City of Beaverton

PUBLIC WORKS ASSET MANAGEMENT

REPLACEMENT

Solicitation #: 26-062

DATE & TIME PROPOSALS ARE DUE:

April 23, 2026, 2:00 pm

SUBMIT PROPOSAL ELECTRONICALLY VIA THE PROCUREMENT PORTAL AT:

https://secure.procurenow.com/portal/beavertonoregon

This document is available in alternate formats, such as large print, audiotape, oral presentation, and electronic format. To request an alternate format, email the City of Beaverton at bidmail@beavertonoregon.gov or TDD 503-526-2506.

https://secure.procurenow.com/portal/%7bproject.government.code%7d mailto:bidmail@beavertonoregon.gov

TABLE OF CONTENTS

I. Legal Advertisement II. Introduction and Background

III. Scope of Work IV. Proposal Content and Format V. Proposer's Special Instructions

VI. Proposal Submittals VII. Proposal Evaluation & Contract Award

VIII. Evaluation Phases IX. Beaverton Equity Procurement Program Requirements

Attachments:

A - Sample Contract

B - Form_1._Personal_Professional_Sub-consultant_Disclosure_Form

C - Form - 3 Personal-Professional Contract - Monthly Sub-consultant Payment and Utilization Report

Request For Proposal #26-062 Title: Public Works Asset Management Replacement

1. 1. Legal Advertisement

The City of Beaverton is seeking sealed proposals from qualified consultants for Public Works Asset

Management Replacement. Consultants are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

Proposals must be received electronically by Thursday, April 23, 2026, no later than 2:00 pm, via the

City's e-procurement portal ("portal") at https://procurement.opengov.com/portal/beavertonoregon/projects/246160.

There will be no formal opening. Facsimile proposals will not be accepted. Proposals will not be accepted after the stated opening date and time. Late proposals will not be considered.

Solicitation information may be downloaded from the portal at https://procurement.opengov.com/portal/beavertonoregon/projects/246160

Proposers are required to certify non-discrimination in employment practices in accordance with ORS

279A.110(4), and identify resident status as defined in ORS 279A.120(1). All Proposers are required to comply with the provisions of Oregon Revised Statutes and Beaverton’s Contract Review Board Policy.

The City of Beaverton reserves the right to:

A. Reject any or all proposals not in compliance with public bidding procedures.

B. Postpone award of the contract for a period not to exceed ninety (90) days from date of proposal opening.

C. Waive informalities in the proposals.

D. Select the proposal which appears to be in the best interest of the City.

PUBLISHED: Daily Journal of Commerce DATE: Wednesday, March 25, 2026

2. 2. Introduction and Background

2.1. 2.1. Summary

Public Works uses the Enterprise Asset Management (EAM) system to manage the City’s public works assets. We are looking for a system with the following: A cloud-based asset lifecycle management (ALM) software suite designed to help organizations plan, design, build, operate, and maintain infrastructure assets more efficiently and cost-effectively. It must integrate best-of-breed solutions into a unified platform, enabling end-to-end visibility and collaboration across the entire asset lifecycle.

• End-to-End Lifecycle Management: Streamline every phase—from capital program planning and construction to asset maintenance and permitting with a single, connected system.

https://procurement.opengov.com/portal/beavertonoregon/projects/246160 https://procurement.opengov.com/portal/beavertonoregon/projects/246160

Title: Public Works Asset Management Replacement

• GIS-Centric & Data-Driven: GIS centric asset management leveraging the geographic information systems (GIS) for accurate asset mapping, spatial analysis, and real-time decision-making, improving asset performance and long-term planning.

• Optimized workflows, reduced rework, resource allocation, and enhanced data reliability, access to connect to GIS locations with the ability to track an asset life cycle from "cradle to grave"

• Real-Time Visibility & Collaboration: Reporting/dashboards providing actionable insights into project health, budgets, workloads, and asset conditions, enabling proactive adjustments and better management & coordination.

• Mobile-First Field Operations: must have offline data collection, GPS-accurate asset location, photo capture, attachment upload and seamless sync between field and office—reducing errors and travel time

• Seamless Integrations & Scalability: Integrates with existing tools and third-party systems via

APIs. Scales from local utilities to large state DOTs and international airports, supporting all network sizes.

The system needs to be able to maintain a catalog of assets, including water mains, sidewalks, street signs and lights, and sewer connections, among many others, and track the history of each asset. Work orders, inspections, and service requests should be trackable and assignable. The system must integrate with GIS to provide in-application maps of asset locations and asset details. The system must be able to generate reports on assets when needed.

We also have third-party systems such as Springbrook (Utility Billing) and GranetNet (Sewer Inspection) that the new system must integrate with (either natively or via API).

2.2. 2.2. Background

With the sunsetting of support of our current Cityworks application we have an absolute drop-dead date of 7/1/27, at which point we cannot maintain/use unsupported software. Resource constraints – Normal operations need to continue despite needing to acquire this software.

2.3. 2.3. Contact Information

Jesse Wilson

Public Works Utility Manager

9600 SW Allen Blvd

Beaverton, OR 97005-1678

Email: jwilson@beavertonoregon.gov

Phone: (503) 526-2568

Department:

Public Works - Operations mailto:jwilson@beavertonoregon.gov tel:(503)526-2568

Title: Public Works Asset Management Replacement

Department Head:

Tim Elsea

PW Director

2.4. 2.4. Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals March 25, 2026

Deadline for RFP Protests or Requests for

Changes

April 3, 2026, 2:00pm

Question Submission Deadline April 17, 2026, 2:00pm

Deadline for Submission of Proposals April 23, 2026, 2:00pm

Interviews (If necessary) May 8, 2026

Award of Contract by Contract Review

Board

June 16, 2026

Commencement of Services July 1, 2026

3. 3. Scope of Work

3.1. 3.1. Scope of Work

Scope of Work for Public Works Asset Management System Replacement

Summary

The City of Beaverton, OR is seeking proposals from qualified vendors to provide a comprehensive, GIS-centric, data-driven Public Works Asset Management System (AMS). The new system will replace the existing AMS and must integrate seamlessly with the City's current Geographic Information System (GIS) and other relevant data sources. The goal is to enhance the efficiency, accuracy, and reliability of asset management processes, including asset tracking, maintenance scheduling, and reporting.

Detailed Specifications

The proposed AMS must meet the following specifications:

Title: Public Works Asset Management Replacement

A. GIS Integration:

o GIS centric asset management leveraging the geographic information systems (GIS) o Support for real-time GIS data updates and synchronization.

o Ability to visualize assets on a map with layers for different asset types.

B. Asset Tracking and Management:

o Comprehensive asset registry with unique identifiers for each asset.

o Capability to track asset attributes, conditions, and lifecycle stages.

o Support for various asset types including roads, bridges, water systems, sewer systems, and public facilities.

C. Maintenance Management:

o Automated maintenance scheduling based on asset condition and usage.

o Work order management with tracking of labor, materials, and costs.

o Preventive maintenance planning and execution.

o Ability to track multiple parts, supplies and material inventories across multiple site locations for field staff use and financial audit.

D. Data Management and Reporting:

o Robust data import/export capabilities.

o Customizable reporting tools for generating detailed asset and maintenance reports.

o Support for data analytics and predictive maintenance modeling.

E. User Interface and Experience:

o Intuitive, user-friendly interface accessible via web and mobile devices.

o Role-based access control with customizable user permissions.

o Dashboards for real-time monitoring of asset status and maintenance activities.

F. Standards Compliance:

o Compliance with ISO 55000 standards for asset management.

o Adherence to local, state, and federal regulations related to public works and asset management.

Service Requirements

The selected vendor must provide the following services:

A. Implementation Services:

Title: Public Works Asset Management Replacement o Project management and coordination with City staff.

o System configuration and customization to meet City requirements.

o Data migration from the existing AMS to the new system.

B. Training and Support:

o Comprehensive training for City staff on system use and maintenance.

o Ongoing technical support and troubleshooting assistance.

o Provision of user manuals and documentation.

C. Maintenance and Updates:

o Regular system updates and patches to ensure optimal performance and security.

o Availability of new features and enhancements as they are developed.

Delivery Requirements

The project must be completed within the following timeline:

A. Project Kickoff: Within 30 days of contract award.

B. System Configuration and Customization: Within 90 days of project kickoff.

C. Data Migration: Within 120 days of project kickoff.

D. Training and Go-Live: Within 150 days of project kickoff.

E. Post-Implementation Support: Ongoing for a minimum of 12 months after go-live.

All deliverables must be provided in accordance with the agreed-upon project plan and timeline. The vendor must ensure minimal disruption to City operations during the implementation process.

Submission Requirements

Vendors must submit the following information as part of their proposal:

A. Company Information:

o Company name, address, and contact information.

o Overview of company history and experience with similar projects.

B. Technical Proposal:

o Detailed description of the proposed AMS and how it meets the City's specifications.

o Implementation plan and timeline.

o Training and support plan.

C. Cost Proposal:

Title: Public Works Asset Management Replacement o Itemized cost breakdown for software, implementation services, training, and support.

o Any additional costs or fees.

D. References:

o At least three references from similar projects, including contact information.

Proposals must be submitted by [submission deadline] to [submission address]. Late submissions will not be considered.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

A. Compliance with specifications and requirements.

B. Experience and qualifications of the vendor.

C. Quality and comprehensiveness of the implementation plan.

D. Cost-effectiveness of the proposal.

E. Feedback from references.

The City of Beaverton reserves the right to reject any or all proposals and to award the contract to the vendor that best meets the needs of the City.

Contact Information

3.2. 3.2. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed. Please refer to Attachment A for the City’s standard form of contract.

The City anticipates all work will be completed on or before 01 July 2027.

4. 4. Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

4.1. 4.1. Proposal Format and Administrative Requirements

The City’s proposal format and administrative requirements are set out below. These are intended to facilitate the City’s ability to quickly and accurately evaluate proposals. Failure to follow these format and administrative requirements may affect the scoring of proposals.

Title: Public Works Asset Management Replacement

A. Cover Page

Include a cover page with the submitted proposal. The cover page is counted in the total page count unless stated otherwise. Include the following information on the cover page:The RFP

Title;

The name, title, address, telephone number, fax number, e-mail address of Proposer’s primary contact person; and

The date of submission.In addition to the above information, but not in lieu thereof, Proposers may include other information on the cover page.

B. Table of Contents

Include a table of contents with the submitted proposal. All material items comprising the proposal should be clearly identified and easily located. The table on contents page is counted in the total page count unless stated otherwise.

C. Page Limit

There is a 20-page limit on proposals submitted in response to this procurement. This page limit does not include the cover page or résumés. If providing résumés or proposing changes to the

Contract (Exhibit A - Sample contract), please include those at the end of the proposal.

4.2. 4.2. Substantive Requirements

The following information is requested to allow the City to evaluate Proposer responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

Knowledge & Experience-Background Of The Firm

A comprehensive history of your firm and its experience with Enterprise Asset Management (EAM) systems. Include the following information by uploading your documents:

• The total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

• A narrative description of the firm’s organization and relationship to any larger business entity. Include an organizational chart depicting the information provided.

• A description of similar work performed involving the items called out in the Scope of Work.

• A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline.

Knowledge & Experience-Key Personnel

Title: Public Works Asset Management Replacement

Identify by name and title, the key staff members who will be assigned to work with the City, if the City awards the Proposer the contract contemplated by the RFP. Key staff members are those people who provide substantive work for the City. Provide a biography for each identified key staff person.

Biography must include but need to be limited to, a description of the education, qualifications, experience, and training of each key staff person. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects, and any professional designations, licenses, or certifications. Include the following information by uploading your documents:

• A resume for the key personnel to be assigned to this project, showing such education and experience as may be relevant to this particular project.

• A description of each key personnel’s proposed roles and responsibilities on the project team.

• An organizational chart of the proposed project team.

Proposed Technology Solution

Describe the proposed technology solution to meet the functional and technical requirements and complete the EAM Requirements Proposer Response Workbook.

List all licensing, software components, and required hardware components (that would need to be supplied by the City).

Knowledge & Experience-Sub Consultant Qualifications

A statement of whether you intend to use sub-consultants to fulfill any part of the tasks described under the scope of work. To the extent you intend to use sub-consultants to fulfill any of the required tasks, include the following information by uploading your documents:

• Scope of the services that the sub-consultant will perform to fulfill the tasks described under the scope of work.

• If the scope of services is to be performed by a specified team of the sub-consultant, a description of the sub-consultant's key personnel in that team and a resume for each of them, showing such education and experience as may be relevant to the services to be performed.

• A description of the proposed roles and responsibilities of each of the sub-consultant's key personnel for this project.

Project Approach & Understanding

With the Scope of Work in mind, submit statements of project approach and understanding that include the following, by uploading your documents:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

• A description of the proposed work products that will result from each task or activity.

Title: Public Works Asset Management Replacement

• A description of any points of input and review with City staff.

• A description of the time frame estimated to complete each task.

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

• A description of a practical approach to meeting the City’s specific deadlines is set out in Section

3.2 of this RFP.

• A description of the process or tools required by the scope of work.

• To the extent applicable, a description of and a stated rationale for any proposed alternative approaches to the stated objectives of this project.

Relevant Experience & References

Provide a description of the expertise and recent experience you have in the areas described under the

Scope of Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience. Include by uploading your documents:

• A description of your experience with Enterprise Asset Management systems.

• A list of at least three (3) current references for the most relevant completed contracts that directly relate to the scope of services. The reference list should state the reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

Beaverton Equity Procurement Program

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City would like to achieve 15 percent of firms certified by COBID in its overall dollar amount of contracting and purchasing activities. In evaluating proposals, the City will consider firms that will be able to help the City achieve this goal.

Therefore, the proposal shall address the following:

A. Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s). If Proposer is a COBID-certified firm, 4 points are awarded. If Proposer is not a COBID-certified firm, 0 points will be awarded.

B. Provide a narrative description of your firm’s experience, including any innovative or successful measures, promoting COBID-certified enterprises as partners, subcontractors, or suppliers on previous projects. (1 point) http://www.oregon4biz.com/certification

Title: Public Works Asset Management Replacement

C. Provide a list and percentage of total contract dollars spent with COBID-certified enterprises with which the Proposer’s firm has had a contractual relationship during the last 12 months. (2 points)

D. Describe the actions the Proposer will take to include COBID-certified enterprise participation in this project. Of the subcontractors (if any) identified in the Proposal, specify which subcontractors are COBID-certified enterprises and what certification they hold, if any. (3 points)

E. State the participation goal the Proposer believes it can realistically achieve on this project using

COBID-certified enterprises identified above. A percentage level is preferred. If Proposer states

Zero percent, 0 points will be awarded. (2 points)

Additional Services (optional)

To the extent you believe you can provide the City additional services in matters relevant to the City’s interests, provide a brief description of those services and an approximation of the charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. Offers and/or pricing of additional goods or services included under this heading are not a factor in the evaluation of Proposals.

5. 5. Proposer's Special Instructions

5.1. 5.1. Proposal Submittal

Proposals will be received until 2:00 pm on Thursday, April 23, 2026. Late or faxed transmitted proposals shall not be accepted. Proposals will only be accepted electronically through OpenGov. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

5.2. 5.2. Pre-Proposal Conference

There will be no Pre-Proposal Conference.

5.3. 5.3. Clarification of Solicitation

All questions regarding this project shall be directed through the Question-and-Answer (Q and A) section of this solicitation in OpenGov.

Please note that downloaded copies of this solicitation will not contain the Q and A section referenced above.

5.4. 5.4. Procurement Method

The City is conducting this RFP pursuant to ORS 279A.050 and Beaverton Purchasing Code Section 46-

0100. The City seeks proposals that will enable the City to determine which service provider and solution

Title: Public Works Asset Management Replacement will best meet the City’s needs. The City expects this RFP will result in a single contract with a single vendor for the preferred solution.

5.5. 5.5. Proposals not available for Public Inspection At The Opening

No formal opening will occur in connection with this procurement. In accordance with ORS

279B.060(6)(a) only the names of the Proposers shall be disclosed at the opening. Notwithstanding ORS

192.410 to 192.505, proposals are not required to be open for public inspection until after the Notice of

Intent to Award a Contract is issued.

5.6. 5.6. Distribution of Proposals

The City intends to publish the names of all Proposers on its portal within 24 hours of the opening of

Proposals. Proposals will be distributed to members of the City’s evaluation team. In submitting a proposal, each Proposer agrees that the City may post the proposal on the City’s Portal for evaluation and ranking and reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party retained by the City for purposes of evaluating and ranking proposals.

5.7. 5.7. Proposal Validity Period

Proposals must remain open and valid for at least 180 days from the deadline specified for submission of

Proposals. In the event award is not made within 90 days, the City will send a written request to all

Proposers deemed susceptible for award, asking Respondent(s) to hold their price firm for a longer specified period of time.

5.8. 5.8. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted proposal, it shall do so prior to the Closing date and time.

5.9. 5.9. Cost of Preparing Proposals

All costs incurred in preparing and submitting a proposal in response to the RFP is the responsibility of the Proposer and shall not be reimbursed by Agency.

5.10. 5.10. Interpretations and Addenda

All questions regarding this project shall be directed through the Question and Answer section of this solicitation in OpenGov. If necessary, interpretations or clarifications in response to such questions may be made by issuance of an addendum to all prospective proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposal closing. If an addendum is necessary after that time, the City will extend the closing date.

Any addendum issued as a result of any change in the RFP must be acknowledged via OpenGov's addenda acknowledgement feature.

Only questions answered by formal addenda or through the OpenGov Q and A section of this listing are binding. Oral and other interpretations or clarifications are without legal effect.

Title: Public Works Asset Management Replacement

5.11. 5.11. Protests

Address any protests to:

The Beaverton Building, City of Beaverton

Michael Phillips, Purchasing Manager email to: mphillips@BeavertonOregon.gov

Name of Solicitation: Public Works Asset Management Replacement-PROTEST

Closing date and time: Thursday, April 23, 2026, 2:00 pm

5.12. 5.12. Specification/Term Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its addenda, if any) are unnecessarily restrictive or limit competition must submit a protest or request for change, in writing, to the Purchasing Office. A request for change regarding the terms of this RFP must be submitted through the Question and Answer section of this solicitation in OpenGov. A request for change to any of the terms of the Contract (Exhibit A -

Sample Contract) must be submitted in writing with the proposal submission. Failure to submit any requested changes to the Contract (Exhibit A - Sample Contract) foregoes the right to negotiate changes to the Contract terms upon contract award.Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be submitted before the deadline detailed in Section 2.

B. Exclusion Protest

Upon the City’s issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by the City.

mailto:mphillips@BeavertonOregon.gov

Title: Public Works Asset Management Replacement

C. Intent to Award Protest

The City intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on the City’s portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that the City intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest.

Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by the City. The City intends to respond by email to properly-filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by the City, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, the City intends to proceed with negotiations and, where appropriate, the final award.

5.13. 5.13. Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

5.14. 5.14. Contract Administrator

The Contract Administrator will be Jesse Wilson, who can be reached by telephone at (503) 526-2568 or by e-mail at msumner@beavertonoregon.gov.

5.15. 5.15. Insurance Requirements

The contractor will be expected to meet the insurance requirements set forth in Section 18 and Exhibit 1 of the contract (Attachment “A”). Proposers taking exception must submit a request for a change with their proposal.

5.16. 5.16. Term of Contract & Availability of Funds

A contract awarded is expected to commence on or about expected to commence on or about 01 July

2026 and end on or before 01 July 2027. Any contract awarded pursuant to the RFP that has a term of more than one year must include a non-appropriation clause. Continuation or extension of the contract after the end of the fiscal period in which the contract takes effect shall be contingent upon a new

Title: Public Works Asset Management Replacement appropriation for each succeeding fiscal period. If sufficient funds are not provided in future City

Council-approved budgets of the City (or from applicable federal, state, or other sources) to permit City in the exercise of its reasonable administrative discretion to continue the contract, the City may terminate the contract without further liability by giving Proposer reasonable notice.

5.17. 5.17. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to four (4) additional one-year terms at the option of the City.

5.18. 5.18. Intergovernmental Permissive Cooperative Procurements

Pursuant to ORS 279A.215 and City of Beaverton procurement rules, other public agencies may purchase goods and services under the terms, conditions, and prices of any contract resulting from this solicitation if the Consultant agrees to extend the terms, conditions, and prices of the contract resulting from this solicitation to such agencies.

Any such purchases shall be between the Consultant and the participating public agency and shall not impact the Contactor’s obligation to the City of Beaverton. Any estimated purchase volumes listed herein do not include estimated purchase volumes of other public agencies. The City of Beaverton makes no representation or guarantee as to the volume of such additional purchases by other public agencies.

Any Proposer, by written notification included with their solicitation response, may decline to extend the terms, conditions, and prices of a resultant contract to any and/or all other public agencies.

5.19. 5.19. Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

5.20. 5.20. Public Records

All proposals and all protests shall become the property of the City and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, the City shall treat proposals as exempt from public inspection. The City shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, the City shall treat proposals as open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall upload an additional copy of the proposal that contains redactions of information it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2) in the Proposal Submittals section of the RFP.

Title: Public Works Asset Management Replacement

The City shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for the release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that the City may; (a) reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party who is hired by the City and (b) post the proposal on the City’s intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

6. 6. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 8 (Proposal Evaluation & Contract Award) of this RFP, any applicable preferences described in

ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the

RFP. Other factors may not be used in the evaluation.

*Please note that downloaded copies of this solicitation will not contain active links to required documents; you must be in the OpenGov portal in order to download and/or upload required solicitation documents to be determined responsive.

6.1. 1. Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

6.2. 2. Price Proposal* *Response required

6.3. 3. EAM Requirements Proposer Response Workbook* Proposers must also complete the EAM Requirements Proposer Response Workbook provided as part of the RFP and submit.

Note: The Functional and Technical Requirements Proposer Response Workbook is not included in the 20-page limit and should be submitted electronically as a MS Excel file following the electronic submission requirements defined in submission requirements below.

https://procurement.opengov.com/portal/beavertonoregon/projects/246160/document?section=2350659 https://procurement.opengov.com/portal/beavertonoregon/projects/246160/document?section=2350654

Title: Public Works Asset Management Replacement

Please download the below documents, complete, and upload.

• EAM_Requirements_Proposer_R...

*Response required

6.4. 4. Good Faith Effort Program Form 1 - Subcontractor & Self Perform List*

Please download the below documents, complete, and upload.

• Form_1._Personal_Profession...

*Response required

6.5. 5. Authorized Signatory Name & Title* *Response required

6.6. 6. ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required

6.7. 7. By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-062 Public Works Asset Management Replacement

☐ Please confirm

*Response required

6.8. 8. By confirming, the authorized signatory certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

☐ Please confirm https://government-project.s3.us-west-2.amazonaws.com/246160/5f707204-a301-4223-85e6-2a170036d2ec_EAM_Requirements_Proposer_Response_Workbook.xlsx https://government-project.s3.us-west-2.amazonaws.com/246160/678ccecc-b2d2-44e2-a526-63257488bbac_Form_1._Personal_Professional_Sub-consultant_Disclosure_Form.pdf

Title: Public Works Asset Management Replacement

6.9. 9. Is authorized signatory a Resident Proposer as defined in ORS 279A.120(1)?*

☐ Yes

☐ No

*Response required

6.10. 10. The authorized signatory certifies non-discrimination in accordance with ORS 279A.110(4).*

☐ Yes

☐ No

*Response required

6.11. 11. If awarded a contract pursuant to this solicitation, will Proposer participate in Intergovernmental Permissive Cooperative Purchasing (extend the terms, conditions and prices of such contract to other public agencies)?*

☐ Yes

☐ No

*Response required

6.12. 12. If no, please explain why you will not participate in Intergovernmental Permissive Cooperative Purchasing.

6.13. 13. Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

6.14. 14. If yes, what Certifications do you hold and provide certification number.

6.15. 15. Redacted Response (Optional) If you have portions of your proposal that has a trade secret or confidential information, please upload a redacted copy of your proposal here. (Please refer to the Public Records portion of the Proposer's

Special Instructions section.)

7. 7. Proposal Evaluation & Contract Award

7.1. 7.1. Evaluation Criteria

A selection committee of City staff with relevant expertise in the subject matter of this solicitation will review and evaluate submitted proposals to determine which best meets the City's needs. Evaluations

Title: Public Works Asset Management Replacement will be based on the criteria described in the Evaluation Phases section. The award will be made to the highest-ranked Proposer.

Each selection committee member will use the evaluation factors listed in the Evaluation Phases to evaluate submitted proposals. Each evaluation factor is given a weight, reflecting its importance in the

City’s selection process. The evaluation criteria in the Evaluation Phases section shows the evaluation factors and weighing factors relevant to his solicitation.

The evaluation factors will be judged on a scale of zero to five. Each of the evaluation factors will be awarded points based on the evaluator’s judgment of the quality of the response to that particular evaluation factor. Fractional points (e.g., 3.5 or 1.75) may be awarded. Points awarded to reflect the quality of a response may be assigned individually or by a consensus of the evaluation committee.

Scoring will reflect the following rankings:

Quality of Response Rankings

Excellent Response 5

Great Response 4

Average Response 3

Poor Response 2

Very Poor Response 1

No Response 0

The proposal’s score is the product of the weighing factors times the points each evaluator assigns based on the evaluator’s judgment of the quality of the response. The evaluators’ scores are then totaled.

7.2. 7.2. Preferences

The following preferences are applicable to this procurement and may affect the evaluation of proposals:

A. ORS 279A.120-If City receives proposals identical in price, fitness, availability, and quality and chooses to award a contract, City shall award the contract in accordance with ORS 279A.120 and the procedures outlined in Beaverton Purchasing Code Section 46-0300.

B. ORS 279A.125-When evaluating proposals, City shall add a percentage increase to a Price proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides, in accordance with ORS

279A.125 and the procedures outlined in Beaverton Purchasing Code Section 46-0310.

https://procurement.opengov.com/portal/beavertonoregon/projects/246160/document?section=undefined

Title: Public Works Asset Management Replacement

7.3. 7.3. Responsiveness and Responsible Determination

As a condition to be awarded a contract, a proposal must be responsive and a Proposer must meet the responsible Proposer requirements identified in ORS 279B.110 and Beaverton Purchasing Code Section

47-0640.

A. Responsiveness-To be considered responsive, the Proposal shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures. In making such an evaluation, the City may waive minor informalities and irregularities.

B. Responsibility-Prior to the award of a contract, the City intends to evaluate whether the apparent successful Proposer meets the applicable standards of responsibility identified in

Beaverton Purchasing Code Section 47-0500. In addition, prior to the award of a contract, the apparent successful Proposer must be duly licensed and registered as may be required by federal, state, and local governments to provide the services described under the “Scope of

Work” heading. Submission of a signed Proposal constitutes approval for the City to obtain any information the City deems necessary to conduct the responsibility evaluation. the City shall notify the apparent successful Proposer by email of any other documentation required. In conducting its responsibility evaluation, the City may request information in addition to that already required in the RFP to the extent the City, in its sole discretion, considers it necessary or advisable. The City may postpone the award of the contract after the announcement of the apparent successful Proposer in order to complete its investigation and evaluation. The City may provide the apparent successful Proposer a reasonable opportunity to correct any licensing or registration deficiencies, so long as the opportunity does not unduly burden the City. Failure of the apparent successful Proposer to demonstrate Responsibility, as required under Beaverton

Purchasing Code Section 47-0500, shall render the Proposer non-responsible and constitute grounds for offer rejection, as required under ORS 297B.100.

7.4. 7.4. Interviews

At the City’s option, the top proposers ("Top Tier") may be required to make a presentation of their proposal. The number of proposers in the Top Tier may increase if the City’s evaluation of proposals establishes a natural break in the scores of proposers indicating that a lower ranked proposer is closely competitive to the second-ranked proposer and has a reasonable chance of being determined the most advantageous proposer. The City does not anticipate including more than three proposers in the Top

Tier but reserves the right to increase the number of Top Tier proposers to the number of proposers having a reasonable chance of being determined the most advantageous proposer. The City may reduce the number of proposers in the Top Tier to only one if the excluded proposers have no reasonable chance to be the most advantageous proposer.

This presentation portion will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract

Administrator will schedule the time and location of these presentations (if necessary) and notify the selected firms.

Title: Public Works Asset Management Replacement

Should the top tier be selected for oral interviews, the invited firms will be evaluated based on the same factors, weighting, and ranking system outlined above except there will be no points given on price and the Beaverton Equity Program. The points from the first evaluation will not be added to or otherwise made a factor in the scoring of the second evaluation. The firm with the highest point total resulting from an interview will be considered the best Proposer; however, the City may choose up to the top three proposers' post-interview to engage in best and final offer discussions and may choose to award to the proposer that is the best fit for the City based on these discussions. Best and final offer discussion may include requests for revisions of proposal content and/or price and the City shall not disclose these private discussions leading to best and final offers.

7.5. 7.5. Investigation of References

The City may investigate the qualifications of a Proposer, including but not limited to: successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. The City may request references in addition to those provided by the Proposer, may investigate any references whether or not furnished by the Proposer, and may investigate the past performance of any Proposer.

Reference checks may be done by any reasonable method, including in-person interviews, telephone interviews, or written questionnaires.

7.6. 7.6. Clarification of Proposals

The City reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

7.7. 7.7. Contract Award

The City may award one contract or multiple contracts, as a result of this procurement. The City generally issues a notice of intent to award in advance of the actual award of a contract procured through a request for proposal. The period between the publication of the intent to award and the award of the contract varies but is typically about 14 days.

7.8. 7.8. Award Consideration

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. The City reserves the right to withdraw any and/or all items from award consideration.

7.9. 7.9. Award Recommendation

The Notice of Intent to Award shall be the City's recommendation contained in the agenda item published in the City’s Council Agenda. Agendas for Council meetings are posted on the City website at:

www.beavertonoregon.gov . The decision by the Contract Review Board to award the contract shall constitute the final decision of the City to award the Contract.

http://www.beavertonoregon.gov/

Title: Public Works Asset Management Replacement

7.10. 7.10. Form of Contract

A copy of the standard Professional Service contract which the City expects the successful firm or individual to execute is included as Attachment “A”. The contract will incorporate the terms and conditions from this RFP document and the submitted proposal. Proposers taking exception to any of the contract terms or conditions must submit a request for a change in standard contract terms and conditions WITH THEIR PROPOSAL, or the exceptions will be deemed waived. The City Attorney will review all requests for changes and may or may not accept the requested exceptions.

7.11. 7.11. Insurance Certification

The apparent successful Proposer shall provide all required proofs of insurance to City within fourteen calendar days of the issuance of the Notice of Intent to Award. Failure to present the required documents within the fourteen calendar-day period may result in proposal rejection or delay of award of contract. Proposers are encouraged to consult their insurance agent(s) about the insurance requirements contained in the RFP prior to proposal submission.

7.12. 7.12. No Contractual Obligation

The City is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from the RFP.

7.13. 7.13. Reservation of Rights

The City reserves all rights regarding the RFP, including, without limitation, the right to:

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