PM Services RFP 2025 JD.pdf

REQUEST FOR PROPOSALS (RFP)

Professional Services and Related Services MHCC Project Management Services

RFP No: 09232025

PROPOSALS DUE: October 16, 2025

NOT LATER THAN 2:00 PM (PST)

LATE PROPOSALS WILL BE REJECTED

Direct all questions regarding the RFP to:

Mejdi Mahjoub Mejdi.Mahjoub@mhcc.edu

(503) 491-6085

All questions and contacts with Mt. Hood Community College (hereinafter referred to as “MHCC”) regarding this RFP must be addressed in writing to the RFP Contact listed above. Any questions or issues that may arise regarding the Specifications, the bidding process, and/or the award process shall be directed to the RFP Contact. MHCC’s official response to any questions or requests will be through direct letters or the addendum process. Contact with other MHCC staff without prior clearance from the RFP Contact listed above may result in bidder disqualification.

MHCC will hold a pre-proposal virtual conference on October 9th at 3pm (PST). Please call or email Mejdi Mahjoub to RSVP. See Section 1.06.

RFP Timeline

Schedule Item Date Pre-Proposal Conference October 9, 2025 at 3 PM PST

Proposal submittal deadline October 16, 2025 2:00 PM PST

Completion of Proposal evaluations October 23, 2025

Completion of interviews (if conducted)

October 30, 2025

Intent to award notice October 31, 2025

Negotiations completed November 6, 2025

Contract execution November 19, 2025

The above schedule is approximate and subject to change

RFP Preparation Costs Please note that throughout this RFP process, MHCC will not accept proposals or queries that require the

College to pay the cost of production or delivery of an RFP.

1.00 GENERAL INFORMATION

1.1 INTRODUCTION

Mt. Hood Community College (“MHCC”) is seeking Proposals from Professional Services Consultants to provide project management and administrative services in support of the Execution of MHCC Bond and grant related projects.

The MHCC Bond projects on the Mt Hood Community College campus are cornerstone projects that allow for current and future improvements to classrooms, facilities, wayfinding, security, sporting facilities, and communal areas. Additional details on the Scope of the Services are described in Section 3.02 (Services Sought) of this RFP. The Project is described in more detail in Section 3.01 of this RFP.

MHCC anticipates the award of one (1) Contract from this RFP.

See Section 3.05 (Contract Duration) and Section 6.03 (Contract) for additional information.

Definitions are located in Section 2.04.

1.2 A Proposal received after the Bid Opening Date is considered late and late submissions due to any reason will not be accepted.

1.3 OBTAINING RFP DOCUMENTS

The RFP and attachments have been posted to Oregonbuys.com. Documents will not be mailed to prospective Proposers.

1.4 RFP ATTACHMENTS

The following are attachments to this RFP:

ATTACHMENT A - SAMPLE CONTRACT

ATTACHMENT B - PROPOSER INFORMATION AND CERTIFICATIONS FORM

ATTACHMENT C - PROPOSAL COVER SHEET

ATTACHMENT D - CERTIFIED DISADVANTAGED BUSINESS FORM AND OUTREACH PLAN

ATTACHMENT E - RESPONSIBILITY INQUIRY FORM

ATTACHMENT F - MHCC COMPREHESIVE FACILITIES AND CAMPUS PLAN

Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to accommodate the negotiation schedule above if selected for intent to award. See Section 6.03.2 Negotiations.

1.5 PREPROPOSAL CONFERENCE

MHCC will conduct a pre-Proposal conference for this RFP.

The pre-proposal conference will be held October 9th, 2025 at 3:00 pm. The purpose of the conference is to respond to Proposer questions. Proposers are cautioned that the official RFP requirements will change only by written amendment issued by MHCC in OregonBuys.

1.6 SINGLE POINT OF CONTACT (“SPC”)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.7 STATEMENT OF DEI VALUES. The Mt. Hood Community College is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses.

2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 Electronic Signatures.

By submitting a Proposal to this RFP, the Proposer (and if selected for award, also as the Consultant) agrees with MHCC that signatures, and other forms of authorized representative certification, showing on documents submitted via email are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

2.02 Proposer Certification

By participating in the procurement process and submitting a Proposal for Services, Proposer must abide by all requirements and provide all certifications listed herein and in the Proposer Information and Certifications Form (Attachment B). Any Proposal that is received conditioned on MHCC’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.1 GENERAL BACKGROUND AND PROJECT DESCRIPTION

SUMMARY OVERVIEW

Mt. Hood Community College (MHCC) is seeking Proposals from Professional Services and Related Services consultants to provide construction project management. The Construction Project Manager (CPM) will work on site and will oversee and coordinate multiple construction, renovation, and infrastructure projects across the campus. The CPM will ensure projects are delivered on time, within budget, and in alignment with institutional goals, safety standards, and sustainability practices.

Objectives

• Efficiently manage multiple concurrent campus construction projects.

• Ensure compliance with institutional policies, local regulations, and building codes.

• Facilitate communication among stakeholders including administration, contractors, architects, and campus departments.

• Minimize disruption to campus operations during construction activities.

Proposers responding to this RFP do so solely at their expense, and MHCC is not responsible for any Proposer expenses associated with this RFP.

Project Description/General Background Information:

Mt. Hood Community College was started in 1966 in the City of Gresham. Construction of facilities continued through 1974 with the passing of the last successful bond measure. MHCC now enrolls more than 18,000 students each year and is deeply tied into the local community.

With the age of buildings and infrastructure, MHCC made several attempts to pursue bond initiatives and was recently successful in May 2025. MHCC had several infrastructure projects already in planning and initiated them in the summer of 2025 through the MHCC project team.

The next phase will require additional support, coordination, and expertise in the coordinated and timely performance of the remaining Bond projects through 2030.

The successful bond plan was heavily tied to the MHCC Comprehensive Facilities and Campus Plan that was completed in 2024. Most of the projects called out in the plan were conceptual, and will require gathering information along side the MHCC Facilities Management and IT teams, in conjunction with architectural and engineering contractors, to ensure that the projects meet the intent and needs of MHCC. The key areas of project focus include:

Secure the Campus

Hardening and modernization of Public Safety Dispatch Electronic mass notification system Expanding Gresham Campus fire alarm notification Maywood and Bruning mass notification systems Electronic card access system, tied into alarm system Electronic lockdown for Gresham, Maywood, Bruning Improved video surveillance tied into alarm/access systems Improved security for glass and general areas Emergency communications towers Seismic improvements to Academic Center Library (Bldg 13), AC Expansion Joints Seismic improvements to Gymnasium (Red Cross Shelter) Seismic improvements to Gymnasium Support Bldg

Expand Career Education Facilities

Health Professions Consolidation Science lab renovations

Serve the Community/Enhance Campus Experience

Athletic Facilities (Locker rooms, Softball) Aquatics outdoor pool cover installation Athletics lighting replacements Elevators and Accessibility Student Club Improvements Library and Student Support Areas Student activity nodes (student lounge, all gender restrooms, access improvements) Improve campus welcoming feel / wayfinding Food Service WIFI Expansion

Repair and Update Facilities

Classroom refresh (Facilities) Classroom refresh (IT) All gender and restroom improvements Building Envelope (Enclosure, roofs, windows, doors) Building Services (Plumbing, HVAC and Data Center, Electrical) Interior Finishes (casework, finishes, carpet, paint, ADA) IT Infrastructure (ventilation) Track Resurfacing and ADA Infrastructure (Parking lot, roads, sidewalks, Main Entrance, utilities, Aquatics systems) Asbestos Abatement 1 Million gallon storage tank drain and seismic fill

MHCC will be pursuing additional funding through potential grant opportunities that will likely add additional projects during the timeframe.

Preliminary Project Objectives include:

• Completion of Wayfinding and Warm and Welcoming guidelines in year one, to apply to all phases of MHCC projects.

• Engage college and community members for input on preliminary project goals and concepts

• Utilize project management planning expertise to properly coordinate timing and scheduling of project rollout across campus, creating a realistic project roadmap and timeline.

• Engage local businesses, students, apprenticeships whenever possible in project achievement

• Meeting Bond targeting goals of 85% expenditure by end of year three.

• Documentation of projects to meet MHCC and State of Oregon Bond performance standards

• Ensuring that project development includes MHCC goals, including accessibility and DEI

Head Start Federal Grant – MHCC may require separate project management support for a pending fast moving grant to perform the following project:

• Fall 2025 – June 2026 MHCC campus Head Start modular demolition

• Permitting and coordination of demolition activities for 3 dilapidated modulars

• Work along side architects for permitting, site work, stormwater management, and infrastructure for the installation of new modulars

• Drive completion and activities for rapid paced project

• Project paid for out of grant dollars

• Project expenditures need to be spent out and substantially complete by June 30, 2026

• The proposal for the Head Start campus modular demolition and replacement project must be clearly distinguished and separately identified within the RFP response.

3.2 SERVICES SOUGHT

Services and deliverables sought include, but are not limited to, the following:

• Project Planning & Coordination o Develop and maintain comprehensive project schedules.

o Coordinate with architects, engineers, and contractors.

o Ensure alignment with campus master plan and strategic priorities.

• Budget & Cost Management o Monitor project budgets and expenditures.

o Review and approve invoices, change orders, and cost estimates.

o Provide regular financial reporting to leadership and oversight committees.

• Stakeholder Communication o Serve as primary point of contact for project-related inquiries.

o Facilitate regular meetings with internal and external stakeholders.

o Provide updates to campus leadership and affected departments.

• Construction Oversight o Conduct site visits to monitor progress and quality.

o Ensure adherence to safety protocols and environmental standards.

o Resolve issues and conflicts that arise during construction.

• Documentation & Reporting o Maintain accurate records of project activities, decisions, and communications.

o Prepare reports for executive leadership and board presentations.

o Ensure proper close-out procedures including punch lists and warranty documentation.

• Risk Management o Identify potential risks and develop mitigation strategies.

o Ensure compliance with insurance and liability requirements.

• Separate Project management support for the potential Head Start Modular grant project.

3.3 Contract Phases.

MHCC Bond projects

• Annual purchase orders for Fall 2025 – Fall 2030 MHCC Head Start project for Fall 2025 – June 2026

• One purchase order through June 30, 2026

3.4 Performance Schedule.

• Head Start Modular Project – Fall 2025 – August 30, 2026 o Substantial completion, expenditures spent by June 30, 2026

• MHCC Bond projects – Fall 2025 – Aug 31, 2030 o 5% must be spent in the first year o 85% spent in the first 3 years o 100% spent by Aug 31, 2030

3.5 Funding Source(s):

General Obligation Bonds:: $136.4 million approved bond proceeds, plus interest and bond premiums

State of Oregon Article XI-G Bonds: $8 million

Department of Health and Human Services Head Start Grant: $6.3M grant meeting federal head start standards

3.6 Project Requirements/Design Requirements

The requirements in this section 3 apply only to any Proposer that receives an intent to award notice following MHCC’s evaluation and scoring of Proposals (and interviews, if conducted).

3.6.1 Use of Recycled Products

Successful Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services, pursuant to OAR 125-246- 0321.

3.7 Silence of Specification

The apparent silence of this scope of work, any specifications and any supplemental specifications as to any detail, or the apparent omission from one of these areas of a detailed description concerning any point, shall be regarded as meaning that only the best commercial, industrial, and management practice is to prevail and that only materials and workmanship of first quality are to be used. Services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Proposer, must be itemized in the Proposal.

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.1 QUESTIONS AND CLARIFICATIONS

Any Proposer may make a request for clarification of RFP terms or requirements or information.

Questions and requests for clarification must be submitted in writing via e-mail or in the virtual pre-conference meeting to the SPC no later than October 3 at 5:00 PM. Clarifications, whether verbal, in Writing, or included in an Amendment as a “clarification,” will be issued at the discretion of the SPC and do not change contractual terms, or procurement requirements.

4.2 DISPUTES

In case of any doubt or differences of opinion as to the items or Service to be furnished hereunder, or the interpretation of the provisions of the RFP, the RFP on file with MHCC shall govern and the decision of the Mt. Hood Community College shall be final and binding upon all parties.

4.3 COST OF PREPARATION OF PROPOSAL

Proposer is responsible for all costs incurred in Proposal preparation and participation in the Proposal evaluation, Award and Contract negotiation processes.

4.4 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY

INFORMATION

This RFP, and one copy of every Proposal received in response to it, together with copies of all documents pertaining to the award of the Contract(s), shall be kept by MHCC and made a part of it’s records. Proposals shall be open to public inspection in accordance with ORS 279C.107.

If a Proposer believes that any portion of a Proposal contains any information that may be considered exempt from disclosure as a trade secret under ORS Chapter 192.345(2) or ORS 646.461(4), or under other grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate the portions of its Proposal that Proposer believes are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal, in whole, as a trade secret, confidential or otherwise exempt from disclosure is not acceptable.

Proposers are cautioned that cost information submitted in response to an RFP is generally not considered a trade secret under Oregon Public Records Law. If Proposal fails to identify the portions of the Proposal that Proposer believes are exempt from disclosure, Proposer is deemed to have waived any later claim of an exemption or request for non-disclosure of that information.

Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Proposer is advised to consult with legal counsel regarding disclosure issues.

MHCC will not be liable for any disclosure or release of information that Proposer considers to be exempt from disclosure if required by applicable law or court order. MHCC shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

4.5 FIRM OFFER

Submission of a Proposal constitutes Proposer’s affirmation that all terms and conditions of the Proposal constitute a firm offer, irrevocable, valid and binding on the Proposer for not less than ninety

(90) days from the Proposal Due Date and Time specified on the cover page of this RFP.

4.6 MODIFICATION OR WITHDRAWAL OF PROPOSAL

If a Proposer wishes to withdraw or make modifications to a submitted Proposal, Proposer must contact the SPC as soon as possible via email or phone.

5.00 EVALUATION AND SELECTION

MHCC will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 125- 248-0210/OAR 137-048-0210 and this RFP.

Responsive Proposals (see Section 5.01) will be forwarded to an evaluation committee that will independently review, score and rank Proposals according to the Evaluation Criteria set forth in Section 5.04. Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in this RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal.

The outcome of the evaluation process may, in MHCC’s sole discretion, result in:

(a) notice to Proposer(s) of selection for Contract negotiation and possible award; or (b) cancellation of this RFP and either re-issuance of this RFP in the same or revised form or no further action by MHCC with respect to this RFP. Alternatively, MHCC may determine it will take further steps to gather additional information for evaluation (e.g. notice of interviews, requesting clarification).

MHCC may reject any or all Proposals and may cancel this RFP at any time if doing either would be in the public interest as determined by MHCC. MHCC is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals submitted in response to this RFP will become property of MHCC and part of the public file.

5.1 Responsiveness Review.

Proposals must be considered responsive for further evaluation. A Proposal received prior to the Bid Opening Date will be reviewed by the SPC to determine if it responsive to the requirements set forth in this RFP. If the Proposal is unclear, the SPC may request clarification from Proposer (See Section 5.02, Clarification of Responses). If the SPC finds the Proposal non-responsive, the Proposal may be rejected; however, MHCC may waive minor informalities (see Section 5.03, Minor Informalities).

5.2 Clarification of Responses.

MHCC reserves the right to request clarification of any item in a Proposal to properly evaluate the Proposal. All requests for clarification and responses shall be in writing. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal. Clarifications cannot be used to supplement or rehabilitate a non-responsive Proposal. Except for requests and responses related to a clarification necessary to evaluate whether a Proposal has met minimum requirements, all requests for clarification and responses will be provided to each selection committee member.

5.3 Minor Informalities.

MHCC, in its sole discretion, may waive minor informalities or allow a Proposer to correct them.

Minor informalities are: (1) matters of form rather than substance when evident in the Proposal, or

(2) insignificant mistakes that can be waived or corrected without prejudice to other Proposers.

5.4 “PASS/FAIL” PROPOSAL SUBMITTAL REQUIREMENTS

5.4.1 MHCC will not accept Proposals submitted after the Bid Opening Date and time for this RFP specified in the Solicitation Schedule.

5.4.2 Proposals must be submitted with the required firms outlined below.

Required Forms:

Available Points: Pass/Fail

i. Proposer Information and Certifications Form (Attachment B to this

RFP)

ii. Certified Business Firm (“COBID”) Outreach Plan (Attachment D to this

RFP)

iii. Responsibility Inquiry Form (Attachment E to this RFP) Note—Required forms are not included in the Proposal page count.

5.5 MIMINUM QUALIFICATIONS (REQUIRED)

REGISTERED PROFESSIONAL ENGINEER

Consultant may not provide engineering services unless the services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying, and must supervise and direct the Services proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract.

In the space provided on the Proposal Cover Sheet (RFP Attachment C), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

Licenses Outside of Oregon If the Proposer is an “individual, firm, partnership or corporation offering to practice engineering or land surveying” and “holds a certificate of registration to engage in the practice of professional engineering or land surveying (as applicable) issued by the proper authority of any other state, a territory or possession of the United States, or a foreign country”, the Proposer shall:

Include a written statement that the Proposer is not registered to practice engineering or land surveying (as applicable) in the State, but will comply with ORS 672.002 to 672.325 by having an individual holding a valid certificate of registration in the State in responsible charge of the work prior to performing any engineering or land surveying (as applicable) work within the State. [ORS 672.060(9)(a) and (b)]

Proposer shall provide, on the Proposal Cover Sheet (RFP Attachment C), the following information:

The name of the individual employed by Proposer who currently holds a valid certification of registration to practice engineering or land surveying (as applicable), the jurisdiction of the registration and the registration number; and one or both of the following:

The name of the individual not employed by Proposer who currently holds a valid certificate of registration to practice engineering or land surveying (as applicable) in the State who Proposer has engaged to be in responsible charge of the work;

or

The name of the individual employed by Proposer who will be in responsible charge of the work and will obtain a valid certificate of registration to practice engineering or land surveying (as applicable) in the State prior to performance of engineering or land surveying (as applicable) Services under the Contract.

EXPERIENCE

Qualified staff with education in Construction Management, Engineering, or related field with 5 years or more experience in assisting similar education facilities with large Bond Projects.

Experience managing similar styles of projects in an educational setting for the projects listed in section 3.1, including engagement, space utilization and coordinated and timed successive projects. Proven experience managing multi-site or campus construction projects. Strong knowledge of construction practices, codes, and regulations. Excellent communication and organizational skills.

5.6 FORMAT FOR PROPOSAL SUBMITTALS; PAGE LENGTH LIMITATION

• Proposals must not exceed 10 pages, excluding Proposal Cover Sheet (RFP Attachment C), any tabs or indexes, any of the pass/fail attachment forms (if required in this RFP) Key Staff Resumes, Project Sample Pages, Conflict of Interest form(s). If a Proposer submits a Proposal exceeding this limit, MHCC will consider the pages up to that allowable number and discard all subsequent pages. The Proposer may choose how to allocate pages between any sections, within the overall page limit.

• One (1) page is defined as: one side of a single 8-1/2" x 11" page that meets the font size requirements stated in subsection “a” above. Any page over this size will be counted as 2 pages. Any page, partial page, tabs, indexes or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page. If there is any question as to format requirements contact the SPC for clarification.

• Any information Proposer submits that is not required to be included on forms prescribed by this RFP must be formatted in the manner called for in this RFP and submitted on

Proposer’s letterhead.

• Proposals must be prepared providing a concise description of the Proposers’ ability to meet the requirements of this RFP. Emphasis should be placed on completeness, clarity and organization.

• Proposals must be arranged and organized in separate sections according to the Proposal evaluation criteria requirements listed below in Section 5.04, Point and Score Calculations.

5.7 SCORING CRITERIA.

Each responsive proposal will be evaluated and scored by an evaluation committee as set forth in this Section. Available points are shown in the evaluation criteria section below. Evaluation Committee members may change and MHCC may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below up to the maximum points available. All evaluator scores will be averaged for each evaluation criterion.

Evaluation Criteria

1.) Letter of intent …………………………………. 5 Points 2.) Proposer Experience ………………………… 40 Points 3.) Understanding of Services …………………… 40 Points 4.) DEI Values & Practices ………………………. 5 Points 5.) Labor Rates …………………………………… 10 points

Total Points Available 100 Points

1.) Letter of Intent

Available Points: 5 The Letter of Intent should address the Proposer’s willingness, commitment, and capacity, if selected, to provide the services offered and a brief description of why the Proposer believes it provides the best overall value to the Project and should be selected.

2.) Proposer Experience, Key Personnel and Qualifications Available Points: 40 Proposer should provide an overview of Proposer’s specific experience and qualifications with respect to the delivery of the Services described in this RFP. Describe the Prime Project Manager’s experience and approach to managing a project of similar type and scope. Proposer should list individual key team members and subconsultant team members the Proposer proposes to assign to or utilize for the Services. Proposer should provide relevant information for each of the proposed team members, position, professional qualifications, and relevant experience. Provide any applicable experience and certifications and include a current resume for each (not to exceed one (1) page each) for key personnel (not to exceed 6 resumes). (Note – Resumes are not included in the Proposal page count).

Proposer should identify 2 - 3 similar projects that it has completed within the last five (5) years. A description of each project should include similarity of construction elements to the current projects, project delivery timeline, if your team met the schedule and budget or why adjustment was needed, lessons learned and opportunities leveraged, and the roles or responsibilities of key proposed Consultant and Sub-consultant personnel on those similar projects. Identify reference contact information for each project. (Note – Similar project examples are not included in the Proposal page count. The page limit is one page per project.)

3.) Understanding of Requested Services, Approach and Implementation

Available Points: 40 Proposer should describe its understanding of the intent and the requirements of the Services being requested in this RFP, the scope of the Services, its overall plan to complete the Services in support of the Project objectives, and how uncertainty will be addressed.

Proposer should describe the firm’s management and organizational structure, and how that structure aids the delivery of the Services sought - including the firm’s chain of command.

Proposer should describe its methods and approach to coordinating and expediting all elements to meet delivery schedules without sacrificing quality. Proposer should describe its approach to adjusting schedules when needed, or adjusting its level of effort in order to meet a schedule while staying within a stated budget.

Proposer should describe how subcontractors will be selected, utilized, and managed to complete the Services. Include a list or organization chart showing all subconsultants and their proposed roles/disciplines. Describe any internal coordination or procedures utilized to ensure quality of subconsultants’ work or products, and their ability to adhere to the Schedule identified. Identify Consultant’s geographic proximity to and familiarity with the physical location of the Project.

4.) DEI Values and Practices Available Points: 5 Pursuant to Oregon Executive Order 22-15, MHCC is considering Proposer’s DEI values and practices as part of this evaluation. Please describe how your DEI values influence your approach to managing construction projects, particularly in terms of stakeholder engagement, workforce diversity, and minimizing disruption to underrepresented groups on campus. Note: please do not include any information contained within the Certified Disadvantaged Business Form and Outreach Plan addressed in Section 7.0 and Attachment D to this RFP, as this evaluation criterion is separate and apart from that requirement. The Certified Disadvantaged Business Outreach Plan will not count towards the available points for this evaluation criterion.

5.) Labor Rates Available Points: 10 Provide a schedule of hourly rates for proposed staff and office support and provide an organizational chart of the full team.

5.8 INTERVIEWS and PRESENTATIONS

If it is determined to be in the best interests of MHCC, an oral interview/presentation will also be scheduled. The top ranked proposal(s), after the written evaluation phase, will be invited to an oral interview with the Evaluation Committee. The same criteria used to evaluate the written responses will be used to evaluate the finalists during the oral evaluations. No additions, deletions or substitutions may be made to proposals during the oral evaluations that cannot be viewed as clarification.

The evaluation committee considers the highest ranked finalist as being the Proposer which suits the needs and objective of the College best, the second-ranked, second best, the third-ranked, third best, etc.

After the oral evaluation, each evaluator may rescore proposals, based on the oral interview and written proposal. The proposal receiving the highest final score and best meeting the needs of MHCC will be awarded.

5.07 SELECTION NOTICE

MHCC will notify all Proposers, via email, of its selection status and will post everything on Oregonbuys.

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.1 Responsibility Determination.

Prior to award, MHCC will determine if an apparent successful Proposer is responsible, which may include investigation of references. MHCC reserves the right to investigate references including others than those provided for similar projects. Responsibility Inquiry Form (Attachment E).

Investigation may include past performance of any Proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers. At any time prior to award, MHCC may reject a Proposer found to be not responsible.

6.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

The highest-ranked Proposer who is found to be responsible and selected for a Contract award under this RFP will be required to submit, in addition to any information or certifications required pursuant to the Proposer Information and Certification Sheet (Attachment B), the following information to MHCC at the identified timeframes below. MHCC will, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if Proposer is unable to provide this information within this timeframe or as otherwise deemed reasonable by MHCC:

• Within 7 calendar days of Selection Notice, the total price for the Related Services described in the Proposal, Consultant pricing policies and other pricing information such as the Consultant’s cost breakdown, estimated number of staff hours needed to perform proposed Services, hourly labor rates, overhead, and expenses, must be submitted via email. If sub-consultants are proposed, a cost breakdown, pricing policies and other pricing information such as the sub-consultant’s estimated number of staff hours needed to perform proposed Services, hourly labor rates, overhead, and expenses, must be included.

• Within 15 calendar days of Selection Notice:

6.2.1 Certificates of Insurance.

The apparent successful Proposer shall provide (electronically via email) Certificates of Insurance to MHCC for levels of Insurance coverage shown in Section 22 of the Sample Contract (RFP Attachment A).

6.2.2 Business Registry Number/Registered Agent

If selected for Contract award, Proposer must be duly authorized by the State to transact business in the State before executing the Contract. Firms that contract with MHCC are responsible for compliance at all times with all applicable legal requirements regarding business organization, authorization and registration. The apparent successful Proposer(s) (unless you are an individual operating as your real and true name or otherwise exempt under applicable laws) shall submit a current Oregon Secretary of State Business Registry number. See process for obtaining a Business Registry number :

https://sos.oregon.gov/business/Pages/register.aspx.

6.2.3 W-9 Form

The apparent successful Proposer(s) shall provide their Taxpayer Identification Number and backup withholding status on a completed W-9 form (https://www.irs.gov/pub/irs-pdf/fw9.pdf) if either of the following apply:

• When requested by MHCC (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

No payment can be made until a properly completed W-9 is on file with MHCCC.

6.2.4 Joint Venture/Partnership Information

An apparent successful Proposer, if a Joint Venture/Partnership shall provide a copy of the joint venture agreement or partnership agreement evidencing authority to propose and to enter into the resulting Contract that may be awarded, together with corporate resolutions (if applicable) evidencing corporate authority to participate as a joint venturer or partner. A contact person must also be designated for purposes of receiving all notices and communications under the Contract. All partners and joint venturers will be required to sign the Contract awarded.

https://sos.oregon.gov/business/Pages/register.aspx

6.3 CONTRACT

6.3.1 Form of Contract.

The Successful Proposer will be required to execute of an agreement in the form of MHCC Service Contract, a sample of which is attached to this RFP as Attachment A.

If Proposer takes exception to any portion of the Contract, Proposer must have successfully requested a change to the Contract term as described in Section 4.01 of this RFP. MHCC will not consider Contract exceptions stated in the Proposal.

Unless an amendment has modified or reserved the right to negotiate any terms and conditions contained in the Contract or exhibits thereto, MHCC will not negotiate any term or condition after the solicitation protest deadline, except the Statement of Work and pricing with the apparent successful Proposer(s) per Section 6.03.2, Negotiations, below.

If any discrepancies, inconsistencies or ambiguities exist between the Proposal and the RFP, the RFP takes precedence.

6.3.2 Negotiations.

MHCC will begin negotiating in the best interest with the highest ranked Proposer and will direct Contract negotiations toward discussing, refining and finalizing the following:

(A) The Statement of Work, including the specific scope of Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services to be provided by the Consultant;

(B) The Consultant’s performance obligations and performance schedule;

(C) Payment methodology, Consultant’s rates and number of hours, and a maximum amount payable to the Consultant for the Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services required under the Contract that is fair and reasonable to MHCC as determined solely by MHCC, taking into account the value, scope, complexity and nature of the Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services; and

6.3.3 Funding Contingency.

Proposers are advised that the award and potential dollar amount of the Contract, including as may be amended within the Scope of Work identified in this RFP, are contingent upon MHCC receiving approval of funding for use under all or part of this RFP as determined by MHCC in its sole discretion.

6.3.4 Amendment.

Contingent upon MHCC’s need, Consultant’s performance, and the availability of approved funding, MHCC may later amend the Contract for additional tasks, Contract phases and compensation as necessary to complete the Services needed for the Project, provided the amendments are within the Scope of Work described in this RFP.

6.4 SUBSEQUENT NEGOTIATIONS.

MHCC may, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if MHCC and Proposer are unable for any reason to reach agreement on a Contract by November 6, 2025. MHCC may thereafter negotiate with the second ranked Proposer, and if necessary, with the third ranked Proposer, and so on until negotiations result in a Contract. If negotiations with any Proposer do not result in a Contract within a reasonable amount of time (as determined in the sole discretion of MHCC) MHCC may end this solicitation. MHCC, in its sole discretion, may proceed with a new solicitation for the same Services or consider any other options available under the applicable rules, laws, and policies.

7.00 CERTIFIED 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, Businesses Owned by Service-Disabled Veterans and Emerging Small Businesses.

Consultant must complete the Certified Disadvantaged Business Form and Outreach Plan, Attachment D. If there may be opportunities for subcontractors to work on the Project, Proposer must develop an outreach plan to describe its good faith efforts to ensure that Certified 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. Certified Firm means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity (COBID) as minority-owned businesses, woman-owned businesses, businesses that service-disabled veterans, and emerging small businesses. If selected, Proposer’s outreach plan will be incorporated into the resulting contract.

Furthermore, as and when applicable, the successful Consultant executing any resulting contract shall maintain any Certified Firm certifications applicable to the Consultant, and require in its subcontracts that subcontractors maintain any applicable Certified 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 Consultant 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, MHCC may terminate the contract, require the Consultant to terminate the subcontractor, or exercise any of the remedies reserved for a breach of the contract.