Bid Notice-Owner_s Representative for Downtown Riverfront Construction Projects - Master Agreement.pdf

Request for Proposals

Owner’s Representative for Downtown Riverfront Construction Projects

Master Agreement

Solicitation Number RFP No. 20272009 Due Date and Time:

October 21, 2026 @ 2:30pm

NON-MANDATORY VIRTUAL PRE-PROPOSAL CONFERENCE

September 30, 2026 @ 1:00 – 2:00PM

Microsoft Teams Meeting Link

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

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I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20272009

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-048-0220, sealed Proposals for Owner’s Representative for Downtown Riverfront Construction Projects – Master Agreement for the City of Eugene will be accepted by the Purchasing Office until Wednesday, October 21, 2026 @ 2:30pm.

Proposals will be opened immediately after a Microsoft Teams Meeting and a record of Proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a Proposal.

Project Description In general, the City of Eugene is requesting proposals from consultants for an Owner’s Representative for Downtown Riverfront Construction Projects. The City intends to award a multi-year Master Agreement for provisions of services that may include, but are not limited to, preliminary design, final design, bidding, construction observation, and incidental related services such as geotechnical/subsurface investigations and topographical surveying.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Pre-Proposal Conference A non-mandatory pre-proposal conference will be held via Microsoft Teams on Wednesday, September 30, 2026, at 1:00pm. The meeting can be accessed via this link.

Statements made by the City’s representatives at the pre-Proposal conference are not binding upon the City unless confirmed by written addendum issued under Section II(6.0) of this RFP.

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Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: September 23, 2026

Michelle Hahn, OPBC Purchasing Analyst City of Eugene mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the Proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the Proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the Proposal. No erasures are permitted. The omission of any required information or forms may invalidate a Proposal.

1.3. Complete sets of RFP documents shall be used in preparing Proposals.

2.0 SUBMISSION

2.1 Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their Proposal prior to the closing time and date. Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered.

Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective Proposer may request that the City clarify any provision of the Solicitation Document. The City’s clarification to a Proposer, whether orally or in Writing, does not change the Solicitation Document and is not binding on the City unless the City amends the Solicitation Document by Addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-048- 0240(1), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements or specifications of the RFP shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 Any exceptions to the sample contract terms and conditions shall be submitted with Contractor’s Proposal.

3.4 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the Contract terms and conditions, including any Specifications, together with the reason for the requested change.

3.5 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.5.1 The solicitation number and title

3.5.2 A reference to the page and item being addressed

3.5.3 The reason and any proposed alterations

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3.6 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective Proposer may protest the Procurement process or the Solicitation Document for a Contract solicited under 137-048-0220. Pursuant to 137-048-0240(1), before seeking judicial review, a prospective Proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-048-0240(1) and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the Procurement process or the Solicitation Document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 ADDENDA AND INTERPRETATIONS

5.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on the OregonBuys site. Addenda may be downloaded from the OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

5.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the Proposer.

6.0 NONDISCRIMINATION

Submittal of a Proposal in response to this RFP evidences Proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise

RFP 20272009 Owner’s Representative Downtown Riverfront Projects, Master Agreement Page 6 of 36 certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

7.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of Proposals in response to this RFP.

8.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

9.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

10.0 RESERVED RIGHTS

The City reserves the right:

10.1 To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

10.2 To reject for good cause any or all Proposals upon the City’s written finding that it is in the public interest to do so.

10.3 To reject all Proposals not meeting or differing from the specifications set forth herein.

10.4 To waive any or all informalities in the Proposals submitted.

10.5 To consider the competency and responsibility of Proposers in making any awards.

10.6 In the event two or more Proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

10.7 In the event any Proposer or Proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

10.8 To extend the deadline for submitting Proposals, in according with City Rule 137- 048-0250.

10.9 To negotiate additions or deletions to goods and services requested.

11.0 CONSIDERATION OF PROPOSALS

11.1 Proposals will be opened publicly by the City of Eugene Purchasing Office in a

Microsoft Teams meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

11.2 The City intends to award a contract to the responsible Proposer submitting the most advantageous Proposal, based on evaluation factors contained in the Proposal, provided the Proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

11.3 The City shall provide written notice by email, regular mail or facsimile of the City’s intent to award the contract. Award shall not be final until the latter of the following:

11.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

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11.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

11.3.3 Proposers may protest the intended contract award in accordance with City Rule 137-048-0240(2).

12.0 CONTRACT AWARD

Submittal of a Proposal evidences Proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter contract negotiations as permitted by City Rules 137-048-0220(4)(c) regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify Proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during Contract negotiations will become part of the final Contract. The negotiations will identify the level of work and associated fees and costs that best represent the goods and services required.

13.0 PUBLIC RECORDS

This RFP and one (1) copy of each original Proposal received in response to it, together with copies of all documents pertaining to the Award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192. “

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance. “ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

1.1 Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible.

In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.2 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.2.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.2.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.2.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.2.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.2.5 No point of purchase material or promotional literature.

1.3 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.4 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

2.1 In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.1.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

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2.1.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract to use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

Energy Efficient Reusable or upgradeable Recyclable Contains post-consumer recycled materials Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.”

The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ............................................................ September 23, 2026

Non-Mandatory Pre-Proposal Meeting............................ September 30, 2026, at 1:00 PM

Last date to request solicitation clarification or change…....October 13, 2026, by 4:00 PM

Last date to protest solicitation…………………...……...…..October 14, 2026, by 4:00 PM

Proposals due no later than………...……....…................October 21, 2026, at 2:30 PM

Notice of Intent to Award…………………………………anticipated by November 30, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

1.0 BACKGROUND

The City of Eugene and its Urban Renewal Agency have worked to realize the community’s vision of transforming the former Eugene Water and Electric Board (EWEB) industrial property into the new Downtown Riverfront neighborhood. The Urban Renewal Agency purchased the initial 16-acre property in April 2018, followed by the acquisition of EWEB headquarters, now Eugene City Hall, in 2023, and has made significant investments to spur the site’s redevelopment.

The Downtown Riverfront neighborhood has seen substantial progress, the result of years of planning and hard work. Two residential buildings, Heartwood and Portal, have brought 225 new housing units into the neighborhood. The Downtown Riverfront Park and Plaza also opened and are used daily by Eugeneans and visitors. The Urban Renewal Agency has committed funds to support two Affordable Housing projects: the project at Mill Street and 4th Avenue (“Parcel 2”) has successfully applied for State funds and is now on the waiting list for funding as it becomes available; the project at Ferry Street and 5th Avenue (“Parcel 4”) is preparing to apply for State funds. Since signing a development agreement earlier this year, the Steam Plant development team is progressing through project feasibility and evaluation, working towards construction commencement by January 2028. City Hall continues to be an active location for Council, community members, and City employees.

The Urban Renewal Agency is now working to implement new projects aimed at improving connections between these component parts, creating new commercial space, and supporting future development on the site. There are two categories of projects considered by this RFP:

“Near Horizon” Projects and “Far Horizon” Projects. More information about the projects can be found in the Project Descriptions in Attachment A and the Map in Attachment B.

The Near Horizon category consists of three separate but related projects at a vital intersection and along a key entryway within Eugene’s Downtown Riverfront:

1) Improving the connection between 5th Avenue and the City Hall parking lot and moving the generator that blocks access between them (“Riverfront Connections”)

2) A food hall/eatery on Parcel 8 facing the Park and Plaza (“Parcel 8 Food Hall”); and

3) Resolving issues for utilities that will serve future developments (“Eugene Riverfront

Utility Resolution”).

The Far Horizon category includes projects that the City could choose to implement at some point in the future, but the timelines are based on factors not yet known and decisions not yet made. A list of possible Far Horizon projects is in Attachment A.

2.0 ATTACHMENTS

Attachment A – Overview of Downtown Riverfront Construction Projects Attachment B – Downtown Riverfront Construction Projects Map

3.0 GENERAL SCOPE OF SERVICES

The City of Eugene is requesting proposals from consultants for an Owner’s Representative for Downtown Riverfront Construction Projects. The City intends to award a multi-year Master Agreement for provisions of services that may include, but are not limited to, preliminary design, final design, bidding, construction observation, and incidental related services such as geotechnical/subsurface investigations and topographical surveying.

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The Owner’s Representative will provide the necessary project management, design management, construction management, technical assessment, and commissioning agent assistance to help the City deliver successful construction projects. See Sections 3.1-3.5 below for a fuller description of possible responsibilities.

Note: In the event that all of the projects do not share an architectural and engineering (A/E) consultant or contractor, all tasks related to these parties shall be repeated for each project.

3.1 General Project Management

General services to be provided throughout the project include, but are not limited to, those listed below:

Work on behalf of the City, facilitate City directives, and be an advocate for the City in the delivery of the project.

Act as key liaison between the City and the Project Team for all matters related to the project involving the City’s A/E consultant, the contractor and other consultants and vendors.

Attend/organize/conduct meetings with City staff, the City’s consultants, City Council and members of the public, as necessary.

Provide regular written and oral project updates to staff, City Council and others.

Manage the project Budget, including a monthly project budget report.

Manage the project Schedule, including a monthly project schedule report.

Maintain records in an orderly manner including: Correspondences, Contract

Documents, Change Orders, Construction Change Directives, the Architect's Supplemental Instructions, construction change logs, supplementary drawings, requests for payment, and other important project documentation.

3.2 Phases

All projects will generally be split into phases (see Attachment A for more information on the phases) and will move forward only if the Urban Renewal Agency Board (City Council) votes to approve the funding. Below is a summary of the Owner’s Representative’s responsibilities during each phase:

Preparation Phases: This includes the preliminary work to shape the project, including the collection of information necessary for the relevant decision makers to consider whether to move forward with project implementation. Tasks include but are not limited to:

Develop list of comparable projects and analyze for budget comparison.

Develop project Budget in coordination with the City, including detailed soft costs and cash flow/spending projections.

Develop project Schedule in coordination with the City, including critical path, deliverables and milestones.

Interact with and monitor key stakeholder involvement and design consultant work.

(The Owner’s Representative will not select the consultants or manage the contracts.)

Review and familiarize with design concepts, schematics, surveys, easements, and other materials created to date.

Focus on budget conformance, schedule conformance, and constructability.

Report findings and recommendations.

Recommend preferred combination/phasing of projects, including potential effect on budget, schedule and quality.

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Recommend preferred project delivery method for each project, including potential effect on budget, schedule and quality.

Implementation Phases: Should the decision be made to move a project forward, the Owner’s Representative will lead the implementation phase. Tasks include but are not limited to:

Recommend preferred scope and division of labor between City staff, Owner’s Representative, A/E firm, and contractor.

Coordinate and advise on solicitation, selection and contract negotiation with A/E firm, contractor and other consultants as necessary.

Develop procedures for communication, reporting, invoicing, payment, change orders, etc.

Work with the A/E firm and contractor to refine the construction schedule.

Review and offer commentary on the pre-construction deliverables produced by the contractor, relative to the selected materials and methods, costing choices, construction schedule, and project budget conformance.

Confirm and document building-related systems and equipment requirements (including, but not limited to, IT requirements, listening assistance equipment, A/V equipment) and identify appropriate responsibilities for procurement and installation for all equipment.

3.3 Concept / Design Overview, Management

The ongoing interaction with and monitoring of the A/E consultant’s work to ensure that the City remains on schedule, on track to meet the budget, and in alignment with the approved direction. The tasks below will occur during both the preparation and implementation phases.

Manage the A/E consultant and other consultants, including the preparation of all design deliverables.

Review and approve the A/E consultant’s invoices and advise City on contract modifications.

Coordinate regular progress meetings for team coordination and to provide updates to City staff.

Perform regular review of design progress, including reviews at design milestones.

Focus on budget conformance, schedule conformance, constructability, building performance, and operations and maintenance(O&M) performance.

Assist City in reviewing for fidelity to Concept Design and user/stakeholder needs.

Facilitate cost estimates at key project milestones with City, A/E and contractor (if engaged); identify strategies for aligning costs with the budget and develop a detailed Value Engineering log.

Advise the City on the potential for achieving any sustainability benchmarks, advise on associated costs, and identify any available incentives.

Identify decision points, changes, and tradeoffs.

Develop a plan for managing the design contingency.

Monitor progress against schedule and identify opportunities to improve.

3.4 Construction Management

Acting as a technical expert on behalf of the City and providing construction oversight activities.

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Track the construction progress, including on-site inspections to support and confirm the A/E consultant’s construction observation, and report on construction schedule, including alerting team of potential opportunities for delay.

Oversee construction activities on behalf of the City, including regular (not less than weekly) Construction Coordination Meetings throughout the construction and post-construction stages.

Perform due diligence on the proposed construction site, including recommending plans for any environmental remediation; coordinate contract for hazmat survey, bid documents and corrective action (CA) for remediation; coordinate architectural contract for demolition bid documents, through CA work.

Manage the construction contractor including review and approve the contractor’s invoices and advise City on contract modifications.

Manage subcontractors and vendors as necessary.

Review Architect’s responses to Contractor requests for interpretations of drawings and specifications and coordinate the resolution of questions that may arise.

Coordinate the acquiring of and manage the services of specialty firms, including minority-owned, women-owned, and emerging small business (M/W/ESB) firms, for this phase of the work, such as construction inspection and material testing.

Advise the City on the work of Special Consultants and testing, review results of tests required by the contract documents and invoices for third-party consultants to be paid by the City.

Develop a plan for managing construction contingency and completing project within available budget.

Develop and review additional solicitations and provide overall construction administration.

Recommend necessary or desirable changes to City and A/E consultant, and if accepted, facilitate changes as necessary.

Track, review and analyze change orders and support the City with negotiations.

Work with City to obtain consultants and goods and service providers for furniture, fixtures, and equipment.

3.5 Post Construction etc.

Acting as a technical expert of the City and providing construction close-out activities.

Manage completion of any construction punch-list items.

Analyze and provide recommendations to City on Contractor claims, if any.

Verify receipt of closeout documents, As-Builts, and O&M Manuals.

Develop and monitor commissioning of the project as required.

Coordinate efforts between staff and consultants during the close-out period to reach acceptance by the City.

Manage a warranty review 11 months after completion of construction.

Coordinate warranty problem resolution and other claims against any contractor(s).

4.0 SCHEDULE

The work included in this RFP can begin as soon as the City and the Owner’s Representative have a signed contract. The Owner’s Representative’s role will differ for each project, described below. See Attachment A for a full summary of the projects.

4.1 Near Horizon Projects

Riverfront Connections: The Owner’s Representative will begin to procure a design firm to complete the work needed as part of the Preparation Phase. It is anticipated

RFP 20272009 Owner’s Representative Downtown Riverfront Projects, Master Agreement Page 15 of 36 the Agency Board will consider next steps for this project in early 2027, depending on the work completed by the design firm.

Parcel 8 Food Hall: Preparation Phase is currently underway, for an Agency Board work session scheduled for winter 2026-27. If approved, the Owner’s Representative could begin the Implementation Phase.

Eugene Riverfront Utility Resolution: The Owner’s Representative will take the lead on coordinating the work needed to finalize the scope of work for this project. Staff decision on when and how this project will move forward is expected by the end of calendar year 2026, contingent on having all the information needed to make that decision.

4.2 Far Horizon Projects

Far Horizon Projects schedules would be developed by the City and Owner’s Representative for each additional project.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must contain all of the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the Proposer a “Responsive Proposer” to be further evaluated.

Required Submittals Written Proposal References Standard Proposal Form Standard Contract Language Statement

Proposals shall not exceed 30 pages in length, including pictures, charts, graphs, tables and text. Page size is limited to 8 ½ x 11 inches with basic text information no smaller than 10-point font. References, Resumes, Standard Proposal Form, front and back covers and blank section/numerical dividers will not be counted against the 30-page limit.

EVALUATION CRITERIA

Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

Category Points Possible

Cover Letter 15 points

Project Team and Qualifications 25 points

Experience 35 points

Project Approach and Methods 25 points

References Required

Standard Proposal Form Required

Standard Contract Language Required

Written Proposal Total Points 100 points

Interview (Optional) 25 points

Total Points if Interviews are held 125 points

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Written Proposal Evaluation Criteria

1. Cover Letter (15 points)

a. Provide an introductory letter introducing your firm and describing your interest in the scope of services and proposed work and why.

b. Include an overview of the Owner’s Representative firm, including the number of employees and years in practice.

c. Include the name(s) of the person(s) authorized to represent the proposer in any negotiations and the name(s) of the person(s) authorized to sign any contract that may result.

2. Project Team and Qualifications (25 points)

a. Provide an organizational chart of the complete team proposed for these projects.

Include proposed role and applicable licenses or certifications held by team members.

b. For all key personnel, provide years of pertinent experience and relevant qualifications.

c. Provide a 1-page resume for each project team member.

d. Describe how subconsultants, if any, will be integrated into the team structure, including their roles, qualifications, and the processes that will be used to coordinate work and ensure consistent quality across all projects.

3. Experience (35 points)

a. Provide an overview of Proposer’s experience, major clients, areas of expertise, unique qualifications, demonstrated leadership skills and other matters that would assist the City in the evaluation process.

b. Identify the Proposer’s qualifications, including the following:

Experience in construction project management and representing owners to deliver building construction projects for public entities.

Experience in presenting construction project updates on project progress and financials to major stakeholders.

Familiarity with all types of construction project management models, in particular, Construction Manager/General Contractor (CMGC) projects.

Project management credentials, including managing construction projects from conception to completion, managing all project resources, project budgets, project financials, third-party engineering consultants, architects, and interior designers.

Community Engagement Experience

c. Identify at least three (3) successful comparable projects completed by the project team within the past 7 years.

The following information is required for each project: client name, location, description of project, project duration, project budget and final hard construction cost, land area and/or building square footage and when the project was completed.

Identify which member(s) of your team worked on the project and in what capacity.

Explain unique challenges of the projects and how these were addressed.

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Include project photo.

4. Project Approach and Methods (25 points)

a. Describe your general approach to project management, including inspection, milestones, meetings, and deliverables.

b. Describe tools you use through each project phase, specifically tools to track issues, communications, budgets and schedules.

c. Describe approach to working with City staff to develop and deliver projects.

d. Provide a list of best practices your firm utilizes when making design and budgetary modifications and recommendations.

e. What are the most significant issues that could affect project success and how would you address them?

f. Describe strategies used to respond to opportunities and challenges.

5. References (Required)

Provide contact information for three individuals the members of the Owner’s Representative Team have worked with within the last 5 years. Include contact name, title, company name, phone number and project name/details.

6. Standard Proposal Form (Required)

7. Standard Contract Language (Required) Affirm acceptance of the City’s standard professional services contract or identify exceptions with proposed alternative language per RFP instructions.

8. Interviews – Optional (25 points)

The City reserves the right to conduct interviews with proposing teams.

The Purchasing Analyst responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each Proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “Responsive Proposal”. The City will notify any Proposers who submitted a Non-Responsive Proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

EVALUATION OF WRITTEN PROPOSALS:

The City will evaluate each Responsive Proposal in accordance with Rule 137-048-0220(4)(b) and the criteria described in Section VI of this RFP on a point system.

DISCUSSIONS & NEGOTIATIONS:

Pursuant to 137-048-0220(4)(c), the City may commence discussions and negotiations with the highest ranked Proposer after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP.

SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to Responsive Proposers. Final award will depend upon the execution of an acceptable contract and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Responsive Proposers may protest the City’s intent to award in accordance with Rule 137-048- 0240(2).

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VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20272009

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The Proposer represents that Proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The Proposer has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this Proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the Proposer in preparing this Proposal. The Proposer agrees that this Proposal may not be revoked or withdrawn for ninety (90) calendar days after the date on which Proposals are received.

3. Contract Execution; Insurance. The Proposer agrees that it will, within ten calendar days of receiving a Contract from the City, execute and return it to the City with insurance documentation as required.

4. Addenda. The Proposer acknowledges that it has received the following Addenda No(s): and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this Proposal.

(Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the Proposer's minority business certification or other Proposer qualifications.

Residency Proposer is _____ is not _____ an Oregon Resident Contractor.

An Oregon Resident Contractor, as defined by ORS 279A.120, means a contractor that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, and has a business address in this state.

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If proposer is not an Oregon Resident Contractor, indicate the proposer’s state of residence below.

State of Residence. _____________________

Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The Proposer certifies that the Proposal has been arrived at by the Proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, Proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the Proposal herein presented and made have not been communicated by the Proposer or their employees or agents to any person, not an employee or agent of the Proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the services hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature: Title:

Name (Print): Phone:

Address: Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

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IX. SAMPLE CONTRACT

CITY OF EUGENE

ARCHITECT, ENGINEER, OR RELATED PROFESSIONAL SERVICES CONTRACT

Owner’s Representative for Downtown Riverfront Projects Master Agreement

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) an __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _________ - _________

EXPIRATION DATE: December 31, 2027

RECITALS

A. Contractor is engaged in the business of ___________.

B. City desires to engage Contractor to provide the Services described in this Agreement and Contractor is willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the exemption or procedure authorized by City of Eugene Administrative Order 44-25-01-F, Public Contracting Rules 2025, Rule 137-048-0220 and RFP 20272009.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following:

1.1.1 Exhibit A summarizes certain federal, state and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified and take precedence in the event of an inconsistency with the Agreement.

1.1.2 Other Exhibits. The Contract also includes and incorporates the following exhibits, which are listed in order of precedence. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits:

Exhibit B: Statement of Work / Service Deliverables Exhibit C: Contractor’s Proposal Add other Exhibits as necessary

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1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

1.2.1 “Agreement” means this document, entitled Personal Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertakings and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products, properties and Services to be provided by Contractor under this Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties.