Bid Notice-Engineer of Record Services.pdf

CITY OF MONROE, OREGON

REQUEST FOR PROPOSALS

CITY ENGINEER OF RECORD SERVICES

RFP No.: RFP-2026-02

Issue Date: August 25, 2026

Closing Date: September 25, 2026

Closing Time: 5:00 PM PST

TABLE OF CONTENTS

1. General Information and Purpose of RFP

2. City Background

3. Scope of Services

4. Schedule

5. Proposal Instruction

6. Proposal Contents

7. Minimum Qualifications

8. Evaluation and Selection

9. Contract Terms and General Conditions

1. GENERAL INFORMATION AND PURPOSE OF RFP

The City of Monroe, Oregon (City) is soliciting proposals from qualified engineering firms to provide professional engineering services and serve as the City's Engineer of Record (EOR).

The selected firm will provide general municipal engineering services and technical support to the City on an as-needed basis under the direction of the City Administrator or designee.

Services may include engineering consultation, development and plan review, infrastructure planning, regulatory coordination, and engineering support for the City's water, wastewater, stormwater, transportation, and other public infrastructure. The EOR may also be requested to provide engineering services for specific capital improvement projects or other special projects as authorized by the City.

Work will generally be authorized through individual task orders or other written authorization defining the scope, schedule, and compensation for the requested services. The City reserves the right to separately procure engineering or other professional services when determined to be appropriate or in the City's best interest.

The firm and professionals performing engineering services for the City shall possess all licenses and registrations required to perform the assigned work in the State of Oregon.

2. CITY BACKGROUND

The City of Monroe is a small community of approximately 700 residents located in southern Benton County, Oregon, along the Long Tom River and Oregon Route 99W. The City provides municipal services and maintains public infrastructure serving residents, businesses, and community institutions.

The City is governed by an elected Mayor and City Council. The Engineer of Record will work primarily under the direction of the City Administrator or designee and will coordinate with City staff, elected and appointed officials, regulatory agencies, contractors, developers, and other professional consultants as necessary.

The City owns, operates, and maintains municipal infrastructure that includes:

• A municipal drinking water system, including a surface water intake, water treatment facilities, storage, and distribution infrastructure;

• A municipal wastewater collection and lagoon treatment system;

• Streets, rights-of-way, and associated transportation infrastructure;

• Stormwater and drainage infrastructure;

• Parks, public facilities, and other City-owned property and infrastructure.

The City is currently planning and implementing several significant infrastructure improvements, particularly within its water system. The City is also coordinating with federal, state, regional, and local partners on projects affecting existing and future municipal infrastructure. The Engineer of Record will provide ongoing technical support to the City as these and other infrastructure needs are evaluated and implemented.

The City seeks an Engineer of Record with experience serving small municipalities and the ability to provide responsive, practical, and cost-effective engineering services across a range of municipal needs.

3. SCOPE OF SERVICES

The Engineer of Record will provide professional engineering services to the City on an as-needed basis. Services will generally be authorized by the City through individual task orders or other written authorization appropriate to the nature of the assignment.

The following describes the types of services the Engineer of Record may be requested to provide. The list is intended to identify the City's anticipated engineering needs and is not exhaustive.

3.1. GENERAL MUNICIPAL ENGINEERING

The Engineer of Record may be requested to:

• Provide technical advice and engineering consultation to the City Administrator, Public Works staff, and other City personnel.

• Attend and provide technical support at meetings of the City Council, Planning Commission, committees, or other meetings as requested by the City.

• Assist with capital improvement planning, infrastructure evaluation, budgeting, cost estimating, and prioritization of public improvements.

• Review and recommend updates to City engineering standards, specifications, ordinances, and other technical requirements.

• Assist the City in evaluating infrastructure conditions, deficiencies, maintenance needs, and potential improvements.

• Coordinate with federal, state, county, regional, and other governmental or regulatory agencies on the City's behalf.

• Assist with technical information necessary for grant applications, funding requests, and infrastructure financing.

• Provide other general engineering consultation and services as requested by the City.

3.2. DEVELOPMENT AND PLAN REVIEW

The Engineer of Record may provide engineering review and technical assistance associated with private development and land use applications, including:

• Review of land use applications, development proposals, construction plans, engineering calculations, and supporting technical documents.

• Review of proposed water, wastewater, stormwater, transportation, and other public improvements for conformance with applicable City standards and sound engineering practices.

• Participation in pre-application conferences and other development-related meetings as requested.

• Review of construction and record drawing documentation for public improvements associated with private development.

• Construction observation, inspections, punch-list review, and recommendations regarding acceptance of public improvements when requested by the City.

3.3. UTILITY AND PUBLIC INFRASTRUCTURE ENGINNERING

The Engineer of Record may provide engineering services associated with the City's:

• Drinking water treatment, storage, transmission, and distribution systems;

• Wastewater collection and treatment systems;

• Stormwater and drainage systems;

• Streets, sidewalks, rights-of-way, and transportation infrastructure;

• Parks, public buildings, and other City-owned facilities and infrastructure.

Services may include infrastructure assessment, planning, feasibility analysis, regulatory assistance, preliminary engineering, technical review, and recommendations for maintenance, rehabilitation, replacement, or improvement.

Given the nature of the City's utility systems and anticipated infrastructure needs, the City particularly values experience with municipal surface water treatment and lagoon wastewater treatment systems, regulatory compliance, and coordination with applicable state and federal agencies.

3.4. CAPITAL PROJECTS AND SPECIALIZED SERVICES

The City may also authorize the Engineer of Record to provide engineering services for specific capital improvement projects or other specialized assignments, which may include feasibility and alternatives analysis, preliminary and final design, permitting, preparation of plans and specifications, bidding assistance, construction administration and observation, and project closeout. Such services will be separately authorized through a task order or other written authorization establishing the applicable scope, schedule, and compensation.

4. SCHEDULE

The City anticipates the following schedule for the solicitation and selection process. The City reserves the right to modify this schedule as necessary.

RFP Issued 8/25/2026

Deadline for Questions 9/4/2026

Proposals Due 9/25/2026

Proposal Evaluation 9/28-10/2, 2026

Notice of Intent to Award 10/9/2026

Contract Execution 10/26/2026

5. PROPOSAL INSTRUCTIONS

5.1. PROPOSAL SUBMITTAL

Proposals shall be submitted electronically in PDF format no later than September 25, 2026 at 5:00 PM PST.

Proposals shall be submitted electronically to:

Thomas Fiorelli, City Administrator/City Planner City of Monroe cityhall@monroeoregon.gov

The email subject line shall state: “Engineer of Record RFP.”

Proposals received after the specified deadline may not be considered. Proposers are responsible for ensuring that their proposal is received by the City prior to the deadline.

5.2. QUESTIONS AND ADDENDA

Questions regarding this RFP shall be submitted in writing to the City Administrator at the email address identified above no later than the deadline established in Section 4.

The City may issue written addenda to clarify or modify this RFP. Proposers are responsible for reviewing and incorporating all issued addenda into their proposals, as applicable.

Oral statements or representations by City personnel are not binding unless confirmed through a written addendum.

5.3. RESERVATION OF RIGHTS

The City reserves the right to:

• Reject any or all proposals;

• Cancel or modify this solicitation when determined to be in the City's best interest;

• Waive minor informalities or irregularities;

• Request clarification or additional information from any proposer;

• Conduct interviews with one or more proposers;

• Negotiate a final agreement with the highest-ranked proposer in accordance with applicable law; and

• Take any other action permitted under applicable law in connection with this solicitation and selection process.

5.4. PROTESTS

Protests shall be submitted in accordance with applicable City and State of Oregon public contracting requirements.

5.5. PUBLIC RECORDS

Proposals submitted to the City are public records and will be subject to disclosure under Oregon Public Records Law, except to the extent that information is exempt from disclosure under applicable law. Proposers should clearly identify information they believe is exempt from disclosure and cite the applicable statutory basis for the claimed exemption. The City will determine disclosure obligations in accordance with applicable law.

5.6. COSTS OF PROPOSAL PREPARATION

All costs incurred in preparing and submitting a proposal, participating in interviews, or otherwise responding to this RFP are the sole responsibility of the proposer.

6. PROPOSAL CONTENTS

Proposals should be concise and provide sufficient information for the City to evaluate the proposer’s qualifications, experience, availability, and approach to serving as the City’s Engineer of Record. Proposal narratives shall not exceed 10 pages, excluding resumes, rate schedules, and other specifically requested attachments.

Proposals shall include the following:

6.1. FIRM AND TEAM

Provide a brief description of the firm and identify the individual who will serve as the primary Engineer of Record for the City. Identify the individual who will serve as the City's primary day-to-day contact, if different, and other key personnel and subconsultants anticipated to provide services to the City, including their roles and areas of expertise.

Include resumes for key personnel as attachments to the proposal.

6.2. QUALIFICATIONS AND RELEVANT EXPERIENCE

Describe the proposer’s qualifications and experience providing municipal engineering services similar to those described in Section 3.

The City is particularly interested in experience with:

• Small municipal governments;

• Drinking water and wastewater systems, particularly surface water treatment and lagoon wastewater treatment systems;

• Streets, stormwater, and other municipal infrastructure;

• Development and engineering plan review;

• Capital improvement planning, design, permitting, and construction;

• Coordination with Oregon regulatory and funding agencies; and

• Publicly funded infrastructure projects.

Proposers may identify additional areas of expertise relevant to the City’s anticipated engineering needs.

6.3. APPROACH, AVAILABILITY, AND RESPONSIVENESS

Describe the proposer’s approach to serving as the City’s Engineer of Record, including:

• How routine requests and task orders will be managed;

• Availability of the proposed Engineer of Record and supporting staff;

• Ability to respond to time-sensitive City needs;

• Approach to communication and coordination with City staff; and

• Approach to providing specialized expertise through other staff or subconsultants when needed.

6.4. REPRESENTATIVE PROJECTS AND REFERENCES

Provide examples of recent projects or ongoing municipal engineering relationships that demonstrate experience relevant to the services described in this RFP.

Provide at least three references for public-sector clients for whom the proposer has performed similar services. Include the client name, contact person, contact information, and a brief description of the services provided.

6.5. RATE SCHEDULE

Proposers shall provide pricing policies, current hourly rates, and other cost information for all personnel anticipated to provide services to the City, together with any standard reimbursable expenses or other applicable charges.

The rate schedule shall be submitted as part of the proposal and identify any proposed annual adjustments or other conditions affecting rates during the anticipated contract term.

6.6. REQUIRED CERTIFICATIONS AND INFORMATION

The proposal shall confirm that:

• The individual proposed to serve as the City's Engineer of Record is a Professional Engineer licensed and in good standing to practice engineering in the State of Oregon;

• The proposer is legally qualified to conduct business in Oregon;

• The proposer can meet the insurance requirements established by the City; and

• The information contained in the proposal is accurate and the individual submitting the proposal is authorized to represent the proposer.

7. MINIMUM QUALIFICATIONS

To be considered for selection, a proposer must meet the following minimum qualifications:

1. The individual proposed to serve as the City’s Engineer of Record must be a Professional Engineer licensed and in good standing to practice engineering in the State of Oregon.

2. The proposer must be legally qualified to conduct business and provide professional engineering services in the State of Oregon.

3. The proposer must have the personnel, resources, and professional capabilities necessary to provide the general municipal engineering services described in this RFP, either through its own staff or qualified subconsultants.

4. The proposer must be able to meet the City’s insurance requirements and enter into a professional services agreement with the City.

5. Proposals that do not demonstrate compliance with the minimum qualifications may be deemed nonresponsive and removed from further consideration.

8. EVALUATION AND SELECTION

Proposals meeting the minimum qualifications established in Section 7 will be evaluated based on the criteria below.

Evaluation Criteria Maximum Points

Qualifications and experience of the proposed Engineer of Record and key personnel

Relevant municipal engineering experience, including experience with small Oregon communities and the infrastructure systems identified in this

RFP

Approach to serving as the City’s Engineer of Record, including communication, responsiveness, and management of City assignments

Availability, capacity, and ability to provide or coordinate specialized expertise as needed

Rate Schedule and Pricing Information 15

References and demonstrated past performance 10

Total 100

The City may request clarification or additional information from proposers as part of the evaluation process. The City may also conduct interviews with one or more of the highest-ranked proposers if determined useful to the selection process.

Following evaluation of the proposals and any interviews, the City will identify the highest-ranked proposer and proceed with contract negotiations in accordance with applicable procurement requirements. If the City is unable to reach an agreement with the highest-ranked proposer, the City may terminate negotiations and proceed with the next highest-ranked proposer.

The final selection and contract award will be subject to authorization by the City Council, as applicable.

9. CONTRACT AND GENERAL TERMS

9.1. PROFESSIONAL SERVICES AGREEMENT

The City intends to enter into a professional services agreement with the selected Engineer of Record. The agreement will establish the general terms and conditions governing services provided to the City.

The selected proposer will be required to comply with all applicable federal, state, and local laws, regulations, and requirements in the performance of services.

9.2. CONTRACT TERM

The City anticipates an initial contract term of three (3) years. At the City’s option and subject to satisfactory performance and mutual agreement, the contract may be extended for up to two (2) additional one-year periods.

9.3. AUTHORIZATION OF SERVICES

Selection as the City’s Engineer of Record does not guarantee any minimum amount of work or compensation.

Services will be performed only when authorized by the City. For individual assignments, the City may request a task order or proposal identifying the scope of work, schedule, personnel, deliverables, and compensation applicable to the assignment. Work shall not commence until authorized by the City.

The Engineer of Record shall not perform work exceeding an authorized scope or amount without prior written authorization from the City.

9.4. COMPENSATION

Routine Engineer of Record services will generally be compensated based on the hourly rates and fee schedule established in the resulting agreement.

For individual projects or significant assignments, compensation may be established through a negotiated task order or other written authorization based on the scope and nature of the work.

Any adjustments to hourly rates or the fee schedule during the contract term shall be governed by the resulting agreement.

9.5. SPECIALIZED AND SEPARATELY PROCURED SERVICES

The City reserves the right to obtain engineering or other professional services from other consultants when determined appropriate, including for specialized services, major capital projects, conflicts of interest, funding or regulatory requirements, or other circumstances in which separate procurement is in the City’s best interest.

9.6. INSURANCE

The selected proposer will be required to maintain insurance appropriate to the services provided, including professional liability, commercial general liability, automobile liability, and workers’ compensation coverage, as applicable. Specific insurance requirements will be established in the professional services agreement.

9.7. CONTRACT NEGOTIATION

The City will negotiate the final scope, terms, rates, and other provisions of the professional services agreement with the selected proposer in accordance with applicable procurement requirements.

If the City and selected proposer are unable to reach an agreement, the City may terminate negotiations and proceed with another qualified proposer as permitted by applicable law.