Planning_and_Design_Services_for_Scoggins_Valley_Park_Campground,_Visitor_Center_and_Park_Office,_and_Tualatin_River_Access_Facility_(Addendum_#5_Revision).pdf

REQUEST FOR PROPOSAL

PLANNING AND DESIGN SERVICES FOR SCOGGINS VALLEY PARK

CAMPGROUND, VISITOR CENTER AND PARK OFFICE, AND

TUALATIN RIVER ACCESS FACILITY

(NO. 2024.008-RFP)

FOR

Washington County, Oregon

RELEASE DATE: January 8, 2024 DEADLINE FOR QUESTIONS: February 2, 2024

RESPONSE DEADLINE: February 9, 2024, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

1. Request for Proposal (RFP) w/Pre-Prop

2. Introduction

3. Overview and Purpose

4. Scope of Work - Scoggins Valley Park Campground

5. Scope of Work - Visitor Center/Office Replacement

6. Scope of Work - Tualatin River Access Facility at Eagle Landing

Park

7. Evaluation Phases

8. Evaluation and Award Process

9. Instructions to Proposers

10. Terms and Conditions

11. Vendor Submissions

Attachments:

A - 2022-PP-SERVICES-SAMPLE

B - 2015 ABA Standards C - ADA Design Standards - 2010 D - ADA - Guidance on the ADA Standards - 2010 E - Buy American Fact Sheet F - Bureau of Reclamation Business Plan Guidebook G - Bureau of Reclamation Recreation Facilities Design Guidelines H - Bureau of Reclamation Visitor Center Policy, Directive and Standard, and Guidelines (09-07-07) I - Eagle Landing Feasibility Study 12_29_2017 s J - Metro’s 2021 Local Share Handbook covering the 2019 Metro Parks and Nature Bond Measure K - Park Office Visitor Center Pro Forma L - Project Locations M - Resource Mangement Plan-HenryHagg2004

N - Scoggins Valley Park Campground Pro Forma O - United States Access Board Outdoor Guide

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

1. Request for Proposal (RFP) w/Pre-Prop

Washington County, Oregon is requesting proposals from qualified firms to provide Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility.

A mandatory pre-proposal conference will be held on Thursday, January 25, 2024 at 10:00 am.

More information can be found in the Introduction Section of the Procurement Portal posting under Timeline. The County asks that all attendees RSVP prior to the mandatory pre-proposal meeting. Instructions on how to RSVP can be found in Section 9, item 9.5 of the solicitation document.

Proposals must be received by 3:00 pm Friday, February 9, 2024.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on https://secure.procurenow.com/portal/washington-county-or. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com/biz. Proposer is responsible for checking the site for any addendums before submitting their proposals.

The Washington County Board of Commissioners reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Suzi Fulcher, Procurement Manager

Posted to: Monday, January 8, 2024 OregonBuys https://secure.procurenow.com/portal/washington-county-or

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

2. Introduction

The following instructions, terms, and conditions apply to all solicitations to provide either goods or services to Washington County.

1. Summary

The County seeks a qualified consultanting firm to perform planning and design services for development public recreational facilities along with support amenities and infrastructure. To be considered, interested parties must respond to this Request for Proposal (RFP) and the submittal requirements outlined herein.

Washington County Park is seeking proposals for a range of planning and design services for

• A campground at Scoggins Valley Park

• A park office/visitor center at Scoggins Valley Park, and

• A Tualatin River access facility at Eagle Landing Park

2. Background

Scoggins Valley Park Campground Replacement (Scoggins Valley Park: 50250 SW Scoggins Valley Road, Gaston, OR 97119)

On behalf of the United States Bureau of Reclamation Washington County Parks manages the 2500-acre Scoggins Valley Park. The park is home to an 1100-acre reservoir (Hagg Lake) which is the only large body of water in Washington County open to public recreation. The park welcomes approximately a million visitors per year. Boaters, paddlers, anglers, and swimming enthusiasts all enjoy recreating on the water. Other popular recreation activities include hiking, cycling, disc golf and picnicking.

Since the reservoir was built in the early 1970’s there has been demand for a public campground. There is an approximately 32-acre area of the park that has existing drive aisles, parking lots, and utilities that we are seeking to retrofit as a campground that would include amenities such as full hook-up recreation vehicle (RV) and tent sites, group sites, cabins, flushed restrooms, shower facilities, host site, and a small convenience store.

This component of the overall project will include public engagement, developing a business plan, developing an operations plan, concept drawings, construction cost estimates, and production of construction documents.

Park Office/Visitor Center at Scoggins Valley Park (Scoggins Valley Park: 50250 SW Scoggins Valley Road, Gaston, OR 97119)

The Park Office and Visitor Center will be a multi-use, fully-accessible facility located at the disc golf course which is currently an undeveloped open meadow/grassland with no access or utilities. The park office will provide offices, storage, a conference room, kitchen, and restrooms. The visitor center will host a reception desk and adjoining office, a visitor center area for displays and interpretive panels, a kiosk or nook to display retail sundries, and restrooms. The multi-purpose flex space will allow for public meetings, environmental education, interpretation and recreation programs, and public rentals. The additional spaces will support these purposes and may include large storage for tables and chairs, restrooms and/or changing rooms, and a catering or full kitchen. The design will ideally include large

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility bifold glass doorways onto a covered, finished patio to allow for a combined indoor/outdoor space that overlooks Hagg Lake. Mechanical rooms and additional storage will be part of the facility. The design will require utility connections, and septic and potable water provision will require special consideration.

Accessible drive aisles and parking lot and landscape design will be part of the design package.

This component of the overall project will include reviewing and revising a business plan, producing concept drawings, construction cost estimates, and production of construction documents.

Tualatin River Access Facility at Eagle Landing Park (26001 SW Rainbow Lane, Hillsboro, OR 97123)

Eagle Landing Park is an important link in the multi-jurisdictional network of public access points to the Tualatin River water trail. Previous infrastructure to access the river from the park was damaged and removed and a new facility is needed to provide recreation access connecting people to the river. A feasibility study was completed in 2017 that produced design concepts and cost estimates.

This component of the overall project will entail public engagement, updating concept design and construction cost estimates, and producing construction documents.

3. Contact Information

Suzi Fulcher Procurement Manager 155 N First Ave MS 28 Hillsboro, OR 97124 Email: suzi_fulcher@washingtoncountyor.gov Phone: (503) 846-8734 Department:

Facilities

4. Timeline

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from the County's Procurement Portal.

Date of Legal Advertisement January 8, 2024 mailto:suzi_fulcher@washingtoncountyor.gov tel:(503)846-8734

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

Pre-Proposal Meeting (Mandatory) January 25, 2024, 10:00am Scoggins Valley Park Office: 50250 SW Scoggins Valley Road, Gaston, OR 97119

The County asks that all attendees RSVP prior to the mandatory pre-proposal meeting.

Instructions on how to RSVP can be found in Section 9, item 9.5.

This is an in person meeting and there is not a virtual option for this meeting.

Question Submission Deadline February 2, 2024, 3:00pm

Submittals Due February 9, 2024, 3:00pm

Contract Award March 5, 2024

Contract Executed By March 20, 2024

All Deliverables Except Construction Documents Completed By

August 30, 2024

Construction Documents Completed By October 29, 2024

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

3. Overview and Purpose

1. Overview and Purpose

The purpose of this request for proposals is to identify a project team that can move Washington County Parks from concept to construction-ready on three key capital projects. Successful proposers will have the ability to 1) navigate complex funder requirements, 2) assemble a team with a broad set of skills in planning, public engagement, economics and operations, and engineering, and 3) be able to deliver all components of the project on budget and on schedule.

These three projects will produce once-in-a-lifetime improvements to public recreation in western Washington County and the processes and outcomes will be highly visible to stakeholders, residents, and visitors.

2. Unique Considerations

As described, the Scoggins Valley Park Campground and Tualatin River Access Facility are required to meet Local Share program requirements.

As described, the Scoggins Valley Park Campground and Park Office/Visitor Center are required to meet USBOR and other federal requirements.

Additionally, the USBOR has begun work in anticipation of fortifying the Scoggins Dam. Dam construction will commence a few years after the construction and opening of the campground, but coordination will be necessary to ensure that the two projects will organize effectively and may contribute to a phased approach to campground construction.

3. Cost Estimating

Construction cost estimation shall be performed and specific to each of the three projects. (Note that the campground construction may need to be phased and cost estimated in a way to facilitate that possibility.) A draft cost estimate shall accompany the designs and be finalized with the construction documents. Cost estimates must reflect current market rates for prevailing wage labor as well as materials, supplies, permitting, transportation, and all other factors typical to include in such project analyses to provide as realistic perspective on true costs to build each of the projects. Cost estimation shall provide narrative sufficient to clarify the assumptions and analysis used to determine spreadsheet depictions of cost. Cost estimate must be prepared by a qualified estimator familiar with the local conditions affecting the work.

4. Site Analysis

For each of the project sites, the Consultant team shall conduct a preliminary site analysis, engineering, and environmental assessment. Analyze proposed sites for development strengths and constraints including: land use regulations, utility and site development regulations, impact

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility on environment, infrastructure needs and availability, cleanup costs, and preservation concerns, rights of way and easements, and possible abutter concerns. This work will inform the concept design and final construction documents.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

4. Scope of Work - Scoggins Valley Park Campground

1. Public Engagement

A. Proposals shall be consistent with the intent of the 2019 Metro Parks and Nature Bond Measure directly addressing the guidance for public engagement set forth in Metro’s 2021 Local Share Handbook (see Attachments). Public engagement shall be designed to solicit input from a diversity of voices which will inform the layout design and campground and amenities but also inform all aspects of the project (signage, cultural markers, operations, and other management aspects) to facilitate a welcome and inviting outdoor recreation facility for everyone, including Washington County’s Black, Indigenous, and People of Color (BIPOC) community.

B. Public engagement should at a minimum seek the participation of:

1. Residential and commercial property owners surrounding Scoggins Valley Park

2. BIPOC communities

3. Scoggins Valley Park users

4. Washington County Parks staff and the Washington County Parks and Recreation

Advisory Board.

5. Bureau of Reclamation staff

6. Washington County Sheriff’s Office and Gaston Fire District staff

C. Outreach shall occur in sufficient quality and type (in person meetings, on-line surveys, outreach at community events, etc.) to meet Metro’s Local Share goals. Proposals should consider varying engagement types and various times and locations to allow for sufficient opportunity for Washington County residents to participate.

Deliverable

A written report detailing:

1. A summary of the public engagement methods, dates, and engagement outreach.

2. Written documentation of the public input received, specifically identifying comments from the BIPOC community that will inform the design and otherwise meet Metro’s Local Share program requirements.

3. An appendix of any data collected, written communications, and/or other materials necessary to understand the outcome of the engagement process.

4. Narrative on how public engagement feedback was incorporated into the design concept.

5. Documents shall be provided in PDF and Microsoft Word versions.

https://procurement.opengov.com/portal/washington-county-or/projects/74377/document?section=660504

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

2. Design

Design

A. Design concepts for the proposed campground site will be created considering:

1. Available space: Planning should consider full build-out of the 32-acre site and utilizing, as much as possible, existing infrastructure and utilities. Design concept will propose location and layout of various camping types with consideration of how to preserve as much of the mature tree canopy as possible.

2. Public comments: Public comments should inform the built environment to make is a welcoming and safe space for a diverse population with diverse interests.

3. Funder requirements: This project will be completed using two or more funding sources. All funding agency requirements must be considered and/or met.

B. Metro: In addition to the previously described community engagement requirements set forth in the Local Share Handbook, proposals must demonstrate an understanding that the final documents must include cost effective methods to address both the Metro Local Share Handbook's Climate Resiliency Criteria and Additional Project-Specific Criteria.

C. United States Bureau of Reclamation: Projects must be designed to the applicable ADA and ABA standards, Recreation Facility Design Guidelines, and consider The Buy American Act (BAA) guidance, (see Attachments).

D. The USBOR is undertaking a Safety of Dams project to fortify the Scoggins Dam to withstand a major seismic event. Dam construction will commence a few years after the construction and opening of the campground, but coordination will be necessary to ensure that the two projects will organize effectively and may contribute to a phased approach to campground construction.

E. Available funding: While the design is expected to be for the full campground site, construction may need to be phased based on available funding. Design and cost estimating should be bundled to allow for phased construction.

F. Operations and Maintenance: Design for the campground should provide the best layout for operating and maintaining the campground.

G. Public Safety: Design will consider public safety for neighboring properties, campers, and staff. This includes law enforcement access and firefighting access and equipment locations (e.g. extinguishers). Design must meet all public safety code requirements and must incorporate, as feasible, review comments from the Washington County Sheriff’s Office and Gaston Rural Fire Protection District.

H. Camping types and utilities: The Scoggins Valley Park campground will be designed to have recreational vehicle sites, cabins, and single and group tent camping spaces. Design will include utility design to accommodate potable water, electrical, and septic or vault systems. Existing power, water, and septic systems may be partially repurposed, but may require all new design. A public Wifi system and future electric vehicle charging station locations at the campground should be considered in the design. All designs shall be consistent with applicable federal, state and local standards for public health, environment, utilities, electric, water and other such regulated areas.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

I. Design and layout will need to be approved by the County and BOR staff.

Deliverable

Concept design images to present in public meetings, including to the board of County Commissioners. Acceptable in .pdf format. Concept design images will be needed for enough of the various aspects of the campground to tell a compelling visual story. These may include images of the campground entrance, campsites in use for each of the campsite types, communal areas, and a full-site concept plan showing the location of campsites, amenities (e.g. restrooms and shower facilities), and operations and maintenance areas.

3. Operations Plan

An Operations Plan will be based on best practices from comparable public campgrounds relating to a wide range of operational aspects on managing a large public campground. The operations plan will cover:

A. Typical campground operational hours B. Reservation, payment and check-in/check-out procedures; typical length of stay and cancellation policies C. Registration eligibility such as minimum age or ID requirements.

D. Maximum occupancy standards per camp site style (RV, cabin, tent) E. Seasonality: Any operational areas that may change based on seasonality (length of stay, hours of operation, off-season pricing, etc.)

F. After-hours site management practices G. Emergency management best practices for campgrounds H. Camp Host job duties, typical on-duty/off-duty hours, compensation description including stipend and campsite provision, term of duty (e.g. six months maximum), and other roles and responsibilities customary to a camp host position in public campgrounds in Oregon.

I. A list of typical campground rules for campers for each type of campsite (RV, cabin, tent) J. Common site prep work typical to public campgrounds between camper stays (rake, empty fire pits, etc.)

K. Staffing plan (how many of which positions are ideal at each phase of development) L. Equipment needs: Major maintenance equipment needed to maintain and operate the campground (e.g. electric carts) M. Contractor will review, modify, and update a staff produced operational pro forma.

A written plan detailing operational standards for public campgrounds covering each of the items above and any other information critical to the operation and maintenance of this unique facility type. Provide at least one sample park host contract. Documents shall be provided in PDF and Microsoft Word versions.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

4. Business Plan

A. Business Plan will be based on best practices from comparable public campgrounds relating to a wide range of business aspects for managing a large public campground. As the campground is to be a self-funded operation the revenue produced must cover all expenses. The business plan will identify revenue opportunities and anticipated operational and other expenses. Project team will review the County's draft pro forma, (see Attachments). The business plan will cover:

1. Recommended daily rental charges for one night at each of the camp types (RV, cabin, tent) factored for the uniqueness of the park, proximity to the metro area, and no immediate competitors. Recommend seasonal differentials in cost per night (if any). Recommended additional reservation-related charges (e.g. late arrival fees, overnight boat parking, or other special accommodations)

2. Provide revenue estimate for supplemental fees (trash disposal, Wi-Fi access, showers, washing machine use).

3. Based on other campgrounds with similar climates, locations, amenities, and proximity to a major metropolitan area provide a reasonable occupancy rate estimate by camp type (RV, cabin, tent) for each month of the year.

4. Provide an annual revenue expectation for each camp type (RV, cabin, tent).

a. Revenue will also include an increase in State revenue share increase.

5. Provide a revenue estimate for sale of goods like firewood, sundries, and food.

6. Provide a cost estimate for costs of utilities, staffing, materials, supplies, marketing, Reserve America or recreation.gov fees, and contractual services.

7. All other information relevant to revenue and expenditures, including subject areas considered in the County's draft pro forma.

A written report detailing the revenue and expenditures that Washington County Park may reasonably expect in operating the campground. Include a table or tables showing revenues, expenditures, and totals. Documents shall be provided in PDF and Microsoft Word versions.

5. Construction Drawings

A. After the campground concept plan has been finalized and approved, construction drawings will be produced.

B. Construction drawings identify camp site locations, typical campsite dimensions with a list of amenities (e.g. fire ring or picnic table), cabins, and RV spaces. It will include all utility design, amenity and structure locations, dimensions, and types, drive aisles and parking lots, host site, internal path systems, maintenance facilities, as well as spec appliances and spec all equipment necessary for RV hookups.

C. County review time must be included at the 30% design, the 60% design, and the 100% design phases for County staff.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

Complete construction drawings with specifications for all facilities, amenities, equipment and materials. Final 100% design must be provided in PDF and DWG/AutoCAD files.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

5. Scope of Work - Visitor Center/Office Replacement

1. Visitor Center and Office Replacement

The Visitor Center and Office Replacement will be a multi-use facility located at the disc golf course at Scoggins Valley Park. The staff area will provide staff offices, storage, a conference room, kitchen, and restrooms. The visitor center area will host a reception desk and adjoining office, a visitor center area for displays and interpretive panels, a kiosk or nook to display retail sundries, and restrooms. The multi-purpose flex space will allow for public meetings, nature education and recreation programs and public rentals. The additional spaces will support these purposes and may include large storage for tables and chairs, restrooms and/or changing rooms, and a catering or full kitchen. The design will ideally include large bifold glass doorways or onto a covered, finished patio to allow for a combined indoor/outdoor space that overlooks Hagg Lake.

Mechanical rooms and additional storage will be part of the facility. The design will require utility connections, and septic and potable water provision will require special consideration. Drive aisle, parking lot and landscaping design will be part of the design package.

Public Engagement

Public engagement for the Visitor Center and Office Replacement will not need to meet Metro’s Local Share criteria as that will not be a funding source for this project. Community and staff engagement shall include at a minimum, any required by federal, state or local code, the Parks and Recreation Advisory Board, the Bureau of Reclamation staff, and Washington County Parks staff who will be the primary users of the facility.

2. Design

A. A design concept for the proposed Visitor Center and Office Replacement will be created considering:

1. Available space: Planning should marry business needs, anticipated available construction funding, and available land. Design concept will propose location and layout of Visitor Center/Office Replacement and corresponding drive aisle and parking lot. Design will include utilities. Power is located near the site but septic and potable water is not currently available on site and solutions will need to be identified. Consideration must be given to preserving as much of the mature tree canopy and existing environs as possible. As half of the structure is intended to function as a rental space, design shall favor a build location with the best views or the park and reservoir. Given financial limitations for construction, the structure may resemble a 3,000 sq. ft. to 6,000 sq. ft. residential property. Design whould consider electric vehicle charging station locations.

2. Geotechnical: Given proximity to the reservoir, and need for maximum useful life of the structure, geotechnical work will likely need to be performed and considered in concept design and construction documents.

3. Design and layout will need to be approved by the County and BOR staff.

4. Visitor Center displays and interpretives: Project team will work with staff to identify location and layout of visitor center component of this new facility. Designing the

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility space for future displays and interpretives is required and items like lighting and electrical outlet placement shall be considered. Design of displays and interpretives is not a requirement of this project.

B. Funder requirements: This project will be completed using two or more funding sources.

All funding agency requirements must be considered and met.

C. United States Bureau of Reclamation (BOR): Projects must be designed to the applicable ADA and ABA standards, Recreation Facility Design Guidelines, and consider the Buy American Act (BAA) guidance (see Attachments).

D. In anticipation of a potential Federal Lands Transportation Program grant the drive aisle and parking lot shall be designed to Federal Highway Administration (FHWA) standards.

E. Operations and Maintenance pro forma: Design for the Visitor Center and Office Replacement should provide the best layout for operating and maintaining the facility.

Consultant will review, modify, and update a staff produced operational pro forma (see Attachments).

Deliverable

A. Concept design images to present in public meetings, including to the board of County Commissioners. Acceptable in .pdf format. Concept design images will be needed for enough of the various aspects of the Visitor Center and Office Replacement to tell a compelling visual story. These may include images of the office area, visitor center area, rental areas, and a full-site concept plan showing the location of buildings, drive aisle and parking lot.

B. A written report detailing providing an updated pro forma including operational expenses, and revenue and expenditures that Washington County Park may reasonably expect in operating the park office and visitor center. Include a table or tables showing revenues, expenditures, and totals. Documents shall be provided in PDF and Microsoft Word versions.

3. Construction Drawings

After the Visitor Center/Office Replacement concept has been finalized and approved by the County, construction drawings will be produced.

Construction drawings and specifications will be for all aspects of the building, drive aisle and parking lot. It will include all utility design.

County review time must be included at the 30% design and 60% and 100% design phase for County staff.

Full construction documents for all aspects of the Visitor Center/Office Replacement project.

Final 100% design should be provided in PDF and DWG/AutoCAD files.

Assume a period of no work between the acceptance of the design concept and other deliverables (except for a presentation to the Board of County Commissioners and county staff).

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

Once the Board of County Commissioners approves the concept designs, construction document production may commence.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

6. Scope of Work - Tualatin River Access Facility at Eagle Landing Park

1. Public Engagement

Eagle Landing Park is an important link in the multi-jurisdictional network of public access points to the Tualatin River. Previous infrastructure to access the river from that park was damaged and removed and a new facility is needed to provide recreation access connecting people to the river. A feasibility study was completed in 2017 that produced design concepts, cost estimates, permitting requirements and other information.

Public Engagement

A. Proposals shall be consistent with the intent of the 2019 Metro Parks and Nature Bond Measure, directly addressing the guidance for public engagement set forth in Metro’s 2021 Local Share Handbook. Public engagement shall be designed to solicit input from a diversity of voices which will inform the layout design of the access facility but also inform all aspects of the project (signage, cultural markers, operations, and other management aspects) to facilitate a welcome and inviting outdoor recreation facility for everyone, including Washington County’s BIPOC community.

B. Public engagement should at a minimum seek the participation of:

1. Residential and commercial property owners surrounding Eagle Landing Park

2. BIPOC communities

3. Tualatin River Water Trail users

4. Stakeholders: Tualatin Riverkeepers, Oregon State Marine Board, other

5. Washington County Parks staff and the Washington County Parks and Recreation

Advisory Board.

C. Outreach shall occur in sufficient quality and type (in person meetings, on-line surveys, outreach at community events, etc.) to meet Metro’s Local Share goals. Proposals should consider varying engagement types and various times and locations to allow for sufficient opportunity for Washington County residents to participate. Proposals should explain how the proposed public engagement aspect of this project will be utilized to provide maximum feasible participation opportunities.

A written report detailing:

A. A summary of the public engagement methods, dates, and engagement outreach.

B. Written documentation of the public input received, specifically identifying comments from the BIPOC community that will inform the design and otherwise meet Metro’s Local Share program requirements.

C. An appendix of any data collected, written communications, and/or other materials necessary to understand the outcome of the engagement process.

D. Narrative on how public engagement feedback was incorporated into the design concept.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River

E. Documents shall be provided in PDF and Microsoft Word versions.

2. Design

A. Utilizing the 2017 Feasibility Study (see Attachments) design concepts and community engagement outcomes, finalize a design concept.

B. Operations and Maintenance: Design for the facility should provide the best layout for operating and maintaining the structure. Proposals should provide examples of the firm the proposer’s project team has designed a comparable project. Accessibility amenities shall be considered, specified and cost estimated.

C. Design and layout will need to be approved by the County and BOR staff.

D. Funder requirements: This project may be completed entirely with Local Share dollars. All Metro Local Share requirements must be considered and/or met.

E. Metro: In addition to the previously described community engagement requirements set forth in the Local Share Handbook, proposals must demonstrate an understanding that the final documents must include cost effective methods to address both the Metro Local Share Program’s Climate Resiliency Criteria and Additional Project-Specific Criteria.

Deliverable

Concept design images to present in public meetings, including to the board of County Commissioners. Acceptable in .pdf format. Concept design images will be needed for enough of the various aspects of the access facility to tell a compelling visual story.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

7. Evaluation Phases

Proposal not to exceed twenty-five (25) pages.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Compliance with Instructions Proposal was within the twenty-five (25) page limit and conforms to all instruction in regards to submittal.

Points Based 5 (5% of Total)

2. Proposers Information Details should include firm name and location, principal contact, description of firm, its organization chart, key qualifications, process for project delivery, information on proposed team for the project and engineering and cost estimating capabilities. Reference any sub-consultants or supporting firms that will be used and the role or service that each firm will provide.

0-5 Points 15 (15% of Total)

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

3. Workforce Diversity Describe any State of Oregon COBID Certification, or a comparable Emerging Small Business, Minority Owned Business, Woman Owned Business, Veteran Owned Business, or Disadvantaged Business certification from another state or entity your project team holds. Indicate the state of certification, all certification types and relevant certification number.

Describe the diversity in demographics of the proposal team (yourself, your firm and/or any proposed subcontractors). Include race, gender, veteran status, and disability. You may also include other measures of diversity.

Describe the diversity and language capabilities of your agency's personnel, particularly those who will be involved in public engagement and outreach.

Describe how you will track and report COBID and small local minority, women, disadvantaged and emerging small businesses attainment and workforce utilization during the project.

Describe specific examples of how you and/or your firm support workforce diversity within your firm and/or your local community.

0-5 Points 20 (20% of Total)

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

4. Qualifications and Experience Indicate your firm’s abilities and qualifications related to this project. Please articulate the following qualifications:

• Record of work on similar types of feasibility studies / projects.

• Experience with recreational planning and campground design experience, if applicable.

• Experience with developing planning-level financial projections and/or analysis that determines financial feasibility for projects.

• Experience working with local, regional and federal governments.

Provide a sample list of at least at least three

(3) but no more than five (5) projects that best represent the firm’s experience delivering services and products similar to Washington County Parks' project needs. Include:

• Project name

• Client

• Location

• Project category (new and/or renovation)

• Project type

• Size of facility

• Construction value

• Cost estimating services provided

Proposals will include at least one project description and example of how the proposer has designed projects with complex funding packages.

Provide examples of how operations and maintenance were considered and implemented into other projects.

Provide examples of how public safety was considered and implemented into other design projects.

0-5 Points 25 (25% of Total)

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

5. Project Understanding and Approach Discuss, at a high level, how the project will progress from start to end and the inter-dependencies between the high-level phases and stages.

Identify any constraints in terms of budget, effort, time or quality, and the impact to the project.

Describe the tasks that must be accomplished to complete the project.

Provide a narrative description of how the firm proposes to execute the tasks during each phase of the project.

Identify the products or deliverables that would result from each task.

The proposal must indicate how each job within the scope of work will be accomplished and tied to the proposer’s project schedule. The approach should be in as much detail as the offeror considers necessary to fully explain the proposed approach.

The proposal should reflect a clear understanding of the nature of the work being performed, as well as conveying site-specific knowledge and potential project challenges related to each project site.

The proposal must include information on how the project is to be organized, staffed, managed, and accomplished in the timeframes specified. Information should be provided which will demonstrate the offeror's understanding and management of important events or tasks. The offeror must explain how the management and coordination of consultant and/or subcontractor efforts will be accomplished. The proposal shall clearly explain how the engineering drawings and specifications will be developed to meet the desired timeframe after the design concepts have been finalized and approved.

Proposals should explain how the proposed public engagement aspect of this project will be utilized to provide maximum feasible participation opportunities.

0-5 Points 25 (25% of Total)

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

6. Schedule Provide the firm’s proposed schedule for completion using March 20, 2024 as the date of notice to proceed. The schedule should be realistic, meet the county's objectives and timeline, include a detailed schedule incorporating in detail all work phases, and should include a Gantt chart for completion of the proposer’s services.

Include a detailed schedule incorporating in detail all work phases and deliverable listed above for all project work. Assume a period of no work (except for a presentation to the Board of County Commissioners and county staff) between the acceptance of the design concept and the start of start of work on construction drawings. Once the Board of County Commissioners approves the concept designs, construction document production may commence.

The Parks and Recreation Advisory Board meeting schedule can be found at https://www.washcoparks.org/advisory-boards/parks-advisory-board-materials and it may be possible to combine one or more of their meeting dates with a public engagement event.

Proposals shall provide a description and draft schedule of meetings with County project manager including type (in-person, on-line, etc.) and frequency to ensure smooth project delivery.

0-5 Points 10 (10% of Total) https://www.washcoparks.org/advisory-boards/parks-advisory-board-materials https://www.washcoparks.org/advisory-boards/parks-advisory-board-materials

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

8. Evaluation and Award Process

1. Clarifications

The County reserves the right to obtain clarification at any point in regards to a proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of their proposal.

After evaluation, demonstrations, and or interviews have occurred, a single firm will be identified that is best able to provide the services to the County. The County reserves the sole right to determine the best Proposal. A notice of intent to award will be published and a recommendation will be presented to the County Administrator or Board of Commissioners for their consideration.

2. Interviews

Top scoring proposers may be selected for interviews. If oral interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores will be determined based on the points assigned to the interview process.

3. References

The County reserves the right to check references only on the highest scoring proposers or depending on the scoring differential just the highest proposer.

Questionnaires may be sent to customer references by Washington County or contacted by telephone. Secondary references may also be contacted.

4. Period Proposal Validity

All proposals shall remain firm for a period of 180 calendar-days after date specified for receipt of proposals.

5. Acceptance, Rejection and Cancellation of Award

Washington County reserves the right to accept or reject any or all proposals received as a result of this RFP and to negotiate with any qualified proposer(s) for all or part of the requested goods and services. All proposals become the property of the County.

This RFP does not commit the County to award a contract or to pay any costs incurred by respondents. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility no event shall the County have any liability for the cancellation of the award. All costs of the proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

Acceptance of a proposal is subject to budget approval, appropriation and budgetary constraints.

6. Award Recommendation

The notice of intent to award will be posted on the County's Procurement Portal website at least seven (7) days before the award of the contract. See PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD below for protest of award.

The decision by the Board or the County Administrator to award the contract shall constitute the final decision of the County to award the contract.

7. Inspection of Proposals

Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published. Proposals will be provided via an electronic link.

Copies of material from proposal files may be obtained from the Washington County Procurement Division upon payment of a charges based upon the current County Fee Schedule.

Prepayment is required for providing materials from the proposal files.

8. Protests and Judicial Review of Contract Award

Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed. A proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.

Delivery. A proposer must deliver a written protest to the Washington County Procurement Manager within seven (7) days after issuance of the notice of intent to award the contract.

Content of Protest. A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications in an award protest. Proposers may protest only deviations from laws rules, regulations, or procedures including procedures set out in this RFP. Disagreement with the scoring by the Selection Committee is not a basis for protest. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

County Response.The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.

9. Negotiation with Awarded Contractor(s)

The County reserves the right to negotiate final contract terms with the awarded contractor to the fullest extent allowed by law and as in the best interest of the County.

10. Contract Term

The term of the contract will be Initial contract term will be one year, with the option to renew for up to a total of five years.

The maximum term of the contract will be five years.

The estimated expenditure for the contract is approximately NO VALUE. Actual expenditures may be more or less depending on actual requirements.

11. Contractor's Responsibility

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods, or the lack thereof, shall not affect the contractor’s liability, or status as independent contractor, and contractor will remain responsible for the cost of all permits unless otherwise specified.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

9. Instructions to Proposers

1. Deadline Disclaimer

It is the responsibility of the responder to upload and submit their electronic response before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

Make sure that all documents are uploaded as soon as possible well in advance of the deadline.

The County's Procurement Portal will close promptly at the deadline date and time. All responses must be submitted, not in process, by that time…no exceptions are allowed.

2. Precedence of Proposal Documents

The order of precedence of documents is as follows:

A. Instructions to Proposers

B. Contract Terms & Conditions (from attached sample contract)

C. Terms and Conditions

D. Project Details/Scope of Work

3. Communication

Communication regarding this solicitation between a potential or actual Proposer and any Washington County staff, other than Procurement Division staff, is prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected.

4. Copies of Proposal Documents

Documents obtained from sources (such as directly from other contractors) other than the County's Procurement Portal are not valid proposal documents. It is the proposer's responsibility to ensure they are following a particular project on the County's Procurement Portal in order to receive notification of all addenda as well as additional relevant information.

5. Pre-Proposal Conference

1. Statements made by County’s representative(s) at the pre-proposal conference are not binding upon the County unless confirmed by written addendum.

Planning and Design Services for Scoggins Valley Park Campground, Visitor Center and Park Office, and Tualatin River Access Facility

2. The purpose of the pre-proposal conference is to offer the prospective proposers an opportunity to ask questions and clarify RFP contract and instructions to ensure proposals submitted meet the criteria.

3. To guarantee the most appropriate use of time, proposers are expected to review the RFP before the pre-proposal conference. Questions regarding the project/proposal information will be discussed at the pre-proposal conference.

4. The County requests that all attendees RSVP to the pre-proposal conference. The following instructions are to assist you with this task.

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