20262011_A1_Project Surveying and Const Inspec Serv.pdf

Request for Proposals

Project Site Surveying and Construction Inspection Services

Solicitation Number RFP No. 20262011 Due Date and Time:

Thursday, June 18, 2026 @ 2:30 pm

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 20262011 Project Site Surveying and Construction Inspection Services

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20262011

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 Project Site Surveying and Construction Inspection Services for the City of Eugene will be accepted by the Purchasing Office until Thursday, June 18, 2026 @ 2:30 pm. 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 provision of construction site surveying and the provision of construction site inspection services. Survey work includes utility locations, and topographic, and surveying before, during and post construction. Construction inspection services include daily inspection of ongoing construction projects, any required erosion prevention inspection and all associated reporting or documentation.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

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: May 27, 2026

Darren Schmidt Purchasing Analyst City of Eugene dschmidtmhahn@eugene-or.gov https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov mailto:dschmidt@eugene-or.gov

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 request for clarification or change, 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.

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

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

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

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

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 https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ 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.

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

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.

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

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/

IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ...................................................................... May 27, 2026

Last date to request solicitation clarification or change………..June 10, 2026 by 4:00 PM

Last date to protest solicitation…………………...……...……….June 11, 2026 by 4:00 PM

Proposals due no later than………...……....…...............……June 18, 2026 at 2:30 PM

Notice of Intent to Award……………………………..…………...anticipated by July 6, 2026

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.

V. REQUIREMENTS / SPECIFICATIONS

The City intends to award up to three (3) contracts each for Project Site Surveying, and Construction Inspection Services to be utilized on an as-needed basis. Contracts for services will not exceed $250,000.00 per contract per fiscal year. Full capital project delivery and scopes will continue to be procured under separate formal Invitation to Bid processes.

Typical services for each specialty are listed below under the Scope of Work, however project work will be varied in scope and services required.

Scope of Work

A. General

The City of Eugene Parks and Open Space and Engineering Divisions of Public Works seek the services of experienced Land Surveyors and Construction Project Inspectors for site surveying, construction inspection, erosion inspection and documentation associated with these project-based activities for the City of Eugene’s park development and renovation projects.

B. Desired Experience

Project Inspectors

Project inspectors shall be skilled in understanding right-of-way and sitework construction including excavation, grading, drainage, utilities, landscape, irrigation, and paving. Additional experience in playground construction, specialty paving, lighting, custom fabrication, and high-quality finishes is also desired, but not required.

Project inspectors shall have knowledge of:

• Principles and practices used in Civil Engineering and Landscape Architecture.

• Principles and practices for stormwater and water quality treatment, erosion, and accessible public rights-of-way design.

• Construction materials and methods and materials testing.

• Construction specifications.

• Local, state, and federal codes as they relate to design standards and construction activity and safety.

• Surveying principles and procedures.

• Inspection procedures.

Selected project inspectors shall also have the ability to:

• Maintain accurate detailed records and prepare reports.

• Read and interpret surveys and construction plans.

• Work effectively with others in a team-oriented environment.

• Communicate effectively, both orally and in writing, with city staff, consultants, and contractors.

• Perform physical duties outside under varying weather conditions and varying work hours, including night work, which may involve climbing, bending, standing, pulling manhole covers, and walking over rough terrain carrying heavy equipment up to 75 pounds.

• Provide and wear personal protective equipment as required.

• Use software to prepare reports, engineering analysis and design, schedules, spreadsheets, etc.

• Use modern office practices, procedures and automated equipment

Successful candidates will display clear writing and analytical skills, excellent communication and collaboration with other team members including the contractor, and good decision-making skills within the context of the project work and their role. They will also be willing and able to have potentially difficult conversations with contractors or other parties to solve problems, provide corrective feedback, rejection of non-conforming products or conditions, and other subjects that are critical to construction of City projects per requirements established within City project contract documents.

Candidates shall have a minimum of five years’ experience in on-site construction inspection and documentation and have a clear understanding of standard and specialty construction methods.

Land Surveyors

All work must be overseen by a licensed Oregon Professional Land Surveyor.

Land surveyors shall have knowledge of:

• Oregon statutes and legal principles concerning surveying, land division, boundary establishment, and public rights-of-way and easements.

• Professional survey standards and practices related to boundary, control, and construction surveying.

• Supervisory principles and practices.

• Engineering principles related to design and construction of public improvements including streets, storm drains, sanitary sewers, stormwater infrastructure, parks and landscape.

Land surveyors shall have the ability to:

• Perform construction, control, topographical, and boundary surveys.

• Use manual and electronic surveying equipment, including the interface between data collection hardware and computers.

• Use a wide range of computer software including word processing, spreadsheets, coordinate geometry, and CAD programs.

• Follow instructions and keep accurate records.

• Deal tactfully with the public, co-workers, professionals in private practice, and others.

• Communicate clearly, both orally and in writing.

• Work effectively with others in a team-oriented environment.

• Perform strenuous duties under varying weather conditions and in or near heavy traffic.

Candidates shall have a minimum of five years’ experience in pre-construction, on-site construction, and post-construction site surveying.

All digital survey work shall be conducted in NAD83 HARN State Plane Oregon South Zone FIPS 3602 Intl Feet to align with existing City of Eugene GIS mapping and survey information.

C. City Project Team Roles

The project inspector will play a key role within a project implementation team as the daily eyes and ears of the project for the Owner, City of Eugene PW Engineering or Parks and Open Space. Implementation team members will typically include:

City of Eugene Project Manager Consultant Project Manager (as applicable) City of Eugene Construction Manager City of Eugene Erosion Prevention Officer General Contractor Project Manager

Implementation teams typically meet weekly on the project site at a time agreed upon by all.

Additionally, the Contractor, the Owner and Consultant team members and individuals shall be available to meet at requested times throughout the week.

Land surveyors may or may not be a part of a project team but shall be available for City project work on an on-call basis for a variety of surveying needs.

D. Anticipated Work Schedules

Project Inspectors shall be prepared to work according to the schedule of construction as determined by the Contractor and approved by the City of Eugene. Per the City of Eugene’s contract terms, work usually may not begin before 7 a.m. without the approval of the City and must be completed by 7:00 p.m. on weekdays. Contractors may opt to work 4–10-hour days but must notify the City of any changes to the proposed daily works schedule ahead of time.

Weekend work and City Holidays are also not permitted as contractor workdays and include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, July 4th, Labor Day, Veteran’s Day, Thanksgiving (Thursday and Friday), and Christmas Day.

E. Weather Based Work Stoppage

The City of Eugene requires contractors to follow OSHA required heat and air quality guidelines when outdoor conditions exist that are determined to be hazardous to worker health such as extreme heat or wildfire smoke. Please refer to the current Oregon State OSHA guidelines and requirements for the most up-to-date information regarding these conditions. The City of Eugene takes workers’ health and safety seriously and may require the Project Inspector to stop work early in the day to comply with local OSHA regulations.

F. Anticipated Construction Project Inspection Work Tasks

The Project Inspector will be responsible for the following tasks:

1. Thoroughly understand the project documents and specifications for construction and review construction work for adherence to the contractual requirements therein.

2. Document daily construction work on the project site including personnel, equipment, weather, tasks being pursued or performed, design or constructability issues, and work accomplished for each workday on the project.

3. Document design or construction changes in the field as approved by the Owner in writing only as part of on-site daily reports. The General Contractor shall be responsible for documentation of as-constructed conditions on a regular basis within their own software systems.

4. Submittal of daily reports on a daily basis for review by Project Implementation Team members as needed. The daily reports provide essential information to create the on-the-ground story of the project and are vital for the Owner should claims arise from disputed work of any type. Photos shall accompany daily reports. Inspector will be expected to use Microsoft Office products and upload documentation to a shared folder on the cloud.

5. Provide information, opinions, or recommendations to the Owner or Architect when requested.

6. Understand each party’s (Owner, Architect and Contractor’s) contractual obligations, especially with concern to Requests for Information, Submittals, Substitution Requests and Change Orders.

7. Understand the role of Project Inspector within the Implementation Team. Specifically, the inspection role is one of observation, but not enforcement of the requirements of the contract documents. If the Project Inspector observes installations or construction practices that do not meet the project requirements, they shall first notify the Contractor Project Manager or Superintendent to allow them to take corrective action. If this is not successful, they shall also contact the Owner who shall approach the Contractor with the concern for further discussion and associated corrective actions or other solutions.

Details of these conversations shall be noted in daily reports.

G. Work included in Capital Project Land Survey Services

1. Understand the project context and existing survey information that may already be available for capital project work requested by Owner.

2. Develop existing conditions surveys for proposed project design work.

3. Provide some or all of the following services during project construction:

a. In-field confirmation of existing above-grade conditions or underground utility locations.

b. Field location and staking of proposed or to-be-constructed project elements in horizontal planes.

c. Field elevations of proposed to-be-constructed project elements.

d. Development of as-constructed survey drawings upon completion of the project.

4. Provide property boundary and easement land surveys.

H. Work not included in Construction Project Inspection Services Contracts

1. Testing and Special Inspections The City of Eugene consistently employs independent testing agencies for all required materials testing on site during construction. Project Inspectors shall make note of special inspection or testing agency site visits and refer to their site reports for the day for additional details. Project Contractors shall be responsible for calling in special inspections and testing-related site visits as needed and required by project documents.

2. Land Survey Work

Land Survey work shall either be provided by City of Eugene Staff, an independent City contracted surveyor, or a contractor provided surveyor depending upon the nature of the public improvement under construction.

3. Building Permit Inspections The General Contractor shall be responsible for calling in all required permit inspections and assuring that approval is received by the City of Eugene Permitting Agency prior to performing permit-based construction. The Project Inspector shall track these requirements and make note of on-site visits by permit inspection personnel.

4. RFI, Submittal and Substitution Communication The General Contractor shall be responsible for all submittals, Requests for Information, and substitution requests. The Project Inspector may be consulted for additional information by the Owner (City) or Contracted Consultant to better understand the nature of the requests but is not required to respond to Contractor inquiries regarding these submittals.

5. Documentation of As-Constructed Conditions The General Contractor shall be responsible for documenting as-constructed conditions for the whole of the project and is required to update the construction documents on a regular basis per the contract. Accurate daily inspection notes will be critical to a broader understanding of field-based decisions and other details but will not be bound to the documents or be considered part of the contract documents at any time.

I. Anticipated Near-Term Projects

The City of Eugene anticipates use of this contract for the following near-term projects:

Calendar Year 2026

• Suzanne Arlie Park Trailhead, Parking Area and Access Road Improvements

• Tugman Park Renovations

Calendar Year 2027

• Scobert Gardens Park Renovation

• Trainsong Park Renovation

While these projects are anticipated for construction in the years noted, schedules are subject to change and additional project inspection or land surveying work may be required over time on a variety of smaller or other types of projects.

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

• Signed Standard Proposal Form

• Written proposal

• References

Proposals must be submitted in accordance with the submission requirements listed in SECTION II, INSTRUCTIONS TO PROPOSERS. Proposals must contain all the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will deem the proposer a ‘Responsive Proposer’ to be further evaluated for possible award.

Proposals shall not exceed 20 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 20-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 10-point font. Transmittal letter, resumes, Standard Proposal Form, front and back covers, and blank section/numerical dividers will not be counted against the 20-page limit. Supplemental information beyond what is stated above and that exceeds the 20-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 in parentheses.

1. Firm Experience Max Points 25

• Proposing Firm: Provide detailed description outlining the following items: business history summary, organizational structure, and size.

• Project Experience – List a minimum of five projects. Projects should include utility and sitework, landscape, irrigation, and other site development or land survey components.

Submit one sheet per project and explain the proposer’s role in the project. Proposed land survey or inspection personnel must be listed as key personnel on reference projects.

2. Individual Experience Max Points 25

Provide detailed statement demonstrating experience and technical competence of key staff members that would be assigned to perform the work described in this RFP.

• Resume(s) of proposed personnel:

o Inspectors: Two Construction Project Inspection staff maximum may serve on any one project, one as primary and one as backup if and when needed. A minimum of five years’ construction project inspection experience required for each person proposed for inspection services.

o Survey Services: Land Survey staff shall have a minimum of 5 years of experience and continuity of staff on a project basis is preferred. Include surveyor license numbers.

• License(s):

o Survey Services: Include Surveyor license number(s) of individuals that will be assigned to COE projects.

3. Daily Documentation Writing Sample Max Points 20

• Submit at least three (3) samples of daily documentation for construction inspection for recent construction work. Samples should be drawn from previous projects of similar scope and complexity of work described in this RFP.

4. Availability Max Points 20

State firm and staffing availability to perform work described in this RFP. Demonstrate ability to meet schedules and deadlines

5. References Required/Not Scored

6. Interviews (Optional) Max Points 20

The City reserves the right to conduct interviews with the highest scoring Proposers.

Criteria # Descriptions Max Points Possible

1 Firm Experience 25 2 Individual Experience 25 3 Daily Documentation Writing Sample 20 4 Availability 20 5 References Not Scored

Written Proposal Total Points Possible 90

6 Interviews (Optional) 20

Total Points Possible including Interview 110

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.

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)(e), the City may commence discussions and negotiations with the highest ranked Proposer after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP.

SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to Responsive Proposers. Final award will depend upon the execution of an acceptable contract and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Responsive Proposers may protest the City’s intent to award in accordance with Rule 137-048- 0240(2).

VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20262011

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.

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:

Rev 07/2025 Contract No. XXXX-XXXXX

IX. SAMPLE CONTRACT

CITY OF EUGENE

ARCHITECT, ENGINEER, OR RELATED PROFESSIONAL SERVICES CONTRACT

Project Site Surveying and Construction Inspection Services

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) an __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _________ - _________

EXPIRATION DATE: __________

RECITALS

A. Contractor is engaged in the business of ___________.

B. City desires to engage Contractor to provide the Services described in this Agreement and Contractor is willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the exemption or procedure authorized by City of Eugene Administrative Order 44-25-01-F, Public Contracting Rules 2025, Rule 137-048-0220, RFP 20262011

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

3. Term.

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

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

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

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

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

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

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

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

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

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

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

5.6 Except as…