Pendleton 2025 SOQ - Municipal Engineering Design and Construction Management Services~1.pdf

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CITY OF PENDLETON

REQUEST FOR

STATEMENTS OF

QUALIFICATIONS

QUALIFICATION BASED SELECTION

Municipal Engineering Planning, Design, and Construction Management Services

May 7, 2025

City of Pendleton Public Works Department 500 SW Dorion Avenue

Pendleton, OR 97801 541.966.0202 www.pendletonor.gov

SOQ for Municipal PS&E / CEM Services

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Introduction

City of Pendleton, herein the City, is requesting the submission of Statements of Qualifications (SOQ) for on-call Municipal Engineering Planning, Design, and Construction Management Services. The City may need Preliminary Surveying and Engineering (PS&E) assistance in the preparation of bid-ready documents. The City may also need some Construction Engineering Management (CEM) assistance with selected projects. The City desires to retain up to three engineering consulting teams for on-call service per work category listed below. The selected teams will assist City staff with their next 10 years of Capital Improvements, and may assist in other projects such as overlay paving and street reconstruction projects, utility replacement and conflict projects, aging infrastructure reconstruction projects, extension of various utility infrastructure to assist with future development, levee maintenance, repair and accreditation projects, and utility hydraulic modeling updates.

In 2025, the City adopted Master Plans for our water system and wastewater system. The Master Plans are the guiding document for the City of Pendleton. The 20-year CIP plan along with the financial plans can be found in this document. These plans can be found on the City's website:

https://www.pendletonor.gov/publicworks/page/documents. Financial recommendations for water and sewer rates were implemented in April 2025. The Wastewater Treatment Facility Plan was adopted in 2024 and is also available on the website at the provided link:

https://www.pendletonor.gov/media/8101. A separate request for proposal has been issued for the first phase of projects at the Wastewater Treatment Facility.

The City’s engineering department utilizes Street Saver software for street pavement management and will be utilizing this software to identify and prioritize street overlay paving, slurry sealing, crack sealing, and street reconstruction projects. The City may need future assistance in contract preparation for some street overlay or reconstruction projects.

All digital files and data (CAD, PDF, WORD, etc.) created or prepared by a consultant for any project awarded will be the property of the City at completion of the project.

With the planned delivery and completion of up to $20,000,000 in projects through 2035, City desires to retain one to three consultant teams in each category of work for on-call services, based on the team's qualifications and experience for the areas of work identified below. The City does have in-house engineering and construction management resources but may need some outside assistance to deliver these projects in the following five categories:

Water Utility:

• Water treatment

• Water supply

• Well design and development

• Booster stations / reservoirs

• Water distribution

• CAD as-built information

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Sewer Utility:

• Wastewater treatment

• Lift stations / force mains

• Collection systems

• CAD as-built information

Storm Utility:

• Drainage conveyance systems

• Detention facilities

• Infiltration facilities (not Class V injection wells)

• CAD as-built information

Street Utility:

• Arterial / collector street design

• Water distribution

• Sewer collection systems

• Storm surface drainage and conveyance systems

• Storm detention and infiltration

• Street lighting (illumination) layout and coordination

• Private utilities layout and coordination (gas, power, fiber, telecommunications)

• Digital survey alignment control for stakeout

• Federal Aid PS&E requirements

• CAD drawings and as-builts

Levee and Wetland:

• Federally regulated levee permits

• FEMA levee accreditation

• Wetland permitting

• Floodplain/floodway regulations and permitting

• Riparian Corridor

• Wetland mitigation, development, and restoration

• Natural Hazard Areas

Instructions to Proposers

Letter of Interest

City of Pendleton requests a Letter of Interest to be received by 4:00 pm PST Monday, May 19, 2025. The letter shall briefly state the Proposer's combined qualifications for providing services for some or all five categories as identified in this Request for SOQ. The letter shall state the intended overall point of contact for this work. The executed letter may be emailed to:

jeff.brown@pendletonor.gov and keri.standley@pendletonor.gov

The letter shall be used to verify general experience and assist with identifying all interested Proposers before receipt of the SOQs. This will also assist with staff workload assignments in preparing for review of the SOQs. It is the responsibility of the Proposer to verify the letter has been received by email

4 | P a g e confirmation or by contacting (541) 966-0202. If no letter is submitted and received, submitted Proposals will not be evaluated.

Proposal Submittal

One original and five (5) copies of the signed SOQ must be received at the Public Works Office no later than 2:00 pm PST, Wednesday, June 18, 2025. Proposals shall be addressed as follows:

SOQ for Municipal PS&E/CEM On-call Services Attn: Jeff Brown, Public Works Director 500 SW Dorion Avenue Pendleton, OR 97801

It is the responsibility of the Proposer to verify the original SOQ and required copies have been received by email confirmation or by contacting (541) 966-0202.

Proposal Contents

The Proposal shall be prepared and presented using the following outline:

Letter of Transmittal Desired services Understanding and Approach Experience and References Project Team Resumes

Excluding the transmittal letter, each Statement of Qualifications (SOQ) is limited to 4 pages per project category identified in this request, with a total maximum of 20 pages across all categories. All text must be in a font size of at least 10. At a minimum, SOQ should include the following information for City staff review and scoring:

1) Transmittal letter of 1 to 2 pages:

Company name and brief description of technical expertise and professional experience relevant to the work categories.

Address and phone number of the office from which each project category of work will be managed.

Name of point of contact for the Proposer and the Project Manager for each category of work.

If there is a different Project Manager for each category of work, list those individuals and contact information.

Reminder, 4 pages per work category, maximum of 20 pages (each side is considered a page, minimum font size of 10):

2) Understanding and Approach:

Provide a brief description of your firm's understanding of the possible efforts needed to perform the types or categories of work described and why your firm should be selected.

Provide a brief description of your firm's work with other consultant teams on similar type projects, if relevant.

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Provide a brief description of your firm's approach to working with a City’s in-house engineering and public works staff.

Discuss the methodology you would employ to complete the work in a timely manner.

If appropriate, include suggested revisions or expansions for the categories of work, associated impacts or concerns associated to the types of work needed, and the rationale for your suggestions.

3) Experience and References:

Include a brief description of past relevant work experience along with relevant reference contacts.

Provide the name and professional credentials of everyone who would be involved in the projects. Describe their specific assignments.

Provide a description of how the projects will be managed.

Provide descriptions of similar type projects conducted by the project personnel within the last

5 years and related references. Include name of contacts and their respective phone numbers and email contact information.

4) Resumes:

Provide resumes for each project member for each utility category.

Proposal Selection Criteria

City may select on-call Proposers to complete the upcoming work based on the SOQs in any one of the five categories outlined above and any other criteria deemed necessary by the City.

The City reserves the right to interview any number of qualified Proposer's Project Managers before recommending a selection. The City reserves the right to determine if, in the City's interest and sole discretion, the future specific work tasks should be awarded to more than one Proposer based on the evaluation of the strengths of a Proposer. In such instance, this will be discussed with the Project Managers representing each Proposer before an award for any specific scope or task is recommended to the City Council.

City staff will recommend its top one to three Proposers for future on-call services for Council consideration for each category of work based on City's evaluation of the strengths of a Proposer. After City Council’s confirmation, City staff will negotiate the scope of service needed for each specific task, salary schedules, project schedules, and budget estimates with the successful Proposer(s) at the time of need in the future. These individual tasks with specific scopes of service will then be presented to Council for award consideration as needed at a later date.

The City will evaluate and weigh the proposals based on the following criteria:

25%: Technical Competence of the Proposer and their experience related to the complexity of the types of work listed in this Request for SOQ for each of the five targeted areas in which they are proposing. This will include, but is not limited to:

o PS&E experience o Familiarity with City construction standards and project execution methodology o Familiarity with ODOT / APWA construction standards o Previous experience with Oregon Administrative Rule compliance

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25%: Project Team experience and capabilities related to the projects described in each of the five targeted areas of work in which they are proposing. The proposer shall describe how the Project Team will interact with the City Staff team and their ability to consider and fulfill the desires of the local officials and constituents. The City shall evaluate each project team member's professional experience and capability of working with similar sized communities with similar professional experience. This team shall include, at a minimum:

o Point of Contact o Project Manager(s) o Leads for any of the work efforts o Others, as listed by the Proposer.

Point of Contact may also be a Project Manager. The Project Manager(s) shall have direct experience with planning, permitting, designing, and administration of project in the categories of work listed and being proposed to work on. They shall also have demonstrated knowledge and capabilities as a project manager.

The proposer should identify all sub-consultants for the project, their respective role in the project, and document past projects in which a similar project team has been used.

40%: Project Understanding and Approach.

o Understanding of City’s needs and methods of internal operations.

o City will evaluate the Proposer's understanding of the City's goals and objectives described in this Request for Qualifications. Proposer shall provide a brief description of the types of work, related issues, and convey how the Proposer expects to perform the work for each of the categories in which they are proposing.

Proposer shall explain their approach to coordination of work with City staff and other selected Proposer(s), if needed. Examples should be provided from past experiences with other owners and project teams.

10%: References. Proposer shall provide references to document the Proposer's performance related to municipal services in the categories they are proposing to do work. References shall be for projects in which the proposed team members were associated within the last 5 years.

References shall include the name of the project or facility, name of the entity or owner, name of the owner’s contact, contact phone number, and contact e-mail address (if available).