20252034_A1_Environmental_Planning_Related Services Master Agreement.pdf

Request for Proposals

Environmental, Planning, and Related Services Master Agreement at Eugene Airport

Solicitation Number RFP No. 20252034 Due Date and Time:

Wednesday, February 26, 2025 @ 2:30PM PST

NON-MANDATORY PRE-PROPOSAL CONFERENCE

Wednesday, February 12, 2025, at 11:00AM 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_YWQ1MDQ0ZmUtODNmMy00Zjg4LTkzMzktZmFkYTIyYjkwMzMw%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

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I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20252034

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 Environmental, Planning and Related Services Master Agreement at Eugene Airport for the City of Eugene will be accepted by the Purchasing Office until Wednesday, February 26, 2025 @ 2:30PM. Proposals will be opened immediately thereafter on a Microsoft Teams meeting and a record of Proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for 90 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a Proposal.

Project Description The City of Eugene is requesting proposals from qualified firms to provide on-call planning and environmental evaluation services.

This will include but may not be limited to the development of a Master Plan, terminal planning and forecast updates, landside and airside planning development, Airport Layout Plan updates and modifications, and additional planning and development work at the Eugene Airport.

Environmental work could include but is not limited to an Environmental Assessment for the Eugene Airport, assisting the Airport with the development of CATEX-related reports, and other similar projects. Most of the projects are anticipated to be funded in part by the Federal Aviation Administration (FAA). All work will be required to comply with FAA requirements and regulations.

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 virtual non-mandatory pre-proposal conference will be held on Wednesday, February 12, 2025 at 11:00am on a Microsoft Teams Meeting. 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 (5.0) of this RFP.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjJlMjNmOWQtNTZmYy00ZTJmLTgyZWItYmNkNDdlNDI4N2Qx%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 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_YWQ1MDQ0ZmUtODNmMy00Zjg4LTkzMzktZmFkYTIyYjkwMzMw%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

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Title VI Solicitation Notice The City of Eugene, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

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. Contacting the Department directly is strictly prohibited.

Dated: January 30, 2025

Michelle Hahn, OPBC Purchasing Analyst City of Eugene mhahn@eugene-or.gov mailto:mhahn@eugene-or.gov

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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), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements or specifications of 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 ADDENDA AND INTERPRETATIONS

5.1 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).

5.2 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.

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

RFP 20252034 Environmental, Planning, and Related Services Master Agreement 5 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.

7.0 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.

8.0 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.

9.0 CITY FURNISHED PROPERTY

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

RFP.

10.0 RESERVED RIGHTS

The City reserves the right:

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

10.2 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.

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

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

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

10.6 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.

10.7 In the event any Proposer or Proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

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

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

11.0 CONSIDERATION OF PROPOSALS

11.1 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.

11.2 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.

11.3 The City shall provide notice of the City’s intent to award the contract. Award shall not be final until the later of the following:

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

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

11.3.3 Proposers may protest the intended contract award in accordance with City Rule 137-048-0240(2).

12.0 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.

13.0 PUBLIC RECORDS

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

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

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

13.2 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 30, 2025

Non-Mandatory Pre-proposal Meeting ............................. February 12, 2025, at 11:00 AM

Last date to request solicitation clarification or change…..February 18, 2025, by 4:00 PM

Last date to protest solicitation…………………...……...….February 19, 2025, by 4:00 PM

RFP CLOSING………...……....…..............………………..February 26, 2025, at 2:30 PM

Notice of Competitive Range or Intent to Award...…...………………….by March 14, 2025

Competitive Range Interviews (if required)...……….......week of March 31 – April 4, 2025

Notice of Intent to Award…………………………………………………..…by April 30, 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

Introduction

Eugene Airport is small-hub commercial service airport with nonstop service to Austin, Burbank, Dallas-Fort Worth, Denver, Las Vegas, Los Angeles, Oakland, Palm Springs, Phoenix Sky Harbor, Phoenix-Mesa, Sacramento, Salt Lake City, San Diego, San Francisco, San Jose CA, Santa Ana, and Seattle. The airport is served by seven scheduled airlines, frequent charter operations, cargo operations and general aviation. The airport is owned and operated by the City of Eugene in Eugene Oregon. Eugene Airport continues to experience passenger growth and served 1.7 million passengers in calendar year 2023.

The City of Eugene is requesting proposals from qualified firms to provide environmental, planning, and related consulting services for Eugene Airport. All work will be required to comply with FAA requirements and regulations.

General Scope of Services

The Consultant will follow the guidance in FAA Order 1050.1F, Environmental Impacts: Policies and Procedures and 5050.4B, National Environmental Policy Act (NEPA) and Implementing Instructions for Airport Actions.

The Federal Aviation Administration (“FAA”) requires a formal process, outlined in Advisory Circular (AC) 150/5100-14E with Change 1 (or Current Edition) Architectural, Engineering and Planning Consultant Services for Airport Grant Projects, to select a consultant.

Contracts will be subject to the provisions of Executive Order 11246 (affirmative Action to Ensure Equal Employment Opportunity), Department of Transportation Regulations 49 CFR Part 26 (Disadvantaged Business Enterprise Participation), and 49 CFR Part 30 (Foreign Trade Restriction Clause).

Elements of content for inclusion will be, at a minimum:

Environmental Categorical Exclusions Relevant Discipline Reports (e.g. wetland delineation, cultural and archaeological surveys, biological evaluation or assessment, noise and air quality studies) Proposed Action Purpose and Need Alternatives Analysis Affected Environment Environmental Consequences

Planning Environmental (NEPA) documentation Terminal Planning and concept development Passenger flow, queuing analysis and facility requirements Airport layout and terminal area plan development Airport site selection studies Airspace analysis Aviation Forecasts Roadway planning and traffic forecasts Curbside planning and operations studies

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Public and employee parking assessment Commercial ground transportation facilities and management plans Alternative fuel assessments and infrastructure requirements Master Plan development

For more information regarding estimated start dates, refer to Attachment A: Capital Improvement Plan. For project descriptions, anticipated spend, and additional information please visit the 2018 Eugene Master Plan and 2022 Eugene Airport Advanced Terminal Planning Study– https://www.eugene-or.gov/1060/Airport-Development-Plan-and-Airport-Lay https://www.eugene-or.gov/5042/Advanced-Terminal-Planning-Study

All projects are dependent upon federal Airport Improvement Program (AIP), local, state, and PFC funding, and approval from the City. Therefore, it shall be understood that some of the services related to the above-listed projects may be deleted or modified. The City reserves the right to initiate additional services not included in the initial procurement.

General Consulting Requirements and Expectations

1. Provide cost estimates during the development of each project.

2. Experience in performing Environmental Assessments (EA), Environmental Impact

Statements (EIS), and other studies in accordance with FAA Orders 5050.4 and 1050.1.

3. Experience in Master Plan Updates, Airport Layout Development, forecasting, terminal and facility planning, airside and landside planning, and roadway analysis.

4. Knowledge of Envision sustainability framework along with LEED certifications and requirements.

5. The firm’s principal listed as the prime contact shall be fully involved in the project (absentee or figure-head prime contacts not permitted).

6. Federal, state and local funds will be used to accomplish the improvements at Eugene

Airport. The consultant shall have experience working under the guidance of the Federal Aviation Administration (FAA).

7. All agreements between the City of Eugene and the selected professional firm will be subject to all applicable Federal Rules and Regulations as identified in AC 150/5100-14E, State of Oregon ORS 279C, and City of Eugene Contracting Rules.

https://www.eugene-or.gov/1060/Airport-Development-Plan-and-Airport-Lay https://www.eugene-or.gov/5042/Advanced-Terminal-Planning-Study

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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. Proposals must contain all the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘Responsive Proposer’ to be further evaluated for possible inclusion in a Competitive Range. Do not include any cost data related to proposed fees, hourly rates, reimbursable costs, etc. Fees/costs will be discussed during negotiations with the highest-ranked proposer.

Proposals shall not exceed 28 pages (of content) in length, not including resumes, required forms, covers, dividers, or table of contents. Page size of the Proposal shall be 8 ½” x 11”. A “page” is defined as one single-side of a document that has written text or graphics.

Submittals

Submittals shall include, but are not limited to, the following:

1. Cover Letter (20 points)

a. Executive Summary: A high level, executive summary of your firm’s relevant qualifications and experiences, as well as the relevant experiences of key staff proposed for these projects, in performing similar services.

b. Firm Size, Location and Workload: Outline the size of your firm and the location.

Discuss the firm’s capability to manage projects of various sizes and scopes within identified timelines, relative to current workload.

c. Finances: Discuss your firm’s financial and organizational stability.

d. Requirements: Provide a summary of the Proposers’ understanding of the RFP requirements and applicable laws.

The cover letter must be signed in ink by an authorized representative of the Proposer who is authorized to execute contractual agreements and/or commitments on behalf of the Proposer.

2. Relevant Experience of the Overall Firm (35 points) Demonstrated expertise and experience in providing environmental and related services at an airport similar to Eugene Airport. Include in your discussion the following items:

a. Key personnel’s professional qualifications and experience in airport environmental studies and their role anticipated for proposed projects, their knowledge of FAA regulations, policies, and procedures.

b. Demonstrate the ability of the project team to provide a broad, comprehensive range of professional services related to the planning of airside development, terminal facilities development, ground transportation, and parking services.

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c. Familiarity with FAA and other regulating agencies; as well as airport environmental related regulations and requirements.

d. Demonstrated ability to prepare accurate statements of probable cost.

e. Show a minimum of 10 years of verifiable experience in providing varying airport consultant services. Include the size of the airports for which the services were provided.

f. Demonstrated understanding of specific issues and concerns related to the Eugene

Airport.

g. Demonstrate familiarity in working with projects involving Endangered Species Act Threatened species in Oregon.

h. Proof of State of Oregon professional licenses where required by state law.

3. Relevant Experience of the Company and Related Team. (30 points) Demonstrate expertise and experience in airport environmental and planning consulting services. Include in your discussion the relevant experience of staff members contributing to work. As well as:

a. Demonstrated ability to meet schedules or deadlines.

b. Quality of projects previously undertaken and capability to complete projects without having major cost escalations or overruns.

c. Qualifications and experience of outside consultants regularly engaged by consultant under consideration.

d. Capability of a branch office that will accomplish the work, performing independently at the home office, or conversely, its capability to obtain necessary support from the home office.

e. List of all current airport environmental projects, as well as any which have been completed in the last three years. List the project manager you assigned to each project.

Identify the starting dates for all projects, and the completion dates (where completed).

f. Demonstrate capability to perform planning related projects such as a Master Plan, forecasting, feasibility studies, and terminal planning and concept development.

g. Degree of interest shown in undertaking the project and the firm’s familiarity with and proximity to the geographic location of the project.

h. Evidence that the consultant has made good faith efforts in meeting Disadvantaged Business Enterprise (DBE) goals (49CFR, § 26.53).

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4. Capability and Availability (15 points)

a. Using the listed anticipated projects on Attachment A: Capital Improvement Plan, describe your capability to perform environmental aspects of the projects and recent experience in airport projects comparable to those listed. For additional context, information, and project details please visit the Master Plan and Advanced Terminal Planning Study linked in Section V. General Scope of Services.

b. Technical approach and brief discussion on the tasks or steps that the consultant will take to accomplish the work as described.

c. Using the listed scope of services, provide details of how the firm would conduct this work with Eugene Airport in accordance with all federal, state, and local requirements.

5. References (used to support other criteria)

At least three (3) references from previous clients for similar work completed by your firm.

Cited references should include project name, reference name, title, project role, and current contact telephone number.

For each outside consultant referred to in section 3 above, a minimum of three (3) client references with contact names, addresses and telephone numbers shall be provided.

6. Standard Contract Language (Requirement) The Airport intends to utilize the City of Eugene Environmental, Planning and Related Services Master Agreement for the projects which are attached hereto. Each firm must affirm in its Proposal that the terms and conditions of this agreement are acceptable, or if the firm takes exception to any of the proposed language in the agreement, must specifically describe the reasons for the exceptions and submit as a request for change alternative language for review and consideration by the Airport. Requests for change must be submitted per the instructions in Section II. Instructions for Proposers; Item 3.0 Solicitation Clarification and Change Requests.

7. DBE Commitment Statement (Requirement) The Demonstration of Good Faith Efforts Forms 1, 2, and 3 found on pages 27-29 are required to be submitted by the successful firm for future individual project contracts. As this RFP is for a Master Agreement, please supply a commitment letter with your proposal stating your firm will make good faith efforts to explore all available options to meet the goal to the maximum extent practicable.

8. Interviews. (optional 25 points) The City reserves the right to conduct interviews with proposing teams.

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Evaluation Criteria

Evaluation of the written response portion to the RFP will be based on a point system. The maximum 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 the top scoring Proposers for further evaluation. Interviews, if needed, will be held only with the Proposers in the Competitive Range. If conducted, the interviews will be worth up to an additional 25 points.

1. Cover Letter 20 points

2. Relevant Experience of the Overall Firm 35 points

3. Relevant Experience of Company and Related Team 30 points

4. Capability and Availability 15 points

5. References Pass/Fail

6. Contract Agreement Statement or Proposed Exceptions Required

7. Standard Proposal Form Required

8. General Civil Rights Provisions Form Required

9. DBE Commitment Statement Required Total for Written Proposal 100 points

Interviews (optional) 25 points

Total Proposal Points Possible if interviews held 125 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.

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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:

A selection committee 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.

Evaluation of all written Proposals may result in the establishment of a Competitive Range from which the final selection will be made.

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).

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VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20252034

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.

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Noncollusion

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

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

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

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

Name: Title:

Phone:

Email:

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GENERAL CIVIL RIGHTS PROVISIONS

SOLICITATION 20252033

In all its activities within the scope of its airport program, the Contractor agrees to comply with pertinent statutes, Executive Orders, and such rules as identified in Title VI List of Pertinent Nondiscrimination Acts and Authorities to ensure that no person shall, on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability be excluded from participating in any activity conducted with or benefiting from Federal assistance.

This provision is in addition to that required by Title VI of the Civil Rights Act of 1964.

The above provision binds the Contractor and subcontractors from the bid solicitation period through the completion of the contract.

If the Contractor transfers its obligation to another, the transferee is obligated in the same manner as the Contractor.

The above provision obligates the Contractor for the period during which the property is owned, used or possessed by the Contractor and the airport remains obligated to the Federal Aviation Administration.

Title VI List of Pertinent Nondiscrimination Acts and Authorities

During the performance of this contract, the Contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “Contractor”) agrees to comply with the following non- discrimination statutes and authorities;

including but not limited to:

• Title VI of the Civil Rights Act of 1964 (42 USC § 2000d et seq., 78 stat. 252) (prohibits discrimination on the basis of race, color, national origin);

• 49 CFR part 21 (Non-discrimination in Federally-Assisted programs of the Department of Transportation— Effectuation of Title VI of the Civil Rights Act of 1964);

• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 USC § 4601) (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

• Section 504 of the Rehabilitation Act of 1973 (29 USC § 794 et seq.), as amended (prohibits discrimination on the basis of disability); and 49 CFR part 27 (Nondiscrimination on the Basis of Disability in Programs or Activities Receiving Federal Financial Assistance);

• The Age Discrimination Act of 1975, as amended (42 USC § 6101 et seq.) (prohibits discrimination on the basis of age);

• Airport and Airway Improvement Act of 1982 (49 USC § 47123), as amended (prohibits discrimination based on race, creed, color, national origin, or sex);

• The Civil Rights Restoration Act of 1987 (PL 100-259) (broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, the Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub- recipients and contractors, whether such programs or activities are Federally funded or not);

• Titles II and III of the Americans with Disabilities Act of 1990 (42 USC § 12101, et seq) (prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities) as implemented by U.S. Department of Transportation regulations at 49 CFR parts 37 and 38;

• The Federal Aviation Administration’s Nondiscrimination statute (49 USC § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations (ensures nondiscrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations);

• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs [70 Fed. Reg. 74087 (2005)];

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• Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 USC § 1681, et seq).

Compliance with Nondiscrimination Requirements:

During the performance of this contract, the Contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “Contractor”), agrees as follows:

1. Compliance with Regulations: The Contractor (hereinafter includes consultants) will comply with the Title VI List of Pertinent Nondiscrimination Acts and Authorities, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.

2. Nondiscrimination: The Contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Contractor will not participate directly or indirectly in the discrimination prohibited by the Nondiscrimination Acts and Authorities, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR part 21.

3. Solicitations for Subcontracts, including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding or negotiation made by the Contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the Contractor of the contractor’s obligations under this contract and the Nondiscrimination Acts and Authorities on the grounds of race, color, or national origin.

4. Information and Reports: The Contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Sponsor or the Federal Aviation Administration to be pertinent to ascertain compliance with such…