267049 RFP.pdf

Community Services Department

Parks and Recreation Division

Natural Resources

Restoration and Management

RFP NUMBER: 267049

CLOSING DATE: June 19, 2026 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 267049

Parks & Recreation Division

Natural Resources Restoration and Management

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals from qualified firms to provide services in support of a range of natural resources restoration and management projects on a continuing basis.

Each category of service is described in more detail in Section 2: Scope of Requested Services.

Proposers may propose on all categories or on individual categories by completing the appropriate sections in Exhibit A. The City intends to award this contract to multiple firms.

Proposals will be received until, but not after 4:00 PM (local time), June 19, 2026.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or (267) 225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

Prospective proposers may obtain these solicitation documents by registering on the OregonBuys website and downloading them. Proposers shall consult the OregonBuys system regularly until closing date and time to avoid missing any notices. To register on OregonBuys go to https://oregonbuys.gov. The City shall advertise all Addenda on OregonBuys. Prospective proposers are solely responsible for checking OregonBuys to determine whether or not any

Addenda have been issued. RFP documents will not be mailed to prospective proposers.

https://bidlocker.us/a/salem_or/BidLocker mailto:help@equityhub.us https://bidlocker.us/files/Vendor%20Guide%20-%20Bid%20Locker%20Base.pdf https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/ https://oregonbuys.gov/bso/view/login/login.xhtml

Page 2 Request for Proposal

Any objections to or comments upon the RFP specifications must be submitted in writing to the office of the Contracts and Procurement Manager, by email sself@cityofsalem.net.

They must be received no later than June 10, 2026 at 5:00 PM (local time).

Proposals received will be held confidential until a recommendation for award has been approved by the Department Director. Thereafter, all Proposals will be available for public inspection by submitting a Public Records Request through the City Recorders Office Public Records Request |

Salem, Oregon (cityofsalem.net).

The City will be the sole judge in determining award of Agreement and reserves the right to reject all Proposals.

Human Rights: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The City’s complete Title

VI Plan may be viewed at Equity & Accessibility | Salem, Oregon (cityofsalem.net). Proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules, and regulations if awarded an agreement by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding or negotiation made by the successful proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful proposer of the successful proposer’s obligations under this Agreement and the Salem Revised Code Chapter

97, Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.

The City is an Equal Employment Opportunity employer.

Questions regarding the City’s RFP process may be addressed to Shawna Self, CPPB, Contracts and Procurement Manager, who may be reached at (503) 588-6445 or by email at sself@cityofsalem.net during City business hours.

The City operates and maintains Americans with Disabilities Act compliant facilities.

Reasonable accommodations are available upon request.

Shawna Self, CPPB, Manager

Contracts and Procurement

FIRST DATE OF SOLICITATION: May 27, 2026

REQUEST FOR PROPOSAL NUMBER: 267049

REQUEST FOR PROPOSAL CLOSING: June 19, 2026 at 4:00 PM (Local Time) mailto:sself@cityofsalem.net https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/equity-accessibility

Page 3 Request for Proposal

RFP # 267049

Parks & Recreation Division

The City of Salem (“City”) is a municipal corporation serving a community with a population of approximately 177,600. It is the capital of the State of Oregon and the county seat of Marion

County. The City has a Council-Manager form of government with an elected mayor and council.

The City has approximately 1,300 employees and nine operating departments (listed below).

City Manager Legal

Community Services Community Planning and Development

Enterprise Services Police

Fire Public Works

Finance

SECTION 1: BACKGROUND

The City of Salem has 90 parks and a total of 2,334 acres of park land. Parks in Salem range from the smallest neighborhood park, Gracemont Park (0.34 acres), to the expansive natural landscape of Minto-Brown Island Park. The City also has nearly 90 miles of streams. Significant natural features, such as rivers, streams, wetlands, steep hillsides, environmentally sensitive areas, rare or endangered species, heritage trees, tree groves, forested areas, and wildlife habitat within city owned or managed properties require careful planning and extensive management. Restoration and ongoing maintenance are essential activities in these areas to ensure continued protection of sensitive resources and ecosystem functions, as well as access and safety. The Public Works

Department seeks outside support for implementation of natural resources restoration and management projects.

SECTION 2: SCOPE OF REQUESTED SERVICES

The City invites proposals from qualified firms to provide services on a continuing basis for the following scope of services:

The successful proposer(s) shall provide natural resources restoration and management services for projects planned and designed by the City of Salem. The primary City client will be the Parks and Recreation Division. Services may also be provided to other City departments.

Services that may be requested through this contract include, but are not limited to, manual and mechanical site preparation and maintenance, planting and seeding, forest stand management, wildlife and pollinator habitat enhancements and maintenance, and additional project-related support. Some work areas may have limited access due to resource conservation needs. It is expected that all work conducted under this contract will be executed in accordance with the City’s

Sensitive Area Management Plan and Natural Area Management Plans, and result in a minimal amount of ground disturbance.

Page 4 Request for Proposal

Successful proposer using pesticides as part of their work on City projects shall adhere to the City’s

Integrated Pest Management (IPM) standards and requirements. The City prioritizes IPM strategies for invasive species management, concentrating efforts on establishment of healthy native plant communities that are resistant to encroachment by invasive species in combination with strategic cutting and treatment of invasives, as needed. When pesticides are to be used on a project, the City’s project manager will specify the formulation to apply. Application rates shall be in accordance with the label requirements and guidance from the City’s project manager.

Successful proposer shall submit pesticide application records at the time of treatment and invoicing anytime pesticides are used.

Licensing Requirements: Pesticide-related tasks require successful proposer to maintain and provide copies of appropriate licensing from the Oregon Department of Agriculture for the duration of the contract (i.e. Commercial Applicator, Commercial Operator, or Commercial

Consultant License). Additionally, successful proposer shall maintain and provide proof of appropriate labor contractor licenses from the State of Oregon Bureau of Labor & Industries (i.e., Farm and Forest Labor Contractor, Construction Labor Contractor, etc.) as applicable to contracted services, and successful proposers providing services requiring watercraft shall hold an Oregon

State Marine Board Boaters Education Card.

A. Category 1: Manual Site Preparation and Maintenance

Manual site preparation and maintenance includes tasks such as pulling, cutting, digging, application of City-approved herbicide via manual methods (e.g., backpack spray, hack and squirt, or cut stump), and pruning or general plant maintenance at sites that are being restored, that have been planted with native vegetation, or that are being managed to help prevent infestations that may negatively affect public infrastructure. Site preparation (“Site Prep”) generally applies to sites that have not yet been planted or maintained and may be completely open or may have some existing native vegetation. Maintenance generally applies to sites that have already been planted and will require avoiding damage to planted materials. Successful proposer is responsible for recognizing and preventing damage to existing native vegetation and sensitive resources on project sites and adjacent areas.

B. Category 2: Planting and Seeding

Planting and seeding services include but are not limited to installation of bare root plants, containerized plants, plugs, bulbs, live pole cuttings, seed, and root fragments as well as associated tasks such as installing plant protection, harvesting plant material, applying mulch, and marking plants. Specific tasks that fall under this category include:

1) Seeding – spreading of seed on site by hand or hand crank spreaders using seed from approved vendors/sources and seed mixes and application rates approved by the City’s project manager.

2) Seed Harvest and/or Cleaning – collection of native seed from sites indicated/approved by the City following City-approved seed collection protocols. Successful proposer is responsible for correct identification, packaging, storage, and transport of target species.

This task may also include cleaning of seed utilizing techniques approved by the City’s project manager.

3) Herbaceous Plant Material Harvest – harvesting of herbaceous plant materials from sites

Page 5 Request for Proposal as indicated/approved by the City’s project manager. Successful proposer is responsible for correct identification of materials to harvest and use of techniques that will ensure propagules will survive the harvest and subsequent planting. This task may also include preparing the root fragments for planting.

4) Planting of Bare Root Plants – bare root plants shall be planted using techniques, arrangements, and densities indicated/approved by the City’s project manager. This task includes selection and preparation of appropriate planting spots within the planting area, transport of plant materials to the planting area, protection of plant materials on the project site, and inspection of plants/bags upon pickup to verify plants are in good health. It may also include marking planted individuals using flagging tape.

5) Planting of Container Plants – container plants shall be planted using techniques, arrangements, and densities indicated/approved by the City’s project manager. This task includes selection and preparation of appropriate planting spots within the planting area, transport of plant materials to the planting area, protection of plant materials on the project site, and inspection of container plants upon pickup to verify plants are in good health. It may also include marking planted individuals using flagging tape.

6) Planting Plugs, Bulbs, or Root Fragments – herbaceous plugs shall be planted using picks, dribble sticks, hand trowels, or bare-root planting shovels at the planting density defined by the City’s project manager at the time of the planting. Planting depth varies by species.

This task includes transport of plant material to the project site and may also include flagging of planting locations.

7) Harvest Pole Cuttings – harvesting of pole cuttings from sites as indicated/approved by the City’s project manager; requires correct identification of materials to harvest and use of techniques for harvest and storage that will ensure cuttings will be viable for planting.

Successful proposer shall harvest no more than one-third of a donor plant’s branches.

8) Plant Pole Cuttings – pole cuttings shall be planted in arrangements and at densities indicated/approved by the City’s project manager. City’s project manager will also indicate angle and depth at which pole cuttings shall be planted. This task includes selection and preparation of appropriate planting spots within the planting area, transport of pole cuttings to the planting area, protection of plant materials on the project site, and assessment of pole cutting condition prior to planting. It may also include identification of planted pole cuttings using flagging tape. Successful proposer shall be responsible for removing and replacing any cuttings that are broken, skinned during planting, planted upside down, and/or not planted to proper depth.

9) Auger Planting – use of a true auger with sealed chain case (i.e., not a chainsaw adapted auger that can leak oil) shall be required for this task. In general, this task consists of auguring a 4-inch diameter hole that is deep enough to plant the pole cuttings at a depth equal to two-thirds their total length, then filling the hole with multiple (3-5) pole cuttings that are each 18 to 48 inches long and approximately 1 inch in diameter. Using a rubber mallet, pound pole cuttings 2 to 3 inches into the soil at base of augured hole and then use loppers to flush cut the tops of any damaged pole cuttings. Carefully and thoroughly refill the remaining portion of the augured hole and step the soil down firmly to completely seal the planting hole.

10) Plant Protection Tubes – includes installation of protective tubes (such as Vexar tubes) around individual plants with appropriate stakes to protect newly planted vegetation from herbivory. Material selection and installation protocols shall be determined in coordination with the City’s project manager based on site needs.

Page 6 Request for Proposal

11) Wire Mesh Cages or Fence – installation of wire cages around individual plants or wire fence around clusters of plants may be needed in some areas for protecting newly planted vegetation from beavers. In some cases, mesh cages may also need to be installed around trunks of established trees to protect against beaver felling. This task typically includes use of 14-gauge wire mesh with 2x4 inch openings. For clusters of shrubs, a single, larger diameter fence may be used to encircle priority areas.

12) Other Planting Tasks – additional planting and seeding tasks not listed above will be contracted on an hourly basis. Such tasks may include, but are not limited to, application of mulch to planted areas, spreading of straw for erosion control, installation of irrigation, and application of abrasive paint (mixture of fine sand and latex paint) to the trunks of trees to deter beavers.

C. Category 3: Mechanical Site Preparation and Maintenance

Services in this category require the use of specialized heavy equipment to support restoration projects. Examples include mowing, haying, tilling, boom spraying, culvert removal, improving or decommissioning minor roads or trails, removing beaver dams, grading soil for site preparation, placement of large woody debris, and placement of boulders to control access.

All tasks in this category include the cost of necessary equipment and the equipment operator’s hourly rate. Successful proposer shall specify type of equipment they have available to accomplish each task in the Fee Proposal (Exhibit A).

Successful proposer is responsible for recognizing and preventing damage to existing native vegetation and sensitive resources on project sites and adjacent areas and shall cause minimal ground disturbance while implementing tasks. Tasks shall not be performed when ground conditions are such that the equipment would result in damage to the terrain or erosion. If ground disturbance cannot be avoided, appropriate and effective erosion prevention and sediment control

BMPs shall be implemented, as approved by the City’s project manager. All mechanized equipment and watercraft shall be thoroughly cleaned before and after moving into the project area to reduce the spread of invasive species and soil pathogens into the project area or other locations.

Specific tasks that fall under this category include:

1) Machine Broadcast or No-Till Drill Seed – application of native seed to a project site with a machine seed spreader or no till drills using seed from approved vendors/sources and seed mixes and application rates approved by the City’s project manager.

2) Boom Spray – application of an herbicide using a tractor, mule, ATV or other equipment in a volume sufficient to adequately cover all target vegetation at the site so that it is wet but not dripping. Herbicide, application rate, and surfactant are subject to approval by the

City’s project manager.

3) Flail or Mow – using a tractor, bobcat or other mowing equipment to field flail or mow target vegetation.

4) Loading, Hauling, or Herbicide Application with Watercraft – includes use of appropriate watercraft and experienced operator(s) to support treatment of aquatic invasive species and other restoration activities, such as transporting restoration crew members, supplies, herbicides, or City staff through or across waterways.

Page 7 Request for Proposal

5) Loading, Hauling, Grading, Ripping or Removal – includes project tasks that require use of appropriate mechanical equipment for collecting, hauling, or dumping restoration materials (e.g., rock, soil, debris and other wood materials), excavation and removal of debris (e.g., stumps, concrete, etc.), grading soil, placement of large rock boulders or large wood, and loading materials for disposal. Successful proposer shall provide equipment and experienced operator with proper licensing. Equipment needed for this task may include any of the following: dump truck, excavator, skid steer, bulldozer, tractor, or backhoe.

6) Other Mechanical Tasks – additional mechanical site prep and maintenance tasks not listed above, including, but not limited to, roadside brushing, field haying, field tilling and discing, and field mowing between planting rows or clusters of plants.

D. Category 4: Forest Stand Management

This category includes routine forest management activities such as tree falling and shearing, thinning, snag creation, and slash management required to support restoration projects. All tasks in this category include the cost of necessary equipment and the equipment operator’s hourly rate.

Successful proposer shall specify type of equipment they have available to accomplish this work in the Fee Proposal (Exhibit A).

Successful proposer is responsible for recognizing and preventing damage to existing native vegetation and sensitive resources on project sites and adjacent areas and shall cause minimal ground disturbance while implementing tasks. Tasks shall not be performed when ground conditions are such that the equipment would result in damage to the terrain or erosion. If ground disturbance cannot be avoided, appropriate and effective erosion prevention and sediment control

BMPs shall be implemented, as approved by the City’s project manager. All mechanized equipment shall be thoroughly cleaned before and after moving into the project area to reduce the spread of invasive species and soil pathogens into the project area or other locations.

Specific tasks that fall under this category include:

1) Directional Tree Falling – successful proposer shall provide qualified fallers to cut and fall trees marked or otherwise designated by the City’s project manager. Trees shall be fallen directionally to avoid damage to leave trees. This task may also include limbing and/or bucking of fallen trees, as specified by the City’s project manager.

2) Snag Creation – qualified tree climber(s) will mechanically cut and/or scar trees to create snags. Snag creation may involve topping, top girdling, removal of all or some branches, and/or creating wounds along the bole to promote cavity formation.

3) Mechanical Tree Cutting or Shearing – includes cutting of trees using a harvester or shearing trees with a mechanized tree shearer. Equipment will be able to cut/shear to ground level. This task may also require immediate treatment of cut stumps with an herbicide approved by the City’s project manager.

4) Tree and Shrub Mastication & Stump Grinding – a masticator/mulching attachment mounted on a skid steer, excavator, tractor, loader, or dozer, will be used to cut and chop or grind trees and shrubs to ground level, leaving particles as mulch on site. This task may also include the use of a stump grinder.

5) Loading and Moving Slash and Logs – utilizing appropriate equipment such as a skid steer

Page 8 Request for Proposal grapple, forwarder, or excavator, to move slash and logs from areas of tree removal and pile them at designated landings or into a dumpster, truck, or tractor trailer at the landing.

6) Tree and Brush Chipping with Portable Chipper or Tub Grinder – includes use of a portable chipper temporarily housed on-site to chip felled trees or to mulch slash. Task may require that chipper be capable of blowing chipped material directly into a dumpster or trailer for hauling away from the site.

7) Hauling Trees, Slash or Chips – successful proposer will provide a vehicle, such as a dump truck, self-loading log truck, or similar equipment, and licensed operator to transport logs, slash, and/or chips generated from forest stand management activities.

8) Fuels Assessment and Hazardous fuel reduction – including analysis of current fuels in relation to fire risk and desired ecosystem function and/or conducting fuels reduction utilizing techniques and machinery approved by the City’s project manager.

9) Other Forest Stand Management Tasks – additional forest management activities not listed above.

E. Category 5: Wildlife and Pollinator Habitat Enhancement Services

This category includes activities related to the creation and maintenance of wildlife habitat features, such as creating nest mounds for turtles or building nesting platforms for raptors. Tasks in this category may be require equipment or services listed in other categories.

Examples of tasks that would fall under this category include:

- Installation and/or maintenance of beaver pond levelers to control pond stage heights and flooding, while allowing beaver to continue to build their dams higher and inhabit the area.

- Partial breaching of beaver dams to allow water level to be managed while retaining some of the habitat benefits and ecosystem services of the beaver ponds.

- Installation and/or maintenance of beaver deceivers to prevent culvert clogging.

- Installation of beaver dam analogs.

- Installation of turtle basking structures, large wood, or nest mounds.

- Installation of nesting platforms, owl boxes, bat houses, or other structures designed to support avian and bat species.

- Placement of large rock boulders or large wood within streams to create fish habitat.

- Creation of pollinator habitat.

F. Category 6: Additional Project-related Support Services

Additional project-related support services include professional services in support of project work being done through this contract that are not listed in previous categories. This does not include time spent scheduling, supervising, or coordinating employees or subcontractors performing services covered in other categories, generating or submitting invoices, responding to RFP/RFQs, completing spray records, or any other activity associated with completing work tasks described in other categories.

Examples of project-related support services include, but are not limited to:

- Site visits that determine vegetation conditions, site readiness for work, advanced plant

Page 9 Request for Proposal identification, and knowledge of treatment options and techniques.

- Examination of treatment alternatives and monitoring/assessing effectiveness of treatments and need for additional work.

- Mapping invasive species, wildlife, or habitat areas on project sites.

- Use of drones to collect aerial images of project sites to monitor changes over time.

- Advanced site monitoring or assessment that includes advanced botanical knowledge, wildlife knowledge, and/or quantitative methods.

- Project-related photo monitoring, including establishing stations and associated logistics.

- Prescribed fire burn plans, operational strategies, and management.

- Forest planning, such as analysis of current fuels in relation to fire risk, forest investment analysis, and timber inventory or appraisal.

SECTION 3: PROPOSAL SUBMITTAL REQUIREMENTS

Organization of the Proposal

Proposers must organize and present their proposal materials in the same order as presented below, and include page numbers. Proposals received without following this format, or received after the deadline and stated place of delivery, may be rejected as non-responsive.

A. Cover Letter: A cover letter indicating the Proposer’s understanding of the requested services as specified in Section 2, Scope of Requested Services, including identification of the categories the Proposer intends to support and the Proposer’s approach to providing these services to meet the needs of the City. Signatory of this letter shall be authorized to contractually bind you to a contract with the City. Include company name, address, contact person, phone number, and email address. Indicate which categories your firm is proposing: Category 1: Manual Site Preparation and Maintenance; Category 2: Planting and Seeding; Category 3: Mechanical Site Preparation and Maintenance; Category 4:

Forest Stand Management; Category 5: Wildlife and Pollinator Habitat Enhancement

Services; or Category 6: Additional Project-related Support Services.

B. Organizational Structure and Approach to this Project: Brief summary of your organization, structure, and size. Specifically, include a brief description of your available in-house areas of expertise that pertain to the Scope of Requested Services. Indicate which of your staff will be assigned to this project. Indicate the amount and/or type of project support anticipated to be provided by various employees. Identify the level and nature of support anticipated from City staff. Describe your approach to the project.

C. Statement of Qualifications: Provide a statement of qualifications demonstrating your team’s technical expertise in the field of Natural Resources Restoration and

Management for the category or categories you are proposing, including examples of similar work projects conducted for local governments. Describe the number of years of experience that your company and staff have in performing / overseeing substantially the same level of work as that needed by the City. Include resume(s) with qualifications and

Page 10 Request for Proposal experience of key individuals who will provide services to the City in compliance with

Section 2, Scope of Requested Services.

D. Mobilization: Specifically address your firm’s year-round ability to mobilize with short notice to provide these services. Describe your ability to provide alternative, innovative, and cost-effective solutions.

E. Fee Proposal: Complete Exhibit A.

F. References: A list of clients with telephone numbers that may be contacted for three to five projects that are closely related to services described in Section 2: Scope of Requested

Services, which were performed within the last five years by your firm.

SECTION 4 PROPOSAL EVALUATION CRITERIA AND SELECTION PROCESS

4.1 Evaluation Criteria

Although cost of services is important, the City will not necessarily select the lowest cost proposal for the award. The City reserves the right to award a contract based on initial proposal submittals or, at the sole discretion of the City, to conduct interviews with any or all of the proposers. Any interviews shall be held for the purpose of clarity of proposals and will not be scored. However, the Proposal Selection Committee members may use the interview process as an opportunity to adjust their original proposal scores to reflect any additional understanding of proposals that they derived from the interviews. In addition to submitted proposal information, the City reserves the right to use any information that it is aware of, independent of the submitted proposals, in determining consideration of contract award.

The City will not pay for any costs incurred by proposer in responding to this RFP to include costs to the proposer to conduct interviews and presentations.

The evaluation criteria to be used for this RFP are summarized below:

A. Cover Letter (Pass/Fail). Failure to provide all the information requested in 3.A will result in a Fail. Your proposal would be considered non-responsive and would not be considered for further evaluation.

B. Organization Structure and Approach to this Project. 20 points out of 100 points may be awarded for Organization Structure and Approach to this Project.

Proposers will be evaluated on their approach to this Project. Proposers will also be evaluated on their ability to provide internal quality control. The City will also review and evaluate the level of anticipated involvement from various staff members, by name and/or title, and the roles each would be expected to serve in project completion.

C. Statement of Qualifications. 20 points out of 100 points may be awarded for

Page 11 Request for Proposal

Statement of Qualifications.

Proposers will be evaluated based on the training and experience of their employees. The City seeks proposals from technical experts in the field who have prepared similar work products for local governments. Qualifications and experiences of individual staff members are relevant only in cases where the staff is anticipated to be directly involved in this Project.

D. Mobilization. 15 points out of 100 points may be awarded for Mobilization.

The ability to mobilize year-round and in a timely fashion.

E. Fee Proposal. 30 points out of 100 points may be awarded for Fee Proposal.

The project proposals will be evaluated based on the unit prices, hourly rates, and mobilization costs reported in Exhibit A.

F. References. 15 points out of 100 points may be awarded for References.

Note: Additional references may be sought out by the evaluation committee to include, but not limited to, City staff and other governmental agencies.

Proposer must list at least three (3) references. References will be evaluated based on the similarity of work completed to the work required based on this RFP as well as the reference’s evaluation of the quality of the work performed. An outstanding recommendation for less relevant work products may not score as well as a positive recommendation on directly related work.

Evaluation Criteria Maximum Points

Cover letter Pass/Fail

Organization Structure and Approach to this Project 20

Statement of Qualifications 20

Mobilization 15

Fee Proposal 30

References 15

Total Maximum Points Possible 100

4.2 Selection Process

A RFP Selection Committee will be appointed by the City to evaluate and rank all qualifying proposals received by the closing date. If no acceptable arrangements can be made, negotiations with the next highest ranked proposer will occur.

The successful proposer will be required to complete an Agreement in the form of a

Services Agreement (sample included in Appendix A), which will incorporate this RFP and proposer’s response as a part of the Agreement.

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SECTION 5: INFORMATION AND INSTRUCTIONS TO PROPOSERS

This section contains administrative and procedural information and instructions for preparation and submittal of the proposal. Note: This RFP process offers several opportunities for prospective proposers to submit formal protests. Filing a protest with the

City requires submitting $500.00 with the formal written protest. Prospective proposers and proposers wishing to submit objections to or comments on RFP specifications of a non-protest nature, must submit them in writing to the office of the Contracts &

Procurement, by email sself@cityofsalem.net. They must be received no later than June

10, 2026, at 5:00 PM (local time). There is no fee for filing objections to or comments on

RFP specifications of this non-protest nature.

5.1 Anticipated Schedule (subject to change)

May 27, 2026 ................................................................................. Begin RFP Solicitation

June 10, 2026 at 5:00 PM (local time) ................................. Questions/Clarifications Due

June 19, 2026 at 4:00 PM (local time) .................................................. RFP Closing Date

July 2026 ................................................................ Notice of Intent to Award Agreement

August 2026 ........................................................... Agreement Award (Anticipated Date)

September 1, 2026 ................................................................................. Notice to Proceed

5.2 Qualification Requirements

Each proposer shall respond to the proposal requirements as presented in Section 3, Proposal Submittal Requirements, of this RFP. Proposals received without the required information may be rejected as being non-responsive.

The City shall have the right to disqualify any proposal as a result of the information gathered in its research.

5.3 Pre-Proposal Interpretation of RFP and Requested Changes

Technical questions relating to the requirement and scope of services of this RFP and/or the RFP process should be directed in writing to the Contracts and Procurement Manager, Contracts and Procurement, by email: sself@cityofsalem.net.

Any clarification or interpretation of the proposal documents will be made only by written notification. The City is not responsible for any explanation, clarification, or interpretation given in any manner except by written notification.

Any person who contemplates submitting a proposal in response to this RFP and who wishes to have the City consider a change in any part of this RFP shall submit to the

Contracts and Procurement Manager of the City of Salem a written request for a change or substitution no later than 5:00 PM (local time), June 10, 2026. The request shall include the proposed change and the reason for the change. Protest against award based on the scope of services or other content of this RFP will not be considered after this time.

Changes to this RFP document shall only be by written addenda.

A copy of any written clarification, interpretation and addendum will be posted on

OregonBuys.

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5.4 Protest of Solicitation Document and the Procurement Process

A prospective proposer may protest the procurement process or the solicitation document for an Agreement. A prospective proposer must deliver a written protest to the Contracts and Procurement Manager (email: sself@cityofsalem.net) no later than 5:00 PM (local time), June 10, 2026. The prospective proposers shall indicate the reasons for the disagreement through a written protest and shall include a statement of the desired changes to the procurement process or the solicitation document that the prospective proposer believes will remedy the conditions upon which the prospective proposer based its protest.

The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.5 Execution of the Proposal

The proposal shall be executed in the name of the proposer followed by the signature of the officer authorized to sign for the printed or typewritten designation of the office held.

If the proposal is made by a partnership, it shall be executed in the name of the partnership followed by the signature of an authorized partner.

If the proposal is made by a Limited Liability Company (LLC), it shall be executed in the name of the LLC followed by the signature of the authorized member(s) or manager(s) authorized to sign for the LLC and the printed or typewritten designation of the office held in the LLC.

If the proposal is made by a corporation, it shall be executed in the name of the corporation followed by the signature of the officer authorized to sign for the corporation and the printed or typewritten designation of the office they hold in the corporation.

If the proposal is made by a joint venture, it shall be executed by each participant of the joint venture.

5.6 Submission of Proposal

Proposals will be received until, but not after 4:00 PM (local time), June 19, 2026.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The

City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each

Proposal is instantly sealed and will only be visible to the City after the closing date and https://bidlocker.us/a/salem_or/BidLocker

Page 14 Request for Proposal time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or 267-225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

5.7 Response Date

Delivery in the manner stated herein and completeness of submittals as required by this

RFP shall be solely the responsibility of the proposer(s). Submission of proposals or additional information offered after the closing date and time shall not be accepted or considered.

5.8 Withdrawal of Proposal

Proposer(s) may withdraw their proposal, by written notice submitted on the proposer's letterhead, signed by the proposer's authorized representative, delivered to the Contracts and Procurement Office by email at contracts@cityofsalem.net. To be effective, the withdrawal must be received prior to closing date and time. The proposer shall mark a written request to withdraw its proposal as follows: “Proposal Withdrawal - RFP #267049.”

5.9 Notice to Proceed

The successful proposer(s) may be given ten (10) calendar days to execute the Agreement and return it to the City. Contractual work may not begin until the notice to proceed has been issued. The notice to proceed will be issued after execution of the Agreements by the

City. The notice to proceed will authorize commencement of the work based on the

Agreement.

5.10 Rights of City to Award or Reject Proposals

This RFP does not commit the City to award or enter into an Agreement. Under no circumstances will the City pay the costs incurred in the preparation of a response to this

RFP. The City reserves the right to:

• Accept or reject any or all proposals or any portion thereof received as a result of this

RFP.

• Negotiate with any proposer(s).

• Accept a proposal and subsequent offers for Agreement from other than the lowest cost proposed.

• Waive any immaterial defects and irregularities in proposals and to waive or modify any irregularities in proposals received, after prior notification to the proposer(s).

mailto:help@equityhub.us https://bidlocker.us/files/Vendor%20Guide%20-%20Bid%20Locker%20Base.pdf

Page 15 Request for Proposal

• In determining the most responsive proposer, take into consideration any or all information supplied by the proposer in the proposal and the City’s investigation into the experience of the proposer. In addition, the City may accept or reject proposals based on minor variations from the stated scope of services and when such action is deemed to be in the City’s best interest.

• Negotiate a final scope and price with the selected proposer that may differ in some respects from this RFP.

• To seek clarifications of each proposal.

• If proposer chooses to participate in negotiations, they may be asked to submit additional information, or other revisions to their proposal as may be required.

• Consider proposal modifications received at any time before the award is made, if such action is in the best interest of the City.

• To negotiate a final Agreement that is in the best interest of the City.

5.11 Contract Administrator

The Contract Administrator is Jennifer Kellar. All questions relating to the RFP process should be directed in writing to Shawna Self, CPPB, Contracts and Procurement Manager, by email to: sself@cityofsalem.net.

5.12 Economy of Proposal Preparation

Proposals should be prepared simply and economically, by providing a straightforward, concise description of the proposer’s capabilities related to specified elements units or services. Proposals should not include any information not specifically identified or specified as a required response.

5.13 Addenda

In the event that it becomes necessary to revise any part of this RFP, an addendum will be posted on OregonBuys. Prospective proposers are solely responsible for checking

OregonBuys to determine whether or not any addenda have been issued. The City is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by addenda. Addenda, if necessary, will be issued not later than five (5)

City business days prior to the RFP closing date. Addenda shall be signed by the same individual that signs the proposal and SHALL BE SUBMITTED with the proposal.

Proposals received without properly signed addenda may be considered non-responsive.

5.14 Protests of Addenda

A prospective proposer may submit a written protest to an addendum within forty-eight

(48) hours by the close of the City’s next business day after issuance of the addendum. The written protest shall (1) Sufficiently identify the addendum being protested; (2) Identify the specific grounds that demonstrate how the addenda is contrary to law, unnecessarily restrictive, legally flawed or improperly specifies a brand name; (3) Include evidence or supporting documentation that supports the grounds on which the protest is based; (4)

Identify the relief sought; and (5) Include a statement of the desired changes to the addendum that the prospective proposer believes will remedy the conditions upon which mailto:sself@cityofsalem.net

Page 16 Request for Proposal the prospective proposer based its protest. The City will not consider a protest to matters not added or modified by the protested addendum. Delivered to the Contracts and

Procurement Division, via email to contracts@cityofsalem.net.

The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.15 Acceptance of Proposal Content

The contents of the proposal of the successful proposer will become contractual obligations if acceptance action ensues. Failure of the successful proposer to accept these obligations in an Agreement may result in cancellation of the award.

5.16 Public Records and Confidentiality of Proposal

This RFP and one copy of each original response received, together with copies of all documents pertaining to the selection of the successful proposer and execution of a copy of the executed agreement, shall be kept for the City by the Contracts and Procurement

Office for a period of five (5) years and made a part of a file or record which shall be open to public inspection.

Public Records. By submitting a proposal, the proposer acknowledges that information submitted in response to this RFP is open to public inspection under the Oregon Public

Records Law, ORS 192.311 through 192.513. The proposer is responsible for becoming familiar with and understanding the provisions of the Public Records Law.

Note: Under no circumstances will any proposal information be disclosed by the

Contracts and Procurement Office prior to receiving a written recommendation to award from the Department Director.

5.17 Human Rights

It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by the Salem Revised Code

Chapter 97, Title VI of the Civil Rights Act of 1964 and other federal non-discrimination laws. The City’s complete Title VI Plan may be viewed at www.cityofsalem.net.

Successful proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules and regulations if awarded an

Agreement by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment:

In all solicitations either by competitive bidding or negotiation made by the successful proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful proposer of the successful proposer's obligations under this Agreement mailto:contracts@cityofsalem.net http://www.cityofsalem.net/

Page 17 Request for Proposal and the Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964 and other federal non-discrimination laws. (See Appendix B.)

5.18 Discrimination in Subcontracting Prohibited

Proposer agrees not to discriminate against disadvantaged business enterprise, a minority-owned business, a woman-owned business, a veteran-owned or an emerging small business certified under ORS 200.055 in awarding subcontracts as required by ORS 279A.110.

5.19 Notice of Intent to Award

All responsive and evaluated proposers to this RFP will be notified of the City’s intent to award an Agreement not less than seven (7) days prior to award. The City will issue a notice of intent to award based on the results of its evaluation process. The notice of intent to award will be posted on OregonBuys only.

5.20 Protest of Intent to Award

A proposer may protest the award of the Agreement or the intent to award such Agreement, whichever occurs first, if the proposer claims to have been adversely affected or aggrieved by the selection of a proposer. A proposer submitting a protest must claim that the protesting proposer is the highest ranked proposer because the proposals of all higher ranked proposers failed to meet the requirements of this RFP or because the highest ranked proposers otherwise are not qualified to perform the services described in this RFP. The proposer must deliver the written protest to the Contracts and Procurement Division to contracts@cityofsalem.net, within seven (7) days after issuance of the notice of intent to award the Agreement or if no notice of intent to award is issued, within forty-eight (48) hours after award. A proposer’s written protest shall specify the grounds for protest to be considered by the City pursuant to ORS 279B.410(2). The City Manager shall not consider a proposer’s award protest submitted after the above timeline. The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.21 Incurred Costs

Neither the City, nor its officers, agents, or employees are liable for any cost incurred by proposer(s) prior to issuance of an agreement, or purchase order.