20262006_A1_Berkeley Park Path Design and Engineering.pdf

Request for Proposals

Berkeley Park Path Design & Engineering

Solicitation Number RFP No. 20262006

Due Date and Time:

Wednesday, September 3, 2025 @ 2:30PM

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.

RFP 20262006 Berkeley Park Path Design & Engineering 1

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20262006

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-048-0220, sealed Proposals for Berkeley Park Path Design & Engineering for the City of Eugene will be accepted by the Purchasing Office until Wednesday, September 3, 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 ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a Proposal.

Project Description In general, work includes engineering and coordination services to develop Plans, Specifications, and Engineering Estimate (PS&E) for design of a shared use path connecting Berkeley Park to the Fern Ridge Path and construction contract advertisement support.

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.

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: August 6, 2025

Michelle Hahn, OPBC Purchasing Analyst City of Eugene mhahn@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWY0ODE1ZTMtOWI5Mi00Mzc1LWE2N2QtZTc1YjdmNDRmYzgy%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 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, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the Contract terms and conditions, including any Specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

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

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective Proposer may protest the Procurement process, or the Solicitation Document for a Contract solicited under 137-048-0220. Pursuant to 137-048-0240(1), before seeking judicial review, a prospective Proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-048-0240(1) and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the Procurement process or the Solicitation Document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than fourteen (14) calendar days prior to the Proposal closing.

Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all Proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on the OregonBuys site. Addenda may be downloaded from the OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

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

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

7.0 NONDISCRIMINATION

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

8.0 PREPARATION OF PROPOSALS

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

9.0 EMPLOYEES NOT TO BENEFIT

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

10.0 CITY FURNISHED PROPERTY

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

RFP.

11.0 RESERVED RIGHTS

The City reserves the right:

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

11.2 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.

11.3 To reject any Proposals not meeting or differing from the specifications set forth herein.

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

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

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

11.7 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.

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

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

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12.0 CONSIDERATION OF PROPOSALS

12.1 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.

12.2 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.

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

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

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

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

Rule 137-048-0240(2).

13.0 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 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 the level of work and associated fees and costs that best represent the goods and services required.

14.0 PUBLIC RECORDS

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.

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 made with an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued .................................................................... August 6, 2025

Last date to request solicitation clarification…………..……..August 26, 2025, by 4:00 PM

Last date to protest solicitation…………………...……...…....August 27, 2025, by 4:00 PM

Proposals due no later than………...……....….............September 3, 2025, at 2:30 PM

Notice of Intent to Award……………………………..…...no later than September 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. SCOPE OF WORK

A. PROJECT DESCRIPTION and OVERVIEW of SERVICES

Agency is contracting with Consultant for Services in connection with the following Oregon Community Paths funded project (the “Project”): Berkeley Park Path (Eugene), including engineering and coordination services to develop Plans, Specifications, and Engineering Estimate (PS&E) for design of a shared use path connecting Berkeley Park to the Fern Ridge Path and construction contract advertisement support. Proposals from qualified consultant(s) shall be prepared based on the following Scope of Work and project criteria.

Project Purpose

The Project will include designing an approximately 0.13 mile shared use path along the north side of Berkeley Park, from Wilson Street to the Fern Ridge Path. The City of Eugene has recently reconstructed Berkeley Park, which is a neighborhood park serving diverse multifamily housing in the Far West Neighborhood. The park redevelopment was part of a voter-approved parks bond project, but it did not include funding to connect the park directly to the Fern Ridge Path, located about 600’ north of park limits.

The proposed design elements include a concrete shared use path, overhead lighting, and 150’ of boardwalk that will protect the habitat of wetland species that grow along the Fern Ridge Path.

Together with the Berkeley Park improvements, this community path will increase safety and comfort for people walking and bicycling, provide universal access throughout all seasons, and improve health and access to transportation and recreational facilities for families.

Estimated budget and schedule:

Agency’s estimated design budget is $100,000 - $130,000 with a total project budget of $550,000.

The final Plans, Specifications, and Estimate (PS&E) package for this project is due to ODOT’s Local Agency Liaison by March 31, 2026. This project includes Consultant services for project management, engineering, and construction contract advertisement support.

B. TASKS, DELIVERABLES and SCHEDULE

Consultant shall complete all tasks and provide all deliverables (collectively, the “Services”) included in this statement of work, unless specifically stated otherwise in a task. Consultant shall provide all labor, equipment and materials to manage, coordinate, and complete the work in accordance with the performance and delivery schedules identified in this scope of work (SOW).

This Project includes the following Tasks:

Task 1 General Project Administration

The major objective of this task is to establish the lines of communication and set forth the priorities between the Agency and Consultant; and to manage and coordinate all design and document preparation to ensure that Project goals are met, and deliverables are submitted in a timely manner.

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1.1 Project Management

Provide management, coordination and direction to complete quality Project deliverables on time and within budget.

Perform the following:

• Prepare monthly progress reports.

• Prepare progress billings in a format approved by Agency. Invoices will be submitted not more than once per month.

• Inform the Agency Project Manager of project status and any changes affecting the scope of work and related costs.

• Document key discussions and decisions.

Task 1.1 Deliverables:

• Monthly invoice with progress report.

• Documentation of key discussions and decisions (within 2 working days of the discussion

/ decision).

1.2 Quality Assurance / Quality Control

Perform quality control (QC) reviews of all deliverables prior to submittal and ensure conformance with applicable design standards, and that prior review comments have been incorporated into the design.

1.3 PMT Meetings

Schedule, prepare the agenda, and attend the identified project management team (PMT) meetings as described in the sub-sections below.

Schedule PMT meetings at project milestones and other important junctures as needed or requested by PM.

Prepare and distribute the agenda for the meeting at least 2 business days prior to meeting date (unless another timeframe is approved by the Agency).

Record, prepare and distribute meeting minutes (including action items and record of any decisions) of the meeting within 5 business days of the meeting.

1.3.1 Kickoff meeting.

Schedule the project Kick-off meeting within 14 calendar days of NTP.

The project kick-off meeting must include at least two Consultant Project Team members. The meeting will be approximately 1 hour in duration (excluding travel time).

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1.4 Schedule

Prepare and submit an initial detailed Project schedule. Project schedule must be used to track all major tasks, deliverables and milestones. Submit the initial Project schedule within 14 business days of NTP. Include 8 weeks for the Agency to receive authorization from FHWA to advertise project to bid from submittal of final PS&E package.

Task 1.4 Deliverables:

• Initial Project schedule within 14 business days of NTP {Electronic .pdf copy only}

• Provide updated schedule to Agency on monthly basis.

Task 2 Design, Engineering Plans, Specifications and Bid Package Development

• Preparation of detailed engineering/architectural designs, reports, analyses, quantities, special provisions, cost estimates and bid schedules based upon the conceptual description provided by the City.

• Complete NEPA tasks including environmental, hazmat, historical, and archeological documentation as required by ODOT.

• Prepare reports, calculations, mapping, construction drawings and technical documents for contract bid.

• Preparation of Construction Site Management Plans, erosion permit applications and supporting materials.

• Construction engineering services during contract bidding are limited to answering bid questions and plan revisions for contract addendum.

Task 2.1 30% Plan

The consultant team will gather survey data to draft path design to prepare a 30% plan for the project. This plan will be used to determine the next steps in the design process. Project work session to be performed with key agency decision makers and project team to result in decisions that shall be used as the basis for the final design.

• Conduct at least one visit to project site with Agency staff (additional project site visits as needed).

Task 2.1 Deliverables

• Electronic Deliverable Package Including:

o Electronic copy of the 30 percent plan set in PDF format o Engineers estimate of probable project costs in MS Excel format.

• 30 Percent Design Drawings to include:

o Cover Sheet, Notes and Legend o Existing Conditions Plans o Sheet Index Plan o Project Survey Control

RFP 20262006 Berkeley Park Path Design & Engineering 12 o Shared Use Path and Boardwalk Plans

• PMT meeting

Task 2.2 60% Plan

The consultant shall review and respond to staff comment provided as a result of the 30 percent review. Consultant shall participate in design review meeting to discuss response to 30 percent comments and incorporation of changes. Sixty percent drawings shall incorporate comments and changes as a result of 30 percent design review meeting. 60 percent drawings shall identify the established limits of construction and incorporate vertical design control. Any project specifics standard drawing, illustrations and details shall be shown in 60 percent plans. The project plan set shall include dedicated striping and signing plans. Station, offset, and project specific annotation shall be provided.

A draft project bid schedule. Consultant shall prepare an estimate of probable construction costs.

All estimates shall include the estimate class and corresponding range of accuracy per the Institute of Estimating Engineers Standards including estimate classification. The consultant shall acquire all necessary permitting for project completion. All permitting should be underway during this task.

Task 2.2 Deliverables

• Electronic Deliverable Package Including:

o Electronic copy of the 60 percent plan set in PDF format o 30 percent comment response in MS Word Format.

o Draft bid schedule in MS Excel format.

o Engineers estimate of probable project costs in MS Excel format.

• 60 Percent Design Drawings to include:

o Cover Sheet, Notes and Legend o Existing Conditions Plans o Sheet Index Plan o Project Survey Control o Shared Use Path and Boardwalk Plans o Shared Use Path and Boardwalk Sections o Shared Use Path and Boardwalk Details o Street intersection and curb ramp Plans, Profiles and Details o Lighting Plans and Details o Signage and Striping Plans and Details

• Finalize NEPA documents

• PMT Meeting

Task 2.3 90% Plan

The consultant shall review and respond to staff comments provided as a result of the 60 percent review. Consultant shall participate in design review meeting to discuss response to 60 percent comments and incorporation of changes. 90 percent drawings shall incorporate comments and

RFP 20262006 Berkeley Park Path Design & Engineering 13 changes as a result of 60 percent design review meeting. Submittal of 90 percent drawings are to be essentially complete, and suitable for bidding purposes. Ninety percent design shall be prepared in conformance with section 2 and 3 of the PIDS. Consultant shall provide a complete set of draft technical documents (bid schedule and special provisions) for review. Consultant shall prepare an estimate of probable construction costs. All estimates shall include the estimate class and corresponding range of accuracy per the Institute of Estimating Engineers Standards including estimate classification. The technical documents shall include a unit price bid format breakdown and division of specifications. The City of Eugene shall provide a template document for specification, provisions and bid schedule formats. The Consultant shall review all technical documents and make appropriate edits. The City of Eugene will create a project specific bid document.

Task 2.3 Deliverables:

• Electronic Deliverable Package Including:

o Electronic copy of the 90 percent plan set in PDF format.

o 60 percent comment response in MS Word Format.

o Complete final draft bid schedule in MS Excel format.

o Complete final draft special provisions in MS Word format.

o Engineers estimate of probable project costs in MS Excel format.

• 90 Percent Design Drawings o Cover Sheet, Notes and Legend o Existing Conditions Plans o Sheet Index Plan o Project Survey Control o Shared Use Path and Boardwalk Plans o Shared Use Path and Boardwalk Sections o Shared Use Path and Boardwalk Details o Street intersection and curb ramp Plans, Profiles and Details o Lighting Plans and Details o Signage and Striping Plans and Details o Traffic Control Plans o Construction Site Management Plans (CSMP), Notes and Details

• 90 Percent Drawings will address any revisions resulting from the permit review.

Task 2.4 Advance Plans

Address all Agency comments from 90% design phase to continue design to the Advance Plan level. Provide Advance Plans, per Agency requirements.

Task 2.5 Final Design Submittal

The consultant shall review and respond to staff comments provided as a result of the 90 percent review. Final drawings and bid package shall incorporate comments and changes as a result of 95 percent comments and final review meeting with Project Engineer. The engineer of record shall place their professional seal upon the technical sections of the final bid document (bid schedule and special provisions). A stamp sheet shall be created by City staff to facilitate these

RFP 20262006 Berkeley Park Path Design & Engineering 14 efforts. Consultant shall prepare an estimate of probable construction costs. All estimates shall include the estimate class and corresponding range of accuracy per the Institute of Estimating Engineers Standards including estimate classification.

Task 2.5 Deliverables:

• Electronic Deliverable Package Including:

o Electronic copy of the Final plan set in PDF format (Sealed by Oregon PE) o 90 percent- comment response in MS Word Format o Electronic AutoCAD project files (Civil 3D, most recent) o Response to 90 percent review comments o Final bid schedule in MS Excel format o Final bid special provisions in MS Word format o Engineers estimate of probable project costs in MS Excel format o Project schedule update in MS Project and PDF

• Final Design Drawings. Final Design Drawings will address any revisions resulting from the addenda issued during bidding, and additional permit review.

Task 2.6 Final Plans (Final PS&E)

Consultant shall address all comments from Agency and ODOT from the PS&E submittal to prepare the Plans, Specifications and Estimate (PS&E) documents for construction advertisement.

Task 2.7 Construction Support

Consultant shall answer RFIs throughout the duration of the construction phase for plan sheets and special provisions for which the consultant provided a professional seal when requested by

APM.

Task 2.8 As Construct Support

Consultant shall work with Agency to provide final stamped as-construct drawings.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

• Signed Standard Proposal Form

• Written Proposal

Proposals shall not exceed 15 pages in length, including pictures, charts, graphs tables, and text.

Resumes of key individuals proposed to be involved in this project are exempted from the 15-page limit if they are appended to the end of your proposal and shall not exceed one (1) page per resume in length. Page size is limited to 8 1/2 by 11 inches with basic text information no smaller than 11-point font. Transmittal letter, resumes, Standard Proposal Form, front and back covers, and blank section/numerical dividers will not be counted against the 15-page limit. Supplemental information beyond what is stated above and that exceeds the 15-page limit will not be considered.

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

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

Evaluation Category Points Possible

1) Project Understanding and Approach……………………………………………..40 Points

Given the information provided within this RFP, describe your approach to carrying out the scope of work. Please explain your understanding of the project in a concise paragraph.

Identify key project elements, opportunities, and constraints.

2) Project Team……………………………………………………………………………25 Points

Identify key individuals (i.e., project manager, survey lead, primary design staff, lead permitting expert, etc.) that will be assigned to the project and specify what roles each will fill. Provide a resume for each project team member (not to exceed 1 page each). A maximum of seven Key Staff Resumes may be submitted. Any resumes submitted beyond this limit will not be included in the evaluation.

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3) Firm Experience and Quality of Service …..…………………….………………..20 Points

• Provide a brief overview of the primary firm’s qualifications, including number of employees, years in practice, and a brief statement of experience

• Describe your firm’s management and organizational structure, and how that structure aids the delivery of the project’s Scope of Work (including the firm’s chain of command).

Include a list or organization chart showing all subconsultants, their qualifications, and their proposed roles/disciplines.

• For both the primary firm and subconsultants, describe the location of the branch or satellite offices that will be assigned to the project, relative to the project’s location.

Discuss the logistics of cost-effectively delivering the Scope of Work given staff and office locations.

• Provide a concise summary of your firm’s quality control procedures and policies.

4) Project Samples……………………………………………………………….……...15 Points

Provide at least two project samples comparable to the requested services in this RFP by your firm within the last 5 years. For sample projects:

• Describe the sample project’s relevance to the services included in this solicitation.

• Include a brief description of the project type, location, size, duration, year of completion, and objectives; tasks performed by the Proposer to fulfill project objectives; the project budget; and whether the project’s schedule and budget were met.

• Indicate which member(s) of your proposed team worked on the project and in what capacity.

5) References…………………………………………………………………………NOT SCORED

Provide contact information for above project sample clients to be contacted as a reference check. Include contact name, title, phone number, email and organization.

6) Standard Proposal Form……………………………………………………………REQUIRED

Written Proposal Total Possible Points: 100

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:

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

DISCUSSIONS & NEGOTIATIONS:

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

SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will be provided to Responsive Proposers as a notice on OregonBuys. 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 20262006

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; Insurance. The Proposer agrees that it will, within ten calendar days of receiving a Contract from the City, execute and return it to the City with 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 services 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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IX. SAMPLE CONTRACT

ENGINEERING AND RELATED SERVICES CONTRACT

Contract Number:

Project Title: Agency Project Number:

Project Location: Associated RFP Number:

Federal Aid Number: No DBE Goal (see Exhibit E) Total Not-to-Exceed (“NTE”) amount for this Contract. This total includes: a) all allowable costs and expenses, profit, and fixed-fee amount, if any; and b) $ for contingency tasks, each of which must be separately authorized by Agency.

This Contract is between the City of Eugene, hereafter called “Agency” and [enter legal company name as provided to IRS (and DBA name if applicable)], an (enter state of incorporation/organization) corporation, hereafter called “Consultant.” Agency and Consultant together are also referred to as “Parties” and individually referred to as “Party.” The primary contacts for this Contract are identified in Exhibit J, Contact Information and Key Persons.

This Contract includes Federal Highway Administration (“FHWA”) funding coordinated through the Oregon Department of Transportation (“ODOT”). See Section 18 - Compliance with Applicable Law.

For purposes of this Contract:

a) “business days” means calendar days, excluding Saturdays, Sundays and all State of Oregon recognized holidays;

b) “calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State of Oregon holiday or other day;

c) “Engineering” Services means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications based selection procedures [see ORS 279C.100 and ORS 279C.110]; and

d) “Related Services” has the meaning provided in ORS 279C.100.

TERMS AND CONDITIONS

1. Contract Effective Date and Term. This Contract is effective on the date it has been signed by the parties and all required approvals have been obtained. No work or compensation under the Contract is authorized until notice to proceed has been issued in writing (email acceptable) by the Agency. Unless otherwise amended or terminated, this Contract shall expire

2. Statement of Work. Consultant shall perform all Services and deliver all deliverables as described in Exhibit A, Statement of Work (the “Services”). The required schedule for performance under the Contract is specified in the Statement of Work.

3. Compensation. The maximum NTE amount, which includes the total of all allowable and reimbursable costs and expenses (and contingency tasks, if any) payable to Consultant under this Contract, is set forth in the table above and detailed further in Exhibit B, Compensation.

Agency reserves the right, in its sole discretion, to amend this Contract to increase this amount for additional Services within the scope of the procurement. If this Contract was awarded as a

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Direct Appointment/Small Purchase, amendments to increase the maximum amount payable are subject to limitations and additional requirements as set forth in applicable Federal, State and local laws. The payment methodology and basis for payment to Consultant is described in Exhibit B, Compensation. Consultant and any subconsultants are subject to the requirements and limitations of 48 CFR Part 31 – Contract Cost Principles and Procedures.

4. Contract Exhibits. This Contract includes the following exhibits, each of which is incorporated into this Contract as though fully set forth herein:

• Exhibit A – Statement of Work

• Exhibit B – Compensation

• Exhibit C – Insurance

• Exhibit D – Title VI Non-Discrimination Provisions

• Exhibit E – Disadvantaged Business Enterprise (DBE) Provisions, No-Goal

• Exhibit F –Special Terms & Conditions

• Exhibit G – RESERVED

• Exhibit H – RESERVED

• Exhibit I – Errors & Omissions (“E&O”) Claims Process

• Exhibit J – Contact Information and Key Persons

5. Order of Precedence. Unless a different order is required by law, this Contract shall be interpreted in the following order of precedence: this Contract (including all amendments, if any) less all Exhibits, attachments and other documents/information incorporated into this Contract, then the Statement of Work and Payment Schedule, then all other Exhibits, then any other attachments or documents/information incorporated into this Contract by reference.

6. Independent Contractor; Conflict of Interest; Responsibility for Taxes and Withholding;

Consultant Oversight.

a. Consultant, by its signature on the Contract, certifies that it is an independent contractor as defined in ORS 670.600 and as described in IRS Publication 1779, which is available at the following link: https://www.irs.gov/pub/irs-pdf/p1779.pdf. Consultant shall perform all required Services as an independent contractor. Although Agency reserves the right (i) to determine the delivery schedule (as mutually acceptable to Agency and Consultant) for the Services to be performed and (ii) to evaluate the quality of the completed performance, Agency cannot and will not control the means or manner of Consultant's performance.

Consultant is responsible for determining the appropriate means and manner of performing the Services. Consultant is not an "officer", "employee", or "agent" of Agency, as those terms are used in ORS 30.265.

b. Consultant, by its signature on the…