5-26-3256 River Well 1 Renewal Project RFP 1WRWR.pdf

Request for Proposals

River Well #1 Renewal Project Project No. 1WRWR

Solicitation Number: 26-3256

Proposal Due: May 19, 2026, 3:00 PM Pacific Time

City of Bend 710 NW Wall Street, 2nd Floor

Bend, Oregon 97703 Attention: Chase Knight, Senior Procurement Analyst

CITY OF BEND

REQUEST FOR PROPOSALS

Introduction

The City of Bend requests proposals for engineering services to complete the design and implementation of improvements associated with the River Well #1 Renewal Project.

River Well #1 is one of the City of Bend’s longest-operating and highest-producing groundwater sources, constructed in 1972 and centrally located near the Deschutes River. The well provides critical system resiliency during peak summer demand and surface water outages. Recent investigations identified significant structural, geotechnical, and well integrity concerns, including approximately 3.5 inches of differential settlement, cracking of the existing wellhouse foundation, highly compressible subsurface soils, and multiple casing leaks between approximately 357 and 480 feet below ground surface.

Water quality evaluations documented elevated manganese concentrations at well startup, which decreased below Oregon Health Authority advisory thresholds following extended flushing. No evidence of surface water influence was observed, though intermittent total coliform detections at the pre-chlorination point emphasize the need for improved reliability and operational control.

An alternatives analysis concluded that the preferred improvement strategy is installation of a new 14-inch cement-sealed steel casing inside the existing 16-inch casing, combined with full wellhouse replacement and associated mechanical, electrical, and site improvements.

Detailed information regarding the services to be provided can be found in Exhibit A – SCOPE OF

WORK.

Issuing Officer

The Senior Procurement Analyst identified below is the issuing officer for this Request for Proposal (RFP) and the point of contact for the City for all process and contract questions as well as protests.

City of Bend Chase Knight, Senior Procurement Anaylst 710 NW Wall Street, 2nd Floor Bend, Oregon 97703

Phone: 541-388-5503 E-mail: cknight@bendoregon.gov

Submission for questions

Any questions including technical questions must be directed to the Issuing Officer and are encouraged to be submitted via the Portal by clicking on the Messages, Vendor Discussions tab of the desired solicitation. The City’s written response to Questions and/or Requests for Clarification will be posted on the Portal. City must receive requests for changes, in writing, a minimum of ten working days prior to the deadline for submitting a Proposal. Responses to questions received less than five business days prior to the deadline for submitting Proposals will be at the discretion of the City. Please contact the Issuing Officer for accessibility options.

Optional Pre-submittal Meeting

An optional pre-submittal meeting will be held at via TEAMs (City of Bend - River Well #1 Renewal

Project - Optional Pre-Submittal Meeting | Meeting-Join | Microsoft Teams) on May 5, 2026 at

02:00 p.m. Statements made by City representatives at the pre-proposal conference are not binding on the City unless confirmed in an addendum.

Submission Date and Location

The deadline for submitting Proposals is: May 19, 2026 at 03:00 p.m. One (1) copy shall be submitted in electronic form through the City of Bend eProcurement Portal (Portal). The City’s Portal can be found at (https://bendoregon.bonfirehub.com). If technical assistance is needed, please contact

Euna at 1-844-226-3862 (EUNA), email support.bonfire@eunasolutions.com or visit Euna’s help forum at (https://customer.eunasolutions.com/public/s/). Proposals received after the specified date and time will not be given further consideration. Proposer’s are encouraged to allow extra time to ensure proposals are uploaded by the deadline as this can be impacted by Proposer’s bandwidth speed. Please reference the section Submission for questions additional questions.

Proposals will be received online as instructed on the City Portal. Proposals may also be submitted to the City, via mail, or in person, by contacting the Issuing Officer no later than two (2) business days prior to Proposal due date to make arrangements ahead of time for an in-person submission.

Hard copies will not be accepted unless the Proposer has made arrangements ahead of time. If a hard copy of the Proposal is submitted without prior coordination with the Issuing Officer, the

Proposal will be returned (unopened) to the Proposer without consideration. No faxed or emailed submissions will be accepted.

Obtaining Solicitation Documents and Addenda

The solicitation documents are available for download on the Portal

(https://bendoregon.bonfirehub.com). In order to download and respond to posted solicitations, Proposers will need to register as a vendor by visiting: (https://bendoregon.bonfirehub.com). Once registered, follow the instructions to download the documents:

1) Log in to the Portal.

2) Under “Action” column of “Open Public Opportunities” page, click on “View Opportunity” next to Project.

3) Scroll down to “Supporting Documentation” section to download documents.

Only documents issued as Addenda by the City of Bend serve to change the RFP in any way. No other direction received by the Proposer, written or verbal, serves to change the RFP document. Note: If https://teams.microsoft.com/meet/279436184310759?p=UJYuhUW19kksmPXiKm https://teams.microsoft.com/meet/279436184310759?p=UJYuhUW19kksmPXiKm https://bendoregon.bonfirehub.com/ mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/ https://bendoregon.bonfirehub.com/ you intend to submit a Proposal, the Proposer should consult the Portal to assure that you have not missed any Addenda announcements.

Requests for Explanation or Clarification

Proposers shall promptly notify the City of any ambiguity, inconsistency, or error which they may discover upon examination of the Request for Proposal documents via the Portal. Any request for an explanation regarding the meaning or interpretation of requirements, contract document or other documents must be in writing via the Portal, with sufficient time for the City to reply before proposal due date. The City may choose not to provide an explanation. Explanations shall be made in the form of addenda and shall be furnished to persons who have registered as detailed above.

Oral explanations and comments shall not be binding.

Requests for Change of Requirements or Agreement Terms

Proposers shall promptly notify the City of any ambiguity, inconsistency, or error which they may discover upon examination of the Request for Proposal documents. Any request for an explanation regarding the meaning or interpretation of requirements, contract document or other documents must be in writing, with sufficient time for the City to reply before proposal due date. The City may choose not to provide an explanation. Explanations shall be made in the form of addenda and shall be furnished to persons who have registered as detailed above. Oral explanations and comments shall not be binding.

Any Proposer that believes a requirement or contract term is unnecessarily restrictive or limits competition may submit a protest setting out the language for which change is sought and indicating the document title, page and, Section of Subsection where the language is located. Please see Exhibit C- Professional Services Agreement. To be considered, the protest must include a detailed statement of the legal and factual grounds for the protest, a description of the resulting prejudice to the Proposer if the protest is not granted, and the proposed change. A Proposer who fails to submit a protest relating to contract terms at least 7 days before due date may not request different contract terms if awarded the contract.

Information Available to Proposers

The following documents are available for review at the Portal or by contacting the Issuing Officer.

• River Well #1 Technical Memorandum – November 2025

• River Well #1 Geotechnical Memo Update - November 2024

• River Well House #1 Condition Assessment Tech Memo - September 2023

• River Well #1 Operational Narrative

Protests

Protest regarding this solicitation must be submitted not less than 7 calendar days prior to closing, except that protests of an addendum are due 5 calendar days after the issuance of the addendum.

A request for a change to any portion of this Request for Proposals is considered a protest.

Protests of Notice of Intent to Award or the final Award must be in writing and made within 7 calendar days of the issuance of each respective notification. If a Proposer does not protest the Notice of Intent to Award, they will not be able to protest the Award. Protests shall be delivered to City of Bend, Procurement and Public Contracts Manager, 710 NW Wall Street, Bend, Oregon 97703.

Protest procedures are set forth in Oregon Administrative Rules (OAR) 137-048-0240. Protests shall be handled in accordance with applicable laws and rules.

Modification / Withdrawal

A Proposer may withdraw its Proposal, without prejudice, electronically through the Portal at (https://bendoregon.bonfirehub.com) prior to the Proposal closing date and time. The withdrawal of a Proposal does not prejudice the right of a Proposer to submit another Proposal within the time set for receipt of Proposals.

Responsiveness, Rejection/Cancellation

The City may, at its discretion, reject any Proposal that does not substantially comply with the requirements set forth in the RFP. The City may reject any Proposal not in compliance with all prescribed public proposal procedures and requirements, and may reject for good cause any or all Proposals or cancel the RFP at any time before execution of the contract by both parties if rejection or cancelation is deemed to be in the public interest as determined by the City.

If a Proposal is entirely or predominately labeled as “Proprietary”, the Proposal may in the sole discretion of the City, be deemed non-responsive. Unless the City, in its discretion, determines that a submitted Proposal is not in substantial compliance with RFP requirements, unintentionally incomplete, qualified, or omitted responses to Proposal sections will be dealt with as a matter of Proposal scoring as opposed to responsiveness.

The City may waive minor informalities and irregularities.

Duration of Proposals

Proposals must remain valid for at least 90 days. Proposals must be signed by an official authorized to bind the proposer.

Limitations on Future Work

Any firm providing services as part of the selected Consulting contract shall be precluded from providing construction services for the same Project.

Public Record and Property of the City

With the exception of Proposals that are withdrawn prior to the Proposal due date or Proposals submitted past the Proposal due date, all information submitted by a Proposer in response to this

RFP shall become the property of the City and will not be returned to the Proposer. All copies of properly-withdrawn or late Proposals will be returned to the Proposer unopened.

All documents received by the City are subject to public disclosure after the City selects a consultant.

Information deemed by the Proposer as exempt under Oregon’s public records law should be clearly marked by the proposer as “Proprietary”. Marked pages should be placed in a group separate from the remainder of the proposal. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. The City will attempt to maintain the confidentiality of materials clearly marked “Proprietary” to the extent allowable under Oregon public records law.

Incurring Costs

The City of Bend is not liable for any cost incurred by Proposers prior to issuance of a contract.

Proposers responding to this RFP do so at their own expense and the City will not reimburse any expense incurred by Proposers or any other party in the preparation or submission of a response to this RFP.

Business Inclusion and Diversity

Minority, Women Owned, Emerging Small and Veteran Owned businesses are encouraged to submit a proposal. Proposers are encouraged to involve participation of small, minority, women and veteran owned business enterprises. A Directory is available from the Certification Office for Business Inclusion and Diversity (COBID) web site at: http://www.oregon4biz.com/How-We-Can- Help/COBID/ , or by telephone, 503-986-0078.

Negotiations and Agreement

The City reserves the right to negotiate a final Agreement that is in the best interest of the City. At completion of the evaluation process, the City will notify Proposers of its intent to award a contract.

The City will attempt to reach final agreement, including a detailed scope, project schedule and fee schedule with the highest scoring Proposer. If it appears agreement cannot be reached, the City, in its sole discretion, may terminate negotiations and reject the Proposal. The City may then attempt to reach a final agreement with the second highest scoring Proposer. The negotiation process may continue in this manner through successive Proposers until an agreement is reached or the City terminates the contracting process.

Selection Process

The City reserves the right to select a consultant on the basis of the proposals or to conduct interviews with the highest qualified proposers following evaluation and scoring of the proposals, whichever is determined to best serve the needs of the City. The City reserves the right to seek clarifications of any or all proposals. Failure to respond in a timely manner to any such questions or requests may be grounds for elimination of the Proposer from further consideration.

The City may request additional information or make such independent investigations that, in the City’s sole discretion, it deems necessary or advisable to determine the responsiveness and http://www.oregon4biz.com/How-We-Can-Help/COBID/ http://www.oregon4biz.com/How-We-Can-Help/COBID/ responsibility of any Proposer. The City may obtain information from any legal source for clarification of any Proposal or for information regarding any Proposer. The City reserves the right to research and investigate references, including customers other than those listed in the Proposer’s submission.

Proposal Evaluation Criteria and Scoring

The evaluation will be based on the technical and administrative capabilities in relation to the needs of the project/task. The criteria listed below will be used to evaluate the proposers. If interviews are conducted, there will be an additional 200 points available.

Competitive Range; Proposal Ranking

The City will add together the points awarded to each Proposal during Round 1, rank all Proposals, and determine if Round 2 (Interviews) will be held. The City intends to include two or more Proposers in the Competitive Range for Round 2.

If a Competitive Range is established, the City retains the right to increase (or decrease) the Competitive Range if the City's evaluation of Proposals establishes a natural break in the scores of Proposers indicating a number of Proposers greater (or less) than the initial Competitive Range are closely competitive, or have a reasonable chance of being determined the highest scoring Proposer after the City's evaluation of Interviews.

At the conclusion of Round 2 (if held) or Round 1 (if Round 2 is not held), the City will calculate each Proposer’s total score by adding all points awarded and will rank all Proposers based on these scores.

The following criteria will be used in scoring the proposals:

• Project Understanding and Approach Max. Points: 400

Evaluate the consultant’s project understanding and approach to accomplish the objectives and tasks set forth in the scope of work. Consider methodologies proposed to accomplish the work, including the types of information or data required. Review the proposed schedule for compliance with stated milestone dates and/or suggested schedule enhancements or deviations.

• Project Team Max. Points: 300

Evaluate the proposed team’s qualifications, experience, skills, availability and commitment to perform the work. Evaluate the proposed team’s experience with similar drinking water well rehabilitation projects. Were proposed team members actively involved in many of the referenced projects? Consider firms senior level staff experience levels as this would relate to support staff assigned to the project.

Consider identified staff and the role and specialty skills are consistent with the project needs.

• Firm Experience and Quality of Service Max. Points: 300

Evaluate the firms overall experience and availability to perform the work. Evaluate the firm’s recent projects experience, specifically for this type of work, technologies, level of complexity, and comparable size with the proposed project. Consider the quality of the completed projects and the quality of service the firm provided on previous projects for the City of Bend.

• Interview Max. Points: 200

If an interview is held, the City will recalculate the entire proposal and add points for interview performance (200 points available, if held).

TOTAL SCORE __________

Proposal Contents

Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged.

1. Letter of transmittal. Include an introductory letter expressing interest in the project. The letter should include full name of firm, RFP contract person, email address, mailing address, and telephone number. The letter must be signed by person authorized to bind the firm.

2. Project Understanding and Approach

Provide a statement of project understanding, including project objectives, issues to be addressed and potential complications or conflicts.

Describe the proposed approach, solution concepts, and methodologies to performing the work to accomplish the project objectives and tasks listed in the scope of work. Describe how the approach will benefit the City and the implementation of this project. Using the provided project description and River Well #1 Technical Memorandum as a basis of understanding, provide recommendations and solutions to improve upon or confirm that the base concept and will meet the project objectives in the most effective way possible.

Include a complete project design schedule along with a discussion of scheduling considerations, including any deviations or enhancements. Project schedule shall identify duration and completion dates for all major milestones, including council dates and city review periods. Project schedule shall identify the project design critical path and expectations of City involvement and review.

3. Project Team. List the experience and qualifications of staff who will be working on the project. Describe the applicable skills and accomplishments of the project manager. Confirm availability and commitment of named key staff to the project. Provide relevant experience of key staff on similar drinking water well rehabilitation projects. If the project manager is not local, identify any local contact and describe how project management, coordination and communications with the City will be accomplished. Do not include persons who will not be working on the project.

Include resumes at the back of the proposal which reflect education, registrations and experience of key staff.

4. Related Experience. Provide project descriptions for up to three recent projects similar in nature to the proposed project, including completion dates, measures that indicate quality and successful project completion, and a client reference name and phone number. Indicate the involvement of proposed key staff on those or similar projects. Identify project experience with the 2021 Oregon Standard Specifications for Construction. Identify experience with complete project submittals for review including plans, specifications, estimate, and schedule. Indicate the team’s familiarity with the local area.

Provide any background information on the size, capability and location of the firm that may be beneficial.

5. Oregon Statutory Certifications. Upload a signed copy of the Oregon Statutory (ORS)

Certifications, Exhibit B as a separate document in the Portal. This document also includes addenda acknowledgement and additional company information.

6. Appendices

a. Resumes

Limitations:

• Sections 1-4 limited to a total of 15 pages of text, including the letter of transmittal.

• Section 5 no page limit. Include the Oregon Statutory Certification sheet and all necessary exceptions are included.

• Section 6 limited to a total of 4 pages.

• The limitation does not apply to covers or dividers unless they are used to convey project information. Any 11 X 17 pages will be counted as two pages. A two sided page counts as two pages.

• Pages beyond these page limitations will not be evaluated.

• The Proposer shall number the pages in consecutive order.

• Proposal text shall be legible. Arial typeface is preferred, but not required. Minimum font size of 11 point.

• The RFP name, Project Number, and Proposer shall be shown on the cover of Proposals.

EXHIBIT A

SCOPE OF WORK

Background

River Well #1 is one of the City of Bend’s most critical groundwater sources, originally constructed in 1972 and relied upon to provide peak-season capacity, redundancy, and operational flexibility within the City’s water system. Its central location near the Deschutes River enables the City to support multiple pressure zones during times of high demand or during surface water outages.

Because of its age and importance, the City initiated a comprehensive condition assessment and alternatives analysis to evaluate the long-term viability of the facility.

The River Well #1 Technical Memorandum (TM) documented a multi-disciplinary investigation involving structural engineering, geotechnical exploration, hydrogeologic assessment, downhole inspection, water quality characterization, and regulatory coordination. This work formed the technical foundation for understanding existing deficiencies and identifying feasible rehabilitation strategies. An overview of the River Well #1 Technical Memorandum is provided below.

The anticipated budget for this scope of work is approximately $525,000.

Structural & Geotechnical Evaluation

A structural condition assessment revealed significant and progressive foundation failure at the wellhouse, including approximately 3.5 inches of differential settlement, wellhouse wall and slab cracking, and uneven floor surfaces. Geotechnical borings confirmed the presence of undocumented fill, organic-rich material, and a thick layer of compressible volcanic tuff, indicating continued settlement is likely and that structural repair is not feasible. The TM concluded that full wellhouse replacement is required under all alternatives.

Well Integrity & Downhole Assessment

A detailed downhole video inspection and drift (plumbness/alignment) survey identified multiple casing leaks between approximately 357 and 480 feet below ground surface, with visually estimated leakage rates up to appx. 5 gpm at the deepest joint. These leaks correlate with welded joints on the original 16-inch steel casing and occur within intervals backfilled with drill cuttings and crushed rock from the original well construction. While these inflows do not indicate surface water intrusion, they represent degraded casing integrity and complicate long-term well performance. The drift survey confirmed the well remains within AWWA plumbness tolerances and is suitable for rehabilitation.

Approximately 30 feet of accumulated material was also observed at the bottom of the open-hole section, suggesting long-term sedimentation or formation sloughing. The TM recommended removal of this material during rehabilitation.

Water Quality Evaluation

The City conducted three rounds of water quality sampling, with testing at River Well #1, River Well #2, and downstream distribution system locations. Initial sampling identified elevated manganese, exceeding Oregon Health Authority (OHA) advisory levels for infants (300 µg/L).

However, extended flushing—approximately four hours—reduced manganese levels below the advisory threshold at all sampling points.

Additional findings included:

• Elevated iron at startup that declined with continued pumping.

• High turbidity for a groundwater source, likely due to inorganic colloidal material rather than surface water influence.

• Intermittent total coliform detections at the pre-chlorination point, controlled through existing chlorination practices.

No evidence was found that the well is under the influence of surface water.

Regulatory and Alternatives Development

The TM evaluated three primary rehabilitation options:

1. Installation of a removable 14-inch liner;

2. Installation of a cement-sealed 14-inch casing within the existing casing;

3. Drilling a new replacement well at the site.

After discussions with the Oregon Water Resources Department (OWRD) and Oregon Health Authority (OHA), the TM determined that installation of a new cement-sealed 14-inch casing provides the best balance of reliability, regulatory feasibility, cost, and long-term value, while avoiding the extensive permitting complications associated with constructing a new well.

The TM provided a comprehensive basis for moving forward with a full rehabilitation project. The preferred strategy—internal 14-inch re-casing with full wellhouse replacement—supports long-term reliability of a key municipal water supply asset, allows maintenance of the existing production capacity (appx. 1,930 gpm), and positions the City for future system resiliency.

Project Objectives The objective of this project is to advance the preferred rehabilitation strategy for River Well #1 through development of complete construction documents and supporting technical analyses. The project shall:

1. Restore well integrity by installing a new internal steel casing, sealed with cement grout to fully address leaks and restore well integrity and extend the well’s service life.

2. Replace the existing wellhouse with a new facility that meets current structural, mechanical, electrical, HVAC, and operational requirements.

3. Provide improvements to pumping equipment, site piping, SCADA, disinfection systems, and site security.

4. Evaluate and—if directed—perform additional field investigations to validate or refine the design approach recommended in the Technical Memorandum.

5. Prepare complete engineering drawings, specifications, and bid-ready documents for construction.

6. Support the City during construction through engineering services, submittal review, RFI responses, design modifications, and project closeout.

Project Tasks

Task 1 – Project Management & Coordination The Consultant shall:

1. Conduct a kickoff meeting to confirm objectives, scope, schedule, and roles.

2. Prepare a project management plan, communication protocols, and schedule updates.

3. Facilitate regular progress meetings (virtual or in-person).

4. Coordinate with City staff, OWRD, OHA, and Old Mill District representatives as needed.

Task 2 – Review of Existing Information The Consultant shall review and incorporate the findings from the River Well #1 Technical Memorandum including:

• Structural and geotechnical assessments indicating settlement, weak soils, and infeasibility of wellhouse repair.

• Well construction details, casing leaks, and downhole video/drift survey results.

• Water quality sampling results, including manganese, iron, and coliform findings.

• Alternatives evaluation supporting the preferred strategy.

Task 3 – Design Validation (Optional, City-Directed) Upon City direction, the Consultant shall support additional investigations to validate or refine the proposed rehabilitation strategy. The City anticipates that the selected Consultant may support the evaluation, validation or refinement of the well rehabilitation strategy identified in the River Well #1 Technical Memorandum (TM) documented. This support may include assisting the City in defining the scope of additional investigations, coordinating with specialized consultants, reviewing results, and providing recommendations based on those findings. However, the Consultant will not be expected to perform specialized well rehabilitation investigations in-house.

Proposed teams will not be evaluated on scored on their ability to self-perform such investigations.

Potential tasks include, but are not limited to:

3.1 Water Quality Characterization

• Additional water quality sampling (baseline and time-series) tailored to manganese, iron, turbidity, or other City-identified parameters.

• Discrete-depth groundwater sampling to characterize constituent variability at specific inflow intervals.

3.2 Well Performance Assessments

• Spinner/flow-logging tests to evaluate vertical distribution of production.

• Downhole camera inspections or supplemental alignment/plumbness surveys (as needed).

3.3 Operational Procedure Evaluations

• Evaluation of running-to-waste strategies and operational flushing durations, which have been shown to reduce manganese concentrations below health advisory levels after extended periods of pumping.

3.4 Other Hydrogeologic or Structural Investigations

• Verification of static and pumping levels for pump curve analysis.

• Characterization of sediment accumulation in the open borehole interval.

• Assessment of deeper casing options to potentially align River Well #1 performance with that of River Well #2.

All design-validation tasks will be performed only upon written authorization from the City.

Task 4 – Preliminary Design (30% & 60%) The Consultant shall prepare preliminary design deliverables that include:

1. Proposed well rehabilitation approach, including casing installation methodology and materials.

2. New wellhouse layout, wellhouse piping, architectural features, site access, HVAC requirements, and structural design considerations.

3. Pump, motor, and vertical turbine assembly replacement design.

4. Disinfection system improvements.

5. Electrical upgrades including new motor control center (MCC), variable frequency drives

(VFDs), programmable logic controller/supervisory control and data acquisition (PLC/SCADA), and power distribution.

6. Site piping, meter vault relocation options, and civil grading/drainage plans.

7. Site security improvements consistent with current City standards (fencing, gates, cameras).

8. Draft construction cost estimate.

Task 5 – Final Design & Bid-Ready Documents (90% & 100%) The Consultant shall develop complete construction documents including:

Plans

• Demolition plans

• Casing installation details

• Wellhouse architectural/structural plans

• Mechanical (pump/motor/piping) plans

• Electrical, SCADA, and control system plans

• HVAC and ventilation

• Site civil, drainage, and access improvements

• Security infrastructure

Specifications

• Technical specifications consistent with City standards and OWRD/OHA requirements

• Special provisions

• Measurement and payment items

Final Deliverables

• Signed/sealed plans and specifications

• Updated construction cost estimate

• Bid schedule and contractor instructions

Task 6 – Permitting Assistance The Consultant shall support the City in submitting required permits and approvals, which may include:

• OWRD Startcard and Alteration Log for casing installation.

• City of Bend building permits.

• OHA plan review (for well and building).

• Old Mill District CC&R design review.

City will be the permit applicant; Consultant will prepare materials and provide assistance as needed.

Task 7 – Bidding Assistance The Consultant shall:

• Provide responses to bidder questions.

• Prepare addenda and clarifications.

• Attend pre-bid and optional site walks.

• Support the City in contractor selection, as needed.

Task 8 – Engineering Services During Construction (ESDC) The Consultant shall provide professional engineering support during construction, including but not limited to:

1. Submittal and shop drawing review.

2. Responses to RFIs.

3. Design modifications.

4. Attendance at construction meetings and site visits.

5. Startup and testing support.

6. Preparation of record drawings based on contractor markups.

Deliverables

The City of Bend requires submittal packages to adequately review and monitor progress of the design process. More so, the submittals provide key milestones to exchange project information and work collaboratively toward the completion of the project objectives. The following suggested deliverables represent a baseline for the proper construction of a project:

• Project Management Plan

• Meeting agendas and minutes

• Technical memoranda (as directed)

• Topography survey, surface, points, and mapping

• 30%, 60%, 90%, and 100% design submittals

• Cost estimates at each design phase

• Permit application packages

• Bid-ready plans and specifications

• ESDC documentation and closeout materials

It should be noted that the City of Bend strongly prefers deliverables formatted in the following software programs: Auto Desk Civil 3D, Microsoft Project, Microsoft Word, and Microsoft Excel.

Schedule and Budget The anticipated schedule for design, permitting, bidding, and construction is approximately 2.5 years, including:

• Appx. 10 months for design and permitting

• Appx. 3 months for bidding

• Appx. 14 months for construction

• The anticipated budget for this scope of work is appx. $525,000

EXHIBIT B – Statement of Assurances & Certifications See Portal

EXHIBIT C – Sample Agreement See Portal