Real Estate On-Call Services RFP 2026 - Final~1.pdf

URBAN FLOOD SAFETY & WATER QUALITY DISTRICT

1880 NE ELROD DRIVE

PORTLAND, OR 97211

Request for Proposals ("RFP")

REAL ESTATE RESEARCH, CONSULTING & RELATED ON-CALL SERVICES

RFP No. S-Q10054-00016452

Pre-Qualification:

Required Not Required

Pre-Proposal Conference:

The District will conduct a pre-Proposal conference for this RFP. The District has scheduled an optional Pre-Proposal conference on April 7, 2026, at 3:00 pm, to be held via virtual meeting:

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/23447619275704?p=tSgKm3e3FYOSzyv X2N Meeting ID: 234 476 192 757 04 Passcode: 8dg9vX9v

Need help? | System reference Dial in by phone +1 929-352-2183,,528405780# United States, New York City Find a local number Phone conference ID: 528 405 780#

Proposals Due: Not later than 2:00 P.M. PST, April 24, 2026 Late proposals will not be accepted or considered.

Submit Proposals to: OregonBuys https://oregonbuys.gov/bso

Direct Questions to:

Procurement Contact: Nicole Handley, Contract Administrator Email: nhandley@urbanfloodsafetyor.gov Phone: (503) 281-5675 Questions can be submitted to the OregonBuys Q&A Tab https://oregonbuys.gov/bso Deadline for Questions/Solicitation Protests: April 15, 2026 at 4:00 p.m.

https://teams.microsoft.com/meet/23447619275704?p=tSgKm3e3FYOSzyvX2N https://teams.microsoft.com/meet/23447619275704?p=tSgKm3e3FYOSzyvX2N https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2RjNDQ4ZDQtOGU5My00ZDhkLTkwNzYtNmEwZDEwZTE5MThi%40thread.v2/0?context=%7b%22Tid%22%3a%22ef7581a6-63af-45a5-9efe-c372653b137f%22%2c%22Oid%22%3a%228af8bb2d-3372-4243-bc63-222fdb8a3636%22%7d tel:+19293522183,,528405780 https://dialin.teams.microsoft.com/c5ce2f78-b2a5-4936-ab79-825d705d539c?id=528405780 https://oregonbuys.gov/bso mailto:nhandley@urbanfloodsafetyor.gov https://oregonbuys.gov/bso

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Attendance is not mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Proposers may have. Proposers are cautioned that the official RFP requirements will change only by written amendment issued by the District.

RFP Availability:

This RFP is available electronically through the OregonBuys website at https://oregonbuys.gov/bso. Interested parties must be registered with OregonBuys to obtain and download documents. Registration is at no cost. Future notices regarding this solicitation, including solicitation addenda, will be posted to OregonBuys. See the State Procurement OregonBuys website at https://oregonbuys.gov/bso for additional information regarding use of the OregonBuys system.

Proposal Documents:

REAL ESTATE RESEARCH, CONSULTING & RELATED ON-CALL

SERVICES RFP

Attachment A: Form of Proposed Contract

Attachment B: Proposer Information Form/Certifications

Attachment C: Proposer Residency Information

Attachment D: Certification Statement for Corporation or Independent Contractor

Attachment E: Insurance Requirements

Attachment F: Workers’ Compensation Exemption Certificate

Attachment G: Affidavit of Non-Collusion

Attachment H: References

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1. Introduction

The Urban Flood Safety & Water Quality District (“UFSWQD” and “District”), seeks written proposals from qualified firms, teams, or consultants, (hereafter “Proposer(s)”) with demonstrated experience in real property acquisition, complex title research, utility relocation coordination, and right-of-way services to support District projects on an as-needed basis.

The District’s primary need is to support implementation of capital projects under the District’s Capital Improvement Program (CIP) and the Portland Metro Levee System (PMLS). These efforts involve complex, multi-parcel acquisitions, reconstruction of historic and often incomplete property rights; and coordination with federal partners, including the U.S. Army Corps of Engineers (USACE). See the detailed Scope of Work (“Services”) for more information.

Real estate services under this contract are a critical path component of project delivery.

Work will require integration with design, survey, and construction sequencing, as well as proactive identification and resolution of constraints that could impact schedule, cost, or constructability. In particular, the District is seeking a team capable of supporting utility relocation coordination and resolving complex real estate issues associated with legacy infrastructure systems.

Proposers must demonstrate expertise in land acquisition, title research and anlaysis, utility coordination, and applicable local, state, and federal requirements. Experience supporting public agency projects, particularly those involving federal coordination and compliance, is strongly preferred. Responding Proposers may submit individually or as part of a multidisciplinary team.

The District anticipates entering into one (1), non-exclusive contract with the Successful Proposer for all the Services included within the RFP. The Consultant will be expected to support the full range of real estate services, including coordination with District staff, legal counsel, surveyors, appraisers, and other project partners, as well as supporting permitting and approvals as required.

The anticipated contract term will be five (5) years with an option to renew.

The contact resulting from this RFP is anticipated to be awarded in a Not-to-Exceed amount of $5,600,000.

2. About the District

The Urban Flood Safety & Water Quality District was created by the Oregon State Legislature during the 2019 legislative session to modernize the management of the 27 miles of levee and water conveyance system that run from North Portland through Gresham, Fairview, and Troutdale. This special district replaced the four independent Drainage Districts, each of which manages parts of the system, and help to establish a safer, more modern and sustainable way to manage flood safety along the Columbia

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River in the Portland metropolitan region. The UFSWQD continues the work of the four legacy drainage districts, and takes on new services, including:

• Contributing to improved water quality, fish and wildlife habitat, and landscape resilience in the managed floodplain;

• Preparing for and adapting to the impacts of climate change in relation to the managed floodplain;

• Providing the public with information regarding the infrastructure and the history of the managed floodplain.

• A complete version of ORS 550 is located on the state’s website, https://www.oregonlegislature.gov/bills_laws/ors/ors550.html. The expectation is that this project design includes elements that advance these new UFSWQD services.

3. About the Project/Background

As part of this modernization effort, the District partnered with the USACE for the Metro Levee Study (PMLS). Initial assessments highlighted the necessity to elevate susceptible segments of the flood protection system along the Columbia River and upgrade aging infrastructure. These measures aim to mitigate the risk of system failure, vulnerabilities, and potential overtopping during flood events, consequently minimizing potential economic and life safety losses. Notably, national flood risk management policies, critical infrastructure, and land use have significantly evolved since the system's inception, prompting the need for these updates.

Comprehensive planning has been initiated to restore and enhance the flood protection system over the next five decades. This planning effort identified lands, easements, rights-of-way, relocations, and disposal areas (LERRDs) crucial for supporting the PMLS project. The proposed scope covers the construction, operation, maintenance, repair, replacement, and rehabilitation of the flood protection system, addressing 30% of the levee system and 50% of its associated pump stations.

https://www.oregonlegislature.gov/bills_laws/ors/ors550.html

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While the District retain significant existing real estate rights within the PMLS project area, additional land is required, necessitating the refinement of existing rights. This includes the establishment of permanent easements and temporary access for construction and staging. Most of the real estate instruments needed are easements with few fee title acquisitions anticipated. The project will impact a mix of private and publicly owned properties, requiring numerous facility and utility relocations. The construction will be executed in phases, with the initial phase ready for construction as early as the Summer of 2027. To meet this timeline, real estate efforts must begin well in advance of construction. Initial estimates for LERRDs total approximately $40.5 million, with land costs comprising up to $15 million. District staff has conducted a comprehensive real estate needs gap analysis and possesses a detailed map of impacted properties earmarked for acquisition. The USACE has also completed a preliminary real estate plan, outlining an acquisition schedule with critical milestones essential for aligning with the project schedule.

TOP PRIORITIES & ANTICIPATED TIMELINES

Securing federal investment in the levee system. In 2018, the Districts were awarded a US Army Corps of Engineers flood management feasibility study, which is the primary pathway available to fund levee improvements through the federal government. The study produced a “Recommended Plan” to improve the system and increase its resiliency for the next generation and beyond. The final plan is estimated to cost approximately

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$160 million, of which the federal government will pay 65% if the project is authorized and funded. The Districts began the design phase with the Corps in September 2023 and obtained Congressional authorization of the project through the 2022 Water Resources Development Act (WRDA). Steady progress in the design phase will keep the project competitive for future Congressional construction appropriations. The project is divided into seven (7) design and construction packages:

• Pump station work o 30% designs -January 2027 o 60% designs -June 2027 o 90% designs -August 2028 o Final plans/specs

Package 2 – March 2028 Package 5 – September 2028 o Construction (dependent on Congressional Appropriations, currently not secured)

Package 2 – January 2029 Package 5 – October 2029

• Levees and floodwall work o 30% designs -Most designs, approximately end of CY2026 o 60% designs - Most designs, approximately Q3 CY2027 o 90% designs - Most designs, approximately Q3 CY2026 o Construction (dependent on Congressional Appropriations, currently not secured)

Package 1 – October 2027 Package 3 – October 2029 Package 4 – January 2029 Package 6 – January 2031 Package 7 - January 2029

4. Contract Term & Structure

The District intends to award any contracts negotiated as a result of this RFP for a period of up to five (5) years.

The District, at their sole discretion, may choose to award a contract to the highest ranked proposer (also referred to as “Consultant” herein) as deemed necessary and appropriate to complete the body of work described in this RFP and anticipated over the next five years. If contract negotiations are unsuccessful with the highest ranked firm, the District reserves the right to enter into negotiations with the next highest ranked Proposer. Those decisions will be contingent upon responses to this RFP and any interviews held by the District.

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Actual work performed pursuant to these contracts will be in an on-call, task order basis, and will be requested by the District in written task orders (“Task Order” or “Task Orders”). Each Task Order will contain a detailed statement of work, budget, and schedule. Consultant will itemize the services it provides to the District separately in its invoices. Any amendments to contracts must be in writing and signed by both parties.

Estimated Contract Not-to-Exceed amounts

The contract resulting from the RFP is anticipated to be awarded with a Not-to-Exceed cap totaling $5,600,000

5. Timeline/Deadlines

ACTIVITY DATE

Issuance of Request for Proposal March 27, 2026

Deadline for Questions/Clarifications/ RFP Protests

April 15, 2026 at 4:00 PM

Deadline for Addenda April 20, 2026 at 4:00 PM

Deadline to Withdraw from RFP Process Any time prior to deadline for Submission of Proposal

Deadline for Submission of Proposal April 24, 2026 at 2:00 PM

Initial Evaluation of Proposal April 27 – May 1, 2026

Interviews (Up to 4 time slots, if required) May 6 - 8, 2026

Notice of Intent to Award May 11, 2026

Deadline for Filing Protest of Award May 18, 2026, 4:00 PM

Board Approval May 21, 2026

Contract Kickoff June 1, 2026

The District reserves the right to deviate from this schedule.

6. RFP Clarifications and Protests; Addenda

a) Informal Questions or Requests for Clarification

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Any proposer requiring clarification of the information provided in this RFP may submit specific questions or comments in writing to the Procurement Contact shown on page 1 of this document. Email is the preferred form of written communication. The deadline for submitting such questions is set forth in Section 5.

b) Request for Clarification or Protest of Solicitation or Contract Documents

Any proposer wishing to protest this RFP or request clarification of any provision, specification, or contract term contained in the solicitation documents, must submit such questions, comments, or protests to:

Nicole Handley

Email: nhandley@urbanfloodsafetyor.gov

The deadline for submitting such protests is set forth in Section 5.

c) Content of Solicitation Protest/Request for Clarification

The proposer's written request for clarification or protest of the RFP must include all of the following and otherwise comply with OAR 137-048- 0240(1):

(i) Sufficient information to identify the solicitation that is the subject of the protest or request;

(ii) The reasons for the protest or request, including any grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, or is legally flawed;

(iii) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(iv) A statement of the desired changes to the procurement process or the solicitation document that the proposer believes will remedy the conditions upon which the proposer based its protest or request.

d) Addenda

If the District determines that a change or clarification to the solicitation documents is necessary, such information, clarification, or interpretation will be supplied in a written addendum, posted on OregonBuys.

Those who have registered their interest in the solicitation through OregonBuys be notified of addenda via email by OregonBuys. Addenda

-9-will have the same binding effect as though contained in this RFP. The Procurement Official will issue all addenda. Unless otherwise specified within an addendum, District’s issuance of addenda will not extend the proposal due date and time. Minor clerical errors related to or within addenda issued by District, including clerical errors in an addendum’s numbering or title, do not remove the responsibility of the proposer to acknowledge all addenda. If there are any questions related to the contents of the addenda, or how to interpret them, it is the responsibility of the proposer to elevate those concerns for the District’s consideration.

Statements made by the District's representatives are not binding on the District unless confirmed by a written addendum.

e) Extension of Closing

The District may extend the proposal due date and time set forth in Section 5 if it determines an extension is necessary to consider and respond to a properly filed protest under this Section 6.

7. Scope of Work

Proposers must demonstrate expertise in land acquisition, land use and zoning regulations, and applicable local, state, and federal requirements. Experience supporting public agency projects, particularly those involving federal coordination, is strongly preferred. Responding Proposers may submit individually or as part of a team. Services requested may vary by task and are not limited to the examples described below:

Overview

The Urban Flood Safety and Water Quality District (District) is seeking proposals from qualified firms, teams, or consultants (hereafter “Proposer(s)”) with demonstrated experience in real property acquisition, title research, and right-of-way services to perform work on an as-needed basis. The District’s primary need is to support implementation of capital projects under the District’s Capital Improvement Program (CIP) and the Portland Metro Levee System (PMLS). These efforts involve complex, multi-parcel acquisitions, coordination with federal partners, and significant real estate due diligence associated with legacy infrastructure systems.

Proposers must demonstrate expertise in land acquisition, land use and zoning regulations, and applicable local, state, and federal requirements. Experience supporting public agency projects, particularly those involving federal coordination, is strongly preferred. Responding Proposers may submit individually or as part of a team. Services requested may vary by task and are not limited to the examples described below.

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A. General Requirements and Qualifications

Professional Licenses and Certifications

• All appraisers must be licensed with the Oregon Appraiser Certification and Licensure Board.

• Proposers engaging in professional real estate activities must possess an active real estate broker’s license issued by the Oregon Real Estate Agency.

• Proposers and subconsultants must be duly licensed as required by applicable Oregon Revised Statutes and Administrative Rules, or otherwise exempt.

• Personnel must demonstrate competency in their assigned discipline, including submission of resumes, licenses, and relevant project experience upon request.

Experience Requirements

Proposers should demonstrate:

• Experience supporting large-scale infrastructure or public works projects

• Experience with complex, multi-parcel acquisition programs

• Advanced expertise in title research and real estate due diligence

• Familiarity with federal acquisition processes (USACE experience strongly preferred)

Project Management and Coordination

Proposers shall assign a Project Manager or Senior Real Property Agent to serve as the primary point of contact. This individual will be responsible for the overall management, quality, and timeliness of all assigned work. Responsibilities include:

• Managing and coordinating all assigned tasks and staff

• Maintaining continuity of key personnel (any changes must be approved by the

District)

• Providing quality control for all deliverables prior to submission

• Maintaining organized project records and databases for acquisitions and relocations

• Coordinating with District staff, legal counsel, surveyors, appraisers, and other consultants to support delivery of assigned tasks

• Coordinating utility relocation activities, including engagement with utility providers, to ensure alignment with project schedule, design, and regulatory requirements

• Serve as a central coordinator across title, acquisition, utility relocation, appraisal, survey, and design teams to support alignment with project critical path milestones

• Supporting District staff in preparing materials and communications for executive leadership and Board-level discussions, as requested

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• Attending regular meetings and providing written status updates

Performance Expectations

• Respond to District communications within 1–2 business days

• Provide regular status updates (at minimum biweekly or as requested)

• Proactively identify risks, constraints, and schedule impacts, and recommend solutions

• Deliver complete, accurate, and well-organized work products suitable for decision-making

• Rework due to errors or omissions shall be corrected at no additional cost to the

District

Failure to meet performance expectations may result in reassignment of work or contract termination.

B. Specialized Title Research, Historic Rights Analysis, and Real Estate Due Diligence (PMLS Priority Scope)

Given the complexity of the PMLS and the age and variability of existing real estate records, the District requires advanced, highly technical title research and analysis.

Proposers must demonstrate experience working with incomplete, inconsistent, or legacy records and resolving complex real estate issues associated with infrastructure systems.

This work shall directly support acquisition and utility relocation planning, including identification of property rights necessary to facilitate relocations and construction.

Services shall include:

• Reconstruction and analysis of real property rights from historical and fragmented records

• Review and interpretation of title reports, commitments, exceptions, and supporting documents

• Identification and mapping of existing easements, licenses, and agreements (recorded and unrecorded where possible)

• Coordination with surveyors and GIS staff to translate legal descriptions into spatially accurate exhibits

• Identification of gaps, risks, and deficiencies in existing real estate rights

• Preparation of clear, defensible technical memoranda summarizing findings

• Support for resolving unclear or conflicting property rights impacting infrastructure

• Coordinate acquisition activities with project phasing and construction sequencing to ensure timely site access and avoid delays to project delivery

Proposers should have demonstrated experience with:

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• Federal projects and USACE real estate processes

• ODOT Right of Way Manual, Uniform Act, and federal acquisition standards

• Legacy levee, drainage, utility, or infrastructure systems (preferred)

C. Strategic Real Estate Advisory Services

Proposers shall provide proactive advisory support to the District, including:

• Recommending acquisition strategies and sequencing

• Identifying opportunities to leverage existing rights and minimize impacts

• Coordinating across disciplines (design, survey, legal, appraisal)

• Anticipating and mitigating risks that could delay project delivery

• Support the development of a real estate strategic plan and acquisition project management schedule, including a database and dashboard to track upcoming milestones and progress

D. Real Property Appraisal Services

Proposers shall provide appraisal services necessary for acquisition of lands, easements, rights-of-way, relocations, and disposals (LEERD). Services include:

• Preliminary cost estimating and data collection

• Preparation and review of appraisals

• Market analysis and valuation

• Appraisal review and coordination

Proposers shall demonstrate experience preparing appraisals in compliance with federal standards, including Uniform Appraisal Standards for Federal Land Acquisitions (UASFLA, or “Yellow Book”), as applicable to USACE-supported projects.

All appraisals must comply with:

• Uniform Standards of Professional Appraisal Practice (USPAP)

• Uniform Appraisal Standards for Federal Land Acquisitions (UASFLA, “Yellow

Book”), where applicable

• Uniform Relocation Assistance and Real Property Acquisition Policies Act (Uniform

Act)

• ODOT Right of Way Manual

• Applicable state and federal regulations

Additional responsibilities include:

• Coordinating with review appraisers and revising appraisals as needed

• Preparing required reports and documentation

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• Ensuring appraisals are completed within required timeframes to support cost-share eligibility (e.g., USACE requirements)

E. Real Property Acquisition, Relocation, and Support Services

Proposers shall provide acquisition services necessary for securing property rights required for District projects. Utility relocation is a critical path component of the PMLS, and proposers are expected to proactively manage coordination, risks, and schedule impacts associated with these efforts.

Acquisition and Negotiation Services

• Identify affected properties and ownership

• Develop compensation offers based on approved appraisals

• Conduct negotiations with property owners, businesses, and utilities

• Prepare and present offers in compliance with applicable regulations

• Develop negotiation strategies and provide advisory support

Title Issue Resolution

• Identify and resolve title defects, encumbrances, and conflicting interests or unclear property interests

• Conduct detailed review and analysis of title reports, commitments, and supporting documentation

• Identify gaps, discrepancies, or conflicts in title and develop strategies to resolve or mitigate impacts to project delivery

• Coordinate with title companies, surveyors, GIS staff, and legal counsel to verify and clarify property rights

• Support interpretation and translation of legal descriptions into mapped or spatially accurate exhibits, as needed

• Support identification and resolution of property rights necessary for utility relocations and construction activities

Transactional and Documentation Support

• Prepare real estate documents for acquisition and recording

• Support closings and settlement processes

• Maintain complete transaction records

Utility Relocation and Coordination Services

• Identification and documentation of existing utility facilities and ownership within project areas

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• Review and interpretation of existing easements, franchise agreements, and property rights associated with utilities

• Coordination with utility providers (e.g., electric, telecommunications, water, sewer, gas) to identify conflicts and relocation requirements

• Support development of utility relocation strategies, including evaluation of alternatives, phasing, and constructability considerations

• Coordination with design, survey, and engineering teams to integrate utility relocations into project plans and schedules

• Support preparation, negotiation, and review of utility relocation agreements, permits, and related documentation

• Coordination of relocation schedules to align with project timelines and construction sequencing

• Identification of risks, constraints, and potential conflicts associated with utility relocations, and development of mitigation strategies

• Maintenance of organized records and documentation to support project coordination and potential federal requirements

In addition to utility relocations, proposers may be asked to support other relocation services on a limited basis, including residential, commercial, or business relocations, as needed to support project delivery. Proposers should demonstrate familiarity with applicable regulations, including the Uniform Relocation Assistance and Real Property Acquisition Policies Act (Uniform Act), where applicable.

Condemnation Support (as needed)

• Provide support for eminent domain proceedings (excluding legal services)

• Prepare exhibits and documentation

• Provide expert testimony if required

F. Agency Support and Program Development

Proposers shall provide strategic and programmatic support to the District in advancing its real estate program and related internal processes. Services may include:

• Assisting in the development, refinement, and documentation of internal real estate policies, procedures, and best practices

• Supporting preparation of clear, well-organized materials to inform internal decision-making and project coordination

• Providing strategic input on real estate approaches, risks, and implementation strategies across District projects

• Supporting coordination across District teams (planning, engineering, operations, legal, and finance) to ensure alignment on real estate matters

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• Assisting with development of programmatic tools, templates, and workflows to improve efficiency, consistency, and documentation

• Providing clear and defensible written documentation to support real estate decisions and actions

Proposers should demonstrate strong written and verbal communication skills and the ability to translate complex real estate issues into clear, actionable information for a range of audiences.

G. Community Engagement and Public Outreach

Proposers shall support the District in communicating with property owners and stakeholders regarding acquisition activities. Services may include:

• Supporting coordination and negotiation of easements and property rights

• Assisting in development of acquisition strategies for impacted properties

• Preparing and distributing informational materials to property owners

• Responding to inquiries from property owners regarding acquisition processes

• Supporting presentations to the District Board and stakeholders

• Coordinating with community organizations as needed

H. Additional Services

Proposers may be asked to perform additional tasks necessary to support acquisition and real estate program needs, including:

• Cost estimating

• Title and document management

• Coordination with regulatory agencies

• Preparation of reports and technical documentation

• Participation in public meetings or hearings

8. Proposal Format, Content, and Submission

Proposal Format

District proposal standards:

a) Proposal includes a one-page cover letter as the first page of the proposal.

Please include your primary contact information (including preferred email), active business license number, and indicate whether your firm or any subcontractors are COBID certified.

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b) Proposal Includes Attachments B, C, D, G, and H.

c) Proposal addresses all evaluation criteria in the order presented in Section 8.4.

d) Proposal may not exceed 15 pages in length. The page limit does not include cover or divider pages, reports, resumes, and Attachments above.

Please limit resumes to one page each. District reserves the right, in its sole discretion, to not review any part of proposals longer than 15 pages.

Please do not include sales or promotional materials as part of proposal, unless requested.

Attachments: Proposer Certifications and Representations

Each proposal will include a completed Attachments B, C, D, G, and H, signed electronically. Acceptable forms of electronic signature include a scanned copy of a handwritten signature on each respective Attachment form or a signature made on each Attachment form using Adobe’s Fill and Sign Digital Signature.

Proposal Content

Proposals must provide all information requested and required under this RFP. Proposals that do not provide all such information may be rejected as non-responsive.

Proposals that include subcontractors or consultant teams are equally acceptable as those from a single firm.

Proposal Responses to Evaluation Criteria

Each proposal must address each of the following Evaluation Criteria completely, and in the order provided:

Written Proposal Evaluation Criteria

1. Team Structure and Key Personnel and Qualifications

• Proposers shall demonstrate how well their staff’s qualifications and experience relate to the types of projects and professional services requested. This section should describe:

o Key team members who will be assigned to this project. Identify the people who will be involved, their roles, and their specific qualifications/experiences. Proposers should identify team members with specific experience in utility relocation coordination and infrastructure-related real estate services. Be precise about the division of responsibility.

o If you plan to use subcontractors, please include a list and provide as much of the same information requested for personnel as possible.

o Provide resumes of individuals (including sub-contractors) proposed for this contract (including professional

Maximum Points Available: 15

-17-certifications/licenses). Resumes may be included as an appendix if needed. (Appendices will not apply toward total page count)

2. Understanding of Requested Services, Approach and Implementation

• Demonstrate an understanding of the Scope of Work and describe the firm’s experience supporting large-scale, complex public infrastructure projects, including team structure and how key personnel will coordinate to deliver services effectively.

• Describe your approach to supporting project critical path and construction sequencing, including how real estate services (title, acquisition, and utility relocation) will be prioritized and executed to avoid schedule delays.

• Explain how your team will manage high-risk, schedule-driven work, including coordination across disciplines, proactive identification of risks and constraints, and maintaining progress under changing conditions or incomplete information.

• Provide a representative sequence of work and task order approach, including how work will be scoped, prioritized, quality-controlled, and scheduled to align with project milestones and federal requirements.

Available: 25

3. Proposer Experience & Work Samples Proposers shall demonstrate their experience by describing at least three

(3) previous projects that illustrate their experience with the type of projects and professional services requested. If applicable, please cite one project that involved working with federal jurisdictions/agencies.

Emphasis shall be placed on demonstrated experience with utility relocation coordination and complex infrastructure-related real estate programs.

Emphasis shall also be placed on demonstrated experience with complex, historic title research and reconstruction of real property rights, including work involving incomplete, conflicting, or legacy records.

For each project, include:

o A brief description of the project, planning process, strategies and tactics used, outcomes, work quality, and cost control.

o Identify staff, subcontractors, or other contractors that were involved and their roles and contributions.

o Provide at least one reference for each project including client name, title, role on the project, email address and/or phone number. Proposers shall provide a high-level description with land acquisition assignments of residential and commercial properties, property and utility relocations, and assessing tenant impacts.

• Proposers are encouraged to demonstrate specific experience with:

Available: 35

-18-o Utility relocation coordination (electric, telecommunications, water, sewer, gas) o Integration of utility relocations with design and construction sequencing o Identification and resolution of utility conflicts and constraints o Working within complex or constrained infrastructure environments o Coordination with public and private utility providers

• Proposers are encouraged to provide a list or highlight a portfolio of projects that includes a mix of appraisal problems topics such as:

o Approaches to value o Highest and best use / interim use o Tenant impacts o Total takes and relocations o Court challenges /testimony o Other complex appraisal issues

• Proposers are encouraged to provide a list or highlight a portfolio of projects that includes a mix of acquisition problems topics such as:

o Residential and commercial property acquisitions (partial and total takes) o Acquisitions involving residential and commercial tenants o Acquisitions involving businesses o Acquisitions supporting utility relocations or infrastructure projects o Complex acquisition scenarios o Acquisitions involving condemnation proceedings o Experience supporting litigation or expert testimony (if applicable)

Proposers are encouraged to provide specific experience with historic title research and real estate rights analysis such as:

• Reconstruction of property rights from incomplete, inconsistent, or legacy records

• Interpretation of historic deeds, easements, plats, and agreements

• Identification and resolution of gaps or conflicts in title

• Translation of legal descriptions into mapped or spatially accurate exhibits

• Working with aged infrastructure systems (levees, drainage, utilities, transportation)

• Coordination with surveyors, GIS, and legal teams to confirm real estate rights

4. Fee Structure & Rates Proposers shall submit hourly rates for any general costs that may be applicable to complete the work described in Scope of Work, Section 2.

Available: 15

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• Indicate position titles, qualifications, and hourly rates. If applicable, please provide any hourly rates or other costs for services you provide (e.g., any fixed fee rates, such as basic administrative reports, simple acquisition narratives, court testimony, etc.).

5. Demographics, Community Outreach, and Commitment to

Environmental Sustainability Please provide responses to the following questions.

Describe your firm’s demographics and work culture values. (2 pts) Describe your firm’s mission and goals and provide examples of how you address your goals. (2 pts) Describe how the firm engages and collaborates with the community. (4 pts) Describe how your team strives to lessen environmental impacts.

(2 pts)

Available: 10

Total Points Available: 100

Interview Evaluation Criteria

Project Team: proposed key staff and subcontractor qualifications, and their capacity

Maximum Points Available: 20

Proposer’s Capabilities and Experience Maximum Points Available: 50

Project Approach Maximum Points Available: 30

Total Points Available: 100

Proposal Submission

Proposals must be delivered to OregonBuys no later than the due date and time set forth in Section 5. Proposals not received by the due date and time will be considered late.

Proposer is encouraged to save a confirmation receipt after uploading their proposal to OregonBuys. District will reject all late proposals.

Proposers assumes the risk of premature disclosure of any proposal submission due to submission in an unsecure form.

In the event of a failure of District’s system for electronic submission of proposals that interferes with the ability of proposers to submit electronic proposals, protest, or

-20-otherwise participate in this RFP, District may cancel this RFP or may extend the proposal due date and time.

Proposals are due no later than the due date and time as set forth in Section 5 to the official and at the location set forth on page 1 of this RFP.

Proposal Withdrawal

A Proposal may be withdrawn in person with proper identification, or by issuing a written request on company letterhead, signed by an authorized representative, and received digitally by the District by the deadline to withdraw from the proposal process set forth in Section 1 above.

Confidential Information

The District is subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted under Oregon Public Records Law or other applicable law. Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of Oregon public records law. When preparing their proposal submission, if the proposer requests redactions to their proposal, the proposer shall identify this in the Cover Letter and provide one (1) “Redacted for Public Disclosure” copy of the proposal in unprotected MS Word format with the requested redactions highlighted in yellow with their submission. The “Redacted for Public Disclosure” copy shall be a complete copy of the submitted proposal, in which all information that the proposer deems to be exempt from public disclosure has been identified. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in such a way as to allow the disclosure of the non-exempt information. If a proposer fails to submit a “Redacted for Public Disclosure” copy of their proposal as required, the District may release the proposer’s original proposal without redaction.

9. Proposal Evaluation and Award

Clarification of Responses

In the event that one or more proposals are in need of clarification, the District will request such clarification in writing and will afford the proposer(s) contacted an opportunity to respond in kind, with the necessary clarification.

Site Visits/Informational Activities

The District does not intend to conduct any site visits or informational activities related to this solicitation.

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Proposal Evaluation

The evaluation process of this RFP will be comprised of:

• A written proposal.

• Interviews (should the District determine they are required).

An Evaluation Committee, consisting of not less than three individuals, will evaluate responsive proposals. Each evaluator will independently evaluate and score proposals in accordance with the Evaluation Criteria. The District may assign certain evaluators specific evaluation criteria, in alignment with the evaluator's expertise. District also reserves the right to have different Evaluation Committees for proposal evaluation and interview evaluation, if it chooses to.

a) Written Proposal Evaluation

(i) Each evaluator will independently score proposals in accordance with the Evaluation Criteria.

(ii) The District will average the written proposal scores per category and then sum the category averages for a total written evaluation score for each proposal.

b) Invitation for Interview

(i) After scoring the written proposals under Section 9.3(a) of this RFP, the Evaluation Committee may conduct interviews with one or more of the top-ranked proposers if the Evaluation Committee determines that interviews are necessary or desirable in its sole determination.

(ii) The number of proposers selected for interviews is at the sole discretion of the Evaluation Committee.

(iii) Proposers selected for interviews will be notified in advance as per Section 5.

(iv) No additions, deletions or substitutions may be made to proposals during the interviews/presentations that cannot be viewed as clarification.

c) Interview Evaluation (if required)

(i) The District will average the interview scores per category and then will sum the category averages for a total interview evaluation score for each proposal.

(ii) The District will sum the written evaluation score and the total interview evaluation score to achieve a total score per proposer.

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d) References

The District reserves the right to investigate references, including customers other than those listed in a proposer's submission. This inquiry may include without limitation investigation of past performance of any proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and its lawful payment of employees and subcontractors. Unsatisfactory reference results may be a factor in District’s final selection.

Notification of Intent to Award

The District will notify proposers of its Intent to Award by posting such notification on OregonBuys.

Negotiation

a) After the District has issued the Notice of Intent to Award, the District will commence serial negotiations with the highest-ranked responsive proposer.

b) At any time during negotiations, the District may terminate negotiations with the highest-ranked responsive proposer, or the next highest-ranked responsive proposer, etc. with whom it is currently negotiating if the District believes that:

(i) The proposer is not negotiating in good faith; or

(ii) Further negotiations or negotiations with the proposer will not result in the parties agreeing to the terms and conditions of a final Contract in a timely manner.

c) If the District terminates negotiations with a proposer, the District may then commence negotiations with the next highest-ranked responsive proposer.

d) The District reserves the right to negotiate final contract terms with the selected proposer(s) to the fullest extent allowed by law and as in the best interest of the District, including a maximum compensation level that the District alone determines is fair and reasonable.

Award of Contract

If the District awards a contract pursuant to this RFP, it will award a contract to the responsible proposer whose proposal the District determines in writing is the most advantageous to the District based upon the evaluation process and criteria described in

-23-this RFP, applicable preferences, and the outcome of any negotiations authorized by this

RFP.

10. Solicitation Terms and Conditions; Protest of Award

District Right to Cancel Solicitation

The District reserves the right to cancel this RFP at any time or to reject any and all proposals, if the District determines that doing so is in the public interest.

Proposer Cost of Response Preparation

Proposers will bear sole responsibility for all costs incurred in preparing and providing their proposals in response to this RFP. The District is not liable to any proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a proposal.

Submitted Materials are District Property

All material submitted for any portion of a proposal in response to this RFP, or during any phase of this solicitation, will become the property of the District and will not be returned to proposers.

Additional District Reservations

The District reserves the right to reject all proposals, to reject any proposal not in compliance with all prescribed procedures and requirements, to waive any or all irregularities in proposals submitted, and to award any or all items or services contained in a proposal.

Proposal Validity

Proposals will remain valid for a period of 90 days following the proposal submission deadline.

Sufficient Information

All proposers represent and warrant that by responding to this RFP, they have been sufficiently informed in all matters relating to the performance of services solicited under this RFP and its attachments. Prior to submitting a proposal, all proposers will make a careful examination of this RFP and its provisions, including but not limited to all terms and conditions and specifications. Failure to take these precautions will not release a proposer from performing the services solicited under this RFP in strict accordance with the terms of any contract awarded as a result of this RFP.

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Protests

a) Protest of Contract Award

A proposer may protest the Intent to Award a contract in accordance with OAR 137-048-0240, provided:

(i) The proposer is adversely affected because the proposer would be eligible to be awarded the contract in the event that the protest is successful; and

(ii) The reason for the protest is:

(1) All higher-ranked proposals (or, in the event multiple contracts are awarded, a sufficient number of proposals) are non-responsive or failed to meet the requirements of this RFP, or all higher-ranked proposers (or, in the event multiple contracts are awarded, a sufficient number of proposers) are not qualified to perform the services required under this RFP;

(2) The District has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in the solicitation materials;

(3) The District has abused its discretion in rejecting the protestor's proposal as non-responsive or;

(4) The District's evaluation of proposals or the District's subsequent determination of Award is otherwise in violation of the District's Public Contracting Rules or the Public Contracting Code.

Label protest as: “PROTEST OF AWARD:

RFP NO. S-Q10054-00016452 ”

Address protest to:

Nicole Handley, Procurement & Contract Administrator Email: nhandley@urbanfloodsafetyor.gov

(5) All protests of Award must be in writing and physically received by the procurement official no later than 4:00 p.m.

on the deadline for submitting such protests set forth in Section 1, unless otherwise stated in the Notice of Intent to Award.

mailto:nhandley@urbanfloodsafetyor.gov

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(6) Protests must specify the grounds for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for protest.

(7) Protests not filed within the time specified in paragraph 5 above, or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based will be dismissed. An issue that could have been raised by request for clarification or protest of the solicitation is not a ground for protest of award.

b) The District will resolve all protests in accordance with OAR 137-048- 0240(3).

11. Contract Terms and Conditions

Contract Award and Term

The District intends to award a single contract as a result of this RFP.

District Contract

Proposers are advised to thoroughly review and familiarize themselves with the District sample standard contract incorporated as Attachment A.

The successful proposer will be invited to enter into a contract in substantially the form attached hereto as Attachment A.

Any contract resulting from this RFP will be based on the RFP documents and in compliance with the District Public Contracting Rules and the Public Contracting Code.

Insurance

Proposers are advised to carefully review the insurance requirements contained in Attachment E. Proposer will promptly provide Certificates of Insurance that comply with these requirements at the District's request. In an effort to encourage participation, if any of the insurance requirements would discourage a proposer from responding to this solicitation, proposer may indicate this in their proposal for consideration by the District.

ON-CALL PERSONAL SERVICES PRICE AGREEMENT

between

URBAN FLOOD SAFETY AND WATER QUALITY DISTRICT

and

CONTRACTOR NAME

For

REAL ESTATE RESEARCH, CONSULTING & RELATED ON-CALL SERVICES

Agreement Number: UFD-XXXX-XX-PSA

This On-Call Personal Services Price Agreement (“Agreement”) is made by and between the URBAN FLOOD SAFETY AND WATER QUALITY DISTRICT, an Oregon special district created under ORS 550 ("DISTRICT"), and [FULL LEGAL NAME OF CONTRACTOR] ("Contractor"), a _________ corporation by and through their duly authorized representatives, for (insert description of services). This Agreement may refer to the DISTRICT and Contractor individually as a “Party” or jointly as the “Parties”.

Recitals:

WHEREAS, to further its operations, the DISTRICT desires to ________; and

WHEREAS, Contractor, in its Proposal dated ________ and submitted in response to the DISTRICT’S RFP/ITB number ___________ represented that it has the knowledge, experience, and expertise in (identify what) and;

WHEREAS, the DISTRICT selected Contractor based on its Proposal;

The Parties agree as follows:

Effective Date and Termination. The effective date of this…