Building_Improvement_Program_-_Program_Architects_RFQ.pdf

REQUEST FOR PROPOSAL

26-053

BUILDING IMPROVEMENT PROGRAM - PROGRAM ARCHITECTS

RFQ

City of Beaverton

12725 SW Millikan Way

Beaverton, OR 97005-1678

RELEASE DATE: March 9, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: April 9, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beavertonoregon https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Beaverton

REQUEST FOR PROPOSAL

Building Improvement Program - Program Architects RFQ

I. Introduction and Background II. Scope of Work

III. Proposal Content and Format IV. Proposer's Special Instructions V. Proposal Submittals

VI. Proposal Evaluation & Contract Award VII. Evaluation Phases

VIII. Beaverton Equity Procurement Program Information

Attachments:

A - Sample Contract

Request For Proposal #26-053 Title: Building Improvement Program - Program Architects RFQ

1. 1. ............................................... Introduction and Background

1.1. 1.1. ............................................................................................. Summary

Each year, the City of Beaverton (City) allocates funds for professional design services through the

Building Improvement Program that aim to make improvements to commercial properties and tenant businesses in Downtown Beaverton and on Allen Boulevard. These services support the City in their effort to help commercial districts make a lasting first impression, create a vibrant and inclusive experience for patrons of local businesses, and attract investment in properties throughout the geographic area.

At this time, professional design services are needed to assist with the design of commercial storefront improvements through the Building Improvement Program. Background information on this program is provided at the following link: https://beavertonoregon.gov/1563/Building-Improvement-Program.

The City is issuing this Request for Qualifications (RFQ) to obtain the services of qualified architects

(Proposers) to perform architectural design and related professional services as needed for design grant projects through the Building Improvement Program. These projects involve the creation of new designs for commercial storefronts and façades, both exterior and interior, related to and supported by this program.

1.2. 1.2. .......................................................................................... Background

The Building Improvement Program is intended to support commercial property and business owners

(Grantees) who have an interest in improving their building but do not have experience completing projects of this nature and therefore require additional support. Grantees of these programs are assigned city staff who serve as a dedicated Grant Manager. The Grant Manager works with the designer and the grantee to help craft a design for their building that meets the goals and needs of the business(es) that occupies the space. After this design is produced, the Grantee is eligible for a secondary Project grant to assist with funding the implementation of the design.

Through the Building Improvement Program, the City funds renovations of existing commercial buildings in Downtown and on Allen Boulevard through three different types of grants: Design Grants, Program

Grants and Maintenance Grants. With a Design Grant, the City assigns a design professional to redesign both building exteriors and customer-facing interior areas of existing businesses within the two program areas. Detailed information on this program, as well as the typical life cycle of a project, can be found at:

https://beavertonoregon.gov/1563/Building-Improvement-Program.

The City intends to execute a Blanket Agreement with three (3) proposers. The term of the agreement will be for a two (2)-year period with the option to renew up to three (3) additional one-year periods.

The total term of the contract will not exceed five (5) years.

Following the execution of the Blanket Agreements, the City will engage designers for separate Project

Contracts for specific projects, with a set fee per project of $7,500 for Building Improvement Program

Design Grant projects. The value of each direct Proposer contract over the maximum five (5) year period may not exceed $100,000. The Project Contract will identify the type of services, scope of work, fee, and terms of payment for services.

https://beavertonoregon.gov/1563/Building-Improvement-Program https://beavertonoregon.gov/1563/Building-Improvement-Program

Services will be obtained on an as-needed basis and the City makes no representations as to the actual amount of service, if any, to be obtained from any particular Proposer.

1.3. 1.3. ............................................................................ Contact Information

David Snider

Development Project Coordinator

P.O. Box 4755

Beaverton, OR 97076

Email: dsnider@beavertonoregon.gov

Phone: (971) 416-9809

Department:

BURA

Department Head:

Andy Varner

BURA Director

1.4. 1.4. ............................................................................................... 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 March 9, 2026

Question Response Deadline April 1, 2026, 5:00pm

Deadline for Submission of Proposals April 9, 2026, 2:00pm

Commencement of Services July 1, 2026 mailto:dsnider@beavertonoregon.gov tel:(971)416-9809

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ................................................................................. Schedule of Work

The City expects the Proposer selected for award of contract to be available to start work as soon as a contract is signed.

The City anticipates all work will be completed on or before June 30, 2028, unless the contract is extended.

2.2. 2.2. ..................................................................................... Scope of Work

Proposers awarded Agreements to provide Design Services for Building Improvement Program Design

Grants will be available to participate in meetings with the Grantee and Grant Manager and ultimately create the required deliverables. The Proposer will be given between three (3) and four (4) months to complete the project. The details of these meetings and deliverables are as follows:

• Four (4) meetings with the Grantee and assigned Grant Manager, including:

o Kickoff Meeting held in-person on site at the project location or virtually, depending on the

Grant Manager’s preference. At this meeting, attendees will discuss the function of the building, site-specific requirements, aesthetic direction and budget parameters for a future

Project Grant using the design generated by this Design Grant, should the Grantee decide to pursue one.

o Concept Review Meeting during which the Proposer will present no less than three (3) distinct conceptual designs they have created reflecting the Kickoff Meeting discussion.

o Final Design Review Meeting during which the Proposer will present a draft final design incorporating all feedback from the Grantee and Grant Manager, including rough-order magnitude drawings (bid set). Any final feedback/edits requested at this meeting will be incorporated into the design prior to obtaining contractor’s estimates (bids).

o Cost Review and Project Close Out Meeting during which the Proposer will present at least three (3) construction bids obtained by the Proposer, and revised bid set drawings if edits were requested at the Final Design Review Meeting.

• Deliverables:

o A short narrative scope of work to the Grant Manager upon assignment of the project, as well as confirmation of project contacts (Project Manager, Lead Architect, etc.)

o Three (3) conceptual drawings which represent distinct design directions for the Grantee and Grant Manager to consider and choose from at the Concept Review Meeting o One (1) bid set and visuals to illustrate the draft final design. The bid set must be detailed enough to provide licensed contractors with necessary specifications to create comparative bids for construction. However, drawings at this stage do not need to be permit-ready or stamped by a licensed architect o Three (3) contractor’s estimates (bids) obtained prior to the Cost Review and Project Close

Out Meeting, based upon the bid set created and shared by the Proposer. The Proposer will be provided with a template for bidders to use when creating their bids or to complete independently (their preference) in order to clearly communicate and compare bids with the Grantee and Grant Manager

• Additional Commitments:

o Respond to and check in with the Grant Manager as necessary for the project to be successful o Provide an invoice for the project fee after the Cost Review and Project Close Out Meeting, which prompts the Grant Manager to process payment

At the conclusion of the Building Improvement Program Design Grant project, the Proposer may approach the Grantee to offer comprehensive design services, including permit acquisition services, if the project is to continue. Grantees are eligible to apply for grants through the Building Improvement

Program to construct designs once completed and may hire their designer at their standard client rate using those funds or other funds they may have available.

In addition to grant agreements awarded to provide architectural design services for individual grantees as applied for, Proposers may also be asked to attend one Building Improvement Program informational session per application round (two rounds per calendar year) to provide introductory design advice to potential applicants. There is one information session offered virtually, and one offered in-person at a

City-owned building (usually either Beaverton City Hall or the Beaverton Public Library) per application round.

Though the City of Beaverton cannot guarantee that Grantees will implement designs completed through this process, nor that they will choose to contract their assigned designer, prior grantees through the program have frequently chosen to do so.

3. 3. ............................................... Proposal Content and Format

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.

3.1. 3.1. ............................ Proposal Format and Administrative Requirements

The City’s proposal format and administrative requirements are set out below. These are intended to facilitate the City’s ability to quickly and accurately evaluate proposals. Failure to follow these format 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 in the total page count unless stated otherwise. Include the following information on the cover page:The RFQ

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 of contents page is counted in the total page count unless stated otherwise.

C. Page Limit

Submitted proposals should be no longer than 25 pages.

Trade Secrets and Confidential Information

If it is necessary to submit trade secrets or other confidential information in order to comply with the terms and conditions of this RFQ, Proposers shall label any information that it wishes to protect from disclosure to third parties. Proposers must label each page containing a trade secret or other confidential information and identify on each page the content that is a trade secret or is other confidential information. Any Proposer who designates its entire proposal as confidential or a trade secret may be disqualified.

The City shall take reasonable measures to hold in confidence all such labeled information, but shall not be liable for release of any information when required by law or court order, whether pursuant to the

Oregon Public Records Law or otherwise. The City shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3). Furthermore, by submission of a proposal, the Proposer agrees to indemnify and hold harmless the City 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.

3.2. 3.2. ................................................................... Substantive Requirements

Project Understanding

The proposer shall include a statement to demonstrate its understanding of the City’s Building

Improvement Program, including but not limited to:

• The City’s goals in pursuing the project.

• The role of the proposer.

Minimum Qualifications

The scope of work requires architectural services to be provided, you must comply with the below minimum requirements and list the name and registration number of the qualifying professionals as described below. Proposals that do not meet the below minimum qualifications, as required, will not be evaluated.

• List the name and registration number of at least one (1) licensed architect intending to perform architectural design services under the contract.

• Consultant must have successfully completed at least three (3) projects of similar scope, complexity, and nature showing experience with similar grant-funded projects.

General Qualifications

Proposals shall demonstrate the qualifications and experience of the personnel who will work directly with the City rather than describing the general experience and qualifications of the firm. The City will not consider promotional literature of a general nature. The focus should be on recent and local project experience within the last five (5) years that is relevant to the scope of work outlined in this

RFQ. Include the following information:

General Qualifications of the Proposer

• Describe the Proposer’s capabilities and experience.

• List Proposer experience working with at least three (3) similar projects showing experience with similar grant-funded projects.

• List Proposer experience working with the City of Beaverton's Building Improvement Program, Storefront Improvement Program or Tenant Improvement Program (if any).

• List Proposer experience working with small businesses.

• List Proposer experience working with clients who speak English as a second language, and state languages other than English spoken by key staff person(s) that would work on these projects (if applicable).

• Record of past performance from previous projects, quality of work, ability to meet schedules, and perform contract administration

• Availability to and familiarity with the program area associated with Beaverton's Building

Improvement Program

Project Manager Qualifications

• The project manager is the person who will be assigned by the proposer to provide day-to-day management of this project. A locally based project manager is mandatory.

• The proposed project manager assigned to the project will be available for the duration of the contract to provide continuity. The project manager also must be a registered architect in

Oregon.

• List the qualifications of the project manager who will work on this project. Include a description of the relevant education and training, certificates and licenses, professional background, and years of experience with work relevant to the scope of this RFQ.

• Describe the experience of the project manager, particularly similar projects with government entities in the Portland Metro area. Identify the project manager’s specific role in relevant projects; do not include projects where the project manager had a minor or no active role. The

City will only consider projects that include a client contact name and phone number.

• Provide three (3) client references who have worked with the project manager.

• If submitting a resume, only include project experience relevant to the scope of work outlined in this RFP.

Project Approach

The proposer shall include a detailed statement of its approach to the project. Include the following information.

• A detailed explanation of proposer’s approach to the work, the techniques the proposer expects to use, and the use of key personnel, including consideration of local Building Code and permit requirements.

• Describe how Proposer would communicate with City personnel, if at all, to assist during the project.

• Describe how the Proposer would communicate with and listen to the requests of grantees during a project.

• Provide any additional information about proposer’s project approach that would be beneficial to the selection committee.

Note: Do not include any information about price, pricing policies or other pricing information, including the number of hours proposed for the service required, expenses, hourly rates, and overhead.

4. 4. ............................................. Proposer's Special Instructions

4.1. 4.1. ............................................................................... Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through the City's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Thursday, April 9, 2026, no later than 2:00 pm.

4.2. 4.2. ...................................................................... Minimum Requirements

Proposer must show that they have a licensed architect on staff.

4.3. 4.3. ................................................................ Questions and Clarifications

All questions regarding this project proposal shall be submitted through the portal.

4.4. 4.4. ................................................ Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City 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 the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested 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.

4.5. 4.5. ............................ Contract Administrator and Single Point of Contact

The Contract Administrator will be David Snider, who can be reached by telephone at (971) 416-9809 or by e-mail at msumner@beavertonoregon.gov.

4.6. 4.6. ...................................................................... Insurance Requirements

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

4.7. 4.7. ............................................................................. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to three (3) additional one-year terms at the option of the City.

4.8. 4.8. ............................................................................... 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.

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

5. 5. .............................................................. Proposal Submittals

Substantive Requirements

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

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

*Response required

5.2. 2. ....................................................... Authorized Signatory Name & Title* *Response required

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

☐ No

*Response required

5.4. 4.If yes, what Certifications do you hold and provide certification number.

5.5. 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 https://procurement.opengov.com/portal/beavertonoregon/projects/232546/document?section=2208076 https://procurement.opengov.com/portal/beavertonoregon/projects/232546/document?section=2208070

5.6. 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 26-053 Building Improvement Program - Program Architects RFQ

☐ Please confirm

*Response required

6. 6. ................................. Proposal Evaluation & Contract Award

6.1. 6.1. ............................................................................... Evaluation Criteria

Below is the evaluation criteria that will be used to evaluate the proposals:

1. Project Understanding – [20% or other]

2. Qualifications – [60% or other]

3. Project Approach and Schedule – [20% or other]

6.2. 6.2. ..................................................................Investigation of References

The City 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. The City 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.

6.3. 6.3. ..................................................................... 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, but will not, in any way, provide an opportunity to change any fee amount originally proposed. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

6.4. 6.4. .................................................................................... Contract Award

The City may award one contract or multiple contracts, as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the Proposers of its number one selection via email to all proposers.

6.5. 6.5. ........................................................................... Award Consideration

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

6.6. 6.6. ..................................................................... Award Recommendation

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

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

6.7. 6.7. .................................................................................. Form of Contract

A copy of the standard Professional Service contract which the City 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, the submitted proposal and negotiated terms.

http://www.beavertonoregon.gov/

6.8. 6.8. ......................................................................... Insurance Certification

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

6.9. 6.9. ................................................................... No Contractual Obligation

The City 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. 7. ................................................................. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Understanding

The proposer shall include a statement to demonstrate its understanding of the City’s

Building Improvement Program, including but not limited to:

• The City’s goals in pursuing the project.

• The role of the proposer.

0-5 Points 20 (20% of Total)

2. Qualifications

Proposals shall demonstrate the qualifications and experience of the personnel who will work directly with the City rather than describing the general experience and qualifications of the firm. The focus should be on recent and local project experience within the last five (5) years that is relevant to the scope of work outlined in this RFQ. Include the following information:

General Qualifications of the Proposer

• Describe the Proposer’s capabilities and experience.

• List Proposer experience working with at least three (3) similar projects showing experience with similar grant-funded projects.

• List Proposer experience working with the City of Beaverton's Building

Improvement Program, Storefront

Improvement Program or Tenant

Improvement Program (if any).

• List Proposer experience working with small businesses.

• List Proposer experience working with clients who speak English as a second language, and state languages other than English spoken by key staff person(s) that would work on these projects (if applicable).

• Record of past performance from previous projects, quality of work, ability to meet schedules, and perform contract administration

• Availability to and familiarity with the program area associated with

Beaverton's Building Improvement

Program

0-5 Points 60 (60% of Total)

3. Project Approach and Schedule

The proposer shall include a detailed statement of its approach to the project. Include the following information.

• A detailed explanation of proposer’s approach to the work, the techniques the proposer expects to use, and the use of key personnel, including consideration of local

Building Code and permit requirements.

• Describe how Proposer would communicate with City personnel, if at all, to assist during the project.

• Describe how the Proposer would communicate with and listen to the requests of grantees during a project.

• Provide any additional information about proposer’s project approach that would be beneficial to the selection committee.

0-5 Points 20 (20% of Total)

8. 8. ........... Beaverton Equity Procurement Program Information

8.1. 8.1. ............................................................................ Program Description

The City 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.

The City has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.