OCSD RFP B12 2026 Special Testing and Inspections.pdf

Oregon City School District 62

Request for Proposals Special Testing and Inspection Services Request for Proposal Number: B12-2026

Table 1. Important Dates

Item Date Time Location

RFP Issued May 8, 2026 Oregon Buys

Pre-proposal Meeting May 13, 2026 1:00 PM 14551 Meyers Rd, Oregon City, OR 97045

Last Day for Proposal Questions May 19, 2026 2:00 PM See RFP contact below

Last Day for Addendum Issuance May 22, 2026

Proposal Due Date May 28, 2026 2:00 PM Submitted by email only at email address listed below

Proposal Opening May 28, 2026 2:15 PM 14551 Meyers Rd, Oregon City, OR 97045

Notice of Intent to Award June 5, 2026

Notice to Proceed June 12, 2026

Expected Start Date Mid-June 2026

Expected Completion Early August 2027

BOLI Prevailing Rate Table January 5th, 2026

RFP Contact Information:

There will be only one point of contact for the entire Request for Proposal process. The contact point is Kim Davis, Bond Program Coordinator, at kimberly.davis@orecity.k12.or.us. Any questions or issues that may arise regarding the documents, the bidding process, and/or the award process shall be directed to the Bond Program Coordinator. The District’s official response to any questions or requests will be in writing through direct letters or the Addendum process.

Request for Proposal (RFP) Availability:

This RFP is available electronically from the Oregon Buys website at http://oregonbuys.gov/bso/.

Interested parties must be registered with Oregon Buys to obtain and download documents. There is no cost to register. All information associated with this solicitation, including solicitation addenda, will be posted to Oregon Buys.

Proposal Opening:

The proposals will be opened to the public on the date stated in Table 1 at the TMF Building, 14551 Meyers Rd, Oregon City, OR 97045. Late or incomplete proposals will not be considered. Only the name of the proposer will be read aloud.

http://oregonbuys.gov/bso/

Table of Contents

1 Introduction

1.1 Executive Summary

1.2 Background

2 Project Information

2.1 Project Background

2.2 Estimated Schedule

2.3 Students, Staff and Learning Environment Safety

2.4 Construction During Facility Occupancy

2.5 Site Constraints

3 Services to be Provided

3.1 Description of Services

3.2 Coordination

4 Selection Process

4.1 Method of Selection

4.2 Selection

4.3 Selection Schedule

4.4 Mandatory Pre-Proposal Meeting

4.5 Proposal Procedure Requirements

5 Written Proposal Requirements

5.1 Proposal Format

5.2 Proposal Content

6 Proposal Evaluation and Award

6.1 Clarification of Responses

6.2 Proposal Evaluation

6.3 Notice of Intent to Award

6.4 Negotiations

6.5 Reservation of Rights

7 Solicitation Terms and Conditions; Protest of Solicitation or Award

7.1 Submitted Materials are District Property

7.2 Proposal Validity

7.3 Solicitation Cancellation, Rejection of a Proposal or All Proposals

7.4 Disputes

7.5 Publicity

7.6 Confidentiality

7.7 Protests

8 Contract Terms and Conditions

8.1 Contract Award and Term

8.2 Oregon City School District Contract and Additional Provisions

8.3 Prevailing Wages

8.4 District Contract Execution

8.5 Proposal Security

8.6 Insurance

Attachments:

Attachment A – Proposal Certification Statement Form Attachment B – Sample Contract Attachment C – Price Proposal Attachment D – Project Plan Documents Attachment E – Project Schedules

1. INTRODUCTION

1.1 Executive Summary

Oregon City School District No. 62 (“district”) is requesting competitive sealed and written proposals from qualified firms to provide code required Special Inspection services and Soils / Geotechnical Field inspections and monitoring services for the OCSD 2025 Bond Projects. The general scope of the OCSD 2025 Bond Projects include major renovations at John McLoughlin Elementary School, Candy Lane Elementary School, Holcomb Elementary School, Beavercreek Elementary School, Gaffney Lane Elementary School and Redland Elementary School, Fields and Ground Improvements and CTE improvements at Oregon City High School.

1.2 Background

Oregon City School District No. 62 is a unified public school district that was originally formed in 1872.

Located in southeast Portland, Oregon metro-area, the district encompasses approximately 125 square miles of land. The school district serves students living in Clackamas County, and parts of unincorporated Clackamas County, which includes multiple neighborhoods and communities. The district is committed to providing a high-quality and equitable education for approximately 7,000 students from kindergarten through grade 12. The district encompasses a diverse range of schools, including elementary, middle, and high schools, each playing a vital role in shaping the future of our community.

Care and upkeep of the district’s aging facilities continues to be financial and operational challenge. The newest elementary school was built in 1975, while the average age of all elementary schools are over 60 years old. Recognizing the aging infrastructure of its elementary school facilities, updates needed to modernize CTE programs, and the need to create modern learning environments that support contemporary educational practices, OCSD recently embarked on a crucial initiative to address these challenges. The voters in Oregon City School District approved a significant bond measure in November 2024 specifically earmarked for the renovation and modernization of the district's elementary schools and Career and Technology Education (CTE) at Oregon City High School.

2. PROJECT INFORMATION

2.1 Project Background

The successful passage of this bond represents a significant investment in the future of OCSD's students. The funds secured will enable the district to undertake comprehensive renovations at the identified elementary schools, focusing on creating modern, safe, and inspiring learning environments and CTE renovations at the high school. Building renovations are being completed in phases. This scope applies to the second and third phases. Work of the second phase includes major renovations and site upgrades at John McLoughlin Elementary School, Candy Lane Elementary School, Holcomb Elementary School and CTE renovations at Oregon City High School. The third phase includes major renovations and site upgrades at Gaffney Lane Elementary School, Beavercreek Elementary School, Redland Elementary School and Pioneer Stadium facility.

The elementary schools, which are vital hubs within their respective neighborhoods, have been identified as needing upgrades to address issues such as:

• Outdated Infrastructure: Aging electrical, plumbing, and HVAC systems that are inefficient and costly to maintain.

• Accessibility Challenges: Inadequate facilities to fully accommodate students and staff with disabilities.

• Limited Support and Learning Spaces: Classrooms that are not designed to support collaborative learning, technology integration, student mental health needs, and flexible teaching methodologies.

• Safety and Security Concerns: Areas that require upgrades to enhance student and staff safety.

The Oregon City High School Career and Technical Education (CTE) renovations will address issues such as:

• Renovate underutilized existing space to support expansion of Career Technical Education (CTE) program offerings.

2.2 Estimated Schedule

See Table 1.

2.3 Students, Staff and Learning Environment Safety

These project sites are a significant portion of OCSD elementary schools. As such, the school sites need to remain in use while construction occurs. Given the proximity of construction activities to students, staff and others daily, the firm will need to maintain safety and security protocols.

Additionally, the primary purpose of the school site is the education of students and service to the community. The firm and all other entities retained by the firm are expected to establish policies, procedures and practices to ensure the school sites function without interruption.

2.4 Construction During Facility Occupancy

Construction will occur while the school sites are occupied. The proposer is expected to adopt and manage to the District’s Phasing Plan.

2.5 Site Constraints

The Projects are unique in that each site has a number of constraints. One of those unique circumstances are students, teachers, and staff will remain at each site while construction activities occur. In addition, each site must maintain parking, bus loading/unloading, emergency vehicle access, physical education classes, lunch programs, sports activities, etc., and locations will be identified for temporary classrooms if required. As such, the physical location of services will vary based on project and program needs.

3. SERVICES TO BE PROVIDED

3.1 Description of Services

This RFP requests proposals and pricing to provide code required Special Inspections services and Soils and Geotechnical field inspections / monitoring services for the Phase 2 and 3 sites.

Phase 2

• John McLoughlin Elementary School – Construction start Summer 2026, Completion Summer

• Candy Lane Elementary School – Construction start Summer 2026, Completion Summer

• Holcomb Elementary School - Construction start Summer 2026, Completion Summer 2027

• OCHS Restrooms and Concessions - TBD

• OCHS CTE – Construction start Summer 2026, Completion end of Summer 2026

Phase 3

• Beavercreek Elementary School - Construction start Summer 2027, Completion Summer

• Gaffney Lane Elementary School - Construction start Summer 2027, Completion Summer

• Redland Elementary School - Construction start Summer 2027, Completion Summer 2028

• Pioneer Stadium - Construction start Summer 2027, Completion Summer 2028

3.2 Coordination

Proposers shall be expected to coordinate the scope of services closely with the schedule needs of the project. Primary scheduling of services will be the responsibility of the Construction Manager/General Contractor (CMGC) builder assigned to each site to contact proposer within a reasonable time prior to the need for site inspection or testing services of a particular type.

Scope of services is anticipated to be provided at the primary construction site as well as at CMGC designated off-site fabrication sites for specific elements of inspection and testing requirements.

The CMGC will also be primary responsible firm for coordination with the District’s assigned Project Manager for each site for any administrative support required in providing the services of this RFP.

If a request for testing or inspection is made that does not appear to be within the contracted scope of services, the proposer shall contact the assigned District Project Manager for clarification and direction.

4. SELECTION PROCESS

4.1 Method of Selection

The district will select a firm through the process shown below using the factors described. All costs incurred by firms participating in the selection process shall be borne by the proposing firms. The procurement of these services will proceed as described below.

A. Written Proposal

A written proposal shall be submitted to the district as described in this RFP. The RFP will be evaluated by the Selection Committee. The selection committee members will assign a numerical point total for each proposal according to the criteria and point system described in this RFP. See Section 5 for the written proposal requirements and limitations

B. Pricing Review

The pricing will be used to determine unit costs, fixed costs for certain scope, and to provide comparison between proposals. Points will be given based on characteristics that are most favorable to the district. See section 5 for pricing requirements.

4.2 Selection

The points awarded for the written proposal requirements and the pricing will be added for a cumulative score. The firm(s) with the highest combined proposal and pricing point total will be considered the most qualified.

4.3 Selection Schedule

See Table 1 for selection schedule.

4.4 Mandatory Pre-Proposal Meeting

There is a mandatory Pre-Proposal Meeting. The purpose of the meeting is to allow firms the opportunity to become familiar with the program and scope and ask questions. Statements made by the district, or owners’ representative at the conference are not binding. Any modifications to the RFP Documents will be included in an addendum. See Table 1 for the date, time, and location of the Pre- Proposal meeting.

4.5 Proposal Procedure Requirements

A. Proposal Submission

Provide one PDF proposal sent electronically to the districts single point of contact provided in “RFP Contact Info” on page 1 no later than the time listed in Table 1. Late proposals will not be considered. It is proposers’ responsibility to assure delivery occurs prior to the due date and time. District cannot be held responsible for electronic submission delays that could make delivery late.

B. Request for Proposal Questions, Clarifications and Changes

Any proposer requiring clarification of the information provided in this solicitation must submit questions in writing to the procurement contact shown on Page 1 of this Request for Proposal.

Email is the only accepted form of written communication. The deadline for submitting such questions is shown in Table 1 of this Request for Proposal.

C. Addenda

If the district determines that additional information or interpretation is necessary, such information or interpretation will be supplied in addenda, posted on Oregon Buys. Those who have registered their interest in the solicitation through Oregon Buys will be notified of addenda via email. Addenda shall have the same binding effect as though contained in this RFP. The district or designee shall issue all addenda no less than three (3) days prior to the submission deadline. Statements made by the district’s owner representatives are not binding on the district unless confirmed by written addendum.

5. WRITTEN PROPOSAL REQUIREMENTS

5.1 Proposal Format

Reponses must provide the following information in the order presented below:

A. Proposal must include a one-page cover letter.

B. Proposal must include Attachment A - Proposal Certification Form with original signatures signed in ink or digital signature.

C. Proposal must address all evaluation criteria in the order presented in Proposal Content section of the Request for Proposal.

D. Proposal must not exceed 14 pages in length. Resumes, items identified in the RFP to be in the appendix, and RFP attachments are not included in the page count.

5.2 Proposal Content

Address each of the following evaluation criteria in the order presented:

A. Executive Summary

Provide a summary highlighting the firm’s qualifications and special expertise to provide the services requested in the RFP. Provide a confirming statement that the proposed firm has reviewed, understands and will comply with all requirements of Oregon Public Contracting Law, including but not limited to Prevailing Wage Requirements per ORS 279C.800 through ORS 279C.870.

B. Company Profile, Background and Experience

1. Identification of the firm including address, telephone number, email address, date office was established and other relevant information regarding the firm.

2. Provide confirmation of current State of Oregon Business License if the offeror intends to provide installation services (include copy in the appendix).

3. Statement that proposing firm is not barred from holding public contracts per Oregon Bureau of Labor and Industries (BOLI).

4. Provide the firm’s insurance coverage and list the name, contact person, email address and telephone number of your insurance agent. Include a document from your insurance agent pertaining to the proposed firm’s policy and available coverage (not just policy limit) for this Project (including the document in the appendix).

5. Provide total size and summary of firm personnel by category (Principals, Project Managers, Superintendents, Estimators, Schedulers, etc.) anticipated to provide services on this RFP.

Provide an organization chart for the leadership of the firm including how long the members have served in their current roles.

6. Describe your firm’s experience in successfully completing code required special inspections services and geotechnical field monitoring services similar to that listed in this RFP in the Portland Metropolitan area. Describe your success in working with school districts, architects, project managers, permitting officials, neighbors, subcontractors, community members, etc., as an integrated team.

C. Project Team

1. Provide a description of the team that will be supporting this work, including key office staff, direct contacts, project managers, and lead installers.

2. Provide a high-level resume for these positions in the appendix.

D. Price Proposal

1. Complete the Price Proposal, Attachment C and include in your response. All pricing provided shall be the total cost including all overhead, taxes, reimbursables, supervision and other support. No surcharges or other additions will be allowed.

6 PROPOSAL EVALUATION AND AWARD

6.1 Clarification of Responses

If a proposal requires clarification, the district will request such clarification in writing and will afford the Proposer an opportunity to respond in kind.

6.2 Proposal Evaluation

The evaluation process of this RFP will be comprised of an evaluation of the writing proposals, price analysis and other factors as described above.

An Evaluation Committee will evaluate the proposals. Each evaluator will independently score the proposals in accordance with the Proposal Criteria. Each evaluator’s score will be utilized to arrive at a total score for each firm. The firm with the highest score for the proposal submission phase will be ranked highest. The firm with the second highest score will be ranked second highest, etc.

A. Written Proposal Evaluation

1. Each evaluator shall independently score proposals in accordance with the Proposal Criteria.

2. The scoring criteria for each category will have the following assigned points:

Proposal Criteria Points Executive Summary 5 Company Profile, Background and Experience 30 Project Team 30 Price Proposal (Scored by Bond Management) 35 Total 100

3. Pricing Evaluation

a. Staff will complete a pricing evaluation between firms based on the following criteria:

i. Total Cost: more points will be awarded to the lower cost proposals. As calculated: Points = 35 * ((Lowest Bid) / (Bid))

B. References

The district reserves the right to contact references, including entities other than those listed in the submission. This contact may include without limitation the past performance of any firm with respect to the successful performance of similar projects, compliance with bid documents, completion of a project on schedule, payment of employees and subcontractors and any other topic associated with the performance.

6.3 Notice of Intent to Award

The district intends to award contract(s) to the proposing firm(s) with the highest-ranking cumulative proposal score. The district shall notify proposers of an Intent to Award by posting a notification on the Oregon Buys website.

Based on the district’s needs, the district reserves the right to issue multiple awards. District reserves the right to reject all proposals, and to waive technical irregularities.

6.4 Negotiations

A. After the district has issued the Notice of Intent to Award and the statuary time has expired, the district will release a Notice of Award.

B. The district may terminate the award with the highest ranked firm if the district believes the firm is not fulfilling the award requirements reflected in the RFP. If the district terminates negotiations with an eligible firm, the district may then commence negotiations with the next highest-ranked eligible firm.

C. The district reserves the right to fully negotiate final contract terms and conditions with the selected firm permitted by law and in the best interest of the district.

6.5 Reservation of Rights

The district expressly reserves the following rights:

A. To reject any Proposal not in compliance with all prescribed Public Contracting procedures and requirements, including the requirement to demonstrate the proposer's responsibility under ORS 279C.375(3)(b).

B. To waive any or all irregularities in proposals submitted.

C. To consider the competency and responsibility of the proposer in making any award as provided in ORS 279C.375(3)(b).

D. To award all or multiple projects to a single proposer, award single projects to a proposer, or a subset of the projects to a single proposer as the district deems appropriate.

E. To not award contracts for any of the individual projects if deemed in the best public interest.

F. To request references and other information to determine responsiveness.

G. To award any or all parts of any proposal.

7 SOLICITATION TERMS AND CONDITIONS; PROTEST OF SOLICITATION OR AWARD

7.1 Submitted Materials are District Property

All information submitted for any element of this RFP will become the property of the district and will not be returned to proposers.

7.2 Proposal Validity

Proposals will remain valid for a period of 60 calendar days following the proposal submission deadline.

7.3 Solicitation Cancellation, Rejection of a Proposal or All Proposals

The district may cancel this Solicitation or reject any or all Proposals in accordance with ORS 279C.395. The district is not liable to any proposer for any loss or expense caused by or resulting from the cancellation of this solicitation or rejection of a Proposal.

7.4 Disputes

In case of any doubt or difference of opinion as to:

A. The items or service to be furnished under this RFP, or B. The interpretation of the provisions of this RFP, or conflicting information within this RFP, the provision or requirement most favorable to the district will apply. The decision of the district will be final and binding upon all parties.

7.5 Publicity

Press, publication, promotion, etc. releases relating to this RFP will not be made without prior approval by the district.

7.6 Confidentiality

The district is subject to the Oregon Revised Statutes Public Records Law (ORS 192.410 to 192.505), which requires the district to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law.

Examples of such exemptions are: trade secrets (ORS 192.501 (2)) and computer programs (ORS

192.501 (15)).

The firm will submit a copy marked redacted and mark all proposal pages containing the records it has determined as confidential under Oregon Public Records Law and shall segregate those pages in the following manner. The district will not disclose records submitted by a proposer that are exempt from disclosure under the Oregon Public Records Law, subject to the following procedures and limitations:

A. Such pages will be clearly marked Confidential on each page of the confidential document.

B. Firm will separate confidential pages from other Proposal pages providing the confidential pages to the district in a separate e-mail.

C. In the proposal, firm will cite the specific statutory exemption in Oregon Records Law exempting such pages from disclosure.

D. Items 7.6A and 7.6B will prevail in the event these provisions conflict with formatting or response instructions elsewhere in this document.

E. Proposers may not mark an entire Proposal confidential. Should a proposal be submitted in this manner, the district will hold no portion of the proposal as confidential, unless such a portion is segregated as per the sections above and is determined exempt from Oregon Public Records Law.

Notwithstanding the above procedures, the district reserves the right to disclose information that the district determines, in its sole discretion, is not exempt from disclosure or that the district is directed to disclose by the Clackamas County District Attorney or a court of competent jurisdiction.

Prior to disclosing such information, the district will make reasonable attempts to notify the firm of the pending disclosure.

7.7 Protests

Any proposer wishing to protest this RFP or any provision, specification or contract term herein, must submit such questions, comments or protests to:

The TMF office (location is listed on the first page of this RFP).

The deadline for submitting a protest is 7 days after the Notice of the Intent to Award is published.

The prospective protest must include the following:

A. The rationale that demonstrates how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed, etc.

B. Evidence or documentation that supports the rationale on which the protest is based.

C. A statement of the desired changes to the procurement process or the solicitation document that the prospective firm believes will remedy the condition.

Adversely affected firms who wish to protest the proposal rejection as non-responsive or the Intent to Award, may do so providing:

A. The firm is adversely affected because the firm would be eligible to be awarded the contract if the protest was successful.

B. The reason for the protest.

C. All higher-ranked proposals are non-responsive.

D. The district has failed to conduct the evaluation of Proposals in accordance with the criteria or processes described in the RFP.

E. The district has used unreasonable discretion in rejecting the Proposal as non-responsive.

F. The district’s evaluation of Proposals or the District’s subsequent determination of award is otherwise in violation of Oregon City School District Public Contracting Rules or Public Contracting Code.

An affected firm may only protest exclusion from a step of competition if the firm is responsible, submitted a responsive proposal and, but for the district’s mistake in evaluating the offer, or other offers, the protesting firm would have been eligible to participate in the next step of competition.

A. All protests must be provided in writing and physically received by the Capital Bond Director or designee no later than 5:00 p.m. Pacific Standard Time on the seventh (7th) calendar day after the posted Notice of Intent to Award or postmarked rejection.

Address Protest To: Protest of Award: Request for Proposal Number: B12-2026, Attention: David Hobbs, Capital Bond Director, 14551 Meyers Rd, Oregon City, OR 97045.

B. Protests must specify the rationale for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not rational for protest.

C. Protests not filed within the time specified in this section, or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based shall be dismissed. An issue that could have been raised by request for clarification or protest of specifications as provided in this section is not rationale for protest.

8 CONTRACT TERMS AND CONDITIONS

8.1 Contract Award and Term

If this contract terminates for any reason, including termination for cause, convenience, or at the end of the term, and the Contractor is not awarded the next contract; the Contractor shall assist the district in the transition of services to the new firm as required. The Contractor shall not be paid the final invoice until the completion of the successful transition.

8.2 Oregon City School District Contract and Additional Provisions

Firms are advised to thoroughly review and familiarize themselves with all Attachments. By signing Attachment A – Proposal Certification Statement Form, the proposing firm agrees to the terms and conditions in these documents.

Any contract resulting from this Request for Proposal shall be based on this RFP and in compliance with Oregon City Schools Public Contracting Rules and the Public Contracting Code. This Contract is for a Public Work and Contractor agrees to be bound by and will comply with the provisions of ORS 279C.838, ORS 279C.840, or 40 U.S.C.3141 to 3148.

8.3 Prevailing Wages

Professional services only are required. No prevailing wage requirements.

8.4 District Contract Execution

After receipt and acceptance of the properly executed Contract and Certificates of Insurance, the district will execute the Contract and issue a Notice to Proceed. No work shall be performed until the Contract is fully executed and a written Notice to Proceed is issued.

8.5 Proposal Security

Proposal security or bid bond is NOT required for compliance with this solicitation.

8.6 Insurance

The successful proposer will be required to provide the insurance requirements as contained in the sample contract. The successful proposer will promptly provide Certificates of Insurance at the district’s request.