Request for Proposals

Cuthbert Amphitheater Parking Lot Construction Documentation

Solicitation Number RFP No. 20252031 Due Date and Time:

Thursday, February 13, 2025 @ 2:30PM PST

NON-MANDATORY PRE-PROPOSAL MEETING

Thursday, January 30, 2025 @ 10:00AM PST

Virtual Teams Meeting

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWU5ZDMyMjktZDJlYy00YmQ4LWJhMDItODAzYmU0ZTZiOGI2%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 1

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20252031

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 the Cuthbert Amphitheater Parking Lot Construction Documentation for the City of Eugene will be accepted by the Purchasing Office until Thursday, February 13, 2025 @ 2:30PM. Proposals will be opened immediately thereafter 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 In general, work includes design development and bid-ready construction documentation from an existing concept design for a new parking lot in Alton Baker Park serving the Cuthbert Amphitheater and surrounding park areas.

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.

Pre-Proposal Conference A Non-Mandatory Pre-Proposal Meeting will be held via Microsoft Teams on Thursday, January 30, 2025 @ 10:00am. Statements made by the City’s representatives at the pre-Proposal conference are not binding upon the City unless confirmed by written addendum issued under Section II (6.0) of this RFP.

Dated: January 16, 2025

Michelle Hahn, OPBC Purchasing Analyst City of Eugene mhahn@eugene-or.gov https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWU5ZDMyMjktZDJlYy00YmQ4LWJhMDItODAzYmU0ZTZiOGI2%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 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 eight (8) 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 seven (7) 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/

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

7.0 NONDISCRIMINATION

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

8.0 PREPARATION OF PROPOSALS

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

9.0 EMPLOYEES NOT TO BENEFIT

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

10.0 CITY FURNISHED PROPERTY

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

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

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

12.0 RESERVED RIGHTS

The City reserves the right:

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

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

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

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

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

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

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

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 5 within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

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

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

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

13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly 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.

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

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

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

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

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

Rule 137-048-0240(2).

14.0 CONTRACT AWARD

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

15.0 PUBLIC RECORDS

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

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 6

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

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

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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

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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 ................................................................ January 16, 2025

Non-Mandatory Pre-proposal Meeting ............................... January 30, 2025 @ 10:00 AM

Last date to request solicitation clarification or change…….February 5, 2025 by 4:00 PM

Last date to protest solicitation…………………...……...……February 6, 2025 by 4:00 PM

Proposals due no later than………...……....…...............February 13, 2025 at 2:30 PM

Notice of Intent to Award……………………………..…………………….by March 15, 2025

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 Purpose The Cuthbert Amphitheater in Alton Baker Park is in need of a new 50-space parking area to accommodate accessible parking closer to the venue. The parking lot will also serve as paved accessible parking for other nearby park amenities including the Alton Baker Community Garden, Dog Park and the Nearby Nature educational center. The project will also include development of accessible routes to the amphitheater venue and accommodation of vehicular access to backstage operations areas.

Project Background The Cuthbert Amphitheater was constructed in Alton Baker Park in 1982 and seats up to 5,000 people for summer concerts in the Park. The venue is operated by an independent concessionaire and hosts up to 15 concerts between May and October each year. Originally designed to take access from the north side of Alton Baker Park, accessible routes and the ticket office box are all located in the north corner of the venue. Concert patrons have historically parked in a park-based parking lot (named the Science Center Lot), along Leo Harris Parkway, or on University of Oregon Athletics property near Autzen Stadium.

Over time and as the University’s athletics facilities have expanded around Autzen Stadium, this parking arrangement has become less viable for the venue. Most recently the University has requested and received permission to expand athletic team practice facilities south across Leo Harris Parkway and relocate the Parkway within the existing Science Center parking area in Alton Baker Park. This project has resulted in a series of agreements with the University to provide additional park land across the river and fund the construction of other parking areas within Alton Baker Park to mitigate the loss of the Science Center Lot. A new Cuthbert Amphitheater Parking Lot is now proposed for location south of the venue off of Day Island Road, the centrally located access road for Alton Baker Park.

Parking areas for the Cuthbert have, necessarily, also expanded over time and parking now also occurs in open grass fields immediately to the west and south of the venue. These areas are accessed from Day Island Road, the only paved road interior to the park. The main access into the park is from Club Road to the north, and this access is the only ingress and egress point for vehicles in the park. As a result, while arriving and parking for a Cuthbert event is relatively easy, leaving the park in a vehicle after a concert ends can take over an hour.

Long-term the City is looking to enlarge the footprint of the amphitheater to host more concert attendees and, as a result, draw bigger artist names in the future. The broad concept is to expand the seating area directly outward from the existing perimeter which would, in turn, expand the vendor concourse further west into an existing open field. All newly constructed elements in the interim will be designed with this future expansion in mind.

Project Description The design for this parking project will include spaces for approximately 50 vehicles, including at least 20 ADA-accessible spaces. A drop-off and turnaround area will service a new entry plaza, ticket office and main gate for the amphitheater. The project will also accommodate access to and from the existing backstage staging and operations area located immediately west of the theater. Finally, the project work will include redesign of existing security fencing to provide

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 11 additional functionality and improved aesthetics around the venue. See Attachment A:

Cuthbert Concept Plan.

Project Context Alton Baker Park is a 373-acre metropolitan park in the heart of Eugene on the banks of the Willamette River. Originally acquired in pieces over time by a variety of local public agencies, all parcels were deeded to Lane County in 1973 for coordinated operations, design and long-term development within the park. Starting in 1985 the County gradually turned the park ownership and operations to the City of Eugene and, eventually, City of Springfield. Alton Baker is functionally divided into two areas and extends beyond the boundary of Eugene to include 59 Acres in the City of Springfield to the east. West Alton Baker Park plays host to most of the developed park amenities including the Cuthbert Amphitheater, park shelters, parking lots, a disc golf course, dog park, and more. The Whilamut Natural Area serves as the park’s 240-acre natural area which extends east past the Interstate 5 bridge into Springfield. The area is, functionally, a cap over a large landfill but has been restored and managed as a riparian natural area for decades. The 4-mile historic Pre’s Trail running trail winds through the entire park and is heavily used by local and visiting runners and walkers alike.

Project Schedule The construction of the new parking area and associated amenities must be completed before the start of the 2026 concert season scheduled for May of that year. An approximate schedule of desired milestones follows:

30% Design Development Documents: April 15, 2025 60% Construction Documents: July 15, 2025 Permit Submittals: August 1, 2025 90% Construction Documents: September 5, 2025 100% Bid Documents October 1, 2025 Project bid: October 15, 2025 Project construction: March 15, 2026 – June15, 2026

Project Requirements – Scope and Deliverables

A. Project Design, Permit, and Bid Document Production The City of Eugene will provide all necessary CAD based topographic and other base data information in a current version of AutoCAD for use in developing design documentation for the project. City of Eugene Standard Drawings for construction will also be provided and required for use by the selected team in the design documentation for the project as applicable. Current standard drawings for curbs, gutters, sidewalks and more can be found and reviewed here.

Project specifications may follow the CSI format. The project will be bid as lump sum with, if needed, select unit costs included.

Design review documents shall be submitted to the City project manager for staff review and comment at the following intervals:

• 30% Design Development Documents

• 60% Construction Documents

• Permit-ready Documents https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.eugene-or.gov%2F444%2FStandard-Specifications-for-Construction&data=05%7C02%7CEProudfoot%40eugene-or.gov%7C487d0ed8399e4681f26408dcf54d42cd%7C0c0d3453aa1d41bc8aa35c843d4ca0e8%7C0%7C0%7C638654959391646904%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=SFR0lwfu9Y67%2BlDVcY%2BK76ksdinkxHY8DH3AYx%2BGLZ0%3D&reserved=0

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• 90% Construction Documents

• 100% Bid Documents

• Updated post-bid “Issued for Construction” Documents

• As-constructed documents

Allow for two weeks after submittal for full review and issuance of City staff comments for each progressive set of documents.

B. Project Permit Drawings and Submittal City of Eugene Staff will submit permit ready drawings upon completion by the selected consultant team. All land use permitting will be completed ahead of time by City Staff leaving the following permit processes to be completed prior to construction:

• Erosion and Sediment Control Plan and Permit – Oregon DEQ and City of Eugene Erosion Permits

• Site Development Permit – City of Eugene Building Permit Services construction permit.

C. Interested Parties Outreach The City will be primarily responsible for any additional public outreach needed for this project. Design documentation and illustrations from the selected design team will be requested as needed for information sharing with interested parties.

D. Project Bid Support The selected design team will support the City through the public bidding process to address bidder questions and issue addenda as required.

E. Construction Administration Support The selected team will assist with construction administration including the processing of requests for Information, submittal approvals, substitution requests and more, site observations as needed, and other duties as required. The City will provide daily project inspection services, general project management and oversight, and any other necessary field testing as required by building permits and project specifications.

F. As-Constructed Documentation As-Construct documents shall be provided to the City at the end of the project and completed in partnership with the construction contractor over the course of project development.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals Please submit the following materials in support of the evaluation criteria listed below.

1. Professional resumes of proposing team project leads, and subcontractor leads if needed. Resumes shall not exceed one page per person and shall include a project list and relevant involvement of each proposing team lead on those projects.

2. Project summary sheets for three to five relevant projects completed by the proposing team. Include project descriptions, outcomes, personnel, and budget for each project not to exceed one page.

3. Statement of interest for the Cuthbert Amphitheater project in particular. (750 words max.) Include names of proposing team project leaders and key contacts for the project.

4. Proposed approximate schedule of work including key milestones and dates for deliverables as described in Section V of this RFP.

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

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

A. Relevant Project Design Experience (25 points) The proposing consultant team shall exhibit experience on projects of comparable size and complexity, including parking lot design, grading and drainage, stormwater facility design, pedestrian circulation, and landscaping.

B. Problem solving for Multi-Faceted Interests or Program Requirements (25 points) Experience working with and solving multiple design interests, some of which may be at odds with each other, will be important to the successful design of the project. Specific experience working on parklands, serving performing arts venues, and understanding of the associated multiple needs and overlapping space requirements are desired.

C. Construction Administration Experience (15 points) The proposing team shall have strong experience in supporting construction administration activities including ongoing and collaborative communication with agency project leads. Demonstrated availability for weekly project meetings and general ongoing support for project implementation are desired.

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 14

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

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

• Energy efficiencies and other green building practices

• Green office practices

• Community engagement and support for underserved populations

• Sustainable material sourcing

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

• Water conservation measures

• Alternative transportation practices

• Provision of Life Cycle Analysis or total cost of ownership

• Reporting on and communication about sustainability performance

• Mission-related sustainability practices/ Sustainable business policy

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

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

Written Proposal Total Possible Points: 75 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.

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

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 15

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 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 16

VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20252031

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) calendar days after the date on which Proposals are received.

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

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

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

Compliance with Laws

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

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

Access to Plant or Place of Business

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

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.

RFP 20252031 Cuthbert Amphitheater Parking Lot Construction Documentation 17

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.

Completion/Delivery Date:

The Proposer agrees, if awarded the contract or a direct purchase, to fully complete the work or deliver the equipment within ______ days after receipt of purchase order or notice to proceed is received from the City of Eugene.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

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

Name: Title:

Phone:

Email:

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 and RFP 20252031.

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 and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified and take precedence in the event of an inconsistency with the Agreement.

1.1.2 Other Exhibits. The Contract also includes and incorporates the following exhibits, which are listed in order of precedence. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits:

Exhibit B: Statement of Work / Service Deliverables Exhibit C: Compensation Add other Exhibits as necessary

Contract XXXX-XXXXX 2

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

1.2.1 “Agreement” means this document, entitled Personal Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertakings and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products, properties and Services to be provided by Contractor under this Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are, and will at all times hereunder be, fully qualified by all necessary education, training, experience, licensure and certification to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims or suits or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services to be Provided. Contractor agrees to provide to City the Services ("the Work") as described in Exhibit B.

2.1 Commencement. Contractor shall begin to provide the Services on __________, or, if later, as soon as this Contract has been executed by all parties.

2.2 Key Personnel. Contractor has agreed that certain key personnel shall be assigned to perform certain parts of the Services, as described below. Removal of these key personnel from the specified tasks without the prior approval of City will be a material breach of the Contract.:________.

2.3 Security. If the Services will be performed on City property, Contractor will comply with all of City’s security policies and procedures.

3. Term.

3.1 Initial Term. The initial term of the Contract shall expire, unless terminated or renewed, on the expiration date shown in the caption of this Agreement.

3.2 Time for Completion. Contractor shall commence the Work on ___________, and shall complete the Work prior to ___________.

3.3 Renewal. Upon completion of the initial term, the City may elect to extend the Contract for up to three (3) additional one-year terms by mutual agreement of the parties.

4. Consideration. The consideration which City shall pay to Contractor, for both the Work performed by Contractor and the expenses by Contractor in performing the Work, shall not exceed $_____ based on the schedule of rates described in the attached Exhibit C. City shall make progress payments, based on monthly invoices from Contractor, together with a progress report containing a summary of the Work completed for which payment is required.

MACIEL Erica A INSERT NAMES OF KEY PERSONNEL (IF ANY) OR “NONE” AND WHAT PART OF THE SERVICES THEY WILL PERFORM

Contract XXXX-XXXXX 3

City's payment shall be made within 30 days after Contractor's statement. Contractor shall not be entitled to reimbursement for travel or other expenses unless specified on the attached schedule of rates. If Contractor is entitled to reimbursement for any such expenses, they shall be properly documented and submitted in accordance with City requirements.

5. Termination. Notwithstanding any other provision hereof to the contrary, this Contract may be terminated as follows:

5.1 The parties, by mutual written agreement, may terminate this Contract at any time.

5.2 Either party may terminate this Contract in the event of a breach of the Contract by the other party.

5.3 The City may terminate this Contract at any time or for any reason, upon not less than seven days' notice in advance of the termination date.

5.4 City may terminate this Contract immediately upon Contractor's failure to have in force any insurance required by this Contract.

5.5 The City may terminate the Contract on any date specified in a notice if funding for the Services becomes unavailable or if the City determines that termination of the Contract is required by the public interest.

5.6 Except as provided in the “Remedies” paragraph below, in the event of a termination, City shall pay Contractor for Work performed to the date of termination.

6. Force Majeure. Neither City nor Contractor are responsible for any failure to perform or for any delay in the performance of any obligation under this Contract caused by public health emergency, fire, riot, acts of God, terrorism, war, or any other cause which is beyond the breaching party’s reasonable control. Contractor shall, however, make all reasonable efforts to remove or eliminate the cause of Contractor’s delay or breach and shall, upon the cessation of the cause, continue performing under this contract. City may terminate this Contract upon written notice to Contractor after City reasonably determines that the delay or breach will likely prevent successful performance of the Contract.

7. Remedies.

7.1 In the event of a termination of this Contract by City because of a breach by

Contractor, City may complete the Work either by itself or by contract with other persons, or any combination thereof. Contractor shall be liable to City for any costs or losses incurred by City arising out of or related to the breach, including costs incurred in selecting other Contractors, time-delay losses, attorney fees and the like, less the remaining unpaid balance of the consideration provided in this Contract.

City may withhold payment of sums due Contractor for Work performed to the date of termination until City's costs and losses have been determined, at which time City may offset any such amount due Contractor against the costs and…