REQUEST FOR PROPOSALS

QUALIFICATIONS BASED SELECTION

Professional Engineering Services for

PROJECT 2026-01

Aviation Engineering Services at Ashland Municipal Airport

PROJECT NO: 2026-01

PROJECT TYPE: Professional Engineering Services

PROPOSALS DUE: March 26, 2026 at 2:00 PM

SUBMIT PROPOSALS TO: City of Ashland Public Works - Engineering, at 51 Winburn Way, Ashland OR 97520.

or by mail to:

20 E. Main Street, Ashland, OR 97520

CITY PROJECT MANAGER: Kaylea Kathol, PMP

PROJECT DURATION: 60 Months

PUBLIC WORKS ENGINEERING

20 E. MAIN STREET

ASHLAND OR 97520

541-488-5587

TABLE OF CONTENTS

PROJECT OVERVIEW

1.1 OBJECTIVES

1.2 BACKGROUND INFORMATION

1.3 REFERENCE DOCUMENTS

SCHEDULE

SCOPE OF SERVICES

3.1 GENERAL REQUIREMENTS

3.2 SPECIFIC REQUIREMENTS

EVALUATION CRITERIA

4.1 PROJECT APPROACH

4.2 PROJECT EXPERIENCE

4.3 PROJECT TEAM EXPERIENCE

4.4 PROPOSER’S DEMONSTRATED ABILITY TO SUCCESSFULLY COMPLETE SIMILAR PROJECTS ON TIME AND WITHIN

BUDGET

4.5 TERMINATION FOR DEFAULT

4.6 SCORING

EVALUATION PROCESS AND CONSULTANT SELECTION

5.1 REVIEW AND ACKNOWLEDGMENT OF DEFECTIVE PROPOSALS

5.2 RIGHT OF REJECTION

5.3 REFERENCES

5.4 RESPONSIBILITY

5.5 CLARIFICATION OF RESPONSE

5.6 INTERVIEWS

5.7 FINALIST SELECTION

5.8 TIES AMONG PROPOSERS

5.9 NOTICE OF INTENT TO AWARD

5.10 CONTRACT NEGOTIATION

5.11 PROTEST PROCEDURES

5.12 RESULTING CONTRACT

CONTRACT

6.1 CONTRACT FORM

6.2 BUSINESS LICENSE REQUIRED

6.3 INSURANCE REQUIREMENTS

6.4 LAWS AND REGULATIONS

INSTRUCTIONS TO PROPOSERS

7.1 GENERAL

7.2 INFORMATION OF RECORD

7.3 PROPOSAL PREPARATION AND FORMAT

7.4 SIGNATURE ON PROPOSAL

7.5 PREPARATION COSTS

7.6 CONFORMANCE TO SOLICITATION REQUIREMENTS

7.7 DEFINITIONS

7.8 QUESTIONS AND CLARIFICATIONS

7.9 PROTEST OF REQUIREMENTS

7.10 PROTEST OF CONTRACT AWARD

7.11 PROPOSAL MODIFICATION

7.12 PROPOSAL WITHDRAWALS

7.13 PROPRIETARY INFORMATION

7.14 TERMS AND CONDITIONS

7.15 PROPOSAL OPENING

PROPOSAL FORM

APPENDICES

APPENDIX A –CONTRACT FORM INCLUDING EXHIBIT B, EXHIBIT C

APPENDIX B –FORM W-9

ADVERTISEMENT

CITY OF ASHLAND PUBLIC WORKS – REQUEST FOR PROPOSALS

QUALIFICATIONS BASED SELECTION

for

PROFESSIONAL ENGINEERING SERVICES

The City of Ashland (City) is seeking Proposals for professional engineering services for Project 2026-01

Aviation Engineering Services at Ashland Municipal Airport. This project is for the execution of aviation-related professional engineering, and consulting services in accordance with the Department of

Transportation, Federal Aviation Administration Advisory Circular 150/5100-14E for airport development projects at the Ashland Municipal Airport.

Project No. 2026-01 will include but is not specifically limited to the following primary work elements:

Airport Pavement Rehabilitation, Phase 2 (AIP Project)

• Provide all required construction engineering services to execute existing 100% design, including:

o Contract administration o Construction inspections o Preparation of required reports, reviews and certifications o Preparation of final report and project closeout

North Apron Reconstruction and Expansion, Phases 1 and 2 (AIP Project)

• Provide all required preliminary engineering services including:

o Environmental services for project development o Development of construction plans o Development of cost estimates o Development of specifications and contract documents

• Provide all required construction engineering services including:

o Contract administration o Construction inspections o Preparation of required reports, reviews and certifications o Preparation of final report and project closeout

Future Engineering Services and Projects (Separate from AIP Projects)

• Airport infrastructure construction and maintenance projects

• Construction projects required to meet FAA safety requirements

• FAA grant administration assistance

• Preparation of reports, reviews, plans and other documents required by FAA

• Other aviation-related engineering services

Proposals must be physically received by March 26, 2026 at 2:00 PM (main lobby clock), in the City of Ashland Public Works Engineering Office located at 51 Winburn Way, Ashland OR 97520, or by mail at 20 E. Main Street, Ashland, OR 97520. Proposers mailing Proposals should allow normal delivery time to ensure the timely receipt of their Proposals. Any Proposal received after the date and time set for receipt of Proposals will not be considered and will be returned to the proposer unopened. For further information, contact the City’s Project Manager, Kaylea Kathol, PMP at 541-488-5587 or by email at kaylea.kathol@ashland.or.us. Consultant selection is anticipated to result in the issuance of a contract for professional engineering services in a form substantially similar to the one provided in this RFP.

Proposal documents may be downloaded from the OregonBuys eProcurement system. Any addenda that may be issued relating to this RFP will be available from OregonBuys, and potential proposers are cautioned to continuously monitor the site for updates and addenda.

All Proposals shall be submitted as set forth in Section 7 - Instructions to Proposers. The City is not responsible for Proposals submitted in any manner, format, or to any delivery point other than as required by this RFP. Proposals shall be limited to six (6) pages, including cover sheet, and must include the services of a Professional Engineer registered in Oregon.

Consultant selection will be based upon weighed criteria as set forth in this Solicitation Document and will include criteria including, but not limited to: similar project experiences, general experience, staffing availability, schedule and response time.

The City of Ashland reserves the right to cancel this procurement or reject any and all Proposals in accordance with ORS 279B.100.

Scott Fleury PE, Public Works Director

First date of solicitation: 02/24/2026 RFP for Project No. 2026-01 mailto:kaylea.kathol@ashland.or.us

CITY OF ASHLAND

DEPARTMENT OF PUBLIC WORKS

REQUEST FOR PROPOSALS – QUALIFICATIONS BASED SELECTION

PROJECT NO. 2026-01

Aviation Engineering Services at Ashland Municipal Airport

PROJECT OVERVIEW

1.1 Objectives

The City of Ashland (City) is seeking Proposals from professional engineering consultants for Project 2026-

01 Aviation Engineering Services at Ashland Municipal Airport. The purpose of this project is for execution of aviation-related professional engineering and consulting services in accordance with the Department of

Transportation, Federal Aviation Administration Advisory Circular 150/5100-14E for airport development projects at the Ashland Municipal Airport.

Project No. 2026-01 will include, but is not specifically limited to, the following tasks and phases:

Airport Pavement Rehabilitation, Phase 2 (AIP Project)

• Provide all required construction engineering services to execute existing 100% design, including:

o Contract administration o Construction inspections o Preparation of required reports, reviews and certifications o Preparation of final report and project closeout

North Apron Reconstruction and Expansion, Phases 1 and 2 (AIP Project)

• Provide all required preliminary engineering services including:

o Environmental services for project development o Development of construction plans o Development of cost estimates o Development of specifications and contract documents

• Provide all required construction engineering services including:

o Contract administration o Construction inspections o Preparation of required reports, reviews and certifications o Preparation of final report and project closeout

Future Engineering Services and Projects (Separate from AIP Projects)

• Airport infrastructure construction and maintenance projects

• Construction projects required to meet FAA safety requirements

• FAA grant administration assistance

• Preparation of reports, reviews, plans and other documents required by FAA

• Other aviation-related engineering services

1.2 Background Information

The City of Ashland owns and operates the Ashland Municipal Airport-S04 (AMA) located northwest of Dead Indian Memorial Road in Southern Oregon. The airport occupies 94 acres of land located within the City limits of Ashland. The airport is listed as a General Aviation Airport under the National Plan of

Integrated Airport System with a FAA reference code of B-1 (small aircraft). The single runway, listed as Runway 12/30, is a 75-feet-wide, 3,600-feet-long asphalt runway.

Nearly all capital projects at AMA have been funded through grants from the FAA or the Oregon Department of Aviation (ODA).

Airport Pavement Rehabilitation (AIP) includes execution of existing designs for taxilane reconstruction and runway, taxiway, and taxilane rehabilitation. The project is in response to the Airport’s 2019 Pavement

Evaluation/Maintenance Management Program (PMP) that identified certain paved areas that were due for reconstruction and rehabilitation. The project covers reconstruction of about 400 SY of deteriorated taxilane and rehabilitation of roughly 43,000 SY of airfield pavement. Reconstruction will involve demolishing the taxilane, excavating for the pavement section, and building a new pavement section.

Rehabilitation includes crack sealing, surface sealing, and AC patching on runways, taxiways, and taxilanes.

North Apron Reconstruction and Expansion (AIP) will include engineering, permitting, environmental review, construction and construction administration for improvements to the North Apron. The 2019 PMP forecasted pavement to be in failed (PCI 0-15) and poor (PCI 40-55) condition by 2024, and recommended reconstruction for ratings of poor or lower. The Airport’s 2020 Master Plan prioritized apron reconstruction and expansion to add tie down spaces and increase access to future hangar sites. The project will reconfigure the MITL system where impacted by improvements and relocate the windcone and segmented circle.

1.3 Reference Documents

The following reference documents are available upon request:

• Airport Master Plan (2020)

• Pavement Evaluation/Maintenance Management Program for the Ashland Municipal Airport (2019)

• Airport Pavement Rehabilitation, 90% Design Documents (2025)

SCHEDULE

The schedule of events listed below represents City’s estimated schedule for this request for proposal. This schedule is SUBECT TO CHANGE and will be adjusted as required.

EVENT DAILY COUNT (CALENDAR DAYS) DATE

1. Request for Proposal Released 0 2/24/2026

2. Last Date for Request for changes/Protest for Specifications/Questions

10 days prior to Proposal Closing 3/16/2026

3. Last Date for City to Post Addenda 3 days prior to Proposal Closing 3/23/2026

4. Closing Date (last day to submit Proposals)

~30 days after Proposal Release 3/26/2026

5. Responses Evaluated ~15 days after Closing Date 4/10/2026

6. Interviews Held (if necessary) ~25 days after Closing Date 4/20/2026

7. Intent to Award Announced ~30 days after Closing Date 4/25/2026

8. Contract Negotiations / Award ~40 days after Closing Date 5/5/2026

9. Expected Project Completion (all phases)

60 months after Contract Award 5/5/2031

SCOPE OF SERVICES

3.1 General Requirements

• Personnel, Materials, & Equipment: The Consultant shall provide qualified and competent personnel and shall furnish all supplies, equipment, tools and incidentals required to accomplish the work. All materials and supplies shall be of good quality and suitable for the assigned work.

• Safety Equipment: The Consultant shall provide and use all safety equipment including, and not limited to hard hats, safety vests and clothing required by State, Federal regulations and Department policies and procedures for all field work. All personnel conducting analysis in a confined space must have confined space training.

• Professional Responsibilities: The Consultant shall perform the work using the standards of care, skill and diligence normally provided by a professional in the performance of such services in respect to similar work and shall comply will all applicable codes and standards.

• Project Management: The Consultant and the City staff will meet as required during project duration.

The objectives of the meeting will include reviewing the scope, budget, schedule and deliverables. The Consultant will organize and manage the consultant project team and coordinate with city project manager and City staff. Project Management will also include coordination with Oregon Department of Environmental Quality (DEQ) and permitting agencies throughout the duration of the project.

• Monthly Invoices and Progress Reports: The Consultant shall prepare monthly invoices, Monthly progress reports, and Daily Inspection Reports which will include the following:

- Work Completed during the month by work task as a percentage of completion.

- Needs for Additional Information, Reviews, or Changes to the Scope of Work.

- Scope, Schedule, and Budget Issues and Changes.

- Date, Time, Weather, contractors onsite, Quantities, pics, and valuable information.

3.2 Specific Requirements

The City of Ashland (City) is seeking professional consultant services for Project 2026-01 Aviation Engineering Services at Ashland Municipal Airport. This project involves the execution of aviation-related professional engineering and consulting services in accordance with the Department of Transportation, Federal Aviation Administration Advisory Circular 150/5100-14E for airport development projects at the Ashland Municipal Airport. This proposal will also establish the qualifications of consultant(s) for the development of future aviation-related engineering services projects at Ashland Municipal Airport to be undertaken within five (5) years from the submittal date of this RFP.

Proposers must demonstrate experience and knowledge of Federal Aviation Administration (FAA) regulations, policies, and procedures and must have experience in design and development of similar aviation-related projects.

CONSULTANT DUTIES

The consultant will provide professional engineering services required to complete the ALP projects identified in this RFP. In general, professional services will include:

PHASE 1 - PRELIMINARY DESIGN

The preliminary design phase is intended to identify and evaluate alternatives to assure cost effective and practical solutions for the work items identified. The consultant will complete its evaluation of alternatives through contacts with local authorities and review of the pre-application, field investigations, and a practical design approach. The design will take advantage of local knowledge and experience and utilize expertise from recent construction projects to design a cost-effective project and ensure competitive construction bids. State project elements should follow FAA protocols for prioritization including Safety, standards, minimization of cost and impact to airport operations in this order. Activities include:

a. Coordinate with airport Fixed Base Operator (FBO) to minimize impacts in day-to-day operations of the airport.

b. Prepare a preliminary estimate of probable construction costs and schematic design for each element of the project.

c. Provide all pavement and subsurface investigation and analysis and other nondestructive testing and analysis required for the design.

d. Coordinate with the airport's project manager for required survey information.

e. Prepare an overall construction phasing plan in order to maximize project constructability and minimize interference with airport operations following FAA Prioritization protocols.

f. Determine aircraft usage through coordination with FBO and information furnished by the City.

Design the pavements to meet the anticipated aircraft traffic.

PHASE 2 - ENGINEERING PHASE ACTIVITIES

a. Evaluate local conditions.

1. Evaluate local material suppliers, sources, and capabilities.

2. Evaluate drainage alternatives.

b. Review and evaluate project layout.

1. Verify master plan dimensions and data.

2. Review findings and recommendations with City staff.

c. Complete necessary topography and site surveying, including establishment of project control points.

d. Complete preliminary plan and profile design.

e. Provide recommendations for construction phasing to City for their review.

f. Complete estimates of probable construction costs for the recommended alternatives.

g. Provide three sets of review documents.

h. Complete the preliminary design report including:

1. Topographical survey.

2. Preliminary plans.

3. Pavement section design and analysis.

4. Drainage design analysis.

5. Estimates of probable construction costs.

6. Final summary and recommendations.

7. Phasing and scheduling recommendations.

i. Solicit comments on the engineering design from City staff, FBO and the FAA.

PHASE 3 - FINAL DESIGN

In the final design phase, the consultant will provide well-defined construction requirements, with selected bid alternatives as appropriate to provide a basis for competitive construction bids. Construction schedules will be closely coordinated to ensure the best possible weather conditions and the least possible interference with airport operations. Consultant will also assist City with the advertisement, notification of local airport users, and generally complete the final construction contract documents for the project. The following outline describes in greater detail the tasks and products:

a. Incorporate preliminary design comments and respond as necessary to requests for additional information.

b. Provide final design drawings, specifications, and final estimate of probable construction costs and schedule for the project.

c. Provide Engineering Report.

d. Develop specifications using Advisory Circular 150/5370-10, Standards for Specifying Construction of Airports, as amended, and utilize standard provisions supplied by the sponsor.

e. Develop a safety plan in accordance with AC 150/5370-2, Operational Safety on Airports During Construction.

f. Design all improvements in accordance with FAA standards and guidelines and in accordance with the Airport Certification Manual.

g. Coordinate the design of the project with existing and ultimate grades established at adjacent areas.

h. Provide for all required design of utilities and services within the area defined in the preliminary design.

i. Complete final quantity calculations.

j. Solicit sponsor and FAA review and approval.

k. Provide fifteen (15) sets of contract documents.

l. Assist City with advertising and interpretation of project requirements.

m. Assist City with preparation of the FAA application.

n. Provide technical assistance and recommendations to the City during construction.

The consultant will advise the sponsor as to options available for reducing construction costs to stay within the budget, if it appears that likely consultant bid prices will exceed this budget.

o. The design schedule to meet FAA requirements places the bid opening date in April 2022. All consultant activities must be designed to meet that schedule.

PHASE 4 - CONSTRUCTION SERVICES

During the construction phase of the project, the consultant will assist the City to monitor and document progress for quality and cost. Review contractor payment requests, complete necessary quality control testing, establish necessary survey control, continually inform the City on project progress and problems, conduct the final project inspection, and complete the associated certification.

a. Assist with pre-bid conference. Issue addenda’s, prepare an abstract of bids, and make recommendations for award.

b. Assist in award notification to successful bidder and notify and return bid bonds to the unsuccessful bidders.

c. Solicit and review bonds, insurance certificates, construction schedules, etc.

d. Conduct preconstruction conference.

e. Complete construction staking and provide horizontal and vertical control.

f. Provide resident project representative to monitor and document construction progress, confirm conformance with schedules, plans and specifications, measure and document construction pay quantities, document significant conversations or situations, document input or visits by local authorities, etc.

g. Prepare change orders and supplemental agreement, if required.

h. Provide review of all submittal and shop drawings during construction.

i. Prepare and submit inspection reports.

j. Prepare and confirm monthly payment request.

k. Conduct necessary quality control testing.

l. Conduct and document periodic wage rate interviews.

m. Conduct a final project inspection with airport personnel, the FAA, and the consultant.

n. Prepare as-constructed drawings and the final project from information furnished by the consultant.

EVALUATION CRITERIA

Written Proposals will be evaluated and scored, and a contract may be awarded based upon the proposer’s qualifications and experience as described below:

4.1 Project Approach

(20 Points Possible)

Provide a description of your firm’s approach to completing similar airport/aviation projects. Include a summary of prior partnerships with FAA. Include a summary of your quality control program.

4.2 Project Experience

(20 Points Possible)

a. Describe how your firm is organized and how its resources will be utilized to complete the work.

b. Provide a summary of relevant FAA and Airport work experience.

c. Provide a concise description of at least three (3) projects in the last ten (10) years, involving similar work to those listed in the scope of work.

d. Indicate which members of the proposed project team, if any, who worked on the example projects, and their involvement. These team members should be included in the Key Persons list submitted in 4.3(b) below.

e. Submit references for three of the projects described above. Include the Owners name, organization name, contact name, contact email and phone.

4.3 Project Team Experience

(30 Points Possible)

a. Provide a description of the proposed organizational structure to be used for the project.

b. Provide a list of the key staff proposed for this project (“Key Person(s)”). Be specific on the individuals that will play primary roles in development of the required engineering and their experience working with the FAA and Airport improvement projects. Provide a concise summary of each key person(s)’s role, and a description of their relevant experience for this project.

c. Submit resumes that support each Key Person’s relevant experience. No more than five resumes should be submitted as Appendix A, and will not count against page limit.

d. Indicate which individual will manage the project and be the primary contact. Indicate the specific experience this individual has managing Airport improvement projects.

e. State the estimated proportion of each Key Person’s time that will be spent on City’s project vs.

total time spent on all Key Person’s projects during the term of contract.

4.4 Proposer’s Demonstrated Ability to Successfully Complete Similar Projects on Time and Within Budget (30 Points Possible)

For each of the three (3) projects listed in response to 4.2(c), provide a discussion of whether the project was completed on time and on budget or needed to be revised. Briefly explain the reason for any revisions, and what attempts were made to bring the project back on schedule and within budget.

4.5 Termination for Default

(Pass or Fail)

Proposers shall indicate if they have had a contract terminated for default in the last five (5) years.

Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall submit full details including the other party’s name, address and phone number. City of Ashland will evaluate the facts and may, at its sole discretion, reject the Proposal on the grounds of past performance.

4.6 Scoring

CATEGORY POSSIBLE POINTS POINTS SCORING

1. Project Approach 20

2. Project Experience 20

3. Project Team Experience 30

4. Demonstrated Ability to Successfully Complete Projects on Time and Within Budget

6. Termination for Default P/F

Total 100

EVALUATION PROCESS AND CONSULTANT SELECTION

Proposals will be reviewed and evaluated by an evaluation committee of reviewers consisting of at least three City employees. The total number of points possible for written Proposals is 100, and an additional 100 points may be scored through the interview process.

5.1 Review and Acknowledgment of Defective Proposals

Due to limited resources, City generally will not completely review or analyze Proposals that on their faces fail to comply with the minimum mandatory requirements of the solicitation documents nor will City generally investigate the references or qualifications of such proposals. Therefore, City will not acknowledge whether or not an unsuccessful Proposal was complete, responsive, responsible, sufficient, or lawful in any respect. This is a public solicitation, the processes and procedures which are established and required by Oregon law and City-adopted rules. Proposers are advised to strictly follow the process, procedures, and requirements as set forth in this RFP and not anticipate or rely on any opportunity to negotiate, beyond such limitations that are identified herein.

5.2 Right of Rejection

Proposers must comply with all terms of this RFP and all applicable federal, state, and local laws, administrative rules, and regulations. The City may reject any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of this RFP.

Proposers may not qualify the Proposal nor restrict the rights of the City. If a Proposer does so, the City may determine the Proposal to be a non-responsive counteroffer, and the Proposal may be rejected.

Minor informalities that may be waived include those that:

• do not affect responsiveness,

• are merely a matter of form or format,

• do not change the relative standing or otherwise prejudice other offers,

• are trivial, negligible, or immaterial in nature,

• do not reflect a material change in the work, or,

• do not constitute a substantial reservation against a requirement or provision.

City reserves the right to refrain from making an award if the City determines that to be in its best interest.

A Proposal from a debarred or suspended Proposer shall be rejected.

5.3 References

The City reserves the right to investigate any and all references and the past performance information provided in the Proposal with respect to the proposer’s successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on a schedule, and lawful payment of employees and workers.

The City reserves the right to check any and all sources for information on a proposer’s past performance, including sources other than the references provided in the proposer’s Proposal. The City may consider information available from any source, including government bodies and regulatory authorities.

5.4 Responsibility

The City reserves the right to investigate and evaluate, at any time prior to award and execution of the contract, the apparent successful Proposer’s responsibility for fulfilling the contract. Submission of a signed Proposal shall constitute approval for City to obtain any information City deems necessary to conduct evaluation. City reserves the right to request additional information or documentation from the successful Proposer prior to award of contract. Such information may include, but is not limited to, current and recent balance sheets, income statements, cash flow statements, or a performance bond from an acceptable surety. Failure to provide this information will result in rescission of City’s Intent to Award.

City may postpone the award of contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. Failure of the apparent successful Proposer to demonstrate responsibility shall render the Proposer non-responsible and shall constitute grounds for rejection of the proposal.

5.5 Clarification of Response

City reserves the right to request clarification of any item in any Proposal, or to request additional information necessary to properly evaluate a particular Proposal. All requests for clarification and responses shall be in writing.

During the evaluation of Proposals, Proposers must respond to any request for clarification from the Evaluation Committee within 24 hours of request (Monday through Friday). Inability of the Evaluation Committee to reach a Proposer for clarification and/or failure of a Proposer to respond within the time stated may result in rejection of the Proposer’s Proposal.

5.6 Interviews

The outcome of the Proposal evaluations may result in placement on an interview (short-listed) with time and date of the interview. Should City elect to hold interviews, the total additional points possible for the interview will be 100.

City may invite up to three (3) of the highest-ranked firms (or at a natural break in scoring) to interview.

The Firm’s Key Persons, as identified by City shall be prepared to attend the interview within five (5) business days of notification by City and shall be prepared to answer questions provided with the Interview Invite letter, and questions that will be provided at the time of the interview and discuss the Firm’s proposed project approach.

5.7 Finalist Selection

The firm with the highest total score as a result of written Proposal scoring and interview scoring, if conducted, will be considered the Finalist, and all other firms will be ranked according to the next highest score, etc.

5.8 Ties among Proposers

If City determines after the ranking of potential firms, that two or more of them are equally qualified to be the Finalist, City may select a candidate through any process that the City believes will result in the best value for taking into account the scope, complexity and nature of the Work. The process shall instill public confidence through ethical and fair dealing, honesty and good faith on the part of City and Proposers and shall protect the integrity of the public contracting process.

As part of the procedure for choosing the Finalist between two or more equally qualified candidates, City may elect to give preference to a local consulting firm.

5.9 Notice of Intent to Award

After the completion of the evaluation and ranking, the City will issue a written Notice of Intent to Award, naming the Finalist, and send copies to all Proposers.

5.10 Contract Negotiation

City will begin negotiating a formal Scope of Work for the project and, subsequently, a fee structure with the highest ranked Proposer. Negotiations will specifically be focused on obtaining written agreement on:

a) Contractor’s performance obligations and schedule; and any expansion of the Scope of Work.

b) Contractor’s fees, payment methodology, and a maximum amount payable to Contractor for the Work required under the Contract that is fair and reasonable to City determined solely by City, taking into account the value, scope, complexity and nature of work.

c) Any other provisions City believes to be in the City’s best interest to negotiate.

d) Initial negotiations will be based upon Phase 1 of the project.

City shall, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if City and Proposer are unable for any reason to reach agreement on a Contract within a reasonable amount of time. City may thereafter negotiate with the second ranked Proposer, and if necessary, with the third ranked Proposer, and so on, until negotiations result in a Contract. If negotiations with any Proposer do not result in a Contract within a reasonable amount of time, as determined solely by City, City may end the particular formal solicitation. Nothing in the rule precludes City from proceeding with a new formal solicitation for the same Work described in the RFP that failed to result in a Contract.

5.11 Protest Procedures

City shall provide to all Proposers a copy of the selection notice that City sent to the highest ranked Proposer. A Qualified Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the City. A Proposer submitting a protest must claim that the protesting Proposer is the highest ranked Proposer because the Proposals of all higher ranked Proposers failed to meet the requirements of the RFP or because the higher ranked Proposers otherwise are not qualified to perform the Architectural, Engineering, or Land Surveying Services, or Related Services described in the RFP.

Eligible Proposers protesting award shall follow the procedures described herein. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers.

a) Protests must be received within seven (7) days after issuance of the notice of intent to award the Contract. City will not consider late protests.

b) All protests must be in writing, signed by the protesting party or an authorized Agent. The protest must specify the grounds for the protest to be considered by the City

c) Protests based on procedural matters will not be considered.

d) The City’s Public Works Director will review the protest and will fax and mail the protesting party a written response within three (3) business days of receipt of the written protest to the fax number and address provided in the proposal. Any written response may be comprised of a determination of the protest, a notice to the protesting party of the need for additional time in which to evaluate the matter, or other notice to the protesting party.

e) If the Public Works Director’s determination (response) is adverse to the protester, any further appeal of the Public Works Director’s determination by the party must be submitted in writing to the City Manager within three (3) business days of issuance of the Public Works Director’s determination (response).

f) The City Manager will review any appeal of the Public Works Director’s determination and shall fax and mail, in accordance with the fax number and address provided in the proposal, the protesting party a written response within three (3) business days of receipt of written appeal.

g) If the determination of the City Administrator is adverse to the protesting party’s interest, the protesting party may only appeal to the Ashland Municipal Judge (per AMC 2.30) by filing a written notice of appeal to the Municipal Court within two (2) business days of issuance of the City Manager’s written determination.

h) The Ashland Municipal Judge , in considering the protest, shall review the documentation presented to the Public Works Director and the City Manager and in no event shall they be required to review in less than ten (10) business days, and thereafter, base their decision on such material. The Judge’s review will be limited to the evaluation of compliance with City’s policies and procedures, requirements of the RFP and the equal and fair application of City’s contracting rules. The City Council’s determination shall be City’s final decision.

An adversely affected or aggrieved proposer must exhaust all avenues of administrative remedies before seeking judicial review of City’s Consultant selection or Notice of Intent to Award.

5.12 Resulting Contract

Upon reaching final agreement in regard to fees and a final scope of work with an awarded Proposer, the City will issue a Personal Services Agreement (‘PSA”), in substantially the form as found in the Appendix of this RFP. The PSA will include the City’s Standard Terms and Conditions and the final scope of work and fees.

CONTRACT

6.1 Contract Form

The consultant selected by the City will be expected to enter into a written contract in substantially the same form as attached to this RFP. The Proposal should indicate acceptance of the City’s contract provisions. Suggested reasonable alternatives that do not substantially impair City’s rights under the contract may be submitted as outlined under Section 5.11. Unconditional refusal to accept contract provisions will result in Proposal rejection.

Contract Duration – 60 Months

Contract Payment – Contingent upon City’s need, consultant’s performance and availability of approved funding, City reserves the right to amend the contract (within the scope of the project described in this

RFP) for additional tasks, project phases and compensation as necessary to complete a particular project.

Proposers are advised that the award and potential dollar amount of the contract under this RFP will be contingent upon approval by the Ashland City Council acting as the Contract Review Board.

Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with contract requirements and applicable standards. The method of compensation will be determined by the City and may be based upon any one or combination of the following methods:

• Cost plus fixed fee, up to a maximum NTE amount

• Fixed price for all services. Fixed price per deliverable. Fixed price per milestone

• Time and materials, up to a maximum NTE amount (City preferred method)

• Price per unit

Ashland Living Wage Requirements – Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying at least the living wage as established by the City of Ashland on June 30, 2025 ($19.44 per hour):

• For all hours worked under a service contract between their employer and the City if the contract exceeds $27,163 or more.

• For all hours worked in a month if the employee spends 50% or more of the employee’s time in that month working on a project or portion of business of their employer, if the employer has ten or more employees and has received financial assistance for the project or business from the City in excess of $27,163.

• The contractor is also required to post the notice included in the appendix predominantly in areas where it will be seen by all employees.

• In calculating the living wage for full time employees, employers may add the value of health care, retirement, 401K and IRS eligible cafeteria plans, and other benefits to the employee’s wages. The City of Ashland Living Wage Statement is appended to the sample contract included in the appendix.

6.2 Business License Required

The selected consultant must have or acquire a current City of Ashland business license prior to conducting any work under the contract.

6.3 Insurance Requirements

Contactor shall at its own expense provide the following insurance:

a. Worker’s Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers’ compensation coverage for all their subject workers.

b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence. This is to cover damage caused by any error, omission, or negligent act related to the professional services to be provided under the contract.

c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence for bodily injury and property damage. It shall include contractual liability coverage for the indemnity provided under the contract.

d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence for each accident for bodily injury and property damage, including coverage for owned, hired or non-owned vehicles, as applicable.

e. Notice of Cancellation or Change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days’ written notice from the contractor or its insurer(s) to the City.

Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as additional insurers on any insurance policies required herein but only with respect to contractor’s services to be provided under this contract. As evidence of the insurance coverage required by this contract, the contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are additional insures. The consultant’s insurance is primary and non-contributory. Insuring companies or entities are subject to the City’s acceptance. If requested, complete copies of insurance policies; trust agreements, etc.

shall be provided to the City. The contractor shall be financially responsible for all pertinent deductibles, self-insured retention and/or self-insurance.

6.4 Laws and Regulations

The proposer is assumed to be familiar with all Federal, State, County or City laws or regulations, which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work, and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information, plans or contract documents which is contrary to or inconsistent with any law or regulations, they shall report it to the City of Ashland in writing.

All work performed by the contractor shall be in compliance with all Federal, State, County and local laws, regulations and ordinances. Unless otherwise specified, the contractor shall be responsible for applying for applicable permits and licenses.

INSTRUCTIONS TO PROPOSERS

7.1 General

All proposals and any resulting contracts are subject to the provision and requirements of Oregon Revised Statutes, Sections 279A and 279B. Engineering contracts are further subject to 279C and to the City of Ashland (City) Municipal Code Section 2.50.

7.2 Information of Record

This Request for Proposal (RFP) will be distributed through the Oregonbuys Procurement Network (oregonbuys). All updates, addendum, and related communications will be published through Oregonbuys.

All prospective proposers are advised to continuously monitor the website for information regarding this proposal. It is the sole responsibility of the proposer to check the website on a timely basis for critical information regarding the proposal.

7.3 Proposal Preparation and Format

• Proposals shall be typewritten in 12-point font minimum.

• Except for proposer attachments, proposal form and resumes, the Proposal shall contain no more than 6 pages, including cover sheet.

• Proposal narrative must follow along with scoring criteria sections

• No oral, telegraphic, telephone or facsimile Proposals shall be accepted.

• The electronic submission of a Proposal will not be permitted.

• To be considered, all Proposals must be received by the City prior to the date and time set for

Proposal closing.

• A total of six original (wet signatures), complete Proposals shall be submitted to the City prior to the date and time set for closing.

• One (1) digital copy of the complete Proposal shall be submitted on a CD or thumb drive.

7.4 Signature on Proposal

Proposals shall be signed in ink by an authorized representative of the Proposer. Signature on a Proposal certifies that the Proposal is made without connection with any person, firm or corporation making a proposal for the same goods and/or services and is in all respects fair and made without collusion or fraud.

Signature on a Proposal also certifies that the proposer has read, fully understands and agrees with all solicitation requirements, terms and conditions. No consideration will be given to any claim resulting from proposing without fully comprehending all requirements of this Request for Proposals.

7.5 Preparation Costs

The City may cancel a solicitation, whether informal or formal, or reject all Proposals, without liability incurred by City at any time after issuing an RFP, if City believes it is in City’s best interest to do so.

Consultants responding to RFPs are responsible for all costs they may incur in connection with submitting Proposals and responses to RFPs, which includes, but is not limited to: preparation, submittal, travel expenses, interviews, presentations, or evaluation of any Proposal.

7.6 Conformance to Solicitation Requirements

Proposals shall conform to the requirements of this Request for Proposals. All necessary attachments (Independent Contractor Certification, etc.) shall be submitted with the Proposal and in the required format. Failure to comply with all requirements may result in Proposal rejection.

7.7 Definitions

For the purpose of this RFP:

“Agency” or “City” means City of Ashland.

“Business days” means calendar days, excluding Saturdays, Sundays and all City recognized holidays.

“Calendar days” or “days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day.

“Council” means City of Ashland Council “Department” means the City of Ashland Engineering Department.

“DEQ” means the Oregon Department of Environmental Quality “Manager” means the City of Ashland Project Manager.

“Proposers”- All firms submitting proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Consultant”.

“Qualification Based Selection” or “QBS” (for the purposes of this RFP) means evaluations and scoring of proposals based on qualifications, experiences and project approach, without considering cost.

“RFP” means Request for Proposal.

“Scope of Work” means the general character and range of services and supplies needed to complete the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency.

“Services” means the services to be performed under the Contract by the Consultant.

“Statement of Work” means the specific provision in the final contract which sets forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, services, deliverables, schedule for delivery and other obligations.

7.8 Questions and Clarifications

All inquiries, whether relating to the RFP process, administration, deadline or award, or to the intent or technical aspects of the services, must be submitted in writing to the City’s Project Manager listed in the advertisement for this RFP, at 20 East Main Street, Ashland, Oregon 97520. All questions must be received not later than ten (10) calendar days prior to the date and time set for closing.

Answers to questions received by City, which are deemed by City to be substantive, will be issued as official addenda to this RFP to ensure that all proposers base their proposals on the same information. When appropriate, as determined by City in its sole discretions, revisions, substitution, or clarification of the RFP or attached terms and conditions, an official addendum to this RFP will be issued. Proposer shall indicate receipt of all issued addenda by indicating the number of addendums received on the Proposal Form.

Any addendum or addenda issued by the City which may include changes, corrections, additions, interpretations or information, and issued seventy-two (72) hours or more before the scheduled closing time for submission of bids, Saturday, Sunday and legal holidays not included, shall be binding upon the proposer. The City may elect to email an addendum to registered proposers but will do so as a courtesy only. All official addendums will be issued through Oregonbuys and it shall be the proposer’s sole responsibility to acquire any and all addendum pertaining to RFP. The proposer is strongly cautioned to monitor this site on a continual basis.

7.9 Protest of Requirements

Proposers may submit a written protest of any provision, specification or contract term contained in this RFP and may request a change to any provision, specification or contract term contained in this RFP, not later than ten (10) calendar days prior to the advertised proposal closing date.

A proposer’s written protest must meet the following requirements:

• A detailed statement of the legal and factual grounds for the protest.

• The reason for the protest or request for change.

• A statement of the form of relief requested or any proposed changes to the specifications or contract document.

All protests shall be mailed or otherwise delivered to the City marked as follows:

PROPOSAL PROTEST

Proposal No. 2026-01 City of Ashland Public Works Dept.

ATTN: Kaylea Kathol, PMP 20 East Main St Ashland, OR 97520

City Response: The City may reject without consideration a proposer’s protest after the deadline established for submitting protest. The City shall provide notice to the applicable proposer if it entirely rejects a protest. If the City agrees with the proposer’s protest, in whole or in part, the City shall either issue an addendum reflecting its determination or cancel the solicitation.

Extension of Closing: If the City receives a written protest from a proposer in accordance with this rule, the City may extend closing if the City determines an extension necessary to consider the protest and to issue addenda, if any, to the solicitation of document.

Judicial review of the City’s decision relating to a specification protest shall be in accordance with ORS.

279B.405.

7.10 Protest of Contract Award

Every Proposer who submits a proposal shall be notified of its selection status. Any Proposer who claims to have been adversely affected or aggrieved by the selection of another or any Proposer who contends that the provisions of this RFP or any aspect of the procurement process has promoted favoritism in the award of the contract or has substantially diminished competition, must file a written protest to this RFP within seven (7) calendar days after the date of the notice of intent to award.