MID_ODOT_Utility_Relocation_RFP.pdf

MEDFORD IRRIGATION DISTRICT | Request for Proposals – Utility Relocation Services

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MEDFORD IRRIGATION DISTRICT

Central Point, Oregon

REQUEST FOR PROPOSALS (RFP)

Engineering, Design, and/or Construction Services for

REIMBURSABLE UTILITY RELOCATION WORK

Meeting Oregon Department of Transportation (ODOT)

Funding & Reimbursement Requirements

RFP Number: RFP-2026-02

Issue Date: October 9, 2026

Proposal Due Date: November 9, 2026, 4:30 pm

Project / Highway: K23548-OR238 Griffin Creek Bridge-MID Relocation

Contact Person: Jack Friend, Manager, Jack@medordid.org, 541-621-0810

Submit proposals electronically to: [Jack@medfordid.org] (or as otherwise directed)

Subject Line: RFP Response – Reimbursable Utility Relocation – K23548-OR238

1. INTRODUCTION AND PURPOSE

Medford Irrigation District ("District" or "MID") invites qualified firms to submit proposals for professional engineering, design, construction management, and/or construction services related to the relocation of District irrigation facilities that are in conflict with an Oregon Department of Transportation (ODOT) highway improvement project.

This relocation work is anticipated to be eligible for reimbursement under ODOT’s Utility Relocation Program and applicable Federal regulations (23 CFR Part 645). The selected Consultant/Contractor must perform all work in a manner that preserves the District’s eligibility for full reimbursement of eligible costs from ODOT/FHWA.

The purpose of this RFP is to select a highly qualified firm experienced in irrigation system design and construction, utility coordination with ODOT, and compliance with Federal-aid reimbursement requirements.

1.1 Background

Medford Irrigation District operates and maintains irrigation canals, laterals, pipelines, and related facilities in Jackson County, Oregon. Certain District facilities possess compensable property interests (easements, prior rights under Federal land acts, or other real property interests) that qualify the relocation costs for reimbursement when those facilities conflict with State highway projects.

ODOT has identified conflicts between District facilities and the following project:

mailto:Jack@medordid.org

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K23548-OR238 Griffin Creek Bridge-MID Relocation

The District intends to relocate affected facilities in accordance with the Oregon Utility Relocation Manual, ODOT Utility Relocation Guide, 23 CFR 645, ORS 366.321, and related State and Federal requirements so that eligible costs are fully reimbursable.

1.2 Objectives

• Design and construct relocated irrigation facilities that fully restore or improve the District’s operational capability.

• Comply with all ODOT and FHWA requirements for reimbursable utility relocations, including documentation, Buy America, and actual-cost accounting.

• Coordinate closely with ODOT Region Utility staff, the State Utility Liaison (SUL), and the District to obtain timely Notices to Proceed.

• Minimize impacts to irrigation service to District patrons during the irrigation season.

• Deliver complete, accurate Plans, Specifications & Estimates (PS&E) and supporting documentation required for ODOT approval and reimbursement.

2. SCOPE OF WORK

The selected firm ("Consultant" or "Contractor") shall provide the services necessary to plan, design, permit, and/or construct the relocation of District irrigation facilities in conflict with the ODOT project.

The specific delivery method (design-only, design-build, construction-only, or force-account support) will be confirmed in the final agreement.

2.1 Preliminary Engineering / Design Phase

1. Review ODOT project plans, conflict letters, right-of-way maps, and existing District as-builts/easements.

2. Perform field surveys, potholing/SUE as needed, and confirm existing facility locations, sizes, materials, and elevations.

3. Prepare detailed relocation plans on ODOT plan sheets or District drawings meeting ODOT Utility Relocation Manual requirements, including:

• Scale, north arrow, project name, county, highway number, and stationing

• Existing and proposed right-of-way lines and centerline

• Location, type, size, material, and depth/clearance of existing and proposed facilities

• Joint-use information, temporary facilities, and service continuity provisions

4. Prepare a detailed construction cost estimate in the format required by ODOT (item, unit, quantity, unit cost, totals).

5. Identify any betterments or upgrades and clearly segregate reimbursable vs. non-reimbursable costs.

6. Prepare or assist with the Reimbursement Information Form (RIF – ODOT Form 734-5321) and supporting eligibility documentation.

7. Coordinate with ODOT Utility Coordinator / Region Utility Specialist for plan review and acceptance.

8. Obtain or assist with all necessary permits (ODOT occupancy/X-permit, environmental, local, etc.).

2.2 Construction Phase (if applicable)

1. Perform or manage construction of the relocated facilities in accordance with approved plans and specifications.

2. Comply with Buy America requirements (23 CFR 635.410) for all permanently incorporated iron and steel products.

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3. Maintain detailed daily records of labor, equipment, materials, and other costs suitable for ODOT audit.

4. Provide construction staking, inspection, and quality control as required.

5. Coordinate timing of work with ODOT’s highway contractor and the District’s irrigation schedule.

Relocation work to be completed by February 15th, 2027.

6. Prepare as-built drawings and final documentation for District and ODOT records.

2.3 Reimbursement Support & Documentation

The Consultant/Contractor shall support the District in meeting all ODOT reimbursement requirements, including but not limited to:

• Preparation of detailed estimates and actual-cost invoices consistent with 23 CFR 645.117

• Supporting documentation for labor (employee, classification, rate, hours, location), equipment, materials, and overhead

• Retention of all records for a minimum of five (5) years after final payment for State and Federal audit

• Assistance with responses to ODOT or FHWA audit requests

• Clear segregation of betterment costs (non-reimbursable) from replacement-in-kind costs (reimbursable)

2.4 Exclusions / Owner Responsibilities

The District will retain responsibility for: establishing and documenting compensable property interest/prior rights; executing the Utility Construction Agreement or equivalent with ODOT; receiving and processing reimbursements from ODOT; and final acceptance of the relocated facilities.

3. ODOT / FEDERAL COMPLIANCE REQUIREMENTS

All work under this contract that is intended to be reimbursable must strictly comply with the following:

3.1 Governing Documents

• Oregon Utility Relocation Manual (current edition)

• ODOT Utility Relocation Guide

• 23 CFR Part 645 – Utilities

• 23 CFR 635.410 – Buy America

• ORS 366.321 and related Oregon statutes

• ODOT Right of Way Manual (applicable sections)

• Any project-specific Utility Construction Agreement between the District and ODOT

3.2 Critical Process Requirements

1. No reimbursable Preliminary Engineering or Construction work may begin until the District has received written Notice to Proceed (NTP) from the ODOT State Utility Liaison (or authorized designee).

2. Consultant agreements for PE work must be reviewed and recommended for approval by ODOT before PE work begins (for contracts > $10,000, detailed scope and estimate required).

3. For competitive construction contracts, PS&E must be approved by ODOT prior to advertisement, and bid results approved prior to award/NTP for construction.

4. All permanently incorporated iron and steel must comply with Buy America unless a waiver is obtained.

5. Invoices must be based on actual costs supported by detailed records; percentage-of-construction-cost methods are not acceptable for reimbursement.

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6. Betterments (capacity increases, material upgrades beyond like-kind replacement, etc.) are generally non-reimbursable and must be identified and funded separately.

3.3 Documentation Standards

Proposals and subsequent work products must demonstrate the firm’s ability to produce documentation meeting ODOT audit standards, including timekeeping, equipment usage logs, material invoices, and clear cost allocation.

4. PROPOSAL REQUIREMENTS

Proposals shall be organized as follows and limited to [25] pages (excluding covers, tabs, résumés, and required forms):

4.1 Cover Letter

One-page letter signed by an authorized representative identifying the proposing firm, primary contact, and a statement of understanding of the ODOT reimbursable utility relocation process.

4.2 Firm Qualifications & Experience

• Company overview, years in business, and relevant Oregon experience

• At least three (3) comparable projects involving irrigation or utility relocation in coordination with ODOT or another state DOT, preferably with Federal-aid reimbursement

• Demonstration of knowledge of 23 CFR 645, Buy America, and ODOT Utility Relocation Manual procedures

• Any experience working with irrigation districts or similar special districts

4.3 Project Team

• Organizational chart and key personnel (Project Manager, Lead Designer, Construction Manager if applicable)

• Résumés of key staff (max 2 pages each) highlighting relevant experience

• Availability and proposed time commitment of key personnel

4.4 Technical Approach

• Understanding of the specific project conflicts and proposed relocation concepts

• Approach to coordinating with ODOT Utility staff and obtaining timely NTPs

• Methodology for cost estimating, betterment segregation, and actual-cost documentation

• Schedule approach that respects both the ODOT highway project timeline and the District’s irrigation season

• Quality control and risk management procedures

4.5 Cost Proposal

Provide a fee proposal as follows (format may be adjusted based on delivery method):

• Preliminary Engineering / Design: lump sum or time-and-materials not-to-exceed, with rate schedule

• Construction Management / Inspection (if applicable): hourly rates or percentage

• Construction (if design-build or construction contract): detailed estimate or unit prices

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Note: Final compensation terms for reimbursable work will be structured to satisfy ODOT requirements (actual cost basis for force-account, competitive bidding for contracts, etc.).

4.6 Required Forms & Certifications

• Signed Proposal Form (Attachment A)

• Conflict of Interest Disclosure

• Certification regarding Debarment, Suspension, and other Responsibility Matters

• Buy America awareness acknowledgment

• Proof of insurance (or ability to meet requirements in Section 7)

• Any additional forms required by the District

5. EVALUATION CRITERIA

Proposals will be evaluated by a District selection committee. The following criteria and weights will be used:

Evaluation Criterion Maximum Points

Relevant Experience with ODOT / Federal-Aid Utility Relocations 25

Technical Approach & Understanding of Reimbursement Requirements 25

Qualifications of Proposed Team & Key Personnel 20

Project Schedule & Ability to Meet Critical Deadlines 15

Cost / Fee Proposal Reasonableness 15

TOTAL 100

The District reserves the right to interview short-listed firms, request clarifications, and negotiate with the highest-ranked proposer. Award will be based on the proposal determined to be most advantageous to the District, not solely on lowest cost.

6. SCHEDULE

Activity Date

RFP Issued October 9, 2026

Deadline for Questions October 23, 2026

Responses to Questions Posted / Issued October 30, 2026

Proposals Due November 9, 2026 @ 4:30PM

Notice of Intent to Award November 20, 2026

Contract Execution Target December 4, 2026

7. INSURANCE AND BONDING

The selected firm shall maintain, at a minimum, the following insurance coverages (or such higher limits as required by ODOT or the final agreement):

• Commercial General Liability: $2,000,000 per occurrence / $4,000,000 aggregate

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• Automobile Liability: $1,000,000 combined single limit

• Professional Liability (Errors & Omissions): $2,000,000 per claim

• Workers’ Compensation: Statutory limits

The District and ODOT (as applicable) shall be named as additional insureds on general liability and auto policies. Certificates of insurance shall be provided prior to commencement of work.

If construction services are included, payment and performance bonds in the full amount of the construction contract may be required.

8. GENERAL TERMS AND CONDITIONS

8.1 Reservation of Rights

The District reserves the right to reject any or all proposals, to waive informalities, to cancel this RFP at any time, and to negotiate with the selected proposer. This RFP does not commit the District to award a contract or to pay any costs incurred in the preparation of a proposal.

8.2 Public Records

Proposals are subject to Oregon Public Records Law. Proposers should clearly mark any proprietary or confidential information.

8.3 Protest Procedure

Any proposer who is adversely affected may submit a written protest to the District Contact within seven (7) calendar days of the Notice of Intent to Award. Protests must specify the grounds and supporting facts.

8.4 Governing Law

This RFP and any resulting contract shall be governed by the laws of the State of Oregon. Venue shall lie in Jackson County, Oregon.

8.5 Non-Discrimination

The District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status.

9. ATTACHMENTS (TO BE PROVIDED OR DEVELOPED)

• Attachment A – Proposal Form / Signature Page

• Attachment B – Sample Professional Services / Construction Agreement

• Attachment C – ODOT Project Plans and Conflict Information (as available)

• Attachment D – District Standard Insurance Requirements

• Attachment E – Reference to ODOT Utility Relocation Manual and Key Forms (RIF, Checklist, etc.)

• Attachment F – Buy America Compliance Guidance Summary

10. QUESTIONS AND CLARIFICATIONS

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All questions regarding this RFP must be submitted in writing to the Contact Person listed on the cover page no later than the Deadline for Questions. Responses will be issued in writing to all known proposers or posted as an addendum. Oral statements are not binding.

END OF REQUEST FOR PROPOSALS

Medford Irrigation District appreciates your interest in this important project.