Beaverton_Central_Garage_Property_Management_Services_(Addendum_#1_Revision).pdf

City of Beaverton

BEAVERTON CENTRAL GARAGE PROPERTY

MANAGEMENT SERVICES

Solicitation #: 27-016

DATE & TIME PROPOSALS ARE DUE:

December 1, 2026, 2:00 pm

SUBMIT PROPOSAL ELECTRONICALLY VIA THE PROCUREMENT PORTAL AT:

https://secure.procurenow.com/portal/beavertonoregon

This document is available in alternate formats, such as large print, audiotape, oral presentation, and electronic format. To request an alternate format, email the City of Beaverton at bidmail@beavertonoregon.gov or TDD 503-526-2506.

https://secure.procurenow.com/portal/%7bproject.government.code%7d mailto:bidmail@beavertonoregon.gov

TABLE OF CONTENTS

I. Legal Advertisement II. Introduction and Background

III. Scope of Work IV. Proposal Content and Format V. Proposer's Special Instructions

VI. Proposal Submittals VII. Proposal Evaluation & Contract Award

VIII. Evaluation Phases IX. Beaverton Equity Procurement Program Requirements

Attachments:

A - sample_contract_personal_services

B - Form_1._Personal_Professional_Sub-consultant_Disclosure_Form

C - Form - 3 Personal-Professional Contract - Monthly Sub-consultant Payment and Utilization Report

D - Plat_Condo_Units_and_Common_Areas

Request For Proposal #27-016 Title: Beaverton Central Garage Property Management Services

1. 1. Legal Advertisement

The Beaverton Urban Redevelopment Agency is seeking sealed proposals from qualified consultants for

Beaverton Central Garage Property Management Services. Consultants are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

Proposals must be received electronically by Tuesday, December 1, 2026, no later than 2:00 pm, via

BURA's e-procurement portal ("portal") at https://procurement.opengov.com/portal/beavertonoregon/projects/319430.

There will be no formal opening. Facsimile proposals will not be accepted. Proposals will not be accepted after the stated opening date and time. Late proposals will not be considered.

Solicitation information may be downloaded from the portal at https://procurement.opengov.com/portal/beavertonoregon/projects/319430

Proposers are required to certify non-discrimination in employment practices in accordance with ORS

279A.110(4), and identify resident status as defined in ORS 279A.120(1). All Proposers are required to comply with the provisions of Oregon Revised Statutes and BURA’s Contract Review Board Policy.

The Beaverton Urban Redevelopment Agency reserves the right to:

A. Reject any or all proposals not in compliance with public bidding procedures.

B. Postpone award of the contract for a period not to exceed ninety (90) days from date of proposal opening.

C. Waive informalities in the proposals.

D. Select the proposal which appears to be in the best interest of BURA.

PUBLISHED: Daily Journal of Commerce DATE: Wednesday, October 28, 2026

2. 2. Introduction and Background

2.1. 2.1. Summary

The Beaverton Central District Parking Garage, at the corner of SW Rose Biggi Avenue and SW Crescent

Street, includes 6,700 square feet of ground floor commercial which is comprised of five retail suites. The building is owned by the Beaverton Urban Redevelopment Agency (BURA) and are seeking a property management firm to manage most aspects of the retail property and its tenants.

2.2. 2.2. Background

To capitalize on the opportunities within Central Beaverton and to meet the community’s desire to create a revitalized, vibrant downtown core, the Beaverton Urban Renewal Plan (Plan) was developed in

2010 and approved by voters in 2011. The Beaverton Urban Redevelopment Agency is responsible for administering and monitoring urban redevelopment activities within the City of Beaverton.

https://procurement.opengov.com/portal/beavertonoregon/projects/319430 https://procurement.opengov.com/portal/beavertonoregon/projects/319430

Title: Beaverton Central Garage Property Management Services

In early 2022, BURA opened the Beaverton Central Garage (Garage) which is the first paid parking garage within the city. Construction of the garage occurred simultaneously to that of the neighboring

Patrica Reser Center for the Arts (The Reser).

The Garage, Reser and retail spaces are located on the same plat but are comprised of three separate condominiums (condo(s)), managed by an external condominium management firm. This RFP will only be encompassing the property management needs of the garage retail condo, but not management of condo itself. The surrounding area and condos have multiple property management entities, and coordination with the various entities will be required.

Additionally, BURA may request additional property management services for other properties BURA owns. Property management firms that provide as needed or hourly pricing for additional services will be preferred.

2.3. 2.3. Contact Information

Casey Graziano

Development Project Manager

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: cgraziano@beavertonoregon.gov

Phone: (503) 616-1028

Department:

BURA

Department Head:

Andy Varner

BURA Director

2.4. 2.4. Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals October 28, 2026

Pre-Proposal Meeting (Mandatory) November 12, 2026, 10:00am

12695 SW Crescent St. Beaverton, OR 97005

Deadline for RFP Protests or Requests for

Changes

November 17, 2026, 5:00pm mailto:cgraziano@beavertonoregon.gov tel:(503)616-1028

Title: Beaverton Central Garage Property Management Services

Question Response Deadline November 17, 2026, 5:00pm

Deadline for Submission of Proposals December 1, 2026, 2:00pm

Interviews (If necessary) December 15, 2026

Award of Contract by Contract Review

Board

January 26, 2027

Commencement of Services March 15, 2027

3. 3. Scope of Work

3.1. 3.1. Scope of Work

BURA is seeking sealed proposals from qualified consultants to provide lease administration and property management services for the Beaverton Central Garage retail condominium located at 12695

SW Crescent Street, Beaverton, OR 97005.

3.2. 3.2. Lease Administration

The Contractor will:

• Administer the Beaverton Urban Redevelopment's (Owner) lease and be the expert in lease terms and riders.

• When applicable, notify the Owner(s) on necessary adjustments and/or amendments to existing or future leases.

• When applicable, coordinate with the Owner(s) on lease renewals and negotiations.

• When applicable, investigate and settle lease violations and provide notice to the Owner(s) of any violations and remedies.

• When applicable, provide feedback and/or suggestions for lease improvement and/or effective administration.

3.3. 3.3. Customer Service & Communications

The Contractor will:

• Be the first line of contact for tenants regarding tenant leases, property maintenance issues and/or property repairs or other pertinent matters.

Title: Beaverton Central Garage Property Management Services

• Use all reasonable efforts to build and retain professional relationships with tenants and/or leaseholders.

• Communicate professionally, effectively, and efficiently with tenants by phone, email, or texts and respond to tenants within a mutually agreed upon standard timeframe.

• Provide all legally required notices in the manner required by law.

• Provide property updates and, when reasonably aware, provide updates to tenants relating to potential property impacts (e.g. inclement weather, construction projects, etc.).

• Investigate and settle customer complaints or disturbances. The Contractor will notify the

Owner(s) if the Contractor is unable to remedy the complaint or disturbance, in writing, when applicable.

3.4. 3.4. Facility Management and Operations

The Contractor will:

• Be the first line of contact for tenants regarding any maintenance, repairs, or alterations in the common areas and/or tenant spaces, when applicable.

• Provide or subcontract for janitorial services for the common area spaces, including all the Retail

Condo's Limited Common Area and General Common Areas as shown in Attachment D, on a schedule mutually agreed upon. Most of the Garage Condo Unit and all of the PRCA Condo unit are not included as part of this scope of work.

• Provide or subcontract for exterior common area maintenance for de-icing, snow cleanup and/or removal and leaf removal.

• Provide preventative maintenance and/or repair in the common area spaces. Preventative maintenance could include, but is not limited to, restroom plumbing repair, bike storage facility repairs, and other items mutually agreed upon with the Owner(s).

• Coordinate with the Owner(s) for maintenance needs including, but not limited to, HVAC, low voltage or high voltage electrical, or plumbing systems.

3.5. 3.5. Financial Services (Invoicing and Collection)

The Contractor will:

• Fully comply with ORS 295.002 (Deposit of Public Funds) and utilize a bank account with a qualified depository per the Oregon State Treasury that participates in Oregon's Public Funds

Collateralization Program (PFCP). Compliance with ORS 295.002 includes the timely transfer of funds to the City of Beaverton or other arrangements as agreed upon and in compliance with

ORS 295.002.

Title: Beaverton Central Garage Property Management Services

• Fully comply with OAR 863-025-0025 (Clients' Trust Account and Security Deposits Account

Requirements).

• Invoice tenants for any expenses as determined by the lease terms or riders.

• Collect all tenant payments and other expenses as determined by the lease terms or riders.

3.6. 3.6. Financial Services (Budgeting and True-Ups)

The Contractor will:

• Provide annual operating budgets for the property aligning with the applicable Fiscal Year. The

Beaverton Urban Redevelopment Agency operates on a July 1 - June 30 fiscal year.

• Annually, review tenant charges and provide tenants with a detailed overview of any remaining common area charges that are owed by the tenant and/or any tenant overpayments where they are owed.

3.7. 3.7. Reporting

The Contract will:

• On a monthly basis, and in a form mutually agreed upon, provide a report to the Owner(s) which provides pertinent information related to the property. The report shall include, but is not limited to:

o Occupancy rates.

o Pending lease expirations when applicable.

o Invoice payment status (including past-due amounts) supported by receipts, deposit slips or similar and approved documentation.

o Month-to-date revenue and expense details.

o Other pertinent status updates such as maintenance requests, tenant complaints and resolutions, etc.

• On a quarterly basis, and in a form mutually agreed upon, provide a quarterly property report.

• On an annual basis, and in a form mutually agreed upon, provide an annual property report.

3.8. 3.8. Schedule of Work

BURA expects the Proposer selected for award of contract to start work as soon as a contract is signed. Please refer to Attachment A for BURA’s standard form of contract.

BURA anticipates all work will be completed on or before NO VALUE.

4. 4. Proposal Content and Format

Title: Beaverton Central Garage Property Management Services

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

4.1. 4.1. Proposal Format and Administrative Requirements

BURA’s proposal format and administrative requirements are set out below. These are intended to facilitate BURA’s ability to quickly and accurately evaluate proposals. Failure to follow these formats and administrative requirements may affect the scoring of proposals.

A. Cover Page

Include a cover page with the submitted proposal. The cover page is counted not in the total page count. Include the following information on the cover page:The RFP Title;

The name, title, address, telephone number, fax number, e-mail address of Proposer’s primary contact person; and

The date of submission.In addition to the above information, but not in lieu thereof, Proposers may include other information on the cover page.

B. Table of Contents

Include a table of contents with the submitted proposal. All material items comprising the proposal should be clearly identified and easily located. The table on contents page is not counted in the total page count.

C. Page Limit

There is a 25 page limit on proposals submitted in response to this procurement. This page limit does not include the cover page or résumés. If providing résumés or proposing changes to the

Contract (Exhibit A - Sample contract), please include those at the end of the proposal.

4.2. 4.2. Substantive Requirements

The following information is requested to allow BURA to evaluate Proposer responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, BURA shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to BURA based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

Knowledge & Experience-Background Of The Firm

A comprehensive history of your firm and its experience Beaverton Central Garage Property

Management Services. Include the following information by uploading your documents:

Title: Beaverton Central Garage Property Management Services

• The total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

• A narrative description of the firm’s organization and relationship to any larger business entity. Include an organizational chart depicting the information provided.

• A description of similar work performed involving the items called out in the Scope of Work.

• A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline.

Knowledge & Experience-Key Personnel

Identify by name and title, the key staff members who will be assigned to work with BURA, if BURA awards the Proposer the contract contemplated by the RFP. Key staff members are those people who provide substantive work for BURA. Provide a biography for each identified key staff person. Biography must include but need to be limited to, a description of the education, qualifications, experience, and training of each key staff person. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects, and any professional designations, licenses, or certifications. Include the following information by uploading your documents:

• A resume for the key personnel to be assigned to this project, showing such education and experience as may be relevant to this particular project.

• A description of each key personnel’s proposed roles and responsibilities on the project team.

• An organizational chart of the proposed project team.

Knowledge & Experience-Sub Consultant Qualifications

A statement of whether you intend to use sub-consultants to fulfill any part of the tasks described under the scope of work. To the extent you intend to use sub-consultants to fulfill any of the required tasks, include the following information by uploading your documents:

• Scope of the services that the sub-consultant will perform to fulfill the tasks described under the scope of work.

• If the scope of services is to be performed by a specified team of the sub-consultant, a description of the sub-consultant's key personnel in that team and a resume for each of them, showing such education and experience as may be relevant to the services to be performed.

• A description of the proposed roles and responsibilities of each of the sub-consultant's key personnel for this project.

Project Approach & Understanding

Title: Beaverton Central Garage Property Management Services

With the Scope of Work in mind, submit statements of project approach and understanding that include the following, by uploading your documents:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

• A description of the proposed work products that will result from each task or activity.

• A description of any points of input and review with BURAstaff.

• A description of the time frame estimated to complete each task.

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

• A description of a practical approach to meeting BURA’s specific deadlines is set out in Section

3.2 of this RFP.

• A description of the process or tools required by the scope of work.

• To the extent applicable, a description of and a stated rationale for any proposed alternative approaches to the stated objectives of this project.

Relevant Experience & References

Provide a description of the expertise and recent experience you have in the areas described under the

Scope of Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience. Include by uploading your documents:

• A description of your experience in Beaverton Central Garage Property Management Services.

• A list of at least three (3) current references for the most relevant completed contracts that directly relate to the scope of services. The reference list should state the reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

Beaverton Equity Procurement Program

BURA is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

BURA would like to achieve 15 percent of firms certified by COBID in its overall dollar amount of contracting and purchasing activities. In evaluating proposals, BURA will consider firms that will be able to help BURA achieve this goal.

Therefore, the proposal shall address the following:

http://www.oregon4biz.com/certification

Title: Beaverton Central Garage Property Management Services

A. Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s). If Proposer is a COBID-certified firm, 4 points are awarded. If Proposer is not a COBID-certified firm, 0 points will be awarded.

B. Provide a narrative description of your firm’s experience, including any innovative or successful measures, promoting COBID-certified enterprises as partners, subcontractors, or suppliers on previous projects. (1 point)

C. Provide a list and percentage of total contract dollars spent with COBID-certified enterprises with which the Proposer’s firm has had a contractual relationship during the last 12 months. (2 points)

D. Describe the actions the Proposer will take to include COBID-certified enterprise participation in this project. Of the subcontractors (if any) identified in the Proposal, specify which subcontractors are COBID-certified enterprises and what certification they hold, if any. (3 points)

E. State the participation goal the Proposer believes it can realistically achieve on this project using

COBID-certified enterprises identified above. A percentage level is preferred. If Proposer states

Zero percent, 0 points will be awarded. (2 points)

Additional Services

To the extent you believe you can provide BURA additional services in matters relevant to BURA’s interests, provide a brief description of those services and an approximation of the charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. Offers and/or pricing of additional goods or services included under this heading are not a factor in the evaluation of Proposals.

5. 5. Proposer's Special Instructions

5.1. 5.1. Proposal Submittal

Proposals will be received until 2:00 pm on Tuesday, December 1, 2026. Late or faxed transmitted proposals shall not be accepted. Proposals will only be accepted electronically through OpenGov.

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

5.2. 5.2. Pre-Proposal Conference

A pre-proposal conference will be held in connection with this procurement. The pre-proposal conference will be held in person and can be attended at the following address: 12695 SW Crescent St.

Beaverton, OR 97005 (City staff will meet bidders at the corner of SW Rose Biggi Ave and SW

Cresent St.)

Title: Beaverton Central Garage Property Management Services

This pre-proposal conference is Mandatory. Bidders must attend in order to be eligible to submit a proposal for this RFP.

Questions regarding this RFP shall be directed through the portal.

5.3. 5.3. Clarification of Solicitation

All questions regarding this project shall be directed through the Question-and-Answer (Q and A) section of this solicitation in OpenGov.

Please note that downloaded copies of this solicitation will not contain the Q and A section referenced above.

5.4. 5.4. Procurement Method

BURA is conducting this RFP pursuant to ORS 279A.050 and Beaverton Purchasing Code Section 46-0100.

BURA seeks proposals that will enable BURA to determine which service provider and solution will best meet the City’s needs. BURA expects this RFP will result in a single contract with a single vendor for the preferred solution.

5.5. 5.5. Proposals not available for Public Inspection At The Opening

No formal opening will occur in connection with this procurement. In accordance with ORS

279B.060(6)(a) only the names of the Proposers shall be disclosed at the opening. Notwithstanding ORS

192.410 to 192.505, proposals are not required to be open for public inspection until after the Notice of

Intent to Award a Contract is issued.

5.6. 5.6. Distribution of Proposals

BURA intends to publish the names of all Proposers on its portal within 24 hours of the opening of

Proposals. Proposals will be distributed to members of BURA’s evaluation team. In submitting a proposal, each Proposer agrees that BURA may post the proposal on BURA’s Portal for evaluation and ranking and reveal any trade secret or other confidential materials contained in the proposal to BURA staff and to any outside consultant or third party retained by BURA for purposes of evaluating and ranking proposals.

5.7. 5.7. Proposal Validity Period

Proposals must remain open and valid for at least 180 days from the deadline specified for submission of

Proposals. In the event award is not made within 90 days, BURA will send a written request to all

Proposers deemed susceptible for award, asking Respondent(s) to hold their price firm for a longer specified period of time.

5.8. 5.8. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted proposal, it shall do so prior to the Closing date and time.

Title: Beaverton Central Garage Property Management Services

5.9. 5.9. Cost of Preparing Proposals

All costs incurred in preparing and submitting a proposal in response to the RFP is the responsibility of the Proposer and shall not be reimbursed by Agency.

5.10. 5.10. Interpretations and Addenda

All questions regarding this project shall be directed through the Question and Answer section of this solicitation in OpenGov. If necessary, interpretations or clarifications in response to such questions may be made by issuance of an addendum to all prospective proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposal closing. If an addendum is necessary after that time, BURAwill extend the closing date.

Any addendum issued as a result of any change in the RFP must be acknowledged via OpenGov's addenda acknowledgement feature.

Only questions answered by formal addenda or through the OpenGov Q and A section of this listing are binding. Oral and other interpretations or clarifications are without legal effect.

5.11. 5.11. Protests

Address any protests to:

The Beaverton Building, Beaverton Urban Redevelopment Agency

Michael Phillips, Purchasing Manager email to: mphillips@BeavertonOregon.gov

Name of Solicitation: Beaverton Central Garage Property Management Services-PROTEST

Closing date and time: Tuesday, December 1, 2026, 2:00 pm

5.12. 5.12. Specification/Term Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its addenda, if any) are unnecessarily restrictive or limit competition must submit a protest or request for change, in writing, to the Purchasing Office. A request for change regarding the terms of this RFP must be submitted through the Question and Answer section of this solicitation in OpenGov. A request for change to any of the terms of the Contract (Exhibit A -

Sample Contract) must be submitted in writing with the proposal submission. Failure to submit any requested changes to the Contract (Exhibit A - Sample Contract) foregoes the right to mailto:mphillips@BeavertonOregon.gov

Title: Beaverton Central Garage Property Management Services negotiate changes to the Contract terms upon contract award.Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be submitted before the deadline detailed in Section 2.

B. Exclusion Protest

Upon BURA’s issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by BURA.

C. Intent to Award Protest

BURA intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on BURA’s portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that BURA intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest.

Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by BURA. BURA intends to respond by email to properly filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by BURA, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, BURA intends to proceed with negotiations and, where appropriate, the final award.

5.13. 5.13. Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a Beaverton Urban Redevelopment Agency business license as required by Beaverton Code Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for BURA and provide BURA with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested

Title: Beaverton Central Garage Property Management Services pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

5.14. 5.14. Contract Administrator

The Contract Administrator will be Casey Graziano, who can be reached by telephone at (503) 616-1028 or by e-mail at msumner@beavertonoregon.gov.

5.15. 5.15. Insurance Requirements

The contractor will be expected to meet the insurance requirements set forth in Section 18 and Exhibit 1 of the contract (Attachment “A”). Proposers taking exception must submit a request for a change with their proposal.

5.16. 5.16. Term of Contract & Availability of Funds

A contract awarded is expected to commence on or about expected to commence on or about 15 March

2026 and end on or before 15 March 2030. Any contract awarded pursuant to the RFP that has a term of more than one year must include a non-appropriation clause. Continuation or extension of the contract after the end of the fiscal period in which the contract takes effect shall be contingent upon a new appropriation for each succeeding fiscal period. If sufficient funds are not provided in future BURA

Council-approved budgets of BURA (or from applicable federal, state, or other sources) to permit BURA in the exercise of its reasonable administrative discretion to continue the contract, BURA may terminate the contract without further liability by giving Proposer reasonable notice.

5.17. 5.17. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to

NO VALUE additional one-year terms at the option of BURA.

5.18. 5.18. Intergovernmental Permissive Cooperative Procurements

Pursuant to ORS 279A.215 and Beaverton Urban Redevelopment Agency procurement rules, other public agencies may purchase goods and services under the terms, conditions, and prices of any contract resulting from this solicitation if the Consultant agrees to extend the terms, conditions, and prices of the contract resulting from this solicitation to such agencies.

Any such purchases shall be between the Consultant and the participating public agency and shall not impact the Contactor’s obligation to the Beaverton Urban Redevelopment Agency. Any estimated purchase volumes listed herein do not include estimated purchase volumes of other public agencies. The Beaverton Urban Redevelopment Agency makes no representation or guarantee as to the volume of such additional purchases by other public agencies.

Any Proposer, by written notification included with their solicitation response, may decline to extend the terms, conditions, and prices of a resultant contract to any and/or all other public agencies.

Title: Beaverton Central Garage Property Management Services

5.19. 5.19. Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

5.20. 5.20. Public Records

All proposals and all protests shall become the property of BURA and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, BURA shall treat proposals as exempt from public inspection. BURA shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, BURA shall treat proposals as open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall upload an additional copy of the proposal that contains redactions of information it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2) in the Proposal Submittals section of the RFP.

BURA shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for the release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that BURA may; (a) reveal any trade secret or other confidential materials contained in the proposal to BURA staff and to any outside consultant or third party who is hired by BURA and (b) post the proposal on BURA’s intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless BURA and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

6. 6. Proposal Submittals

Substantive Requirements

The following information is requested to allow BURA to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, BURA shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to BURA based on the evaluation process and evaluation factors described in

Section 8 (Proposal Evaluation & Contract Award) of this RFP, any applicable preferences described in

ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the

RFP. Other factors may not be used in the evaluation.

Title: Beaverton Central Garage Property Management Services

*Please note that downloaded copies of this solicitation will not contain active links to required documents; you must be in the OpenGov portal in order to download and/or upload required solicitation documents to be determined responsive.

6.1. 1. Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

6.2. 2. Price Proposal* *Response required

6.3. 3. Good Faith Effort Program Form 1 - Subcontractor & Self Perform List*

Please download the below documents, complete, and upload.

• Form_1._Personal_Profession...

*Response required

6.4. 4. Authorized Signatory Name & Title* *Response required

6.5. 5. ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required

6.6. 6. By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 27-016 Beaverton Central Garage Property Management Services https://procurement.opengov.com/portal/beavertonoregon/projects/319430/document?section=3022563 https://procurement.opengov.com/portal/beavertonoregon/projects/319430/document?section=3022554 https://government-project.s3.us-west-2.amazonaws.com/319430/13cd5760-f3cf-499b-abc4-d6df9aca82e0_Form_1._Personal_Professional_Sub-consultant_Disclosure_Form.pdf

Title: Beaverton Central Garage Property Management Services

☐ Please confirm

*Response required

6.7. 7. By confirming, the authorized signatory certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

☐ Please confirm

6.8. 8. Is authorized signatory a Resident Proposer as defined in ORS 279A.120(1)?*

☐ Yes

☐ No

*Response required

6.9. 9. The authorized signatory certifies non-discrimination in accordance with ORS 279A.110(4).*

☐ Yes

☐ No

*Response required

6.10. 10. If awarded a contract pursuant to this solicitation, will Proposer participate in Intergovernmental Permissive Cooperative Purchasing (extend the terms, conditions and prices of such contract to other public agencies)?*

☐ Yes

☐ No

*Response required

6.11. 11. If no, please explain why you will not participate in Intergovernmental Permissive Cooperative Purchasing.

6.12. 12. Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

Title: Beaverton Central Garage Property Management Services

6.13. 13. If yes, what Certifications do you hold and provide certification number.

6.14. 14. Redacted Response (Optional) If you have portions of your proposal that has a trade secret or confidential information, please upload a redacted copy of your proposal here. (Please refer to the Public Records portion of the Proposer's

Special Instructions section.)

7. 7. Proposal Evaluation & Contract Award

7.1. 7.1. Evaluation Criteria

A selection committee of BURA staff with relevant expertise in the subject matter of this solicitation will review and evaluate submitted proposals to determine which best meets BURA's needs. Evaluations will be based on the criteria described in the Evaluation Phases section. The award will be made to the highest-ranked Proposer.

Each selection committee member will use the evaluation factors listed in the Evaluation Phases to evaluate submitted proposals. Each evaluation factor is given a weight, reflecting its importance in

BURA’s selection process. The evaluation criteria in the Evaluation Phases section shows the evaluation factors and weighing factors relevant to his solicitation.

The evaluation factors will be judged on a scale of zero to five. Each of the evaluation factors will be awarded points based on the evaluator’s judgment of the quality of the response to that particular evaluation factor. Fractional points (e.g., 3.5 or 1.75) may be awarded. Points awarded to reflect the quality of a response may be assigned individually or by a consensus of the evaluation committee.

Scoring will reflect the following rankings:

Quality of Response Rankings

Excellent Response 5

Great Response 4

Average Response 3

Poor Response 2

Very Poor Response 1

No Response 0

The proposal’s score is the product of the weighing factors times the points each evaluator assigns based on the evaluator’s judgment of the quality of the response. The evaluators’ scores are then totaled.

https://procurement.opengov.com/portal/beavertonoregon/projects/319430/document?section=undefined

Title: Beaverton Central Garage Property Management Services

7.2. 7.2. Preferences

The following preferences are applicable to this procurement and may affect the evaluation of proposals:

A. ORS 279A.120-If BURA receives proposals identical in price, fitness, availability, and quality and chooses to award a contract, BURA shall award the contract in accordance with ORS 279A.120 and the procedures outlined in Beaverton Purchasing Code Section 46-0300.

B. ORS 279A.125-When evaluating proposals, BURA shall add a percentage increase to a Price proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides, in accordance with ORS

279A.125 and the procedures outlined in Beaverton Purchasing Code Section 46-0310.

7.3. 7.3. Responsiveness and Responsible Determination

As a condition to be awarded a contract, a proposal must be responsive and a Proposer must meet the responsible Proposer requirements identified in ORS 279B.110 and Beaverton Purchasing Code Section

47-0640.

A. Responsiveness-To be considered responsive, the Proposal shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures. In making such an evaluation, BURA may waive minor informalities and irregularities.

B. Responsibility-Prior to the award of a contract, BURA intends to evaluate whether the apparent successful Proposer meets the applicable standards of responsibility identified in Beaverton

Purchasing Code Section 47-0500. In addition, prior to the award of a contract, the apparent successful Proposer must be duly licensed and registered as may be required by federal, state, and local governments to provide the services described under the “Scope of Work” heading.

Submission of a signed Proposal constitutes approval for BURA to obtain any information BURA deems necessary to conduct the responsibility evaluation. BURA shall notify the apparent successful Proposer by email of any other documentation required. In conducting its responsibility evaluation, BURA may request information in addition to that already required in the RFP to the extent BURA, in its sole discretion, considers it necessary or advisable. BURA may postpone the award of the contract after the announcement of the apparent successful

Proposer in order to complete its investigation and evaluation. BURA may provide the apparent successful Proposer a reasonable opportunity to correct any licensing or registration deficiencies, so long as the opportunity does not unduly burden BURA. Failure of the apparent successful Proposer to demonstrate Responsibility, as required under Beaverton Purchasing

Code Section 47-0500, shall render the Proposer non-responsible and constitute grounds for offer rejection, as required under ORS 297B.100.

Title: Beaverton Central Garage Property Management Services

7.4. 7.4. Interviews

At BURA’s option, the top proposers ("Top Tier") may be required to make a presentation of their proposal. The number of proposers in the Top Tier may increase if BURA’s evaluation of proposals establishes a natural break in the scores of proposers indicating that a lower ranked proposer is closely competitive to the second-ranked proposer and has a reasonable chance of being determined the most advantageous proposer. BURA does not anticipate including more than three proposers in the Top Tier but reserves the right to increase the number of Top Tier proposers to the number of proposers having a reasonable chance of being determined the most advantageous proposer. BURA may reduce the number of proposers in the Top Tier to only one if the excluded proposers have no reasonable chance to be the most advantageous proposer.

This presentation portion will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract

Administrator will schedule the time and location of these presentations (if necessary) and notify the selected firms.

Should the top tier be selected for oral interviews, the invited firms will be evaluated based on the same factors, weighting, and ranking system outlined above except there will be no points given on price and the Beaverton Equity Program. The points from the first evaluation will not be added to or otherwise made a factor in the scoring of the second evaluation. The firm with the highest point total resulting from an interview will be considered the best Proposer; however, BURA may choose up to the top three proposers' post-interview to engage in best and final offer discussions and may choose to award to the proposer that is the best fit for BURA based on these discussions. Best and final offer discussion may include requests for revisions of proposal content and/or price and BURA shall not disclose these private discussions leading to best and final offers.

7.5. 7.5. Investigation of References

BURA may investigate the qualifications of a Proposer, including but not limited to: successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. BURA may request references in addition to those provided by the Proposer, may investigate any references whether or not furnished by the Proposer, and may investigate the past performance of any Proposer.

Reference checks may be done by any reasonable method, including in-person interviews, telephone interviews, or written questionnaires.

7.6. 7.6. Clarification of Proposals

The City reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

Title: Beaverton Central Garage Property Management Services

7.7. 7.7. Contract Award

BURA may award one contract or multiple contracts, as a result of this procurement. BURA generally issues a notice of intent to award in advance of the actual award of a contract procured through a request for proposal. The period between the publication of the intent to award and the award of the contract varies but is typically about 14 days.

7.8. 7.8. Award Consideration

Whether to award a contract shall be determined by BURA in its sole and absolute discretion to be in its best interest. BURA reserves the right to withdraw any and/or all items from award consideration.

7.9. 7.9. Award Recommendation

The Notice of Intent to Award shall be BURA's recommendation contained in the agenda item published in BURA’s Council Agenda. Agendas for Council meetings are posted on BURA website at:

www.beavertonoregon.gov . The decision by the Contract Review Board to award the contract shall constitute the final decision of BURA to award the Contract.

7.10. 7.10. Form of Contract

A copy of the standard Professional Service contract which BURA expects the successful firm or individual to execute is included as Attachment “A”. The contract will incorporate the terms and conditions from this RFP document and the submitted proposal. Proposers taking exception to any of the contract terms or conditions must submit a request for a change in standard contract terms and conditions WITH THEIR PROPOSAL, or the exceptions will be deemed waived. The City Attorney will review all requests for changes and may or may not accept the requested exceptions.

7.11. 7.11. Insurance Certification

The apparent successful Proposer shall provide all required proofs of insurance to BURA within fourteen calendar days of the issuance of the Notice of Intent to Award. Failure to present the required documents within the fourteen calendar-day period may result in proposal rejection or delay of award of contract. Proposers are encouraged to consult their insurance agent(s) about the insurance requirements contained in the RFP prior to proposal submission.

7.12. 7.12. No Contractual Obligation

BURA is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from the RFP.

7.13. 7.13. Reservation of Rights

BURA reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend, delay, or cancel the RFP without liability if BURA finds it is in the best interest of BURA to do so (see generally ORS 279B.100);

http://www.beavertonoregon.gov/

Title: Beaverton Central Garage Property Management Services

• Obtain clarification of any point in the proposal or obtain additional information necessary to properly evaluate a particular proposal;

• Reject any or all proposals received upon finding that it is in the best interest of BURA to do so

(see generally ORS 279B.100);

• Waive any minor informality or non-conformance with the provisions or procedures of the RFP, and seek clarification of any proposal, if required;

• Reject any proposal that fails substantially to comply with all prescribed RFP procedures and requirements;

• Negotiate a Statement of Work based on the Scope of Work described herein and to negotiate separately in any manner necessary to serve the best interest of the public;

• Amend any Contracts that are a result of the RFP; and

• Engage consultants by selection or procurement independent of the RFP process or any

Contracts or agreements under it to perform the same or similar services.

Although price is a consideration in determining the apparent successful Proposer, the intent of the RFP is to identify a proposal from a Proposer that…