Building Official RFP.pdf

655 Manzanita Ave – Manzanita Oregon 97130 P.O. Box 129, Manzanita, OR, 97130-0129

Phone: (503) 812-2514 | TTY Dial 711 ci.manzanita.or.us

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City of Manzanita, Oregon

Request for Proposals (RFP) Professional Building Official, Plan Review, and Inspection Services Submittal Deadline: Monday, May 11, 2026, 4:00 PM (Pacific Time)

1. Solicitation Overview The City of Manzanita is requesting proposals from qualified individuals or firms to provide Building Official services, plan review, and inspection services on an as-needed basis to ensure compliance with the Oregon State Building Code and applicable laws.

The City also seeks to support development of internal staff capacity to administer its building program over time.

This solicitation is conducted as a Request for Proposals (RFP) in accordance with ORS 279B.055 and OAR 137-047-0260. The City may select one or more qualified proposers to provide services.

2. Proposal Submission Proposals must be submitted electronically by the deadline to:

Jeremy VonSaggern, Development Services City of Manzanita Email: devservices@ci.manzanita.or.us Phone: 503.812.2154

Late proposals will not be considered.

3. Scope of Services Services will be provided on an as-needed basis in a coastal environment with unique development patterns, seasonal demand fluctuations, and environmental constraints.

and may include the following:

A. Building Official Services

Provide timely Building Official services, including the ability to respond to City needs on short notice

Maintain availability to perform inspections, plan review coordination, and related services within timeframes necessary to support active construction and permitting activity

Coordinate closely with City staff to ensure continuity of service during peak demand periods

Provide code interpretation and technical determinations Support compliance with Oregon Building Codes Division requirements Assist with enforcement actions and documentation as needed

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B. Plan Review Services

Structural, building, fire/life/safety review Mechanical, plumbing, and related disciplines Ensure compliance with current Oregon Specialty Codes

C. Inspection Services

Residential and commercial inspections, including structural, mechanical, and plumbing

Coordination with City staff regarding scheduling and reporting

D. Program Support, Training, and Supervision Provide technical training, supervision, and oversight to a City employee working toward Oregon residential inspector certification Ensure that all training and supervision is provided in a manner consistent with applicable Oregon Building Codes Division requirements Support development of staff competency in inspection practices, plan review fundamentals, and code application Provide periodic feedback to City management regarding staff progress, as requested

E. Responsiveness and Availability The City requires a high level of responsiveness to support active permitting and inspection needs. Proposers must demonstrate their ability to provide timely service, including availability for inspections and Building Official functions on short notice. Proposals should clearly describe typical response times, scheduling flexibility, and capacity to meet fluctuating demand.

Nothing in this scope shall be construed to delegate certification authority, which remains with the State of Oregon.

4. Minimum Qualifications Proposers must demonstrate:

Current certification by the State of Oregon to perform proposed services Experience with Oregon Specialty Codes and applicable statutes and rules Ability to perform work in a small-city environment with variable demand The following are preferred:

Experience serving as a Building Official or equivalent role Experience providing services to Oregon municipalities Experience providing training or supervision to inspectors working toward certification Experience working in coastal communities or jurisdictions with similar environmental, development, and infrastructure conditions

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5. Proposal Requirements Proposals should be concise and include:

Qualifications and certifications Relevant experience, including municipal work Approach to services, including:

o Availability and responsiveness o Ability to provide Building Official services o Approach to training and supervision of staff o Fee structure (hourly rates, minimums, travel, etc.)

o References (minimum of two recent clients)

6. Evaluation and Selection Proposals will be evaluated based on the following criteria and relative weights:

Qualifications and certifications — 25% Relevant experience — 20% Availability and responsiveness — 25% Ability to provide Building Official services — 15% Ability to support staff training and supervision — 10% Cost of services — 5%

The City will evaluate proposals based on the criteria above and may determine the highest-ranked proposer based on best value.

Availability and responsiveness will be a critical factor in evaluation. Proposers should clearly demonstrate their ability to provide timely service, including availability for on-site services on short notice and during periods of fluctuating demand.

The City reserves the right to request clarifications or conduct interviews if deemed in the best interest of the City.

The City may award a contract to the proposer whose proposal is determined to be most advantageous to the City based on the evaluation criteria set forth in this RFP.

The City may:

Request additional information or clarification Conduct interviews at its discretion Select one or more proposers Negotiate final scope and compensation prior to contract execution

7. Schedule The following schedule is anticipated for this procurement. The City reserves the right to modify this schedule as needed in the best interest of the City.

RFP Issued: Monday, April 27, 2026 Deadline for Questions: Monday, May 4, 2026 Proposals Due: Monday, May 11, 2026, 4:00 PM (Pacific Time)

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Evaluation Period: May 12-13, 2026 Notice of Intent to Award Issued: Thursday, May 14, 2026 Protest Period Ends: Thursday, May 21, 2026, 5:00 PM (Pacific Time) Contract Negotiation / Finalization: May 22–28, 2026 City Council Contract Approval: Wednesday, June 3, 2026 Anticipated Contract Start: June 2026

8. Solicitation Process The City will provide public notice of this RFP through its website and direct solicitation to qualified firms.

The City reserves the right to issue addenda to this RFP. Addenda will be posted on the City’s website. Proposers are responsible for checking for addenda prior to submission.

All proposers will be evaluated using the criteria identified in this RFP. The City will maintain documentation of the solicitation and selection process in accordance with applicable public contracting requirements.

9. Public Records The City is subject to Oregon Public Records Law (ORS 192). Proposals submitted in response to this RFP may be subject to public disclosure unless exempt from disclosure under applicable law. Proposers should clearly identify any information they claim is exempt from disclosure and cite the applicable statutory basis.

10. Terms and Conditions Proposals shall be valid for a period of 60 days following the submission deadline

The City reserves the right to reject any or all proposals The City may waive informalities or minor irregularities The City may cancel this RFP at any time if it is in the public interest This RFP does not obligate the City to award a contract

The selected proposer will be required to enter into the City’s standard Professional Services Agreement and meet applicable insurance requirements. (Exhibit A)

11. Questions All questions must be submitted no later than Friday, May 1, 2026, to:

Jeremy VonSaggern, Development Services City of Manzanita Email: devservices@ci.manzanita.or.us Phone: 503.812.2154 Responses to questions will be compiled and posted on the City’s website.