Request for Proposals

Clear Lake Road Wastewater Extension Design

Solicitation Number RFP No. 20262015 Due Date and Time:

Wednesday, January 7, 2026 @ 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.

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I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20262015

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 Clear Lake Road Wastewater Extension Design for the City of Eugene will be accepted by the Purchasing Office until Wednesday, January 7, 2026 @ 2:30PM. Proposals will be opened immediately after 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 The City of Eugene is requesting proposals from qualified consulting firms to provide design services for the extension of wastewater infrastructure. Design services for the extension of water infrastructure are included as a contingency item and may be added to the project scope depending on future City needs. The project will extend services along a proposed Terry Street extension north to Clear Lake Road, and along Clear Lake Road between Green Hill Road and Highway 99. The project design is expected to include a new wastewater pump station.

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: November 19, 2025

Michelle Hahn Purchasing Analyst City of Eugene MHahn@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWQ5YTkzMmUtNWJlNS00NjhhLWE4MzEtMWQwYTQzNjdiYWNl%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

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.

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

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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).

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

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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 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 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.

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.

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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 to 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

• Contains 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 by addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ............................................................. November 19, 2025

Last date to request solicitation clarification……………..December 30, 2025, by 4:00 PM

Last date to protest solicitation…...……...……….……….December 31, 2025, by 4:00 PM

Proposals due no later than..……....…...............….……...January 7, 2025, at 2:30 PM

Notice of Intent to Award…………………………….….…..Anticipated by February 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.

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V. REQUIREMENTS / SPECIFICATIONS

1.0 INTRODUCTION

The City of Eugene is requesting qualifications and proposals from consultants to provide design services for wastewater extensions along a proposed Terry Street extension north to Clear Lake Road and along Clear Lake Road between Green Hill Road and Highway 99. The goal of this project is to work closely with a cross-section of City staff to develop a complete construction project packet(s) that includes wastewater gravity mainline and laterals, a wastewater pump station, and wastewater force main. Design services for the extension of water infrastructure are included as a contingency item and may be added to the project scope depending on future City needs.

Oregon Lottery Revenue Bond funds have been awarded to the City of Eugene for construction of this project according to Senate Bill 5531. Full construction funding acquisition for the project is still underway, and additional state funds are possible. All standards and documentation requirements related to SB5531 funds or other state funds will be applicable to this project.

Federal funding is not anticipated.

2.0 PROJECT BACKGROUND

The 650-acre Clear Lake Industrial Area near the Eugene Airport was added to the City of Eugene’s Urban Growth Boundary in 2017. This area is primarily undeveloped large lots, which are zoned for industrial use and campus employment. As such, the area has significant potential for job creation for Eugene. However, the area is not currently “shovel-ready” for developers because it lacks critical infrastructure. The City of Eugene would like to invest in this area with wastewater infrastructure to get it one step closer to development.

3.0 PERIOD OF PERFORMANCE

The schedule of performance of services needed under the prospective contract is approximately March 2026 to July 2027. The estimated milestones for this prospective Contract are further described in 5.0 Scope of Work.

4.0 CONTRACT COMPENSATION

The estimated budget for non-contingency items is $800,000 to $1,200,000. Contingent upon the City’s need and the availability of approved funding, the City may amend the contract (within the scope of the project described in this RFP) for additional tasks, project phases and compensation as needed to complete the project.

The method of compensation will be determined by the City and may be any of the following methods:

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

• Fixed price for all services, fixed price per deliverable, or fixed price per milestone

• Time and materials, up to a maximum NTE amount

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5.0 SCOPE OF WORK

A. PROJECT DESCRIPTION and OVERVIEW of SERVICES

The City of Eugene intends to extend public wastewater services along a proposed Terry Street extension north to Clear Lake Road and along Clear Lake Road between Green Hill Road and Highway 99. This Request For Proposals (RFP) seeks qualified consultants to provide design services necessary to prepare the project for construction bidding.

The scope of work as described in this RFP is to be used as a general guide and is not intended to represent a complete list of all tasks required to complete the project. The full scope of work will be finalized through negotiation with the selected consultant.

Generally, the scope of work consists of the following tasks:

• Pre-design site assessment

• Preliminary engineering, 30% PS&E (plans, specifications, and estimate), and a 30% design report including the following design elements:

o Gravity wastewater collection system o Wastewater pump station o Wastewater force main

• Preliminary permitting strategy and geotechnical analysis

• 60% design engineering, 60% PS&E, and an updated 60% design report including the following design elements:

o Gravity wastewater collection system o Wastewater pump station o Wastewater force main

• Permitting submissions

• 90% design engineering, 90% PS&E, and an updated 90% design report including the following design elements:

o Gravity wastewater collection system o Wastewater pump station o Wastewater pump station

• Final design, plans, and design report and preparation of bid documents

• Support City advertising of construction contract

The project scope may also be amended to include the following contingency tasks.

• Preliminary engineering, 30% PS&E, and a 30% design report including the following design elements:

o Drinking water distribution system

• 60% design engineering, 60% PS&E, and an updated 60% design report including the following design elements:

o Drinking water distribution system

• 90% design engineering, 90% PS&E, and an updated 90% design report including the following design elements:

o Drinking water distribution system

• Engineer of Record construction phase services

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General Expectations. Consultant commits to provide, oversee, and direct services to deliver the greatest long-term value to the City, ensuring prudent use of public funds within the constraints of the project’s scope, budget and sustainability goals. In performing these services, the Consultant shall:

(i) avoid expenditures for aesthetic effect which are disproportionate to the overall project;

(ii) use recycled or recyclable materials to the maximum extent economically feasible; , and

(iii) keep the City informed throughout the project of any issues or decisions with potential economic impact to the project.

City Responsibilities. The City shall commit to the following responsibilities:

• Public outreach and communication.

• Topographic survey

• Acquisition of Right-of-Way along the proposed Terry Street extension alignment

(between the existing northern end and Clear Lake Road)

• Annexation of Right-of-Way. This will consist of annexing ROW along Clear Lake

Road into the City of Eugene.

• Jurisdictional transfer of Clear Lake Road from Lane County to City of Eugene.

• Providing review and comments on consultant submittals.

• Advertising, bidding, and awarding the construction contract.

• Overseeing construction contract administration.

B. STANDARDS and GENERAL REQUIREMENTS

1. Design Standards

Documentation and design shall comply with the following:

• City of Eugene Public Improvement Design Standards (PIDS)

• City of Eugene Draft Pump Station Design Standards (as available)

• Public Right-of-Way Accessibility Guidelines (PROWAG)

• City of Eugene (Draft) Complete Streets Design Standards

• City of Eugene Stormwater Management Manual (SWMM)

• City of Eugene Standard Specifications for Construction and City of Eugene

Standard Drawings. (When the City doesn’t have a specific standard, consultant shall follow appliable Oregon Department of Transportation (ODOT) standards.)

• Zoning and Land Use Permits

• EWEB Water Distribution Design and Construction Standards (if applicable)

Unless otherwise specified in a given task, the most current version of appliable standards, manuals, directives and other procedural guidance shall apply. Unless otherwise specified, the system of measurement and language used in all deliverables will be English.

2. Software and Format Requirements

All plans shall be produced and scaled for printing on 11”x17” paper, unless a different format is required for specific permits or reviews. Sheets must be prepared for two-sided printing. The City will provide the plan sheet template with City borders.

https://www.eugene-or.gov/4106/Complete-Street-Design-Standards

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Consultant’s software shall produce deliverables that are fully compatible, readable and useable by City software, requiring no modification or translation of Consultant’s deliverables. If a deliverable does not meet these requirements, the Consultant shall revise and resubmit corrected deliverables at no cost to the City for the rejected deliverables or for the time associated with corrections made.

The City periodically updates its software systems. When updates occur, the City may require the Consultant to adopt compatible software, with notice provided at least 30 days in advance. Current City software standards include the following:

• Adobe Acrobat

• 2022 AutoCAD Civil3D

• Microsoft 365 (Word, Excel, Powerpoint, and Project)

3. Professional Licenses, Registrations and Qualifications

Consultant and its subconsultants must be duly licensed where required by law to perform the services and must operate under the “responsible charge” of a duly licensed professional, as defined in ORS Chapter 672, and in accordance with applicable Oregon Revised Statutes, Oregon Administrative Rules, and all other applicable laws. Consultants or subconsultants who are exempt from licensing requirements must meet all conditions necessary for exemption.

The City may require Consultant’s personnel to demonstrate competence in their assigned area of responsibility. This may include, but is not limited to, submission of license number, resumes, and work samples from prior projects.

Consultant shall place their official Oregon Registered Engineer seal and signature on all engineering design drawings and specifications furnished to the City, as well as any other materials where professional standards require such a seal and signature.

4. General Requirements

Consultant shall provide and use all necessary safety equipment, including but not limited to hard hats, safety vests and protective clothing, as required by applicable State and Federal regulations and the City’s safety policies and procedures for the services performed under this contract.

5. Design Criteria and Project Assumptions/Conditions

Design Elements - Wastewater

The wastewater utility extension is the foundational piece of this project. The existing wastewater system ends at manhole number 5927, located approximately 1,300 feet north of the intersection of Jessen Path and Terry Street (see Figure 1 below). The wastewater utility extension in this project should extend the wastewater mainline upstream from this existing manhole to serve the properties in the project footprint, as shown in Figure 2 below.

The City’s intention for this wastewater extension is for its pipes to be designed and constructed within the footprint of the existing roadway along Clear Lake Road, and along the proposed alignment of the Terry Street Extension.

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The mainline gravity system design depths should be analyzed with the goal of minimizing the maximum system depth required across the entirety of the Clear Lake area extensions, including accounting for the future phase 2 area layout proposed in Figure 3.

The system should be sized by using zoned land-use to estimate future flows, according to methodology laid out in the City’s 2020 Wastewater Master Plan. Initial scoping estimates this project will require 1,026 feet of 8-inch, 2,411 feet of 10-inch, 1,200 feet of 12-inch, and 2,214 feet of 15-inch mainline gravity pipe.

In addition to mainline installation, the project should also be designed to include lateral stubouts for all 20 properties highlighted in Figure 2. These stubouts should be taken to the Right-of-Way line adjacent to the property they intend to serve.

Manhole 5927 is the upstream most existing manhole on Terry Street, and it discharges to a 12-inch diameter PVC gravity mainline at an upstream invert elevation of 363 feet (NAVD88) and approximately 12.5 feet of cover. This depth is not expected to provide sufficient cover to serve the entire extension by gravity alone. The design is expected to include a pump station, likely along the Terry Street extension by acquisition of additional Right-of-Way.

A complete pump station design is required as part of this contract. The pump station is scoped at a design capacity of 5 CFS, which should be verified by the consultant during project design. The design capacity should also be scalable to run efficiently both in the near term and in a full build-out future scenario. The City does not have published pump station design standards, but draft design standards will be available in early 2026 and the recently constructed West Irwin Pump Station design can be used as a reference. Pump station design decisions and plan review will be coordinated with Eugene’s Public Works Wastewater Division in addition to the project’s standard coordination with Eugene’s Public Works Engineering Division.

Downstream of the proposed pump station, the design is expected to include approximately 4,616 feet of force main to connect the pump station to the existing gravity system. The Consultant should confirm if a force main is needed or if a gravity connection is possible and complete the design accordingly to minimize project costs.

https://www.eugene-or.gov/1644/The-Wastewater-Master-Plan

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FIGURE 1. EXISTING WASTEWATER SYSTEM

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FIGURE 2. PROPOSED LAYOUT AND LOTS TO BE SERVED BY THE CLEAR LAKE ROAD WASTEWATER

EXTENSION PROJECT

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FIGURE 3. PROPOSED LAYOUT AND LOTS TO BE SERVED BY A FUTURE PHASE 2 PROJECT

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Design Elements – Water [Contingency Task Only]:

If water infrastructure is added to the Scope of Work, its extension should serve the same collection of tax lots highlighted for wastewater in Figure 2. Similar to the wastewater design, the water design future flows should be estimated based on zoned land use.

New hydrants shall be designed in accordance with EWEB and Fire Marshall requirements according to the appropriate governing district. Place hydrants at property lines and minimize impacts to private property as practicable.

Water mainline sizing shall be coordinated with EWEB and City staff to ensure compatibility with other anticipated future buildout.

The location of existing water infrastructure is shown in Figure 4, with anticipated connection points being the intersection of Clear Lake Road and Highway 99 and the north end of Terry Street. The existing mainline at Clear Lake Road and Highway 99 is 16 inch. The existing mainline at Terry Street is 12 inch.

FIGURE 4. EXISTING WATER SYSTEM

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Design Consideration - Stormwater:

Any impacts to the existing open-ditch stormwater drainage system will need to be properly mitigated. This may include stormwater capacity and/or stormwater quality design.

Design Consideration - Transportation:

In parallel to this wastewater extension project, the City of Eugene is pursuing the extension of Terry Street from its existing northern end up to Clear Lake Road. The project design should coordinate with the Terry Street extension project to ensure the alignments of the street and wastewater mainline match and there are no design conflicts between the two projects.

Additionally, the segment of Clear Lake Road that will be impacted by this project is due for repaving by Lane County. The wastewater project design should coordinate to accommodate the County’s schedule pending future City direction.

Design Consideration – Jurisdictional Considerations

The consultant should be aware that the land served by this project is within the City of Eugene’s Urban Growth Boundary but is not necessarily within the city limits. In parallel to the consultant’s design work, the City of Eugene will be pursuing annexation of the Right-of- Way impacted by this project. Also, the City of Eugene will be pursuing a jurisdictional transfer from Lane County to City of Eugene for the segment of Clear Lake Road that will be impacted by this project. All design decisions should consider the requirements of the governing bodies post-transfer rather than the current governing bodies.

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

• Consultant shall coordinate with City staff as necessary and revise draft deliverables to incorporate draft review comments.

• Unless otherwise specified or agreed upon in writing, the Consultant shall incorporate comments within 10 business days from receipt and return the revised deliverables to City staff.

D. TASKS, DELIVERABLES and SCHEDULE

1. Project Management

The consultant’s project management responsibilities include:

• Coordinating tasks with the City and within the consulting team. This shall include (but is not limited to) regular communication and periodic meetings (kickoff meeting, regular status meetings, and plan review meetings).

• Develop, monitor and manage a detailed project schedule. This schedule shall show the work broken down into logical, separate activities and delivery dates with tasks linked as appropriate to identify critical paths. Update the schedule and communicate progress to the City on a monthly basis.

• Monitor and manage project budgets for design and construction.

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• Prepare progress billings in a format approved by the City. Invoices shall be submitted once monthly and include a brief progress report.

• Document key discussions and decisions.

2. Site Assessment and Topographic Survey

The City will provide any topographic survey needed for successful project design. The consultant should do a thorough site assessment, compare field conditions to available survey data, and communicate with the City if any additional survey is required.

3. Wetland Analysis

The City is responsible for conducting a wetland determination and a wetland delineation of any identified wetlands within the project limits. The City will submit the wetland delineation to DSL for concurrence and share the wetland report with the consultant. The consultant is responsible for identifying any wetlands-related permits (see below) and any design restrictions and best practices that may apply to the project due to the presence of wetlands.

4. Permitting

The consultant is responsible for completing a thorough review of potentially applicable permits. This should include, but is not limited to, consultation with the City of Eugene Permit and Information Center. For work that impacts wetlands, a Joint Permit Application from the Oregon Department of State Lands, the Army Corps of Engineers, and the Oregon Department of Environmental Quality will be required

5. Coordination with Existing Utilities

The consultant is responsible for coordination with existing utilities that may be in conflict with project design. This includes responding to plan review comments and communicating with both the City and the utility owner if there are conflicts.

6. Quality Control / Quality Assurance

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. Consultant shall include documentation of completed QC reviews in the QA/QC section of the Project files.

7. Project Deliverables

Deliverables provided at 30/60/90% shall include:

• A review plan set. This plan set shall be marked with a City-provided digital stamp indicating the plan’s draft status.

• A review set of special provisions

• A review construction estimate, by City-standard bid item

• A review construction schedule

• A draft design report, documenting key design decisions made to date

• Quality control documentation

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Final deliverables shall include:

• A final, stamped plan set

• A final, stamped set of special provisions

• A final construction estimate, by City-standard bid item

• A final construction schedule

• All necessary permits, approved unless approval is contingent upon providing contractor information

• A final design report detailing all key design decisions and information that the City may need for construction or maintenance of the proposed utilities

8. Construction Contract Advertisement Support

The consultant shall support the City during the advertisement period for the project’s construction contract by answering questions from contractors about the project and by providing plan and specification addenda as needed. Due to the time-sensitive nature of contract advertisement the consultant shall respond to contractor questions within 1 working day and shall provide necessary addenda within 3 working days.

9. Estimated Project Milestones

The schedule of performance of services needed under the prospective contract is approximately March 2026 to July 2027. The following table outlines estimated milestones based on a construction contract award date of early July 2027, assuming that all “contingent on funding” tasks are approved. This table is for informational purposes, and it is the consultant's responsibility to pace their work in order to meet the overall project schedule:

Milestone Ball in Court Date or Timeline

Estimated Notice-to-Proceed City March 2026

Pre-design site assessment and request additional topographic survey

Consultant March 2026

Wetland Delineation City Dec 2025-Feb 2026

Preliminary engineering, 30% PS&E, and a 30% design report

Consultant March-June 2026

30% review City 3 weeks, July 2026

Preliminary permitting strategy and geotechnical analysis

Consultant July 2026

60% design engineering, 60% PS&E, and an updated 60% design report

Consultant August-November 2026

60% review City 3 weeks, December

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Permitting submissions Consultant December 2026

90% design engineering, 90% PS&E, and an updated 90% design

Consultant January 2026-April

90% review City 3 weeks, May 2027

Final design, plans, and design report and preparation of bid documents

Consultant June 2027

Advertising construction contract City 3 weeks, July 2027

Contract execution City 3-4 weeks, August 2027

Begin construction City September 2027

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

• Signed Standard Proposal Form

• Written Proposal

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.

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 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 10-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.

1) Project Understanding and Approach…………………………………………..35 Points

• (15 points) Given the information provided with this RFP, describe your approach to carrying out the Scope of Work. Discuss key project elements, opportunities, and constraints.

• (10 points) Describe your approach to meeting the project milestone timeline.

• (10 points) Describe your approach to ensuring responsible use of public funds. How will you ensure that the project is designed for maximum end product quality while minimizing design and construction costs?

2) Project Management and Qualifications…..……………………………………..25 Points

• (5 points) Provide a brief overview of the primary firm’s qualifications, include number of employees, years in practice, and a brief statement of experience

• (5 points) 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.

• (5 points) 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.

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

• (5 points) Describe the specific methods, tools, and processes your firm uses to develop the estimate for services. How does your firm ensure that estimates for services are fair and reasonable to both the agency and your firm?

3) Staffing……………………………………………………………………………….10 Points

• Identify key individuals (i.e., project manager, primary design staff, lead permitting expert, etc.) from each firm 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) and clearly state consultant staff availability (i.e., percentage of time) for this project on individual resumes.

4) Project Samples and References………………………………………………...15 Points Provide at least two samples of comparable projects 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.

• Provide contact information for a reference check. Include contact name, title, phone number, company or entity name, and their relation to the sample project.

5) Local Familiarity…………………………………………………………………….15 Points

Describe your team’s familiarity and experience with working within the constraints of the state and local rules, design standards, and permitting that are applicable to this project.

6) Standard Proposal Form……..………………………………………Required/Not scored

7) Interviews (Optional)………………………………………………………………..25 Points The City reserves the right to conduct interviews with proposing teams.

1 – Project Understanding and Approach 35 Points 2 – Project Management and Qualifications 25 Points 3 – Staffing 10 Points 4 – Project Samples and References 15 Points 5 – Local Familiarity 15 Points 6 – Standard Proposal Form Not scored Written Proposal Total Possible Points 100 Points 7 – Interviews (Optional) 25 Points Total Possible Points if Interview are Held 125 Points

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The agent responsible for the solicitation may contact Proposers for clarification of Proposals;

however, no additions, deletions or substitutions may be…