PO Box 589, Detroit, OR 97342, Phone (503) 854-3496 - Fax (503) 854-3232

REQUEST FOR PROPOSALS

FOR

CITY OF DETROIT WATER SYSTEM REHABILITATION,

LOAN ADMINISTRATION, AND CIVIL ENGINEERING

Advertised May 7, 2026

This project was funded in part with a financial award from the Special Public Works Fund, funded by the Oregon State Lottery and administered by the Oregon Infrastructure Finance Authority.

Proposals Due:

2:00 pm May 21, 2026

Address Proposals to:

City of Detroit Attn: Michelle Connor, City Recorder Detroit@wvi.com PO Box 589 Detroit, OR 97342

SECTION 1 - GENERAL INFORMATION

1.01 Project Scope

The proposed project will construct an emergency potable water intertie between

Detroit and Idanha. The two communities are located approximately five miles apart. The intertie would consist of approximately 25,000 feet of new water main installed along highway 22, alterations to existing pressure reducing valve stations, a new bidirectional pump station, and a bidirectional flow meter. Water should be able to be pumped back and forth between the treated water reservoirs for both Detroit and Idanha. Phase 1 of this project will be for engineering design and feasibility. Should the project be able to be constructed, phase 2 will consist of construction oversight and construction management of the project designed in phase 1. While only phase 1 work is guaranteed, the owner shall reserve the right to award phase 2 of the project to the winning proposal.

1.02 Proposal Request

Four hard copies of the written materials in response to this RFP must be submitted in hard copy form no later than the proposal due date of 2:00 p.m. local time on Thursday, 21, 2026, to Michelle Connor, City Recorder.

1.03 Proposer's Proposal

Proposers responding to this proposal request must follow the directions stated within the RFP. Adherence to these rules will ensure a fair and objective analysis of the proposals. Proposals should be prepared simply and economically. Special bindings, colored displays, promotional materials, etc., are not necessary. Emphasis should be on completeness, brevity, and clarity of the content.

Provide a clear and concise description of your firm's capabilities to meet the RFP requirements. Proposals must demonstrate current experience in at least one project of the general size and nature performed within the last five (5) years where both full grant/loan administration and engineering services were provided. Failure to comply with or complete any part of this request may result in the rejection of your proposal.

1.04 Schedule

Advertisement May 7, 2026 Proposal Due at 2:00 pm Local Time May 21, 2026 Staff Recommendation June 4, 2026 City Council Approval June 9, 2026

1.05 Issuing Office

All correspondence pertaining to this RFP should be directed to City of Detroit.

1.06 Submitting Proposals

Proposals must be submitted via hard copy only, to City of Detroit. Fax submissions or email copies will not be accepted. Proposals must be received by the date and time stated in the Schedule. Submittals that are late, incomplete, or misdirected will be considered non-responsive, with no exceptions.

The proposal must be submitted in a sealed envelope, clearly marked as follows:

City of Detroit Attn: Michelle Connor, City Recorder RE: Proposal to RFP: City of Detroit Water System Rehabilitation

1.07 Proposal Withdrawal

Any proposal may be withdrawn at any time before the "Proposal Due" date.

1.08 Rejection or Acceptance of Proposals

The City expressly reserves the following rights to:

a. Disregard any or all irregularities in the proposals.

b. Reject any or all of the proposals or portions thereof.

c. Base award with due regard to quality of services, experience, compliance with the RFP, and other factors as may be necessary under such circumstances.

d. Reject all proposals and re-advertise at the City's sole discretion.

1.09 Selection of Consultant

The City's Selection Committee will recommend to the City Council that the contract award be made to the proposer that is in the Committee's opinion, best qualified. Council approval will be required.

The City's Selection Committee will follow the following steps to identify the best qualified proposer:

i. Evaluate and rank all qualified proposals according to the evaluation criteria.

ii. Negotiate with the top ranked proposer for a detailed scope and acceptance fee for the project. (Negotiate with the next ranked proposer if the first one does not lead to fruition.)

iii. Recommend to the City Council that the contract award be made to the proposer that is in the Committee's opinion, best qualified after the scope and fee negotiation is complete.

1.10 Requirements of Insurance

The successful proposer will be required to meet the City's insurance coverage as described below:

a. Comprehensive general liability - $2,000,000.00

b. Professional liability - $500,000.00

c. Automobile liability - $500,000.00

d. Workers' compensation - As required by ORS 656.017

e. Professional errors and omissions - $2,000,000.00

The successful proposer shall provide certification of all coverage's and shall name the City of Detroit as "an additional insured" on all except workers' compensation insurance policies prior to signing the contract. The City is defined as the entity named on the declarations page of the coverage agreement and its officers, employees, and agents including volunteers, authorized to act on behalf of the City.

1.11 Execution of Contract

It is anticipated that the total cost for FEMA & SPWF administration, design, and construction services will need to be approved by Council. The contract should be signed within two weeks of council award of the contract.

1.12 Public Records

Any materials submitted by the proposer shall become the property of the City unless otherwise specified. During the evaluation of proposals and the selections of the Consultant, the proposals shall be open to public inspection.

Proposals should not contain any information which the proposers do not wish to become public.

1.13 Tax ID Number

Proposals must state the proposer's Federal/State of Oregon Taxpayer Identification Number.

1.14 Federal/State/Local Requirements

The selected proposer shall comply with all Federal, State and local laws, regulations, executive orders and ordinances applicable to the work under this contract , including without limitation, the provisions of ORS 279B.220, 279B.2610, 279B.235, and 279B.270. In addition, proposers agree to comply with:

a. Title VI of the Civil Rights Act of 1964;

b. Section V of the Rehabilitation Act of 1973;

c. The American with Disabilities Act of 1990 and ORS 659.425;

d. All regulations and administrative rules established pursuant to the forgoing laws: and

e. All other applicable requirements of Federal and State civil rights and rehabilitation statues, rules and regulations.

f. All consultants need to comply with all contract clauses in FEMA Federal Contract Provisions as applicable outlined in 2 CFR 200 Annex II. (See Appendix A).

g. 2 CFR 200.317-327 (Federal Procurement Statutes)

Proposer is subject to the Oregon Worker's Compensation Law and shall comply with ORS 657.017, which requires the provision of Worker's Compensation coverage for all employees working under this contract. The City's programs, services, employment opportunities and volunteer positions are open to all persons without regard to race, religions, color, national origin, sex, age, marital status, disability or political affiliation.

1.15 Payment

The City will reimburse the Consultant under contract for services performed based on the approved scope of work completed after they are selected through the subsequent RFP and selection process.

The State of Oregon and FEMA are not a party to this agreement.

1.16 Funds

Funds for this project are being provided through a Special Public Works Funds and FEMA.

SECTION 2 - Proposal Content

There is a 15 page limit for the Proposals. The City is not interested in brochures, boilerplate filler, or general information that is not relevant to the project at hand. The consultants responding to this RFP are advised to provide a clear and responsive approach addressing all issues noted in this RFP.

Key elements should include, but not necessarily be limited to, the following items: (The identified elements are presented in no particular order.)

2.01 Understanding of Need

The consultant should clearly state their understanding of the City's need for grants/loans administration and project engineering for a small community.

Specific examples and insights will be useful in this section.

2.02 Approach

The consultant should attempt to describe their approach to serving as project engineer for a small community like Detroit, how they will communicate with the City, and what policies they will follow when interacting with the City on a day to day basis.

2.03 Experience

Consultant shall provide a description of their general experience with grant/loan administration and water system engineering. Preference will be given to firms with SPWF experience, working with IFA, OHA, OEM, and FEMA. All applicable experience should be provided.

2.04 Project Team

Describe the proposed project team for the contract. Describe who will be the key contacts and leaders of the team and the office where they work. Discuss who will interact with the City and the organizational structure that will be proposed.

2.05 Availability

It is important that the selected engineering firm will be capable of responding to the City's needs in a timely manner, complete projects on time, and be an efficient resource for the City. The Proposal should address the consultants approach to ensuring that the City's needs will be met by their firm.

2.06 References

Firms responding to this Proposal must provide a list of municipal client references within Oregon for which the firm or members of the firm have provided similar or related services within the past 5 years. A description of pertinent projects and current contact information for the agency should be provided. The firm must also provide a list of litigation pending or filed against firm within the past 5 years.

SECTION 3 - SELECTION CRITERIA

The City will screen and rank the Proposals based on the criteria outlined in this section.

The selection panel will make a final choice and recommendation to the Council to award the engineering contract to the most qualified consultant.

A brief description of the primary selection criteria is provided below:

3.01 Proximity of Firm to Detroit

The City wishes to work closely with the selected firm and desires fast and effective service. The consultant should address how they will provide effective service and how they will address travel costs and travel time issues.

3.02 Experience and Familiarity with the City of Detroit

Firms and firm members who have specialized experience with or who have gained a specialized understanding of the City of Detroit will be considered above firms and engineers without such an understanding. Describe your firm or firm member's experience and/or describe the level of familiarity gained during the Proposal process.

3.03 References

References where the consultant has served as the grant/loan administrator and/or EOR for municipal water system clients in Oregon where similar or related work was performed. References should also be able to describe the firm's responsiveness, availability, and ability to complete projects in a timely and orderly manner.

3.04 Experience Providing Grant Administration and Water System Engineering

The City is seeking a consultant familiar with grant funding administration and water system engineering. As a small City, it is critical that the consultant have this experience.

3.05 Consultant's understanding and approach and quality of Proposals

This selection criteria will allow the selection committee to award points based on the quality of the Proposal, the consultant's understanding of the City's needs, the consultant's approach to the work, or any other quality about the consultant's proposal that sets it apart from any others.

SELECTION CRITERIA SUMMARY

Selection Criteria Relative Weight

Location of firm 10 Familiarity with City 25 References 15 Experience w/ Grant Admin. & Water System Engineering 40 Understanding and Approach; Quality of Proposal 10 Total 100

SECTION 4 - LIMITATIONS

This RFP does not commit the City of Detroit to paying any costs incurred by consultant in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof. Further, the City of Detroit reserves the right to:

Accept or reject any and all submittals received as a result of this RFP at any time;

Negotiate with qualified consultants;

Cancel the RFP, in part or in whole, if it is determined to be in the best interest of the City to do so;

Waive minor irregularities and formalities in the Proposals submittals;

Seek further Proposals for engineering design and construction services contracts, in whole or in part, for recommendation contained in the completed facilities plan;

The City reserves the right to seek clarification on any point in any Proposal at any phase of the selection process;

No guarantee of work, financial obligation, or other assurance is made to any respondent of the RFP whether selected or not for the role.