QBS RFP EllingtonFeasibilityStudies.pdf

RFP NUMBER 2402442542

PERSONAL SERVICES

City of Portland, Oregon September, 2026

QUALIFICATIONS BASED SELECTION

REQUEST FOR PROPOSALS

for

Campus-Scale Potential Energy and Water Conservation Study for Ellington Apartments future redevelopment

PROPOSALS DUE: November 12th, 2026 before 4:00 p.m.

SUBMITTAL INFORMATION: Refer to PART II, SECTION B.3 (PROPOSAL SUBMISSION)

Submit the Proposal to:

City’s Online Procurement Center SAP Business Network

Refer questions to:

DL Thomas Phone: 503-865-6291 Email: dawan.thomas@portlandoregon.gov

A NON-MANDATORY] PRE-SUBMITTAL MEETING has been scheduled for October 6th @ 1:PM , via Microsoft Teams.

https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN11181807487

GENERAL INSTRUCTIONS AND CONDITIONS

CORPORATE RESPONSIBILITY – The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses.

The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women. It is the policy of the City that all businesses, including small, minority and women-owned businesses, be given the maximum practicable opportunity to compete for and be awarded contracts.

CITY SUSTAINABILITY OBJECTIVES – The City’s Sustainable City Principles directs City Bureaus to pursue long-term social equity, environmental quality, and economic vitality through innovative and traditional mechanisms. It is the policy of the City of Portland to encourage the use of products or services that help to minimize the human health and environmental impacts of City operations.

A successful Proposer is encouraged to incorporate environmentally preferable products or services into its work performance wherever possible.

"Environmentally preferable" means products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

ENVIRONMENTAL CLAIMS – Upon request, the vendor must provide and make publicly available verifiable evidence supporting every environmental claim made about the products or services provided to the City. Environmental claims for which verifiable evidence must be provided include any claim provided on products, product packaging, product or service sales literature and websites, and information provided to respond to this solicitation.

INVESTIGATION – The Proposer shall make all investigations necessary to be informed regarding the service(s) to be performed under this request for proposal.

SPECIAL CONDITIONS – Where special conditions are written in the Request for Proposal (“QBS-RFP”), these special conditions shall take precedence over any conditions listed under the “General Instructions and Conditions".

CLARIFICATION OF REQUEST FOR PROPOSAL – Proposers who request a clarification of the QBS-RFP requirements must submit questions in writing to the person(s) shown in the REFER QUESTIONS TO section on the cover of this QBS-RFP, or present them verbally at a scheduled pre-submittal meeting, if one has been scheduled. The City must receive written questions no later than the date stated herein. The City will issue a response in the form of an addendum to the QBS-RFP if a substantive clarification is in order.

Oral instructions or information concerning the Request for Proposal given out by City bureaus, employees, or agents to prospective Proposers shall not bind the City.

ADDENDUM – Any change to this QBS-RFP shall be made by written addendum issued no later than 72 hours prior to the proposal due date. The City is not responsible for any explanation, clarification, or approval made or given in any manner except by addendum.

COST OF PROPOSAL – This Request for Proposal does not commit the City to pay any costs incurred by any Proposer in the submission of a proposal, in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the services to be furnished under the Request for Proposal.

CANCELLATION – The City reserves the right to modify, revise, or cancel this QBS-RFP. Receipt and evaluation of proposals or the completion of interviews do not obligate the City to award a contract.

LATE PROPOSALS – Proposals received after the scheduled closing time for filing will be rejected as non-responsive and returned to the Proposer unopened.

REJECTION OF PROPOSALS – The City reserves the right to reject any or all responses to the Request for Proposal if found in the City’s best interest to do

so. In the City’s discretion, litigation between the City and a Proposer may be cause for proposal rejection, regardless of when that litigation comes to the City’s attention and regardless how the Proposer’s proposal may have been scored. Proposals may also be rejected if they use subconsultants who are involved in litigation with the City. Proposers who are concerned about possible rejection on this basis should contact the City before submission of a proposal for a preliminary determination of whether its proposal will be rejected.

CITY OF PORTLAND TAX REGISTRATION NUMBER – Successful Proposer shall obtain a current City of Portland Tax Registration Number prior to initiation of contract and commencement of the work.

WORKERS’ COMPENSATION INSURANCE – Successful Proposer shall be covered by Workers’ Compensation Insurance or shall provide evidence that State law does not require such coverage.

CERTIFICATION AS AN EEO EMPLOYER – Successful Proposers must be certified, prior to contract execution, as an Equal Opportunity Employer as prescribed by Portland Public Contracting Rules 5.33.076, and if awarded a contract, must maintain the certification throughout the term of the contract

EQUAL BENEFITS PROGRAM – Successful Proposers must certify prior to contract execution, that they provide benefits to their employees with domestic partners equivalent to those provided to employees with spouses as prescribed by Portland Public Contracting Rules 5.33.077.

LOCAL CONTRACTING – If the final evaluation scores are otherwise equal, the City prefers goods or services that have been manufactured or produced by a Local Business. The City desires to employ local businesses in the purchase, lease, or sale of any personal property, public improvements, or services. The City wants the residents of the State of Oregon and SW Washington to benefit from optimizing local commerce and services, and the local employment opportunities they generate. [City of Portland Resolution #36260]

CONFLICT OF INTEREST - A Proposer filing a proposal hereby certifies that the proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer of the same request for proposals, that the Proposer is competing solely on its own behalf without connection or obligation to any undisclosed person or firm, that Proposer is not a City official/employee or a business with which a City official/employee is associated, and that to the best of its knowledge, Proposer, its employee(s), its officer(s) or its director(s) is not a City official/employee or a relative of any City official/employee who: i) has responsibility in making decisions or ability to influence decision-making on the contract or project to which this proposal pertains; ii) has or will participate in evaluation, award or management of the contract related to this proposal; or iii) has or will have financial benefits in the contract to which this proposal pertains.

Proposer understands that should it elect to employ any former City official/employee during the solicitation period or the term of the contract then that the former City official/Consultant employee must comply with applicable government ethics and conflicts of interest provisions in ORS Chapter 244, including but not limited to ORS 244.040(5) and/or ORS 244.047, and the City’s Charter, Codes and administrative rules, including but not limited to lobbying prohibitions under Portland City Code Section 2.12.080.

PUBLIC RECORDS – Any information provided to the City pursuant to this QBS- RFP shall be public record and subject to public disclosure pursuant to Oregon public records laws (ORS Chapter 192). Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.345(2) and ORS 192.355(4) and/or ORS 646.461 et seq. The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Information that has not been properly marked and redacted may be disclosed in response to a public records request.

When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed.

If the City refuses to release the records, the proposer agrees to provide information sufficient to sustain its position to the District Attorney of Multnomah County, who currently considers such appeals. If the District Attorney orders that the records be disclosed, the City will notify the proposer in order for the proposer to take all appropriate legal action. The proposer further agrees to hold harmless, defend, and indemnify the City for all costs, expenses, and attorney fees that may be imposed on the City as a result of appealing any decision regarding the proposer’s records.

The Chief Procurement Officer has the authority to waive minor irregularities and discrepancies that will not affect the competitiveness or fairness of the solicitation and selection process.

These Request for Proposal “General Instructions and Conditions" are not to be construed as exclusive remedies or as a limitation upon rights or remedies that may be or may become available under ORS Chapter 279A, B, and C.

http://efiles.portlandoregon.gov/Record/2437916/

PART I SOLICITATION REQUIREMENTS

SECTION A GENERAL INFORMATION

1. INTRODUCTION

Portland Housing Bureau fosters an inclusive and sustainable city by creating stable, and long-term housing opportunities for Portlanders. We fund affordable housing, ensure protections for renters, and preserve existing homes.

2. BACKGROUND

The Portland Housing Bureau purchased this property for two reasons:

1. To preserve the affordability of the 267 existing units when the owner was planning to sell for market rate redevelopment.

2. For the potential to increase the number of units at the low-density campus through future redevelopment.

The current campus has no indoor or outdoor communal, amenity, gathering, or play places which are standard in successful affordable housing communities today. Additionally, the existing infrastructure and dwellings have reached the end of their useful lives and have become a cost burden for the Bureau to maintain.

In preparation for redevelopment, the Portland Housing Bureau seeks to investigate the opportunities for campus-scaled sustainability features to answer the question:

What campus-scale energy and water reduction measures contribute to the redevelopment meeting project goals?

The Ellington Apartments are affordable housing, and the redevelopment is intended to remain affordable over the long term. Accordingly, the feasibility analysis must evaluate sustainability strategies not only for environmental performance, but also for their ability to reduce or avoid long-term utility, operations, and maintenance costs without creating unreasonable capital or operating burdens that could undermine continued affordability.

Project Goals

• Increase the number of housing units on site

• Maintain affordability

• Minimize off site displacement of current residents

• Provide indoor and outdoor amenity spaces to support residents

• Reduce energy demand and associated operations + maintenance costs

3. SCOPE OF WORK

The City of Portland, Portland Housing Bureau, is seeking proposals from individuals, firms, teams, or consultants, hereafter called “Proposer(s),” with demonstrated experience in campus-scale energy and water reduction strategies and feasibility analysis. The City is intentionally seeking a broad, expert-led assessment of potentially viable strategies and does not intend the examples in this RFP to prescribe or limit the Proposer’s professional judgment. The analysis shall remain focused on shared infrastructure, systems, and site-wide opportunities that function at the Ellington Apartments campus scale, rather than detailed design of measures serving only an individual building.

Produce one cohesive, integrated report presenting findings and recommendations for campus-scale energy and water reduction measures for redevelopment of the Ellington Apartments. Potential measures may include, but are not limited to, photovoltaics paired with battery storage, microgrids, heat-island reduction features, geothermal systems, shared water systems, and other strategies identified through the Proposer’s expertise. The report shall document the strategies considered, assess their technical and practical feasibility, and explain which strategies are recommended for advancement into later design phases and why.

For each recommended strategy, the report shall compare estimated capital, operating, maintenance, energy, and water impacts against an identified baseline; communicate the relative scale and uncertainty of costs; and estimate simple payback or another clearly explained measure showing when projected savings are expected to recover the initial investment.

The report shall identify risks, drawbacks, implementation constraints, and synergies among strategies, including implications for phased campus redevelopment and continued occupancy. Recommendations shall be grounded in the property’s long-term use as affordable housing and shall consider how proposed investments support continued affordability. The final report shall provide data-backed information suitable for PHB’s planning, pursuit of sustainability-focused funding opportunities, and future community outreach.

4. PROJECT FUNDING

The project is funded via Housing and Urban Development (HUD) Community Project Funding (CPF) grant.

5. TIMELINE FOR SELECTION

The following dates are proposed as a timeline for this project:

Pre-submittal meeting at 1 p.m. October 13th, 2026

Written proposals due before 4:00 p.m. November 12th, 2026

Announcement of short list Proposers November, 2026

Selection committee recommendation December, 2026

Contract negotiation with successful Proposer January, 2027

Notice to proceed – work begins February, 2027

The City reserves the right to make adjustments to the above noted schedule as necessary.

SECTION B WORK REQUIREMENTS

1. TECHNICAL OR REQUIRED SERVICES

Professional services are anticipated to include site investigation, baseline development, campus-scale energy and water strategy identification, technical and implementation feasibility analysis, life-cycle cost and savings analysis, evaluation of sustainability and resilience benefits, interdisciplinary coordination, and preparation of draft and final reports.

Conduct on-site investigations sufficient to inform campus conditions, constraints, and opportunities, including factors such as solar access, geothermal potential, heat-island conditions, existing tree canopy, utilities, site circulation, and other conditions the Proposer determines are relevant.

Identify baseline energy and water use for the proposed campus redevelopment. Refer to the PHB-provided site plan and unit breakdown, and clearly state all assumed baseline systems, strategies, rates, and other material inputs.

Identify and evaluate a broad range of energy reduction, generation, storage, and distribution strategies that derive value from coordinated campus-scale development. Proposers should apply their expertise to identify appropriate options and are not limited to examples stated in this RFP. Detailed design of measures that serve only an individual building is outside the present scope and will be addressed during later phases of redevelopment; however, building-level assumptions may be used when necessary to establish baselines or evaluate campus-wide systems.

Identify and evaluate a broad range of water conservation, reuse, storage, treatment, and distribution strategies that derive value from coordinated campus-scale development. Proposers should apply their expertise to identify appropriate options and are not limited to examples stated in this RFP. Detailed design of measures that serve only an individual building is outside the present scope and will be addressed during later phases of redevelopment; however, building-level assumptions may be used when necessary to establish baselines or evaluate campus-wide systems.

Consider key findings from Phase I environmental report (provided by PHB) that could affect the construction and/or function of future energy or water savings systems.

Document potential impacts to residents and neighbors both during construction and after completion for any recommended systems or strategies. EG: Noise, vibrations, large equipment, utility disruption etc.

Document potential risks and how they are typically mitigated both during construction and after completion for any recommended systems or strategies.

Provide planning-level cost estimates for recommended strategies, including initial capital cost, operations and maintenance cost, replacement or renewal considerations, and differences from the identified baseline. Present costs as appropriate ranges or orders of magnitude, identify key assumptions and uncertainty, and clearly communicate the relative scale of investment among alternatives.

Estimate the simple payback period for each recommended strategy based on initial incremental cost and projected energy, water, operations, and maintenance savings. State assumptions and explain in plain language when the strategy is expected to begin producing net savings—for example, “An investment of this scale is projected to recover its additional cost in approximately X years.” Where simple payback does not adequately represent a strategy’s value, provide an additional life-cycle measure and explain its relevance.

Identify potential financial incentives available for recommended systems or strategies.

Evaluate synergies, dependencies, sequencing considerations, and compatibility issues among potential strategies so that recommendations function as an integrated campus approach rather than as a collection of unrelated measures.

Provide an integrated recommendation for campus-scale energy and water reduction across the entire redevelopment that best satisfies the project goals. The recommendation shall address technical and implementation feasibility, environmental performance, resilience, resident impacts, phasing, relative cost, anticipated savings, funding opportunities, and implications for preserving long-term housing affordability. Identify strategies explored but not recommended and explain why.

Include any diagrams, drawings, calculations, tables, graphs and charts that support your findings.

2. SUSTAINABILITY REQUIREMENTS

The feasibility analysis shall treat sustainability as an integrated project outcome. In addition to energy and water performance, the successful Proposer shall consider greenhouse gas reduction, climate resilience, heat-island mitigation, responsible use of resources, operational durability, resident health and comfort, and the ability of recommended strategies to support long-term affordability. Recommendations shall identify material tradeoffs and avoid shifting environmental benefits into unreasonable capital, maintenance, replacement, or utility burdens for the affordable housing campus.

3. WORK PERFORMED BY THE CITY / OTHERS

The City has assigned a project manager to oversee the successful Proposer’s work and provide support as needed.

Specific duties the City will perform include:

• Provide a recent Phase I Environmental Report

• Lead an in-person kick off meeting on site

• Provide a schematic site plan sketches with building massing (approximate shape and dimensions, # of floors)

• Provide a schematic floor plans and tables with unit counts and unit types per building

• Provide a phasing diagram for campus completion

4. PROJECT REVIEWS

On a day-to-day basis, the progress of the work will be managed by the Housing Bureau’s Project Manager, Kate Piper.

5. DELIVERABLES AND SCHEDULE

Deliverables shall be considered those tangible resulting work products that are to be delivered to the Housing Bureau such as reports, draft documents, data, interim findings, drawings, schematics, training, meeting presentations, final drawings, and reports. Unless otherwise specified by the Housing Bureau, the successful Proposer shall prioritize submitting applicable deliverables electronically, and any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, preferably using materials containing post-consumer waste (PCW) recycled content.

Deliverables and schedule for this project shall include:

The principal deliverable shall be one cohesive report encompassing the entire Ellington Apartments campus. The report shall integrate all disciplines and analyses into a consistent set of assumptions, baseline conditions, comparable strategy evaluations, and prioritized recommendations.

At a minimum, the report shall include an executive summary; methodology and assumptions; campus baseline;

strategies considered; feasibility findings; sustainability and resilience benefits; resident and phasing impacts; planning-level cost ranges; projected savings and payback; available incentives or funding considerations; interactions among strategies; reasons for excluding non-recommended strategies; and a recommended campus-scale pathway for later design and implementation.

Supporting drawings, calculations, tables, and appendices shall be incorporated into or clearly cross-referenced from the report rather than delivered as disconnected stand-alone products.

a. Kick off meeting on site – Week 1

b. Weekly or bi-weekly progress/status report meetings

c. Draft report due - Week 24

d. Final report due - Week 32

e. Submit monthly subconsultant payment and utilization reporting electronically by the 15th of each month with invoice (reference Part II, Section C.5 of the QBS-RFP).

All deliverables and resulting work products from this contract will become the property of the City of Portland. As such, the Consultant and any Subconsultants grant the City the right to copy and distribute (in any and all media and formats) project deliverables for regulatory, project certification/recognition, program development, public education, and/or for any purposes at the sole discretion of the City of Portland.

6. PLACE OF PERFORMANCE

Contract performance will take place primarily at the successful Proposer’s facility. On occasion and as appropriate, work will be performed at City facilities, a third-party location, or any combination thereof. Site access will be coordinated through Home Forward staff. Note that the property is currently occupied and Proposers should be sensitive to resident’s privacy.

7. PERIOD OF PERFORMANCE

The City anticipates having the successful Proposer begin work immediately upon contract execution with submittal of final deliverables to the City occurring within six months unless an alternative timeline is agreed upon during the contract negotiation period.

8. ACH PAYMENTS

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, Consultant’s shall execute the City’s standard ACH Vendor Payment Authorization Agreement and provide required documentation. Upon verification of the data provided, the Payment Authorization Agreement will authorize the City to deposit payments directly into Consultant’s accounts with financial institutions. All payments shall be in United States currency.

9. PUBLIC SAFETY

Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes without advance notice. The Proposer shall anticipate delays in such places and include the cost of delay in the proposed cost.

The successful Proposer’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. City project managers have discretion to require the successful Proposer’s employees and agents to be escorted to and from any public office, facility, or work site if national or local security appears to require it.

10. BUSINESS COMPLIANCE

The successful Proposer(s) must be in compliance with the laws regarding conducting business in the City of Portland before an award may be made. The Proposer shall be responsible for the following:

Certification as an Equal Employment Opportunity (EEO) Employer The successful Proposer(s) must be certified as Equal Employment Opportunity Employers as prescribed by Section

5.33.076 of the Public Contracting Rules of the City of Portland prior to contract award. To certify go to the website at:

Register as an approved City Supplier | Portland.gov

Non-Discrimination in Employee Benefits (EB) The successful Proposer(s) must be in compliance with the City’s Equal Benefits Program as prescribed by Section

5.33.077 of the Public Contracting Rules of the City of Portland prior to contract award. To certify go to the website at:

Register as an approved City Supplier | Portland.gov

Respectful Workplace Behavior The City of Portland is committed to a respectful work environment, free of harassment, discrimination and retaliation and other inappropriate conduct. Every individual has a right to work in a professional atmosphere where all individuals are treated with respect and dignity. The City’s Human Resources Administrative Rule 2.02 (HR 2.02) covers all employees with the City of Portland as well as consultants, vendors or contractors who provide services to the City of Portland. The successful Proposer(s) must be in compliance with this rule at all times while under contract. To view the rule go to https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against.

Business Tax Registration The successful Proposer(s) must be in compliance with the City of Portland Business Tax registration requirements as prescribed by Chapter 7.02 of the Code of the City of Portland prior to contract award. Details of compliance requirements are available from the Revenue Bureau Tax Division, 111 SW Columbia Street, Suite 600, Portland, Oregon 97201, (503) 823-5157, website: https://www.portland.gov/revenue/business-tax.

11. INSURANCE

The successful Proposer(s) shall obtain and maintain in full force and at its own expense, throughout the duration of the contract and any warranty or extension periods, the required insurances identified below. The City reserves the right to require additional insurance coverage as required by statutory or legal changes to the maximum liability that may be imposed on Oregon cities during the term of the contract. Successful Proposer shall be able to provide evidence that any or all subconsultants performing work or providing goods or services under the contract have the same types and amounts of insurance coverage as required herein or that the subconsultant is included under the Successful Proposer’s policy.

Workers' Compensation Insurance: Successful Proposer shall comply with Oregon workers' compensation laws, ORS Chapter 656 and as it may be amended. Unless exempt under ORS Chapter 656, the Successful Proposer and any/all subconsultants shall maintain coverage for all subject workers for the entire term of the contract including any contract extensions.

Commercial General Liability Insurance: Successful Proposer shall have Commercial General Liability (CGL) insurance covering bodily injury, personal injury, property damage, including coverage for independent successful Proposer’s protection (required if any work will be subcontracted), premises/operations, contractual liability, products and completed operations, in per occurrence limit of not less than $2,000,000.

Automobile Liability Insurance: Successful Proposer shall have automobile liability insurance with coverage to cover bodily injury and property damage in an amount of not less than $2,000,000 for each accident.

https://www.portland.gov/business-opportunities/doing-business-city/register-city-supplier https://www.portland.gov/business-opportunities/doing-business-city/register-city-supplier https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against https://www.portland.gov/revenue/business-tax

Professional Liability & Errors & Omissions Insurance: Successful Proposer shall have Professional Liability and/or Errors & Omissions insurance to cover damages caused by negligent acts, errors or omissions related to the professional services, and performance of duties and responsibilities of the Successful Proposer under this contract in an amount with a combined single limit of not less than $1,000,000 per occurrence and aggregate of $3,000,000 for all claims per occurrence. In lieu of an occurrence based policy, Successful Proposer may have claims-made policy in an amount not less than $1,000,000 per claim and $3,000,000 annual aggregate, if the Successful Proposer obtains an extended reporting period or tail coverage for not less than three (3) years following the termination or expiration of the Contract.

Aviation Liability: Drone operator(s) shall acquire aviation liability and property damage insurance coverage in an amount not less than $1 million per occurrence for damage to property or personal injury arising from Contractor’s Drone work under this Contract.

Additional Insurance: Any insurance required by Federal Law or State Statute or City Code; such as Bailees Insurance, Maritime Coverage, or other coverage(s).

Additional Insured Endorsement: The liability insurance coverage, except Professional Liability, Errors and Omissions, or Workers’ Compensation, shall be without prejudice to coverage otherwise existing, and shall name the City of Portland and its bureaus/divisions, officers, agents and employees as Additional Insureds, with respect to the Successful Proposer’s activities to be performed, or products or services to be provided. Coverage shall be primary and non-contributory with any other insurance and self-insurance. Notwithstanding the naming of additional insureds, the insurance shall protect each additional insured in the same manner as though a separate policy had been issued to each, but nothing herein shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount or amounts for which the insurer would have been liable if only one person or interest had been named as insured.

Continuous Coverage & Notice of Cancellation: The Successful Proposer agrees to maintain continuous, uninterrupted coverage for the duration of the Contract. There shall be no termination, cancellation, material change, potential exhaustion of aggregate limits, or non-renewal of coverage without thirty (30) days written notice from Successful Proposer to the City. If the insurance is canceled or terminated prior to completion of the Contract, Successful Proposer shall immediately notify the City and provide a new policy with the same terms. Any failure to comply with this clause shall constitute a material breach of Contract and shall be grounds for immediate termination of this Contract.

Certificate(s) of Insurance: Successful Proposer shall provide proof of insurance through acceptable certificate(s) of insurance and additional insured endorsement forms(s) to the City prior to the award of the Contract if required by the procurement documents (e.g., request for proposal), or at execution of Contract and prior to any commencement of work or delivery of goods or services under the Contract. The Certificate(s) will specify all of the parties who are endorsed on the policy as Additional Insureds (or Loss Payees). The insurance coverage required under this Contract shall be obtained from insurance companies acceptable to the City of Portland. The Successful Proposer shall pay for all deductibles and premium. The City reserves the right to require, at any time, complete, certified copies of required insurance policies, including endorsements evidencing the coverage required.

SECTION C PROJECT PROVISIONS

1. SAMPLE CONTRACT

The City’s standard Design Services contract will be used as a result of this selection process. A sample Design Services contract is attached to this RFP as Exhibit B.

2. ATTACHMENTS

Exhibit A Subconsultant Participation Disclosure Form 1

Exhibit B Sample Design Services Contract

PART II PROPOSAL PREPARATION AND SUBMITTAL

SECTION A PRE-SUBMITTAL MEETING/CLARIFICATION

1. PRE-SUBMITTAL MEETING

A pre-submittal meeting is scheduled for this Request for Proposal on October 13th at 1 p.m. via Microsoft Teams.

This is a non-mandatory meeting; therefore proposal submission will not be contingent upon attendance at this meeting

2. QBS-RFP CLARIFICATION

Questions and requests for clarification regarding this Request for Proposal must be directed in writing, via email or fax, to the person listed below. The deadline for submitting such questions/clarifications is seven (7) days prior to the proposal due date. An addendum will be issued no later than 72 hours prior to the proposal due date to all recorded holders of the QBS-RFP if a substantive clarification is in order.

DL Thomas E-mail: dawan.thomas@portlandoregon.gov Phone: 503-865-6291

SECTION B PROPOSAL SUBMISSION

1. PROPOSALS DUE

Proposals must be received no later than the date and time specified on the cover of this solicitation. It is the Proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time. Proposals received after the specified closing date and/or time shall not be considered and will be returned to the Proposer unopened. The City shall not be responsible for the proper identification and handling of any proposals submitted incorrectly.

2. PROPOSAL

Proposals must be clear, succinct and not exceed 12 pages. Pages shall be formatted to 8.5” x 11” or 11” x 17” with the latter counting as two pages. Page orientation (portrait versus landscape) is at the discretion of the Proposer. All fonts shall be at least 11 point. Incidental text appearing in graphics and labels for charts are not subject to this requirement.

Section dividers, title page, table of contents, cover letter, and the PTE Participation Disclosure Form 1 do not count in the overall page count of the proposal. Proposers who submit more than the pages indicated will not have the additional pages of the proposal read or considered.

All submittals will be evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The ability to follow these instructions demonstrates attention to detail.

3. PROPOSAL SUBMISSION

For purposes of this proposal submission, the Proposer shall submit: one (1) original copy of their proposal and all separately attached documents and responses in PDF format through the City’s Online Procurement Center at:

SAP Business Network

Online Submittal resources are available at: Support Center | Portland.gov

Disclaimer: Proposers bear complete and total responsibility for ensuring their proposal is properly submitted and received on time.

The entire proposal must be attached and properly submitted through the City’s Online Procurement Center before the time and date specified on the cover page of this RFP. Proposers are advised to allow extra time prior to the closing date and time to create a “Quote” and upload their proposal documents into SAP Business Network.

The City is not responsible for any failure attributable to the transmission or receipt of electronic proposals including, but not limited to the following:

a. Receipt of corrupt, garbled or incomplete documents.

b. Availability or condition of the receiving machine.

c. Incompatibility between the sending and receiving machine.

d. Delay in transmission or receipt of documents.

e. Failure of the Proposer to properly identify the Proposal Documents.

f. Illegibility of Proposal Documents.

g. Security and confidentiality of data.

To avoid potential issues with the submission of Proposal Documents, Proposers should avoid file names that utilize special characters (e.g. &*-_+#@). Proposers should limit file names to no more than sixty (60) characters in length. Proposers should attempt to reduce the size of files being submitted to reduce the chance of failure of uploading documents in Ariba.

Proposers may request additional assistance from City staff with the submittal process prior to the proposal due date listed on the cover page of this RFP. Assistance is based on the availability of City staff and all requests for assistance shall be sent via email to dawan.thomas@portlandoregon.gov. Requests for scheduling shall be made at least one week prior to the proposal due date. Requests for assistance after the scheduling deadline will be based on availability of staff to respond to requests. Assistance by City staff does not guarantee proposal submission will be completed accurately, on-time, or that proposals will be considered responsive. Compliance with all proposal submission requirements are still the responsibility of the Proposer even if assistance is provided.

Confidential Information: additional “redacted copy” of proposal required If the Proposer requests redactions to their proposal in accordance with the language below, the Proposer shall also submit one (1) additional “non-confidential” copy of the proposal in unprotected MS Word format with the requested redactions. If no redactions are requested in a proposal, please state that clearly in the Cover Letter.

REDACTION FOR PUBLIC RECORDS: Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.345(2), ORS 192.355(4) and/or ORS 646.461 et seq. Proposers are required to submit a redacted copy of their proposal and all attachments. “Redaction” means the careful editing of a document to obscure confidential references; a revised or edited document thereby obscuring the exempt information but otherwise leaving the formatted document fully intact. The redacted copy must be a complete copy of the submitted proposal, in which all information the Proposer deems to be exempt from public disclosure has been identified.

When preparing a redaction of a proposal submission, a proposer must plainly mark the redactions by obscuring the specific areas the proposer asserts are exempt from public disclosure. In addition, a summary page identifying the pages where redactions occur shall be included with the proposal submission (summary is not included in page limitations. If a proposer fails to submit a redacted copy of their proposal as required, the City may release the proposer’s original https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN11181807487 https://www.portland.gov/business-opportunities/doing-business-city/support-center#toc-how-to-respond-to-a-bid-opportunity https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN11181807487 proposal without redaction. If the entire proposal is marked as constituting a “trade secret” or being “confidential”, at the City’s sole discretion, such a proposal may be rejected as non-responsive.

Unless expressly provided otherwise in this QBS-RFP or in a separate written communication, the City does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law. The City agrees not to disclose proposals until the City has completed its evaluation of all proposals and publicly announces the results.

Please refer to the GENERAL INSTRUCTIONS AND CONDITIONS for more information about confidential information within public records.

4. PROPOSED COST INFORMATION

Successful Proposer(s) will submit, as a separate file, one copy of the Proposer’s proposed costs to complete services in Excel or PDF format within seven (7) calendar days after the City issues the Notice of Intent to Negotiate and Award.

The Successful Proposer’s failure to provide proposed costs to complete the services to the City within seven (7) days will be cause for the City to terminate negotiations with the selected consultant and negotiate with the next most qualified consultant. The cost information requested WILL NOT be used as part of the evaluation process but is requested solely to enable a prompt beginning to the contract negotiation process. Information must include the following:

1) Billing Rate information. Billing rate information must include the classification and hourly billing rate for each employee that may be used under the contract (including subconsultants).

2) Cost Proposal Table. The successful Proposer will provide a cost table that reflects the personnel classifications and types as well as the proposed hours to complete each Task (including subconsultants); and any reimbursable(s).

After the Notice of Intent to Negotiate and Award has been issued, Proposed Cost Information from the successful Proposer(s) will be opened and reviewed by the City. Proposed Cost Information from unsuccessful Proposers will not be requested by the City.

Additional information. The main points with regard to budget management for the contract are: The overall contract will reflect a not-to exceed agreement amount.

Any changes to the contract shall be submitted in writing as a request to the City by the successful Proposer(s). All changes will require written approval through a formal amendment to the contract and must include the City’s approving authority’s signature(s) and the successful Proposer’s approving authority’s signature prior to any change.

Compensation for the successful Proposer’s subconsultants will be limited to the same restrictions imposed on the successful Proposer. The maximum markup on subconsultant services will not exceed 5% for the total term of the contract.

Reimbursable(s). Proposers are required to include a separate reimbursable line item in their cost proposal, this includes any travel allowances required. There will be no increases to any reimbursable(s) during the term of the contract. The following are reimbursable to the successful Proposer at their cost (i.e. without markup): travel beyond a 100-mile radius of Portland when specifically required by the contract (which may also specify limits on travel costs and per diem charges), document reproduction costs, mileage costs directly attributable to the work, and approved reimbursable direct costs.

Proposers are required to include any and all travel in their estimates, including any beyond a 100-mile radius of Portland and indicate why this travel would be necessary. If pre-approved by the City, allowable costs of travel shall be determined in accordance with the General Services Administration (GSA) per diem rates in effect on the date of this Contract.

Payments. Compensation to the successful Proposer will be based on invoices, electronic monthly utilization reports and monthly progress reports completed for work and submitted to the City, which will document completion of task/subtask and provide detailed documentation of work task activity by the successful Proposer (including subconsultants). The successful Proposer will be required to follow Generally Accepted Accounting Principles (GAAP). Personal expenditures or expenditures not related to the contract are not eligible for reimbursement.

5. COST OF RESPONDING

All costs incurred by the Proposer in preparation of proposals to this solicitation, including presentations to the City and/or for participation in an interview shall be borne solely by the Proposer; the City shall not be liable for any of these costs. At no time will the City provide reimbursement for submission of a proposal unless so stated herein.

6. CIVIL RIGHTS DATA COLLECTION

The City of Portland collects data on equal access to contracting opportunities to understand and inform the City’s development of civil rights policies and strategies, and compliance with the civil rights laws. The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

1) Workforce Diversity:

Describe your firm’s workforce demographics.

2) Oregon State Certification:

Please indicate if the Proposer currently holds a certification with the State of Oregon Certification Office for Business Inclusion and Diversity (COBID). If so, provide your certification number.

3) Subconsultant Oregon State Certification:

A Subconsultant Participation Disclosure Form 1 (see Exhibit A) is a required submission for this RFP. Please include in the form all scopes of work being performed, the subconsultants’ names, the estimated percentage of the total contract amount for each subconsultant, and the COBID certification of the subconsultant performing the work. Failure to submit Form 1 with your proposal may result in the proposal being found non-responsive and may be rejected.

7. ORGANIZATION OF PROPOSAL

Proposers must provide all information as requested in this Request for Proposal (QBS-RFP). Proposals must follow the format outlined in this QBS-RFP. Additional materials in other formats or pages beyond the stated page limit(s) may not be considered. The City may reject as non-responsive, at its sole discretion, any proposal or any part thereof, which is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposals shall be organized in the following manner:

1. Cover Letter

2. Project Team

3. Proposer’s Capabilities

4. Project Approach and Understanding

5. Corporate Responsibility

6. Supporting Information

7. Civil Rights Data, including a completed Subconsultant Participation Disclosure Form 1 (refer to Part II.B.6 and

Exhibit A)

SECTION C EVALUATION CRITERIA

1. COVER LETTER

By Submitting a proposal, the Proposer is accepting the General Instructions and Conditions of this Request for Proposal (reference second page of the QBS-RFP), the stated insurance coverage and limitations, and the standard contract provisions of the Design Services contract. Any exceptions to the requirements or requests for waivers MUST be included in the proposal Cover Letter or they will not be considered.

The Cover Letter must include the following:

• QBS-RFP number and project title

• Full legal name of proposing business entity

• Structure or type of business entity

• Name(s) of the person(s) authorized to represent the Proposer in any negotiations

• Name(s) of the person(s) authorized to sign any contract that may result

• Contact person’s name, mailing or street addresses, phone and fax numbers and email address

• Provide the address of the Proposer’s home office and the address of the office that will manage the project, if applicable.

• Statement that no redactions are requested, if applicable

A legal representative of the Proposer, authorized to bind the Proposer in contractual matters must sign the Cover Letter.

If the Proposer has a current City of Portland Business Tax registration, has completed the City’s Equal Employment Opportunity (EEO) and Equal Benefits (EB) certifications online, include in the Cover Letter the Proposer’s City of Portland Business Tax number and a statement that the Proposer’s EEO and Equal Benefits certifications are complete.

2. PROJECT TEAM

Please provide the following:

• Approximate number of people to be assigned to the project.

• Extent of Proposer’s principal member’s involvement.

• Names of key personnel who will be performing the work on this project, and:

o their roles and responsibilities on this project o current assignments and location o directly relevant experience on similar or related projects o unique qualifications o demonstrated performance record of key personnel o percentage of their time that will be devoted to the project

• Provide a professional resume for each key personnel, including key personnel of any Subconsultant(s) proposed to be assigned to the project. Resumes shall include educational background, professional development, and demonstrate that the individual(s) meets the qualification and experience requirements for performing the work outlined in this RFP.

• Proposals must identify a proposed project manager who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with the Proposer. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to.

• Describe the on-going training (continuing education or experience) key team members have received, specifically as it relates to energy efficiency, green building/infrastructure design and methods, material optimization, or identifying and utilizing least-toxic and low-carbon products and materials.

• Describe the on-going training key team members have received, specifically as it relates to the City’s Core Values of anti-racism and…