ADDENDUM 1 - RFP_Monroe Water Intake and System Upgrades_20260929.pdf

CITY OF MONROE, OREGON

REQUEST FOR PROPOSALS

PROFESSIONAL ENGINEERING SERVICES

WATER SYSTEM MODERNIZATION AND RAW WATER INTAKE IMPROVEMENTS

ADDENDUM NO. 1

RFP No.: RFP-2026-01

Issue Date: September 29, 2026

This Addendum modifies and clarifies RFP 2026-01. Except as expressly modified by this Addendum, all requirements, terms, and conditions of the RFP remain in effect.

1. UPDATED SECTION 1135 PROJECT SCHEDULE

Following issuance of the RFP, the City received updated schedule and status of federal funding information from the U.S. Army Corps of Engineers, Portland District (USACE-PD), regarding the Section 1135 Long Tom River Ecosystem Restoration Project.

Additional federal funding authorization is necessary before the Section 1135 Project can advance to construction. USACE-PD has advised the City that the project remains active and in good standing; however, the federal funding process will not be completed in sufficient time to support the previously anticipated 2027 in-water construction window.

For purposes of City planning and this procurement, the City is therefore using the 2028 in-water work window as the current planning target for coordination of the Raw Water Intake Improvements with the Section 1135 Project. This planning assumption does not represent a commitment or construction schedule established by USACE-PD. The timing of the Section 1135 Project remains uncertain and subject to future federal funding decisions and continued coordination between the City and USACE-PD.

Proposers shall consider this updated information when developing their project understanding, approach, sequencing, and preliminary schedule.

2. REVISED PROJECT PHASING AND PRIORITIES

The Water System Modernization and Raw Water Intake Improvements remain within the scope of this procurement. However, the City intends to advance the work on separate implementation schedules in response to the updated Section 1135 schedule.

Water System Modernization – Immediate Priority

The Water System Modernization Project will proceed as the City's immediate priority and is not expected to await implementation of the Section 1135 Project or Raw Water Intake Improvements.

Proposers should develop their approach and preliminary schedule accordingly, including timely evaluation and confirmation of the recommended treatment approach; coordination with Oregon Health Authority Drinking Water Services (OHA-DWS); design; procurement;

construction; startup and commissioning, as applicable; and identification of critical-path decisions, long-lead equipment, and other schedule risks.

Raw Water Intake Improvements – Subsequent Authorization

The Raw Water Intake Improvements remain part of the professional services under this RFP, and the City intends to select a Consultant with the qualifications and capacity necessary to perform this work.

However, the timing and extent of Raw Water Intake Improvements will depend upon continued development of the Section 1135 Project, federal funding decisions, coordination with USACE-PD, and subsequent City direction.

Selection of a Consultant under this RFP does not constitute authorization to proceed with the Raw Water Intake tasks identified in the Scope of Professional Services. The City anticipates authorizing work in phases and will determine the appropriate timing and extent of Raw Water Intake services as additional information becomes available regarding the Section 1135 Project.

The Consultant shall coordinate the Water System Modernization work with anticipated future Raw Water Intake Improvements where necessary to avoid conflicts, preserve appropriate design flexibility, and support the efficient implementation of both projects.

3. REVISED SCHEDULE

The Schedule of Events in Section 1.9 of the RFP is revised as follows:

EVENT DATE

Virtual Pre-Proposal Meeting 10/05/2026 – 4:00 PM

Water Treatment Plant Site Visit 10/12/2026 – 10:00 AM

Deadline for Questions 10/15/2026

Final Addendum/Response to Questions 10/19/2026

Proposals Due 10/23/2026 – 5:00 PM

Proposal Evaluation 10/23-11/6/2026

Interviews (If Conducted) TBD

Notice of Intent to Award TBD

Contract Negotiation Following Selection

City Council Authorization TBD

Contract Award/Notice to Proceed TBD

Note: Schedule is anticipated and subject to change by Addendum 1 Email City Contact to confirm site visit

4. VIRTUAL PRE-PROPOSAL MEETING

The City will conduct a virtual pre-proposal meeting on October 5, 2026, at 4:00 PM Pacific Time.

City staff and project partners will provide updated information regarding the projects, including the revised Section 1135 schedule, Water System Modernization priorities, project coordination, and other information relevant to preparation of Proposals.

Prospective Proposers will also have an opportunity to ask questions.

Attendance is encouraged but not mandatory.

Microsoft Teams Meeting Information:

MEETING LINK | MEETING ID: 253 049 303 938 911 | PASSCODE: DW6yb79C

Statements made during the meeting are informational and do not modify the RFP unless subsequently confirmed by written Addendum issued by the City.

5. WATER TREATMENT PLANT SITE VISIST

The City will conduct an in-person site visit at the Monroe Water Treatment Plant on October 12, 2026, at 10:00 AM.

City staff will discuss the project updates and provide an opportunity for prospective Proposers to observe the existing water treatment facilities, equipment, operations, and site conditions relevant to the Water System Modernization Project.

Attendance is encouraged but not mandatory.

Meeting Location:

24811 Highway 99, Monroe, OR – Adjacent to Monroe City Park

The site visit is primarily intended to observe existing conditions. City staff may provide facts and figures regarding existing facilities and operations; however, statements made during the site visit shall not modify or interpret the requirements of the RFP.

Questions arising from the site visit that may affect interpretation of the RFP, Scope of Professional Services, or preparation of Proposals shall be submitted in writing in accordance with the RFP and the revised solicitation schedule. Any modification or clarification of the RFP will be made only by written Addendum.

6. PROPOSAL PREPARATION

Proposals should demonstrate the firm's ability to advance the Water System Modernization Project expeditiously while maintaining appropriate coordination with the anticipated future Raw Water Intake Improvements and Section 1135 Project. Proposed project approaches and schedules should identify significant dependencies, decision points, regulatory coordination, long-lead items, and other factors that may affect timely implementation.

https://teams.microsoft.com/meet/253049303938911?p=9pjPGQ7qRy9JFWWKu5

7. EFFECT OF ADDENDUM

This Addendum forms part of RFP 2026-01. To the extent that this Addendum conflicts with the original RFP, this Addendum controls.

All other provisions of RFP 2026-01 remain unchanged.