Request for Proposals

Goodpasture Island Road Bridge Seismic Retrofits

Solicitation Number RFP No. 20262033 Due Date and Time:

Wednesday, March 25, 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 20262033

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 Goodpasture Island Road Bridge Seismic Retrofits for the City of Eugene will be accepted by the Purchasing Office until Wednesday, March 25, 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.

Project Description The purpose of the overall project is to perform bridge seismic retrofits to the Goodpasture Island Road over Delta Highway Bridge. A Type, Size & Location report (TS&L), dated May 2020, was prepared for the City under the federally funded Seismic Bridges (Eugene) project.

This current project is to implement the seismic retrofit recommendations from the TS&L report for this structure. This contract is to provide engineering services through permitting, final design, and construction bidding. Technical support during construction may be added to the contract by amendment if acceptable to both parties.

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: February 25, 2026

Michelle Hahn Purchasing Analyst City of Eugene mhahn@eugene-or.gov https://teams.microsoft.com/meet/23637207217863?p=dcx1Gra76Cd4glOGFQ https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov mailto:mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the Proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the Proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the Proposal. No erasures are permitted. The omission of any required information or forms may invalidate a Proposal.

1.3. Complete sets of RFP documents shall be used in preparing Proposals.

2.0 SUBMISSION

2.1 Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their Proposal prior to the closing time and date. Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered.

Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective Proposer may request that the City clarify any provision of the Solicitation Document. The City’s clarification to a Proposer, whether orally or in Writing, does not change the Solicitation Document and is not binding on the City unless the City amends the Solicitation Document by Addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-048- 0240(1), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

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

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

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

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

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

4.0 SOLICITATION PROTESTS

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

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

5.0 OR EQUAL

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

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

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

6.0 ADDENDA AND INTERPRETATIONS

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

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

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

7.0 NONDISCRIMINATION

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

8.0 PREPARATION OF PROPOSALS

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

9.0 EMPLOYEES NOT TO BENEFIT

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

10.0 CITY FURNISHED PROPERTY

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

RFP.

11.0 RESERVED RIGHTS

The City reserves the right:

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

11.2 To reject for good cause any or all Proposals upon the City’s written finding that it is in the public interest to do so.

11.3 To reject 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.

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12.0 CONSIDERATION OF PROPOSALS

12.1 Proposals will be opened publicly by the City of Eugene Purchasing Office in a

Microsoft Teams meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

12.2 The City intends to award a contract to the responsible Proposer submitting the most advantageous Proposal, based on evaluation factors contained in the Proposal, provided the Proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

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

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

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

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

Rule 137-048-0240(2).

13.0 CONTRACT AWARD

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

14.0 PUBLIC RECORDS

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

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

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

The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

1.1 Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible.

In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.2 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.2.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.2.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.2.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.2.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.2.5 No point of purchase material or promotional literature.

1.3 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.4 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

2.1 In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.1.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

http://www.eugene-or.gov/sustainpurch

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2.1.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract 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 an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ............................................................... February 25, 2026

Last date to request solicitation clarification or change……...March 17, 2026, by 4:00 PM

Last date to protest solicitation…………………...……...…….March 18, 2026, by 4:00 PM

Proposals due no later than………...……....…...............…March 25, 2026, at 2:30 PM

Notice of Intent to Award……………………………..…………anticipated by April 15, 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

A. PROJECT DESCRIPTION and OVERVIEW of SERVICES

Agency is contracting with Consultant for services in connection with the following project (the “project”): Goodpasture Island Road Bridge Seismic Retrofits (Eugene) and services include; providing technical consultation and expertise in formal qualification-based procurement documents, evaluation of the Bridge Consultant and reviewing the selected Bridge Consultant’s deliverables.

Background of Project

The purpose of the overall project is to perform bridge seismic retrofits to the Goodpasture Island Road over Delta Highway bridge. A Type, Size & Location report (TS&L), dated June 2020, was prepared for the City under the federally funded Seismic Bridges (Eugene) project.

This current project is to implement the seismic retrofit recommendations from the TS&L report for this structure. This contract is to provide engineering services through permitting, final design, and construction bidding. This contract includes bidding support but does not include the construction phase (post-construction contract award). Technical support during construction may be added to the contract by amendment if acceptable to both parties.

The final Plans, Specifications, and Estimate (PS&E) package for the Work is due by June 25, 2027.

The project includes providing technical review and recommendations for permitting, engineering and construction contract administration for the bridge seismic retrofits generally described as:

• Bridge #09359 Goodpasture Island Road over Delta Highway Bridge.

• The existing structure was built in 1964. It is a 4-span bridge that is 228 feet long and 39 feet 8 1/2 inches wide with 28.1 degrees of skew. End bents are supported on 5-foot, 6-inch-wide spread footings abutments with backwalls and an existing beam seat width of 2 feet. Interior bents are supported by 3-foot-wide drop cross beams, which are supported by two 3-foot-diametere reinforced concrete columns. The columns are supported on 8-foot, 6-inch square spread footings that are two feet thick.

• Retrofits will be for Phase I and Phase II retrofits, pursuant to the Type, Size & Location (TS&L) report dated June 2020.

General Expectation Consultant commits to providing services (and oversee and direct the design of the project, if necessary) to obtain the greatest long-term value for the government, and to promote prudent expenditure of public funds within the constraints of the project, program, context, budget and cost-effective sustainability principles. Consultant shall: (i) avoid directing expenditures for aesthetic effect which are disproportionate to the project as a whole; (ii) use recycled/recyclable products to the maximum extent economically feasible in the performance of this Contract, and

(iii) apprise Agency throughout the project concerning any issues or decisions with potential economic impact to the project.

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Agency Responsibilities Agency will provide the following to all proposing consultants:

• Type, Size & Location (TS&L) report for Bridge #09359 Goodpasture Island Road over Delta Highway Bridge prepared as part of the Seismic Bridges (Eugene) project. In addition to standard TS&L elements, the exhibits for this report include TS&L Plan Set, preliminary retrofit cost estimate, construction time estimate, and as-built plans.(See Attachment A)

• Provide a copy of the Geotechnical Report, dated March 2020. (See Attachment B)

Agency will provide the following to selected consultant prior to negotiations:

• Bridge preliminary engineering for structural deficiencies and proposed rehabilitation (strengthening) from TS&L preliminary engineering; including but not limited to models and calculations.

Acronyms and Definitions

Agency – City of Eugene MWESB – Minority, Women & Emerging

Small Businesses AASHTO – The American Association of State Highway and Transportation Officials NTE – Not to Exceed

APM – Agency’s Project Manager NTP – Notice to Proceed

BOC – Breakdown of Costs ODOT – Oregon Department of Transportation

CA/DSDC – Construction Administration/Design Services During Construction

OR – Owner’s Representative

CPFF – Cost Plus Fixed Fee OTC – Oregon Transportation Commission

DBE – Disadvantaged Business Enterprise PM – Consultant Project Manager EmX – Lane Transit District’s (LTD) bus rapid transit system PMT – Project Management Team

FHWA – Federal Highway Administration SOW – Statement of Work

FP – Fixed Price T&M – Time and Materials

TS&L – Type, Size, and Location

B. STANDARDS and SCOPE OF WORK

1. General Requirements

Agency:

• APM is the primary contact on behalf of Agency for this project. APM has the authority to review and accept, or to recommend acceptance of, all Consultant deliverables. APM may distribute deliverables to appropriate Agency personnel for review and approval.

• Agency has the overall authority in scope, schedule and budget of the project.

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• Agency will notify Consultant no less the seven (7) calendar days prior to all meetings for which dates are not already established in this SOW. Project management and review meetings will generally be held virtually via Zoom or Microsoft Teams, unless otherwise mutually agreed to be in person.

• Agency and/or Agency owner’s representative will review and comment on all deliverables.

Consultant:

• To the extent possible, all transmittals from Consultant to Agency must include as applicable the project name, Agency Project Number and the State Key Number.

• Consultant shall represent project and Agency in an appropriate and professional manner in public.

• Safety Equipment. Consultant shall provide and use all safety equipment including (but not limited to) hard hats, safety vests and clothing if required by State and Federal regulations and Agency policies and procedures for the services under the contract.

• Follow health safety guidelines established by the Agency; or their own organization if the requirements are more prescriptive.

2. Standards

This is federally funded (FHWA) project with ODOT oversight. All work shall be in accordance with the ODOT bridge program in order to meet federal financial participation in the project.

Consultant shall perform all the work described on each task of this SOW according to the latest versions of the following Standards and Specifications:

• ODOT Bridge Design Manual (BDM)

• ODOT Geotechnical Design Manual (GDM)

• ODOT Standard Specifications & Boilerplate Special Provisions

• FHWA-HRT-06-032 ~ Seismic Retrofitting Manual for Highway Structures: Part 1 –

Bridges

• AASHTO Guide Specifications for LRFD Seismic Bridge Design

• AASHTO LRFD Bridge Design Specifications

• AASHTO Manual for Bridge Evaluation

• AWS Structural Welding Code - Steel (AWS D1.1/D1.1M)

• AWS Structural Welding Code - Reinforcing Steel (AWS D1.4/D1.4M)

• AASHTO/AWS Bridge Welding Code (AWS D1.5M/D1.5)

• American Concrete Institute Code Requirements for Environmental

• Engineering Concrete Structures (ACI 350)

Consultant team shall provide a consultant project manager and key staff, including the professional engineers stamping engineering documents prepared under this contract, who have experience using the standards listed above in the preparation of plans and specifications for Phase 2 (full) seismic strengthening of highway bridges, environmental, and constructability.

Additional key members may include geotechnical engineering, surveying, utilities, traffic engineering and others identified by consultant team.

3. Software & Format Requirements

• Consultant shall submit draft deliverables in electronic format via email (and hard copy if requested).

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• Each draft and final text-based or spreadsheet-based deliverable must be provided in MS Office file formats (i.e., MS Word, Excel, etc.) and must be fully compatible with version used by Agency (Microsoft Windows 11).

• Additional format requirements may be listed with specific tasks/deliverables throughout the SOW.

Consultant’s software shall produce deliverables that are fully compatible, readable and useable by Agency software, requiring no modification or translation of Consultant’s deliverables. No loss of data integrity or accuracy shall result from any transfer of data. Compressed data shall be in a "self-expanding executable" format.

4. Professional Licenses, Registrations and Qualifications

• Consultant must be duly licensed where required by law to perform the services, or must be under the "responsible charge" (as that term is defined under ORS Chapter 672) of a person so licensed, as required by the applicable Oregon Revised Statutes and Oregon Administrative Rules, and other applicable laws (or must be otherwise exempt from any licensing requirements applicable to the services being performed).

• Agency may require Consultant’s personnel to demonstrate a competency in the particular area/discipline to which they are assigned. This may include, but is not limited to, submitting license number, resume, and work samples from previously completed projects.

5. Design Criteria and Project Assumptions/Conditions

Consultant shall perform the work described on each task of this SOW according to Section 2 Standards and Scope of Work, and the following Design Criteria and Assumptions:

a) Assume the bridge importance as Standard, with an Anticipated Service Life of 16 – 50 years (ASL2).

b) Ignore the Live Load effects during the seismic analysis and do not include it in the Capacity/Demand calculations.

c) Use the following criteria of earthquake ground motions and minimum performance levels for the analysis:

i. Lower-Level Ground Motion o Earthquake: M9.0 Cascadia Subduction Zone Earthquake o Performance Level 2 (PL2) – Operational

ii. Upper-Level Ground Motion o Earthquake Return Period of 1,000 years.

o Performance Level 1 (PL1) – Life Safety

Seismic ground motion values for the M9.0 Cascadia Subduction Zone Earthquake will be based on the ODOT Cascadia Subduction Zone ARS software. For 1,000-year return earthquakes consultant shall use the seismic ground motion values based on the 2014 USGS Seismic Hazard Maps.

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d) Analyze the bridge structure for the Lower-Level Ground Motion by using the Method C

– Component Capacity / Demand Method (FHWA-HRT-06-032, Section 5.4).

e) Analyze the bridge structure for the Upper-Level Ground Motion by using the Method D2

– Structure Capacity / Demand (Pushover) Method (FHWA-HRT-06-032, Section 5.6).

f) Estimate the earthquake demands by using the Multimode Spectral Method.

g) Model each bridge with appropriate foundation springs at all piers and abutments.

h) Account for any previous bridge widenings and retrofits in the bridge modeling.

i) Perform the multimode spectral analysis and pushover analysis by using GTStrudl, MIDAS Civil, BrIM/SAP2000, or other compatible software.

j) Perform a Class II (“Line-by-Line”) design check of the structural analysis. The design check shall include but not limited to:

• Applicability of the Design Criteria

• Identification of Earthquake Resisting Elements (ERE) and Earthquake Resisting

Systems (ERS).

• Identification of the capacity-protected members

• Material and section properties calculations

• Computer structural modeling, including boundary conditions and foundations springs

• Seismic demand analysis

• Global and local member capacities calculations and C/D ratios

• Strengthening recommendations and associate construction costs estimates

k) Perform constructability review of work; specifically related construction access, utility coordination, and environmental constraints

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

• Consultant shall submit deliverables to APM, or designee, unless otherwise noted in specific tasks.

• Consultant shall make revisions to address Agency review comments and submit revised deliverable(s) to APM within 10 business days of receipt of Agency review comments, unless a different timeframe is specified for specific tasks or otherwise agreed to in writing by Agency.

D. PROJECT COOPERATION

Consultant shall only be responsible for those obligations and deliverables identified as being assigned to Consultant (or its subconsultants) in this contract and the statement of work. All work assigned to other entities, other than subconsultants, is not subject to this contract, but shall be the subject of separate Intergovernmental Agreements or contracts which will contain the obligations of those entities. Any tasks or deliverables assigned to a subconsultant shall be construed as being the responsibility of Consultant. Any Consultant tasks or deliverables which are contingent upon receiving information, resources, assistance, or cooperation in any way

RFP 20262033 Goodpasture Island Road Bridge Seismic Retrofits Page 14 of 76 from another entity (other than subconsultants) as described in this statement of work shall be subject to the following guidelines:

a) At the first indication of non-cooperation, Consultant shall provide written notice to Agency’s Contract Administrator of the specific acts or inaction indicating non-cooperation and of any deliverables that may be delayed due to such lack of cooperation by other entities referenced in the statement of work.

b) Agency’s Contract Administrator shall contact the non-cooperative entity/s to discuss the matter and attempt to correct the problem and expedite items determined to be delaying Consultant/project.

If Consultant has followed the notification process described in section “a”, and delinquency or delay of any deliverable is found to be a result of the failure of other referenced entities to provide information, resources, assistance, or cooperation, as described in the statement of work, Consultant will not be found in breach or default with respect to delinquencies beyond any reasonable control of Consultant; nor shall Consultant be assessed or liable for any damages arising as a result of such delinquencies. Neither shall Agency be responsible or liable for any damages to Consultant as the result of such non-cooperation by other entities. Agency’s Contract Administrator will negotiate with Consultant in the best interest of the government and may revise the delivery schedule to allow for delinquencies beyond any reasonable control of Consultant. Revised delivery dates beyond the expiration date require an amendment to the Contract.

E. TASKS AND DELIVERABLES

Task 1 General Project Administration

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

Consultant will perform the following:

• Prepare monthly progress reports.

• Prepare progress billings in a format approved by Agency. Invoices will be submitted once monthly.

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

• Document key discussions and decisions.

Assumptions:

• Project duration is assumed to be 15 months from NTP.

• This contract includes bidding support and includes the construction phase (post-construction contract award) as contingency items.

Deliverables:

• Monthly invoice with progress report

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

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Task 1.2 Quality Assurance / Quality Control

Perform quality control (QC) reviews of all deliverables prior to submittal and ensure conformance with applicable design standards, and that prior review comments have been incorporated into the design. Consultant shall include documentation of completed QC reviews in the QA/QC section of the project files.

Task 1.2 Deliverables:

• Provide QC checklists and QC certification/sign-off page with each deliverable.

Task 1.3 Meetings.

The Consultant shall schedule the meeting, prepare the agenda, and attend the meeting as described below. Prepare and distribute the agenda for the meeting at least 2 business days prior to meeting date (unless another timeframe is approved by the Agency). Record, prepare and distribute meeting minutes (including action items and record of any decisions) of the meeting within 5 business days of the meeting.

Task 1.3.1 Project Kickoff Meeting

The project kick-off meeting must include two Consultant Project Team members; PM, Seismic Lead, Environmental Lead, and Railroad Coordinator. The meeting will be approximately 2 hours in duration (via MS Teams or Zoom). Schedule the project Kick-off meeting within 14 calendar days of NTP.

Task 1.3.2 Rehabilitation Submittal Review Meeting

The submittal review meeting is for the bridge rehabilitation design submittal to go over Agency comments and Consultant response. Meeting may include up to three Consultant Project Team members; PM and Bridge Lead. The meeting will be approximately 2 hours in duration (excluding travel time if held in-person). Schedule the review meeting within 5 business days of receiving Agency comments.

Task 1.3.3 Strengthening Submittal Review Meeting

The submittal review meeting is for the bridge strengthening design submittal to go over Agency comments and Consultant response. Meeting must include two Consultant Project Team members; PM and Bridge Lead. The meeting will be approximately 2 hours in duration (excluding travel time if held in person). Schedule the review meeting within 3 business days of receiving Agency comments.

Task 1.3 Deliverables:

• Meeting agenda due 2 days prior to the meeting;

• Meeting minutes (MS Word format) delivered to the Agency within five business days of the meeting

See Task 3 for separate utility coordination meetings; similar deliverables apply but scoped in separate task.

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Task 1.4 Design Schedule Prepare and submit an initial detailed project schedule compatible with Microsoft Project.

Project schedule must be used to track all major tasks, deliverables and milestones. Submit the initial project schedule within 14 business days of NTP.

Include a 30-calendar day period for coordination with each Utility, from date of the Utility Notice. See Task 4.1

Include 6 weeks for the Agency to receive authorization from ODOT/FHWA to advertise project to bid from submittal of advertising package.

Task 1.4 Deliverables:

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

Task 2 Environmental Services Perform necessary field and literature investigations to provide Agency environmental documentation and permits required for completion of the bridge strengthening work. Work includes technical assistance and services necessary to meet FHWA NEPA classification documentation requirements for NEPA Categorical Exclusion projects (“Class 2 Projects”). The following disciplines may be applicable to this project; actual documentation depends on the extent of work needed:

• Hazardous Materials

• ESA No Effect Memo

• Migratory Bird Protection

Task 2.1 Hazardous Materials Corridor Assessment Surveys

The purpose of this task is to facilitate Agency compliance with environmental regulations pertaining to site cleanup and waste management. The services to be provided shall include:

• Inspect bridge for lead-based paint and asbestos containing materials.

• Conduct site-specific bridge material investigations to determine if bridge materials are contaminated within the project corridor.

• Prepare contract bid documents for handling and disposal of contaminated materials.

Task 2.1.1 HazMat Bridge Inspection Survey

Consultant shall inspect bridge for lead-based paint and asbestos containing materials (ACMs). The Agency will provide electronic copies of bridge plans for inspection. The Consultant shall review the plans and collect samples of paint and suspected ACMs for laboratory analysis. The results of materials testing shall be presented in a Structure Survey report.

CONTINGENCY Task 2.1.2 Work Plan and Health and Safety Plan

Consultant shall prepare a Work Plan and Health and Safety Plan (HASP) describing how samples shall be collected for Task 2.2.3. The Work Plan shall describe sample collection methods, sampling equipment, equipment decontamination, and handling and shipment of samples. The HASP shall be completed in accordance with 29 CFR 1910.120, OAR 437-02-100 et seq. and all other state and Federal worker health and safety regulations that may be applicable for Task 2.2. The HASP should reflect the sampling and

RFP 20262033 Goodpasture Island Road Bridge Seismic Retrofits Page 17 of 76 characterization activities described in the Work Plan. The HASP should cover the activities of all Consultant, sub-consultant, and Agency employees. The HASP should include a traffic control plan, if needed.

Consultant shall submit the Work Plan/HASP to the Agency for review and comment. Task

2.2.3 shall not proceed until after the Consultant has received written authorization (e-mail) from the Agency.

CONTINGENCY Task 2.1.3 Sample Collection and Reporting

Consultant shall collect paint and coating samples from all painted surfaces on the.

Consultant shall collect at least two samples for each paint type observed. Consultant shall ensure all paint layers are included in the samples; do not separate paint layers into individual samples. As many as five paint samples from each bridge shall be collected for analysis. Consultant shall provide flagging and traffic control as needed to complete sample collection.

The samples shall be shipped to an Oregon accredited laboratory for analysis. The samples shall be analyzed for the following:

• Total lead, cadmium, chromium; and,

• PCBs according to Method 8082

Consultant shall submit samples using a chain of custody form and request a turn-around time of five (5) business days. Consultant shall be responsible for shipping samples under chain-of-custody procedures, such that the samples arrive at the laboratory undamaged.

Consultant shall inspect bridges for ACMs and collect samples of all suspected ACMs that will be disturbed during construction. The Consultant shall use an asbestos inspector accredited under the Asbestos Hazards Emergency Response Act (AHERA) to perform the inspection and sampling. The asbestos survey must include compiling a homogeneous materials list, collecting bulk samples of suspected ACMs, and analysis by polarized light microscopy (PLM). Consultant shall collect bulk samples in general accordance with AHERA protocols and submit samples to a NVLAP certified laboratory for analysis, requesting a turn-around time of five (5) business days. Consultant shall collect as many as four samples per bridge for asbestos analysis.

The results of the materials testing described above shall be presented in a Structure Survey report. The report shall discuss sample methods, laboratory analytical results, and provide recommendations for materials handling. The report shall include a map showing sample locations, photographs of materials sampled, data tables summarizing laboratory results, laboratory reports and chain-of-custody forms.

Task 2.1 Deliverables:

• Draft Work Plan/HASP to the Agency within four weeks following NTP.

• Final Work Plan/HASP within one week following receipt of Agency comments.

• Draft Structure Survey report to the Agency within eight weeks following NTP.

• Final Structure Survey report within one week following receipt of Agency comments.

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Task 2.2 Environmental Permitting

Task 2.2.1 Coordination, Accumulation, and Review of Information

Consultant shall obtain and review existing environmental information related to the project site. Consultant shall coordinate and communicate with Consultant’s subconsultants, and Agency to begin environmental tasks, verify schedule, and estimate impacts of proposed alternatives. Consultant shall verify that assumptions made in this SOW are valid and shall investigate any data gaps.

Consultant shall provide a report listing review results, progress of environmental tasks, and estimated project impacts a minimum of 4 weeks prior to Advance Plan submittal.

Consultant shall identify any data gaps and recommend a proper course of action.

Task 2.2.2 ESA No Effect Memo

Consultant shall complete the appropriate biological resources tasks presented below based on the Design Acceptance Plans. General biological work shall be executed by a qualified biologist who meets the following minimum qualifications: 3 full years of environmental analysis or resource project management experience and a bachelor’s degree that included 30-quarter or 20-semester hours in biology, environmental science, natural science, or closely related field. An individual who makes determinations of effect under the Endangered Species Act (“ESA”) and prepares ESA documentation must also be an ESA qualified biologist as per ODOT Technical Services Bulletin GE14-03(B) or most current (http://www.oregon.gov/ODOT/Engineering/Doc_TechnicalGuidance/GE14- 03b.pdf).

When the Agency determines or approves Consultant’s determination that a proposed action will not affect state or federal ESA listed or proposed species or critical habitat, a No Effects Memorandum (“NE Memo”) is prepared to document compliance with the state and federal ESAs. The NE Memo must be completed by an ESA qualified biologist as described above.

Consultant shall:

• Use a qualified ESA biologist(s) to conduct 1 field survey of the area of project impact (“API”) at the appropriate time for each ESA listed plant, fish and wildlife species with the potential to be present in the API and their potential suitable habitats following standard/appropriate field survey techniques. [If a species is being covered under an ESA document other than the NE Memo, edit above list accordingly.

• Conduct Oregon Department of Agriculture (“ODA”), Oregon Department of Fish and Wildlife (“ODFW”), National Marine Fisheries Service (“NMFS”), and U.S. Fish and Wildlife Service (“USFWS”) database searches to acquire ESA information for the project area.

• Contact the Agency and/or Oregon Biodiversity Information Center (“ORBIC”) to obtain data regarding listed threatened and endangered species as well as those proposed for listing under the federal and state ESA that may occur within the API.

Consultant shall determine if Federally listed species and their habitat will be affected by the project.

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• Communicate with local ODA, ODFW, NMFS and USFWS staff via phone or email to acquire additional specific ESA information and migratory bird presence or absence for the project area.

• Make ESA effects determinations following the analysis of gathered ESA information. If a determination is No Effect for at least one listed or proposed species, obtain Agency concurrence on the No Effects determination.

• Coordinate with design staff, Agency and APM to develop appropriate measures (i.e., construction special provisions) to avoid impacting listed species and migratory birds proposed for coverage in the NE Memo if avoidance measures are necessary to obtain the No Effect determination.

• Prepare draft NE Memo for the project area using the most recent Agency provided form; provide to Agency and APM for review and comment.

• Prepare final NE Memo for Agency acceptance.

• [If it is later determined by…