RFP No. 00002641 Bull Run Dam 1 and 2 FERC Part 12D Study

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RFP Number 0002641 Goods + Services November 7, 2025

Request for Proposals (RFP) for

Bull Run Dam 1 and 2 FERC Part 12D Study Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

8.1 Proposal Checklist

8.2 Proposer Information Form

8.3 Proposer Qualifications and Experience

8.4 Pricing Proposal

8.5 Corporate Responsibility: Community Involvement and Sustainable Business Practices

8.6 Exceptions and Deviations to the Sample Contract

8.7 Proposal Redactions for Public Records Purposes

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RFP at a Glance Proposals Due:

December 4, 2025 at 5:00 p.m. Pacific Time

Summary:

The City of Portland owns and operates the Portland Hydroelectric Project (PHP) Bull Run Dam No. 1 and No. 2 Developments under license from the Federal Energy Regulatory Commission (FERC), FERC No. 2821-OR. PHP requires the services of an Independent Consultant Team to conduct the Part 12D Report as defined in the Code of Federal Regulations (CFR) Title 18, Part 12, Subpart D of the Commission’s Independent Consultant (IC) Inspection Program and in accordance with the FERC’s Engineering Guidelines for the Evaluation of Hydropower Projects (Guidelines).

Pre-Proposal Meeting:

The pre-proposal meeting is not mandatory and will happen virtually. Please email destinee.strickland@portlandoregon.gov for the link.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/

Refer to Section 7: Submission Instructions for details.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before November 17, 2025 at 5:00 p.m. Pacific Time. Any questions received after November 17, 2025 may not be answered. Only the Single Point of Contact can answer questions about this

RFP.

Destinee Strickland Procurement Specialist Procurement Services 503-865-6155 destinee.strickland@portlandoregon.gov

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Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Attachment A, RFP 00002641 Project name

Proposals are Due December 4, 2025 at 5:00 p.m. Pacific Time

Late proposals are not accepted.

Proposal Page Limit is 20 Pages

The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization

You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions

Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through BuySpeed are provided in Attachment 1 – BuySpeed Submittal Instructions and also available at:

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download

Modifying or Withdrawing Your Submission

You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

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Section 8: Required Proposal Components

8.1 Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Experience and Qualifications Required Y □

Project Approach Required Y □

Project Team Required Y □

Pricing Proposal Required N □

Equal Employment Opportunity and Access in Subcontracting

Required Y □

Equal Opportunity Employer and Community Involvement

Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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8.2 Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portlandoregon.gov/rev enue/29320

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_ web_name_srch_inq.login

State of Incorporation

Common Parent My firm is not owned or controlled by a common parent Name common parent:

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Redaction for Public Records I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

Open Data Requirements https://efiles.portlandoregon.gov/Rec ord/10879908/

I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

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8.3 Proposer Qualifications and Experience

Provide the following information. You can type in the form below or format this information in a separate document. Include a complete list of all proposed contract staff for the project, including all subconsultants. There is a preference for firms with Oregon or Pacific Northwest experience.

Boxes will expand as you type.

Project Team Information

Identify the team members who will work on each task

Approximate number of people who would be assigned to this project.

Involvement of the company’s principal member

Identify a proposed project manager responsible for day-to day management of project tasks and who would act as the primary point of contact. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to.

Identify team qualifications and experience on similar or related projects including the subconsultant(s) that will be assigned to the Project.

Provide a summary of all staff changes within the local office over the previous two years to include the number of new employees and the number of employees who have left your employment per year over the same period.

1. General Firm Description

Firm’s areas of expertise

Firm’s length of time in business

Number of employees

Relevant certifications (e.g., AACE International’s Certified Cost Professional, DRBF membership, or legal qualifications for expert testimony).

Include any other information that helps describe your firm

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Provide credentials of all key personnel, including quantum and delay experts, estimators, and forensic accountants

Provide a professional resume for each key personnel, including key personnel of any Subconsultant(s) proposed to be assigned to the Project. Resumes must include educational background, professional development, and demonstrate that the individual(s) meets the qualification and experience requirements for performing the work outlined in this RFP

Provide details that demonstrate your firm and team readiness and capability to begin work without delay, as well as their commitment to meeting project deadlines.

Key Personnel

Name of Key Personnel 1:

Roles and responsibilities on this project

Current assignments and location

Directly relevant experience on similar or related projects

Unique qualifications

Demonstrated performance record

Percentage of time that will be devoted to this project

Name of Key Personnel 2:

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Name of Key Personnel 3:

(Optional) Add additional Key Personnel as needed below.

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2. Describe similar projects your firm has done for at least three (3) clients from similar projects (e.g. water treatment, alternative delivery) within the last 10 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

Project 1

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

Provide examples of successful outcomes, such as recovered costs, settled disputes, or upheld claims

If your firm worked as a subconsultant or in partnership with another firm, include the name of the lead firm

Project 2

Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

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Provide examples of successful outcomes, such as

Project 3

Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

Provide examples of successful outcomes, such as

3. Describe your firm’s specific experience in alternative delivery, regulatory delays, or water infrastructure construction. Provide any case studies or references from past projects.

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8.4 Project Approach and Methodology

The Proposer’s approach and methodology of the Project are important aspects of the RFP process. The Proposers must provide a clear and concise understanding of the Project by describing and clarifying any major issues based upon project information provided in this RFP.

In this section provide a narrative that explain and describes your approach and methodology for the project, including, but not limited to the following items.

Boxes will expand as you type.

Approach and Methodology Describe the proposed work tasks and activities and provide a narrative description of how the firm proposes to execute the tasks during each phase of the project.

Identify the team members who will work on each task, their roles, and responsibilities.

Describe the proposed work products that will result from each task or activity.

Identify points of input and review with City staff.

Based on Proposer’s expertise and experience with similar projects, demonstrate how your team will effectively complete the proposed project.

Identify the time frame estimated to complete each task.

Describe how the Proposer will proactively respond to project or staffing challenges before they put the schedule at risk, including demonstrating

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8.5 Pricing Proposal

The estimated budget for services is $Estimate with an estimated 5-year term. Proposers interested in submitting proposals must present their cost information in Microsoft Word and/or Excel format, which should encompass the following:

A. Provide a cost proposal table detailing personnel classifications and categories, including hourly rates for each personnel classification and type, including subconsultants, along with proposed hours necessary to complete each task as well as any reimbursable expenses (e.g., travel to Portland, software licenses, third-party consultants), fixed fees for particular deliverables, or contingency pricing. The rates may be displayed as ranges according to classification and should accurately represent those ranges. Hourly rates will remain the same for the term of the contract.

B. Compensation for subconsultants will be subject to the same billing restrictions and requirements as those of the selected Proposer. Proposers may use a calculation to bill their subconsultant services at cost plus a 2% mark-up and will not be subject to any cost increase.

C. Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

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8.6 Corporate Responsibility

The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting

How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses?

1. Your approach and description must, at a minimum, address the following:

Describe your firm’s approach and methodology for identifying subconsultant opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform subconsultant opportunities.

Any mentoring and technical assistance to be made available to subconsultants.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

How do you balance establishing new relationships with firms vs.

sustained engagement with trusted business partners?

2. For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1

Project name

All subconsultants utilized under those projects

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Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subconsultant

Project 2

Project name

Project 3

Project name

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Equal Opportunity Employer and Community Involvement

1. List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1 Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Action/Ongoing Practice 3

2. Describe your firm’s approach to the following:

How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?

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Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)

Describe your firm’s commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)

Sustainable Business Practices

The City identifies Sustainable Procurement as a procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle. Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

List the top three actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Action/Ongoing Practice 2

Action/Ongoing Practice 3

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Does your firm hold any third-party certifications related to sustainable business operations?

(e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification

Civil Rights Data Collection

The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information

Is your firm COBID Certified? Yes No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subconsultant Information (please identify all subconsultants to be used)

Subconsultant 1 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email

Phone number

BuySpeed Vendor #, if applicable

Subconsultant 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

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Subconsultant 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subconsultants as needed

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8.7 Exceptions and Deviations to the Sample

Contract

The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form

Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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8.8 Proposal Redactions for Public Records

Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form

Proposal Page Number and Section

Content to be redacted Reason for redaction