlined in this RFP is $150,000.

• Relevant Experience: Information about Proposer team's experience, past performance on similar projects, and relevant expertise of team members including sub-consultants.

• Project Team and Qualifications: The names and educational backgrounds, qualifications and expertise of proposed members of the Consultant’s and sub-consultant’s (if applicable) project team who will perform work related to some or all of the project tasks. Identify the person who would be project manager.

• References: Proposers shall provide at least three relevant references, with an emphasis on local government references and references for similar type work.

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• Work Sample: Provide one sample of similar type work completed by prime consultant (may be provided via an online link or digital format).

• Standard Proposal Form (see below)

Evaluation Criteria Evaluation of the written response portion to the IRFP will be based on a point system. The written responses will be used to determine the short list of Proposers for further evaluation. The possible point values are listed by each evaluation category. Items will be scored up to the maximum point value indicated. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VI. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

Proposals will be evaluated based on the following criteria, which are designed to identify the Proposer best equipped to deliver a high-quality project that meets the City's needs and objectives.

Evaluation Criteria Maximum Possible Points Qualifications and Experience 30 Technical Approach 30 Project Management Plan 20 Cost 20

TOTAL POSSIBLE POINTS 100

1. Qualifications and Experience (30 points)

• Team Expertise: Demonstrated experience of project team in hazard identification, relevant data collection and analysis, risk assessment, and project management for project scopes and cities of similar size and complexity.

• Relevant Project Experience: Successful completion of projects with comparable scope and technical challenges. Proposal should include specific and project-relevant examples.

• Key Personnel Qualifications: Possession of necessary qualifications and experience by key personnel assigned to the project in relevant fields (e.g., environmental engineering, data science, vulnerability analysis, risk assessment, GIS)

• Qualifications of Subcontractors: If the consultant team proposes to use subcontractors, qualifications and experience in relevant areas.

• Demonstrated Understanding of Local Context and Challenges: Evidence in response that the consultant team possesses a clear understanding of the City's specific context (e.g., demographics, geography, infrastructure) and the unique local challenges related to long term hazards the City may face.

• Client References: References from past clients (in particular local government clients) to assess the Proposer’s performance on similar type projects.

2. Technical Approach (30 points)

• Methodology: Alignment of the proposed methodology with the City's goals and the tasks outlined in the Statement of Work. Demonstration of a clear understanding of data collection, analysis, and risk assessment approaches and models to be leveraged/utilized as part of project.

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• Data Management Plan: A plan addressing data quality control, security, and accessibility for the project.

• Innovation: The inclusion of innovative approaches, methodologies, or technologies that could enhance the project's goals, efficiency, or public engagement with the hazard and risk assessment.

• Decision Gate Criteria: Effectively designed criteria for decision gates to follow Tasks 3 (Data Adequacy) and 4 (Hazard Significance) and 7 (Risk Prioritization) in the statement of work, ensuring the City has informed go/no-go decisions on subsequent tasks.

• Assumptions and Dependencies: The Proposer’s ability to clearly identify and document any assumptions made during project scoping and any external dependencies that could impact the project timeline or deliverables.

• Stakeholder Identification: Proposed strategy for identifying and engaging with relevant stakeholders external to City staff (e.g., community groups, industry representatives, regulatory agencies).

• Project/Risk Communication Strategy: A plan for clear and concise communication of project goals, scope and findings to relevant community stakeholders.

3. Project Management Plan (20 points)

• Timeline: An estimated timeline for completing project tasks and the overall project, including timeline dependencies.

• Work Breakdown Structure: A high-level overview of the approach Proposer’s would propose to break the project down in to manageable tasks, focusing on clarity and alignment with the project scope and tasks outlined in the SOW.

• Project Management Methodology: Utilization of a recognized project management methodology with defined roles and responsibilities for proposed key personnel.

• Change Management Strategy: Proposed approach to handling potential changes in project scope or unforeseen challenges that may arise during the project.

• Communication Plan: A well-structured communication plan for regular updates and information exchange between the consultant team and City staff.

4. Cost (20 points)

• Cost Proposal: A cost breakdown that clearly reflects the proposed project scope and aligns with the tasks outlined in the Statement of Work (SOW). The available budget for this project is $150,000. Proposers should structure their proposed technical approach, project management, and budget within that fixed price cap.

• Cost Breakdown: A breakdown of project costs associated with each proposed major project phase or task that allows for a clear understanding of how project funds will be allocated across tasks.

IRFP 20242067 Long Term Hazard and Risk Analysis Page 17

The Purchasing 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.

IRFP 20242067 Long Term Hazard and Risk Analysis Page 18

VII. PROPOSAL EVALUATION PROCEDURES

Each proposal submitted in response to this IRFP 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.

A. 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 IRFP on a point system.

A ‘responsive proposal’ means a proposal 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 Rules. Proposers of non-responsive proposals will be notified that they did not meet the requirements and will be disqualified for further consideration.

B. USE OF SHORT LIST / NEGOTIATION:

At the conclusion of the rated criteria evaluation process of the written proposals and prior to selection, the City may continue the evaluation process with Responsive Proposers who have the highest criteria ratings (the short list). The City may expand or decrease the short list if, in the opinion of the Purchasing Manager, the number of proposals or the quality of the proposals warrants an increase or decrease in the number of Responsive Proposers on the short list. The City may decide to forego evaluation of a short list and award the contract to the highest rated Proposer from evaluation of written proposals, subject to satisfactory agreement as to preliminary design, budget, and remaining unresolved contract issues.

Evaluation of Short List. Evaluation of the Short List will be based on criteria developed by the evaluation committee prior to the commencement of Short List evaluation. These criteria and procedures for evaluation will be issued out as an addendum to the Proposers on the Short List. Criteria used as evaluation methods may include interviews, modified design plans, work samples, demonstrations, inspections, site visits, or other testing or examinations.

Discussions and 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 IRFP.

Negotiation with Highest Ranked Proposal. The City’s evaluation team shall not exhibit favoritism and will evaluate and rank the short list proposals using the methods described above. The City will begin negotiations with the highest ranked Proposer in accordance with City Rule 137-047-0270(3). The City may only negotiate an alternative term or condition submitted by a short list Proposer if the alternative term or condition is reasonably related to the following terms or conditions:

1. Specifications, however, the City may not negotiate specifications less than those stated as the minimum acceptable in this IRFP or an addenda issued prior to the solicitation closing date;

IRFP 20242067 Long Term Hazard and Risk Analysis Page 19

2. Price;

3. The manner in which the services are to be performed or the quality or type of materials to be supplied;

4. Contract terms and provisions that the City would like to change.

C. ACTION UPON FAILURE TO EXECUTE CONTRACT.

In the event that a contract cannot be negotiated with the highest ranked Proposer, regardless of whether the City evaluates a short list or selects the highest ranked Proposer based on written proposal evaluations, negotiations will be discontinued, and the City will start contract negotiations with the next highest ranked Proposer. Nothing in this IRFP shall restrict or prohibit the City from canceling the solicitation at any time.

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).

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VIII. STANDARD PROPOSAL FORM

City of Eugene Solicitation No. IRFP 20242067 Due Date and Time: Tuesday, July 16, 2024 at 3:00 PM

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

Acknowledgement of terms, conditions and specifications

1. I have read, understand and agree to be bound by the terms, conditions, and contract provisions included in the solicitation documents as well as all addenda issued for this solicitation. I agree to fulfill the requirements to furnish all material, labor, or to perform all work as herein indicated in strict accordance with the solicitation documents as well as all addenda issued for this solicitation. I have fully availed myself to the location or conditions under which the work is to be performed.

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 sixty (60) 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.

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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, 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 offer 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.

Proposal Submitted By:

Name: ________________________________ Title:__________________________________

Signature: Date:

Company Name:_____________________________________

Address:________________________________________________

Phone: _______________________________ Email:______________________________

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

Name:_________________________________ Title: ____________________________

Phone: Email :

Rev. 04/2023 Contract Number: xxxx-xxxxx Page | 1

IX. SAMPLE PERSONAL SERVICES CONTRACT

CITY OF EUGENE

PERSONAL SERVICES CONTRACT

Project…