PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan

The State of Oregon

Public Employees Retirement System (PERS)

Issues the Following

Informal Request for Quote (RFQ)

PERS # S-45900-00016237

Headquarters Building Long Range Facilities Plan

Date of Issuance: March 9, 2026

Pre-Bid Conference: March 31, 2026

Site Walk 10:00 AM (Pacific Time)

Quotes Due: April 14, 2026

1:00 PM (Pacific Time)

Sole Point of Contact: Ryan Ellis, Procurement and Contracts Specialist

Oregon Public Employees Retirement System

Contracts and Procurement Section

11410 SW 68th Pkwy

Tigard, OR 97223

E-mail: ryan.ellis@pers.oregon.gov

1.0 INTRODUCTION

The State of Oregon, acting by and through its Public Employees Retirement System (PERS or Agency), issues this Request for Quote (RFQ) for a Long-Range Facilities Plan for the PERS Headquarters building, located at

11410 SW 68th Parkway, Tigard, OR 97281.

2.0 SOLICITATION PROCESS:

2.1 Procurement Method: PERS is conducting this solicitation as an Intermediate Procurement in accordance with ORS 279B.070 and OAR 125-247-0270. This is an informal solicitation and no protests of the solicitation, or the award will be considered.

2.2 Sole Point Of Contact: All questions about the technical and contractual requirements or the procurement process must be directed to the Sole Point of Contact (SPC) listed on the cover page of this RFQ.

2.3 Addenda and Clarifications: PERS will issue addenda to this RFQ, clarifications, questions and their answers and other RFQ-related notices through email. PERS encourages all prospective Offerors to monitor email regularly through the Quote due date and time to avoid missing any RFQ Addenda, Q & A responses or

Announcements.

3.0 CONTRACTUAL OVERVIEW

3.1 Term of Contract: The Contractor shall complete the Long-Range Facilities Plan within approximately

10–12 weeks from contract execution in order to support the Agency’s targeted completion of the LRFP by

June 2026.

3.2 Contract Payment & Method of Compensation: Invoicing for basic services shall be submitted to PERS monthly for services completed the prior month. Invoicing for additional services will be itemized and detailed as a separate line item on the invoice and submitted after completion of work unless progress payments have been previously agreed to by both parties. Payment will be made 30 days after receipt of invoice per

ORS293.462.

Contractor’s payment shall be for completion of tasks and deliverables in conformance with all Contract requirements, applicable standards and applicable acceptance criteria.

3.3 Contractual Obligation: All proposers who submit a quote in response to this solicitation understand, acknowledge and agree that PERS is not obligated to enter into an agreement with any Offeror and further, has absolutely no financial obligation to any Offeror.

3.3 Anticipated Amendments: Contingent upon Agency’s need, availability of approved funding, concurrence by both parties and Contractor’s performance, potential Contract amendments may include, but are not limited to the following:

3.3.1 add tasks (within the scope of the basic or additional services described in this RFQ) or delete tasks;

3.4 Contract Terms and Conditions: The contract for services will include:

Exhibit 1 - PERS Headquarters Building Long Range Facilities Plan Statement of Work

Exhibit 2 - Insurance Requirements

Exhibit 3 - Independent Contractor Certification

Exhibit 4 - State of Oregon Sample Contract

Exhibit 5 – Supplemental Terms and Conditions

Reference # 1 – Oregon EO-25-22 Seismic Resilience

Reference # 2 – Oregon HB 3409

Reference # 3 – Oregon Space Design and Utilization Policy 107-011-100

4.0 INSTRUCTIONS TO Offerors:

4.1 Mandatory Pre-Bid Conference

Agency shall hold a Pre-Bid Conference to clarify Agency expectations and site walk for the Long Range

Facilities Plan. Attendance at the Pre-Bid Conference is mandatory and interested offerors must email the Sole

Point of Contact by March 26, 2026 to be registered for the mandatory Pre-Bid conference. Only registered

Offerors will receive an email invite with further instructions for the Pre-Bid conference. The Pre-Bid conference and site walk will occur on March 31, 2026. Attendance shall be recorded, and only those attending shall be eligible to submit a Quote. Any questions resulting from the site walk must be submitted in writing via email to the Sole Point of Contact.

4.2 Questions

If you have any questions prior to submitting your quote, submit them in writing to ryan.ellis@pers.oregon.gov no later than 1:00 PM (Pacific Time) on April 7, 2026. Submittal must reference PERS S-45900-00016237 in the email.

4.2 Quote Submission

Submit quote responses by email attachment (PDF or MS Word no later than 1:00 PM (Pacific Time) on April

14, 2026, and reference PERS S-45900-00016237. Submit to:

Ryan Ellis, Procurement and Contracts Specialist ryan.ellis@pers.oregon.gov

Quotes must be received by PERS prior to the scheduled Closing date and time. Please do not wait until the last minute to send electronic quotes in case there are transmittal problems or delays. Late quotes or modifications will not be considered.

Offerors must be able to comply with all requirements of this RFQ and accept the terms and conditions of this

RFQ, including those terms and conditions contained in Exhibits 1-5.

mailto:ryan.ellis@pers.oregon.gov

4.5 Quote Format

Offerors are required to submit the following documents:

❑ Cover Sheet (Attachment A): The cover sheet must be signed by an authorized representative of the Offeror. Offeror’s signature and submission of a signed quote in response to the RFQ constitutes

Offeror’s affirmation that:

▪ the Offeror, to supply proposed service completion schedule;

▪ the Offeror, acting through its authorized representative, has read and understands all RFQ instructions, specifications, and terms and conditions contained within this RFQ and addenda, if any;

▪ the Offeror certifies that its quote has been arrived at independently and has been submitted without any collusion designed to limit independent quotes or competition;

▪ the Offeror is bound by, and will comply with, all requirements, specifications and terms and conditions contained within this RFQ, including addenda, if any;

▪ all information provided within its Quote is true, accurate and complete, and

Offeror has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055.

▪ Specify if an Oregon Minority Business Enterprise, a Women Business Enterprise, Disadvantaged

Business Enterprise, or an Emerging Small Business.

❑ Price Quote (Attachment B): Complete the pricing matrix for PERS Headquarters Building Long

Range Facilities Plan.

All prices and any other significant statements contained in the Quote must be valid for sixty (60) days from the RFQ closing date. PERS may request that Offerors extend this sixty (60) day period in writing.

All pricing will be inclusive of any travel and expenses for PERS Headquarters Building Arc Flash Assessment. Any quotes for additional services will itemize all costs and the final accepted quote or services will be inclusive of all travel and expenses.

PERS requests that pricing remain fixed for the first-year contract period. Thereafter, Contractor may seek a price increase reflecting increased operating, labor or material costs for an extension term by submitting a written request to

PERS, including all appropriate price documentation. A written request must be received by PERS 60 days prior to contract expiration. No more than one price increase shall be allowed during any twelve-month period regardless of the number of contract extension terms.

❑ Certificate of Insurance per the requirements of Exhibit 2.

❑ Certification of Independent Contractor Status per Exhibit 3.

4.6 Cost of Quotes

All costs incurred in preparing, submitting, and delivering a quote in response to this solicitation are the responsibility of the Offeror and will not be reimbursed by PERS.

5.0 EVALUATION AND AWARD

5.1 Evaluation

Each Quote will be reviewed for completeness and compliance with the requirements of this RFQ. Offeror may be asked to provide additional clarification and PERS reserves the right to request amended Quote. The evaluation criteria for selecting the Contractor shall include but are not limited to the following:

▪ Offeror’s relevant experience

▪ Demonstrated experience

▪ Ability to meet agency project schedule

▪ Price Quote for PERS Headquarters Building Long Range Facilities Plan, miscellaneous fees, and/or hourly rates for any additional work for this service.

▪ Acceptance of all contractual terms and conditions including ability to meet the requirements of the statement of work.

▪ Registered in OregonBuys (State of Oregon eProcurement system) https://oregonbuys.gov/bso/

Contract Evaluation Criteria

Proposals received in response to this RFQ will be evaluated based on the following criteria. The

Agency may consider the overall value of the proposal, the Offeror’s qualifications and experience, and the Offeror’s demonstrated understanding of the project requirements.

The Agency reserves the right to request clarification of any proposal, request additional information from Offerors, and consider any other information deemed relevant in determining the proposal that best meets the needs and interests of the Agency.

1. Cost / Fee Proposal

Evaluation Focus

Total proposed project cost

Cost clarity and completeness

Reasonableness of cost relative to the scope of work

Overall value offered for the services proposed

2. Relevant LRFP Experience

Demonstrated experience developing Long-Range Facility Plans (LRFPs), facility master plans, or capital asset plans

Experience performing facility condition assessments and long-term capital improvement planning

Minimum five years of relevant professional experience in facility planning or strategic asset management

Experience working with facilities similar in size, complexity, or operational environment

3. Public Sector Experience

Experience performing facility planning work for state agencies, municipalities, or other public https://oregonbuys.gov/bso/ institutions

Familiarity with government facility planning requirements, compliance considerations, and operational environments

Experience working within public sector stakeholder and procurement environments

4. Project Approach & Methodology

Understanding of the scope and objectives of the Long-Range Facilities Plan

Methodology for conducting facility condition assessments and long-term capital planning

Approach to addressing seismic resilience, sustainability planning, hybrid workforce space utilization, and compliance requirements such as HB 3409

Clarity and structure of the proposed planning process

5.2 Award

PERS reserves the right to award a contract based solely upon information submitted. PERS may negotiate with an Offeror to clarify its quote or to effect modifications that will make the Quote acceptable or more advantageous to PERS.

PERS reserves the right to not award a contract resulting from this Solicitation if PERS finds such a decision to be in the best interest of the state or the Agency.

5.3 INSURANCE REQUIREMENTS

Insurance requirements for the Contract are specified in “Exhibit 2 - Insurance Provisions” of Exhibit 2.

5.4 LEGAL COMPLIANCE

Offeror must comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes including the Americans with Disabilities Act.

5.5 CERTIFICATION OF COMPLIANCE WITH DISCRIMINATION LAWS

Each Proposer, by submitting a Quote in response to this RFQ, thereby certifies that it has not discriminated against minority, women or emerging small business enterprises, or a business enterprise that is owned or controlled by or that employs a disabled veteran, as that term is defined in ORS 408.225, in obtaining any subcontracts, and that the Proposer is not in violation of any discrimination laws.

5.6 CERTIFIED BUSINESS FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to 200.200;

ORS 279A.105)

Participation By Disadvantaged Business Enterprises, Minority-Owned Businesses, Woman-Owned Businesses, and Emerging Small Businesses.

As noted in Executive Order 12-03: “Minority-owned and Woman-owned businesses continue to be a dynamic and fast-growing sector of the Oregon economy. Oregon is committed to creating an environment that supports the ingenuity and industriousness of Oregon’s Minority Business Enterprise [MBE] and Woman Business Enterprise

[WBE]. Emerging Small Business [ESB] firms are also an important sector of the state’s economy.”

Any Oregon firm that is certified as a disadvantaged business enterprise, minority-owned business, woman-owned business, business owned by a service-disabled veteran or emerging small business, as defined in ORS 200.005 and pursuant to ORS 200.055 (a “Certified Business Firm”), has an equal opportunity to participate in the performance of contracts financed with State funds. By submitting its Proposal, Proposer certifies that it will make good faith efforts to ensure that Certified Business Firms are provided an equal opportunity to compete for and participate in the performance of any subcontracts resulting from this procurement. Proposer further certifies and agrees that it has not discriminated and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin, and it has not discriminated and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a Certified

Business Firm pursuant to ORS 200.055.

If there may be opportunities for subcontractors to work on the Project, it is the expectation of the Agency that the

Proposer will take reasonable steps to ensure that Certified Business Firms are provided an equal opportunity to compete for and participate in the performance of any contract resulting from this procurement or any subcontracts associated with Services to be performed under any contract resulting from this procurement.

The information submitted in response to this clause will not be considered in any scored evaluation and no evaluative points will be assigned to the information.

To meet the requirements of this clause, please complete the Certified Business Firm Outreach Plan, Attachment

1. The Certified Business Firm Outreach Plan will become a contractual obligation in the event the Proposer receives a contract award and signs the resulting contract.

Furthermore, as and when applicable, the successful Contractor executing any resulting contract shall maintain any

Certified Business Firm certifications applicable to the Contractor and require in its subcontracts that subcontractors maintain any applicable Certified Business Firm certifications required by Section 2, Chapter 325, Oregon Laws 2015, as amended by Section 26, Chapter 565, Oregon Laws 2015 as a material condition of the contract. If the Contractor or subcontractor was awarded the contract or any underlying subcontract, as applicable, in the course of the State’s carrying out an affirmative action goal, policy or program under ORS 279A.100 –

279A.107, and fails to maintain the required certification, Agency may terminate the contract, require the

Contractor to terminate the subcontractor, or exercise any of the remedies reserved for a breach of the contract.

5.7 CERTIFICATE OF PAY EQUITY TRAINING

This is a legislatively-mandated requirement effective January 1, 2016. Prior to execution of the Contract, the apparent successful Offeror must submit to DAS within 7 calendar days of notification of intent to award, a true and correct copy of an unexpired certificate, issued to the Offeror by the Oregon Department of Administrative

Services under 2015 Oregon Laws, chapter 454, section 2. This requirement applies only to Offerors that employ

50 or more full-time workers and only if the Contract has an estimated contract price that exceeds $500,000.

PERS HQ Building Long Range Facilities Plan RFQ # S-45900-00016237

Attachments and Exhibits

ATTACHMENT A – Cover Page and COBID Certification

ATTACHMENT B – Price Quote

CONTRACT TERMS AND CONDITIONS

Exhibit 1 - PERS Headquarters Building Long Range Facilities Plan Statement of Work

Exhibit 2 - Insurance Requirements

Exhibit 3 - Independent Contractor Certification

Exhibit 4 - State of Oregon Sample Contract

Exhibit 5 – Supplemental Terms and Conditions

Reference # 1 – Oregon EO-25-22 Seismic Resilience

Reference # 2 – Oregon HB 3409

Reference # 3 – Oregon Space Design and Utilization Policy 107-011-100

ATTACHMENT A

Cover page

PERS Headquarters Building Long Range Facilities Plan for Quote RFQ # S-45900-00016237 SUBMIT THIS FORM WITH YOUR Quote

Proposer Information

Company Legal Name:

Federal Tax ID#:

Address:

Contact Person:

Email:

Phone:

Fax:

By signing this Cover Page, Proposer agrees to comply with all requirements, specifications and terms and conditions included with this Request for Proposal (including all Attachments and Addenda, if any) and all specifications, warranties, etc. included in its submitted response. Proposer certifies, under penalty of perjury, that they are not in violation of any tax laws described in ORS 305.385(6) and (7).

Authorized Signature:

Printed Name:

Title:

Date:

Complete if Applicable:

CERTIFIED BUSINESS FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to 200.200; ORS

279A.105) NOTE: This section is for information purposes only and shall not be considered in the evaluation of the bid or award of a contract.

Type of Certification Certification Number Certified in Oregon?

Disadvantaged Business Enterprise

(DBE)

Minority Business Enterprise (MBE)

Women Business Enterprise (WBE)

Emerging Small Business (ESB)

ATTACHMENT B

PERS Headquarters Building Long Range Facilities Plan

REQUEST FOR QUOTE - PRICING FOR SERVICES

Pricing:

1. PERS Headquarters Building Long Range Facilities Plan:

PERS Headquarters Building, 11410 SW 68th Parkway, Tigard, OR as outlined in Exhibits 1-5. Pricing must include all travel, labor and materials to perform the necessary work and sufficient Project Management resources to effectively oversee the delivery of quality service.

a. Headquarters Building Long Range Facilities Plan - Total Cost $ _____________________

i. Long Range Facilities Plan – Time by Hours $ ______________________

ii. Long Range Facilities Plan – Hourly Rate $ ______________________

iii. Long Range Facilities Plan -Misc Fees $ ______________________

All prices contained in the Quote must be valid for sixty (60) days from the RFQ closing date. PERS may request that Offerors extend this sixty (60) day period in writing. Include any assumptions to clarify your pricing in an attached Cover Letter.

Pricing shall remain firm for the first year contract period. Thereafter, Contractor may seek a price increase for the following twelve month period reflecting increased operating, labor or material costs for an extension term by submitting a written request to PERS, including all appropriate price documentation. Such written request must be received by

PERS 60 days prior to contract expiration. No more than one price increase shall be allowed during any twelve month period regardless of the number of contract extension terms.

All pricing will be inclusive of any travel and expenses for Headquarters Building Long Range Facilities Plan. Any quotes for additional services will itemize all costs and the final accepted quote for services will be inclusive of all travel and expenses.

EXHIBIT 1

STATEMENT OF WORK

1. Project Purpose and Background:

The Oregon Public Employees Retirement System (“OPERS”) seeks professional consulting services to develop a comprehensive Long-Range Facilities Plan (“LRFP”) for its sole, agency-owned property, inclusive of the approximately

65,000 square foot headquarters (“HQ”) building, grounds, parking areas, hardscape, site utilities, and supporting infrastructure.

The LRFP will establish a strategic, decision-ready framework to guide facility planning from the current condition through the near-term (0–5 years), mid-term (5–10 years), and long-term (10–20+ years). The LRFP shall inform capital investment sequencing, deferred maintenance prioritization, statutory compliance, sustainability strategy, seismic resilience, operational continuity, accessibility modernization, and long-term asset stewardship.

In alignment with statewide space utilization and rightsizing guidance, Oregon Space Design and Utilization Policy 107-

011-100the LRFP shall evaluate hybrid workforce models and potential co-location or lease opportunities consistent with state policy.

The LRFP shall integrate seismic planning requirements consistent with Executive Order 25-22, which establishes long-term seismic resiliency standards for state-owned facilities, including the requirement that executive branch workspaces meet current seismic safety standards by 2060 or be replaced or repurposed if not cost-effective.

The LRFP shall also evaluate long-term accessibility and Americans with Disabilities Act (“ADA”) considerations to ensure the facility supports equitable access for employees, members, and visitors, and to inform future modernization investments.

Planning Objectives

• Support fiscally responsible stewardship of OPERS’ owned property.

-Incorporate a human-centered planning approach through engagement with staff, leadership, and representative focus groups to understand how the facility supports culture, collaboration, mission delivery, and employee experience.

• - Align facility investments with mission continuity and operational needs.

- Identify and map long-term deferred maintenance liabilities.

- Integrate HB 3409 compliance into capital planning and lifecycle decisions.

- Integrate Executive Order 25-22 seismic resiliency requirements into long-term capital planning.

- Integrate ADA accessibility evaluation and modernization planning into long-range capital phasing.

- Explore sustainability opportunities including but not limited solar, solar carports, EV charging, electrification, energy storage, or other energy sustainability opportunities identified through this engagement .

- Evaluate space optimization and potential multi-tenant feasibility.

- Evaluate facility strategies in the context of statewide office footprint reduction goals and DAS co-location guidance.

- Provide phased capital planning guidance for 0–5, 5–10, and 10–20+ year horizons.

Planning Horizon

The LRFP shall differentiate recommendations across three planning horizons:

Near-Term (0–5 Years): Immediate priorities, risk mitigation, compliance timing, hybrid space alignment, accessibility improvements, and critical system stabilization.

Mid-Term (5–10 Years): Major system reinvestment, phased modernization, energy and sustainability integration, ADA modernization, and seismic upgrade planning aligned with lifecycle timing.

Long-Term (10–20+ Years): Strategic reinvestment, redevelopment options, long-range compliance strategies including

EO 25-22 seismic targets, asset repositioning, co-location opportunities, and comprehensive accessibility alignment.

2. Scope of Services:

Existing Conditions & Deferred Maintenance

Review existing documentation and validate planning-level assumptions related to building systems, site infrastructure, utilities, parking, and grounds. Identify and map deferred maintenance and develop order-of-magnitude cost projections aligned with lifecycle timing. Cost projections shall include planning-level capital estimates and lifecycle cost modeling aligned with projected reinvestment timing.

Operational, Hybrid Workforce & Site Context

Evaluate how the HQ facility supports daily operations within a hybrid workforce environment. Assess occupancy patterns, space utilization, business continuity constraints, access and circulation, parking capacity, and site infrastructure considerations. Align findings with Oregon Space Design and Utilization Policy 107-011-

100.

HB 3409 Compliance & Sustainability Integration

Integrate HB 3409 compliance planning directly into long-range scenarios. Identify compliance gaps, regulatory timelines, affected systems, and capital implications. Evaluate sustainability and energy opportunities including solar installations, solar carports, EV charging infrastructure, electrification strategies, and energy storage feasibility.

Seismic Resiliency Planning (Executive Order 25-22)

Evaluate the HQ building’s seismic performance relative to current building code standards and Executive

Order 25-22 requirements. Assess prioritization factors applicable to office buildings over 50,000 square feet.

Develop potential seismic retrofit pathways, replacement considerations, or phased upgrade strategies aligned with the 2060 compliance goal.

ADA Accessibility & Modernization Planning

Evaluate current ADA accessibility conditions at a planning level, including entrances, circulation paths, restrooms, parking areas, public-facing spaces, and workplace accommodations. Identify compliance gaps or modernization opportunities and integrate accessibility considerations within long-range facility scenarios and capital phasing strategies. Provide order-of-magnitude cost considerations aligned with planning horizons.

Scenario Development & Alternatives Analysis

Develop and evaluate multiple long-range facility scenarios including modernization, phased reinvestment, partial redevelopment, and hybrid approaches. Scenario modeling shall integrate deferred maintenance resolution, HB 3409 compliance, sustainability strategies, EO 25-22 seismic pathways, and ADA modernization considerations. Each scenario shall address capital costs, compliance strategy, operational risks, accessibility impacts, and phasing feasibility.

Each scenario shall include order-of-magnitude capital cost modeling adjusted for projected inflation based on phased implementation timing (0–5, 5–10, 10–20+ years). Cost modeling shall provide sufficient detail to inform future budget development, legislative funding requests, and long-term financial forecasting.

Capital Phasing & Implementation Roadmap

Develop a phased implementation roadmap aligned with 0–5, 5–10, and 10–20+ year planning horizons. Align seismic upgrades, sustainability investments, ADA modernization, and lifecycle replacements with capital planning cycles and regulatory timelines.

Stakeholder Engagement & Human-Centered Planning

Conduct structured engagement with OPERS leadership, key operational stakeholders, and representative staff focus groups to inform future facility planning. Engagement shall assess how the building supports collaboration, hybrid work, member services, workplace culture, accessibility, safety perception, and long-term organizational identity.

Findings shall be integrated into scenario development to ensure recommendations reflect both structural and human-centered considerations, balancing asset performance with employee experience and mission alignment.

Project Schedule & Deliverables

Project Schedule

The following summarizes the anticipated procurement and project schedule for the Long-Range

Facilities Plan:

• RFQ Issued March 9, 2026

• Mandatory Pre-Bid Conference / Site Walk March 31, 2026

• Contract award Mid-April 2026

• Project Kickoff Early May 2026

• Existing Conditions Assessment Completed Mid–May 2026

• Scenario Development & Review Late May 2026

• Draft LRFP Delivered Early June 2026

• Final LRFP Delivered Mid–June 2026

The Contractor shall propose a detailed project schedule consistent with this anticipated timeline and the Agency’s goal of completing the Long-Range Facilities Plan by June 2026.

Deliverables

Phase 1 – Project Kickoff & Data Collection

Timeline: Weeks 1–2 following contract execution

Activities

Project kickoff meeting with OPERS leadership and facilities staff

Review of available documentation including building plans, maintenance records, and prior studies

Establish project communication protocol and schedule

Conduct site walkthrough of the headquarters building, grounds, and parking areas

Deliverables

Project Work Plan and Schedule

Initial Data Request List

Phase 2 – Existing Conditions & Facility Assessment

Timeline: Weeks 2–4

Activities

Planning-level assessment of building systems and infrastructure

Identification of deferred maintenance and lifecycle replacement needs

Planning-level ADA accessibility evaluation

Preliminary seismic review aligned with Executive Order 25-22

Sustainability and energy opportunity review, in alignment with HB 3409

Operational and hybrid workforce space evaluation, in alignment with Oregon Space Design and Utilization Policy- 107-011-100.

Deliverables

Existing Conditions & Deferred Maintenance Summary

Phase 3 – Stakeholder Engagement & Operational Analysis

Timeline: Weeks 3–5

Activities

Leadership interviews

Stakeholder workshops and staff engagement sessions

Evaluation of workplace utilization, circulation, and operational considerations

Deliverables

Stakeholder Engagement Summary

Hybrid Workforce & Space Utilization Findings

Phase 4 – Scenario Development & Alternatives Analysis

Timeline: Weeks 5–8

Activities

Development of long-range facility scenarios including modernization, reinvestment, and redevelopment options

Integration of:

o Deferred maintenance resolution o HB 3409 compliance considerations o EO-25-22 seismic resiliency pathways o ADA modernization planning o Sustainability opportunities

Deliverables

Scenario Comparison Matrix

Preliminary Capital Cost Modeling

Phase 5 – Draft Long-Range Facilities Plan

Timeline: Weeks 8–10

Activities

Development of phased capital implementation strategy aligned with:

o 0–5 year horizon o 5–10 year horizon o 10–20+ year horizon

Deliverables

Draft Long-Range Facilities Plan

Draft Capital Investment Roadmap

Phase 6 – Final LRFP & Executive Presentation

Timeline: Weeks 10–12

Activities

OPERS review and comment on draft plan

Contractor revisions and finalization

Preparation of executive-level briefing materials

Deliverables

Final Long-Range Facilities Plan

Executive Decision Summary Presentation

Final Scenario Matrix and Capital Investment Plan

Required Contractor Milestone Meetings

To ensure alignment with Agency objectives and maintain progress toward the project completion target, the Contractor shall participate in the following milestone meetings with OPERS.

1. Project Kickoff Meeting

Confirm project scope, schedule, and documentation needs.

2. Existing Conditions Review Meeting

Review preliminary findings related to building systems, site infrastructure, and deferred maintenance.

3. Scenario Development Workshop

Review potential facility planning scenarios and evaluate strategic alternatives.

4. Draft LRFP Review Meeting

Review draft recommendations and confirm direction prior to finalization.

5. Executive Presentation of Final LRFP

Present final recommendations and capital planning strategy to OPERS leadership.

Meetings may occur in person at OPERS Headquarters or virtually as determined by the Agency.

Contractor Progress Reporting

The Contractor shall provide periodic progress updates to OPERS throughout the duration of the project. Updates may be provided during scheduled milestone meetings or via email and should summarize work completed, upcoming activities, and any issues affecting project schedule or scope.

The Agency may request additional progress discussions as necessary to ensure the project remains aligned with the targeted completion timeline.

Roles and Responsibilities

The Contractor is responsible for analysis, modeling, scenario development, regulatory integration, and recommendations. OPERS will provide available documentation and retain final decision-making authority.

Assumptions and Constraints

The LRFP is a planning document and does not authorize construction. Cost estimates shall be planning-level and subject to refinement. The LRFP shall support, but not replace, future design and procurement efforts.

Planning-level cost estimates shall incorporate reasonable inflation assumptions tied to phased implementation horizons to maintain long-term fiscal relevance.

Optional / Add-Alternate Services

Optional services may include advanced seismic modeling, detailed retrofit feasibility studies, advanced accessibility assessments beyond planning-level review, grant readiness analysis, advanced sustainability modeling, and concept-level planning beyond minimum compliance requirements.

CONTRACTOR'S WORK SCHEDULE: Services as specified shall be performed between 8:00 am and 5:00 pm Monday through Friday excluding Agency holidays. Deviation from Service schedules must be approved in advance by the Agency Facilities Contact. Services shall not interfere with the conduct of business or activities of Agency.

Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the Contract Services set forth in this document.

The safety of the public, Contractor, and Agency employees and property is critical. Contractor shall take all required and necessary measures to protect from harm anyone involved in or exposed to the Contractor’s activities performed under this contract.

Contractor’s employees shall wear uniforms or badges while on Agency premises that clearly identify them as

Contractor’s employees.

EXHIBIT 2

INSURANCE REQUIREMENTS

Contractor shall obtain at Contractor’s expense the insurance specified prior to performing under this Contract and shall maintain it in full force and at its own expense throughout the duration of this Contract, as required by any extended reporting period or tail coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in State and that are acceptable to Agency. Coverage shall be primary and non-contributory with any other insurance and self-insurance, with the exception of Professional Liability and Workers’ Compensation.

Contractor shall pay for all deductibles, self-insured retention and self-insurance, if any.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS

656.017 and provide workers' compensation insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain employers' liability insurance coverage with limits not less than $500,000 each accident. If contractor is an employer subject to any other state’s workers’ compensation law, Contactor shall provide workers’ compensation insurance coverage for its employees as required by applicable workers’ compensation laws including employers’ liability insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

COMMERCIAL GENERAL LIABILITY:

X Required Not required

Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State. This insurance shall include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this contract, and have no limitation of coverage to designated premises, project or operation. Coverage shall be written on an occurrence basis in an amount of not less than $___1,000,000.00___ per occurrence. Annual aggregate limit shall not be less than

$___2,000,000.00___.

AUTOMOBILE LIABILITY INSURANCE:

X Required Not required

Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $______1,000,000.00______ for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

POLLUTION LIABILITY:

Required Not required

Pollution Liability Insurance covering Contractor’s or appropriate subcontractor’s liability for bodily injury, property damage and environmental damage resulting from sudden accidental and gradual pollution and related cleanup costs incurred by Contractor, all arising out of the Goods delivered or Services (including transportation risk) performed under this Contract is required. Combined single limit per occurrence shall not be less than $___N/A____. Annual aggregate limit shall not be less than $___N/A____.

An endorsement to the Commercial General Liability or Automobile Liability policy, covering Contractor’s or subcontractor’ liability for bodily injury, property damage and environmental damage resulting from sudden accidental and gradual pollution and related clean-up cost incurred by the Contractor that arise from the Goods delivered or

Services (including transportation risk) performed by Contractor under this Contract is also acceptable.

EXCESS/UMBRELLA INSURANCE:

A combination of primary and excess/umbrella insurance may be used to meet the required limits of insurance.

ADDITIONAL INSURED:

The Commercial General Liability insurance and Automobile liability insurance required under this Contract must include an additional insured endorsement specifying the State of Oregon, its officers, employees and agents as

Additional Insureds, including additional insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's activities to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance. The Additional Insured endorsement with respect to liability arising out of your ongoing operations must be on ISO Form CG 20 10 07 04 or equivalent and the Additional Insured endorsement with respect to completed operations must be on ISO form CG 20

37 04 13 or equivalent.

TAIL COVERAGE:

If any of the required insurance is on a claims made basis and does not include an extended reporting period of at least

24 months, Contractor shall maintain either tail coverage or continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a minimum of 24 months following the later of (i) Contractor’s completion and Agency’s acceptance of all Services required under this Contract, or, (ii) Agency or Contractor termination of contract, or, iii) The expiration of all warranty periods provided under this Contract.

CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any Goods and performing any Services required under this Contract. The Certificate(s) shall list the State of Oregon, its officers, employees and agents as a Certificate holder and as an endorsed Additional Insured. If excess/umbrella insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the excess/umbrella insurance. As proof of insurance Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements in this Contract.

NOTICE OF CHANGE OR CANCELLATION:

The contractor or its insurer must provide at least 30 days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this agreement and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Section 4.

EXHIBIT 3

CERTIFICATION STATEMENT FOR INDEPENDENT CONTRACTOR

OAR 125-246-0330(2)

CONTRACT1 No.___________

Part A. CONTRACTOR IS AN INDEPENDENT CONTRACTOR

(An Independent Contractor Certification is required, regardless of corporate status. OAR 125-246-

0330(2)(b).)

1. I am free from direction and control over the means and manner of providing the services, subject only to the right of the person for whom the services are provided to specify the desired results;

2. I am licensed under ORS Chapters 671 or 701 to provide the services, if such license is required under ORS Chapters 671 or 701.

3. I am responsible for obtaining other licenses or certificates necessary to provide the services.

4. I am customarily engaged in an independently established business because ______2 of the following requirements are satisfied:

A. I maintain a business location:

1) That is separate from the business or work location of the person for whom the services are provided; or

2) That is in a portion of my residence, and that portion is used primarily for business.

B. I bear the risk of loss related to the business or the provision of services as shown by factors such as:

1) Entering into a fixed-price contract;

2) Being required to correct defective work;

3) Warranting the services provided; or

4) Negotiating indemnification agreements, or purchasing indemnification liability insurance, performance bonds or errors and omissions insurance.

C. I provide contracted services for two or more different persons within a 12-month period, or routinely engage in business advertising, solicitation or other marketing efforts reasonably calculated to obtain new contracts to provide similar services.

D. I make a significant investment in the business, through means such as:

1) Purchasing tools or equipment necessary to provide the services;

2) Paying for the premises or facilities where the services are provided; or

3) Paying for licenses, certificates or specialized training required to provide the services.

E. I have the authority to hire other persons to provide or to assist in providing the services and have the authority to fire those persons.

(Section 4 does not apply if a Person files a Schedule F as part of an income tax return and the Person provides farm labor or farm services that are reportable on Schedule C of an income tax return.)

Contractor Signature__________________________________________________ Date Name:

1 See OAR 125-246-0110 for the definition of “Personal Services Contract” and other capitalized words used in this form.

2 Agency: ORS 670.600 mandates the selection of at least three (3) requirements. An Agency may require a higher number.

(Agency completes Part B below after the Contractor completes Part A above.)

Part B. AGENCY STATEMENT

ORS 670.600. Independent Contractor Standards. As used in various provisions of ORS chapters 316, 656, 657, 671 and 701, an individual or business entity that performs labor or services for remuneration shall be considered to perform the labor or services as an Independent Contractor if the standards of this section are met. OAR 125-246-0335 states that if a Contractor is not an Independent Contractor, the Agency may not enter into a Personal Services Contract with the Contractor;

instead, the Agency must follow personnel policies for employment options.

The representative of the Agency understands and states, to the best of his or her knowledge, that the Contractor and the contracted work should meet the following standards:

1. Although Agency may (a) determine and modify the delivery schedule for Services to be performed and (b) evaluate the quality of the completed performance, Agency cannot and will not control the means or manner of Contractor's performance. Contractor is responsible for determining the appropriate means and manner of performing any

Services required under this Contract; and

2. Contractor is not an "officer", "employee", or "agent" of Agency as those terms are used in ORS 30.265.

Agency Representative’s Signature _________________________________________ Date Name:

Contractor Data and Certification.

Contractor Information. Contractor shall provide the additional information set forth below.

Name (tax filing):_____________________________________________________________________________________________________

Address:

Citizenship, if applicable: Non-resident alien [ ] Yes [ ] No

Business Designation (check one):

[ ] Professional Corporation [ ] Partnership [ ] Limited Partnership [ ] Limited Liability Company [ ] Limited

Liability Partnership

[ ] Sole Proprietorship [ ] Other

Exhibit 4 – SAMPLE CONTRACT

State of Oregon

Contract for Trade Services

This Contract for Trade Services (this “Contract”) is by and between the State of Oregon, acting through its Public

Employees Retirement System, (“Agency or “PERS”) and ________, a [_______][doing business as _____]

(“Contractor”) and is effective as of the Effective Date.

Contractor’s Contract Administrator for this

Contract is:

Name and Title

**Address

**City, State ZIP

Phone: (xxx) xxx-xxxx anyname@yahoo.com

Agency's Contract Administrator for this Contract is:

Ryan Ellis, Procurement & Contract Specialist

Public Employees Retirement System

11410 SW 68th Parkway

Tigard, OR 97223

Phone: (503) 598-6165 ryan.ellis@pers.oregon.gov

Either party may change its Contract Administrator by providing the other notice in compliance with Section 17.6 of this Contract.

Contract Term.

The “Effective Date” of this Contract is the later of (i) ____, or (ii) the date this Contract has been fully executed by each party and, approved as required by applicable law. Unless extended or terminated earlier in accordance with its terms, this Contract terminates on _____. The termination of this Contract will not extinguish or prejudice Agency’s right to enforce this Contract with respect to any default by Contractor that has not been cured.

Contract Documents. This Contract consists of the following documents, which are listed in descending order of precedence:

this Contract less all exhibits;

Exhibit A (Statement of Work);

Exhibit B (Required Insurance), Exhibit C (Special Terms and Conditions); and

Exhibit D (Independent Contractor Certification)

The foregoing documents and Exhibits are attached hereto and made a part of the Contract by this reference.

Services.

Performance of Services. Contractor shall perform the services (the “Services”) and deliver to agency the deliverables (“Deliverables”) set forth in Exhibit A, the Statement of Work (the “Statement of Work”). The

Statement of Work includes the delivery schedule for the Deliverables and Services. Contractor shall perform the

Services in accordance with the terms and conditions of this Contract.

mailto:anyname@yahoo.com mailto:ryan.ellis@pers.oregon.gov

Submission and Acceptance of Deliverables. When the Statement of Work requires Contractor to deliver

Deliverables to Agency, then Contractor shall deliver Deliverables that comply with the requirements and acceptance criteria set forth in the Statement of Work. Contractor shall provide written notice to Agency upon delivery of a completed Deliverables to Agency. By no later than (i) 15 business days after receipt of such notice, or (ii) the date or period for review set forth in the Statement of Work, Agency will determine whether the

Deliverables has the characteristics and otherwise meets the acceptance criteria set forth in the Statement of

Work. If Agency determines that the Deliverables has the characteristics and meets acceptance criteria set forth in the Statement of Work in all material respects, Agency will notify Contractor in writing of Agency’s acceptance of the Deliverables.

Rejection of Deliverables; Corrections. If Agency determines that a Deliverables does not have the characteristics or otherwise meet the acceptance criteria set forth in the Statement of Work in all material respects, Agency will notify Contractor in writing of Agency’s rejection of the Deliverables, and describe in reasonable detail in such notice the Agency’s basis for rejection of the Deliverables. Upon receipt of notice of non-acceptance, Contractor shall, within a 15 business day period, modify or improve the Deliverables at Contractor’s sole expense so that the

Deliverables has the characteristics described in the Statement of Work and meets, in all material respects, the acceptance criteria, and notify the Agency in writing that it has completed such modifications or improvements and re-tender the Deliverables to Agency. Agency will thereafter review the modified or improved Deliverables within 15 business days of receipt of the Contractor's delivery of the Deliverables. Failure of the Deliverables to have the characteristics or meet in all material respects the acceptance criteria set forth in the Statement of Work after the second submission will constitute a default by Contractor. In the event of such default, Agency may either, (i) notify Contractor of such default and instruct Contractor to modify or improve the Deliverables as set forth in this Section, or (ii) notify Contractor of such default and pursue its remedies for default provided for by law or the terms of this Contract.

Compensation.

Not to Exceed Compensation. The maximum, not-to-exceed compensation payable to Contractor under this

Contract, which includes any allowable expenses, is $***,***.**. Agency will not pay Contractor any amount in excess of the not-to-exceed compensation of this Contract, and will not pay for Services performed before the

Effective Date or after the expiration or termination of this Contract.