Request for Proposal - Water Master Plan.pdf

8/3/2026 Revision: 0

City of Clatskanie

REQUEST FOR PROPOSAL

CITY OF CLATSKANIE’S

WATER MASTER PLAN 2027

CITY OF CLATSKANIE

COLUMBIA COUNTY, OREGON

AUGUST 2026

7/31/2026 R0 2 | P a g e

Table of Contents Table of Contents

NOTICE TO CONSULTANTS

BACKGROUND & PROJECT DESCRIPTION

INSTRUCTIONS TO CONSULTANTS

Article 1 – Defined Terms Article 2 – Copies Of Proposal Documents Article 3 – Qualifications Of Consultants Article 4 – Examination Of Contract Documents and Site Article 5 – Interpretations and Addenda Article 6 – Contract Time Article 7 – Responsibilities of CONSULTANT Article 8 – Responsibilities of OWNER Article 9 – Proposal Format Article 10 – Submission of Proposals Article 11 – Modification And Withdrawal of Proposals Article 12 – Award Of Contract Article 13 – Signing Of Agreement Article 14 – Conferences

SAMPLE - CONTRACT FOR CONSTRUCTION

Article 1 – Work Article 2 – Engineer Article 3 – Contract Time Article 4 – Contract Price Article 5 – Payment Procedures Article 6 – Interest Article 7 – CONSULTANT’s Representations Article 8 – Contract Documents Article 9 – Miscellaneous

7/31/2026 R0 3 | P a g e

NOTICE TO CONSULTANTS

Proposals for the City of Clatskanie, WATER MASTER PLAN 2027 will be received by the City of Clatskanie until 3:00 PM, Friday, September 4, 2026.

Proposals shall be emailed, mailed or delivered to:

Mitch Warren, mwarren@cityofclatskanie.com 75 South Nehalem St (deliver)

P.O. Box 9 (mail) Clatskanie, OR 97016

503.728.2622

Label header on email or envelope: 2027 WATER MASTER PLAN PROPOSAL

This project consists of procuring the services of a qualified professional engineering consulting firm to provide engineering, planning, and related design services for the development of a new Water Master Plan for the City of Clatskanie, Oregon, a municipal corporation.

At 3:00 p.m., proposals will be opened, reviewed, and evaluated by the Selection Team at Clatskanie's City Hall. The City will notify all Consultants that submitted a proposal of the Selection Team's findings no later than 4:00 p.m. on Thursday September 10, 2026.

The City of Clatskanie reserves the right to reject any or all proposals not in compliance with all prescribed procedures and requirements, may reject for good cause all proposals upon a finding of the agency it is in the public interest to do so, and may waive all informalities.

The following general timeline will be used for receiving and evaluating proposals and selecting a consultant. The timeline may be changed if it is in the City’s best interest to do so.

RFP Requested Aug 7, 2026 Date to Submit Changes or Addenda Aug 28, 2026, 3:00 p.m.

Proposal Due Date Sept 4, 2026, 3:00 p.m.

Evaluate Proposals Sept 7-9, 2026 Notice of Intent to Award Sept 10, 2026 Protest Period ends (seven calendar days) Sept 17, 2026, 12:00 p.m.

Contract Negotiations Sept 18-25, 2026 Council Approval Oct 7, 2026 Project Start Oct 8, 2026 Project Completion June 15, 2027 mailto:mwarren@cityofclatskanie.com

7/31/2026 R0 4 | P a g e

BACKGROUND & PROJECT DESCRIPTION

The drinking water source(s) of the City of Clatskanie’s Water Treatment Plant (WTP) are from two dammed reservoirs, West Creek and Roaring Creek. The West Creek Reservoir is gravity fed to the WTP and is the primary source of the City’s drinking water. The Roaring Creek Reservoir is pumped to the WTP and is used as the backup source of the City’s drinking water.

The SW Bryant St WTP has two identical filtering trains, totaling 1.0 mgd, that utilize polymer flocculation, 60° up-flow tube settlers and a multi-media filtration bed. The water from the WTP is distributed to a 26,000-gal clear well, where chlorine disinfectant is added. Treated water is then pumped to the 0.5 MG lower reservoir which distributes to the 0.5 MG high reservoir or to “low level” customers. The high reservoir flows to customers north side of town through PRV stations and Haven Acres pump house. The City currently has 968 metered connections residing in and out of city limits.

The water distribution system components are generally addressed as needed. The distribution system has sections of older pipes that are in line for replacement, as a project, or are replaced as needed due to leaks or other groundbreaking projects. The City has been converting all encountered older service pipes with MUNICIPEX or copper.

The final master plan should include demand projections and distribution system evaluation along with a list of recommended distribution CIPs.

Probable future regulatory changes will be assessed, with recommended changes to performance criteria that should be added or modified. This information will be summarized in the final master plan document.

An assessment of the existing water treatment plants, pump stations and reservoirs to be completed. Along with a risk assessment with mitigation planning for the City’s water system. This information to be summarized in the final master plan document.

This work will involve compiling all the separate technical memos and other supporting information into one singular master plan document. The City will provide supporting information as required and memos that will need to be included in the document.

7/31/2026 R0 5 | P a g e

INSTRUCTIONS TO CONSULTANTS

Article 1 – Defined Terms Terms used in these Instructions to Consultants have the following meanings assigned to The term “OWNER” means the City of Clatskanie.

The term “ENGINEER” means the Public Works Director at City of Clatskanie.

The term “CONSULTANT” means one who submits a Proposal directly to OWNER.

The term “Successful Proposal” means the qualified, responsible, and responsive Consultant to whom OWNER Selection Team makes an award.

Article 2 – Copies Of Proposal Documents

• Complete sets of Proposal Documents in the number and for the sum, if any, stated in the Advertisement or

Notice to Consultants may be obtained from the City of Clatskanie (OWNER)

• Complete sets of Proposal Documents must be used in preparing Proposals. Neither OWNER nor ENGINEER assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Proposal Documents.

• OWNER and ENGINEER, in making copies of Proposal Documents available on the above terms, do so only for the purpose of obtaining Proposals on the Work and do not confer a license or grant for any other use.

Article 3 – Qualifications Of Consultants A. The Project Consultant shall possess the experience and qualifications necessary to provide the required professional services and shall perform all services in accordance with the degree of care, skill, and diligence ordinarily exercised by qualified professional consulting firms providing similar services under similar circumstances. The Consultant shall be duly licensed, in good standing, and actively engaged in providing the same or similar professional services. The Consultant shall be responsible for the professional and technical accuracy and adequacy of all designs, drawings, specifications, reports, documents, and other work products prepared under this Agreement.

B. The CONSULTANT shall, at all times during the term of this Agreement, be duly licensed to perform the work, and if there is no licensing requirement for the profession or work, be duly qualified and competent.

Article 4 – Examination Of Contract Documents and Site

1. It is the responsibility of each CONSULTANT before submitting a Proposal to:

a. Examine the Contract Documents thoroughly.

b. Consider Federal, State, and Local Laws and Regulations that may affect cost, progress, performance, or furnishing of the work.

c. Arrange examination of facilities, as needed.

d. Notify ENGINEER of all conflicts, errors or discrepancies in the Contract Documents.

2. Before submitting a Proposal, each CONSULTANT will be responsible to make or obtain such on-site explorations and data conditions at or contiguous to the site, or otherwise which may affect cost, progress, performance, or furnishing the Work and which CONSULTANT deems necessary to determine its Proposal for performing and furnishing the Work in accordance with the time, price, and other terms and conditions of the Contract Documents.

3. On request, in advance, OWNER will provide each CONSULTANT with access to the site to conduct such explorations, as CONSULTANT deems necessary for submission of a Proposal.

4. The submission of a Proposal will constitute an incontrovertible representation by CONSULTANT that CONSULTANT has complied with every requirement of this Article 4, that without exception the Proposal is premised upon performing and furnishing the Work required by the Contract Documents, and that the

7/31/2026 R0 6 | P a g e

Contract Documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work to complete the project.

Article 5 – Interpretations and Addenda

1. All questions about the meaning or intent of the Contract Documents are to be directed to ENGINEER.

Interpretations or clarifications considered necessary by ENGINEER in response to such questions will be issued by Addenda, emailed or delivered to all parties recorded by ENGINEER as having received the Proposal Documents. Questions received less than seven (7) days prior to the date for the opening of Proposals may not be answered. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

2. Addenda may also be issued to modify the Proposal Documents as deemed advisable by OWNER and

ENGINEER.

Article 6 – Contract Time The number of days within which, or the dates by which the Work is to be completed and ready for final payment (the Contract Time) are set forth in the Agreement.

Article 7 – Responsibilities of CONSULTANT

1. CONSULTANT will not begin work on any of the duties and services listed until execution of the contract and receipt of a Notice to Proceed from OWNER. Authorization to proceed on additional services not defined shall be in the form of an amendment.

2. CONSULTANT is employed to render professional services and shall be responsible to the level of competence presently maintained by other practicing professional consulting firms in good standing and engaged in the same type of professional personal services, for the professional and technical adequacy and accuracy of designs, drawings, specifications, documents, and other work products furnished under this agreement. CONSULTANT must, at all times during the term of this Agreement, be duly licensed to perform the work, and if there is no licensing requirement for the profession or work, be duly qualified and competent.

3. CONSULTANT names, ____________________to serve as the lead consultant to OWNER as described under the terms of this Agreement. Any change in the designation of this role must be approved by OWNER.

4. Cost estimates to be prepared under this agreement are to be based upon presently available data. In preparation of these cost estimates, CONSULTANT will apply its experience and judgment.

5. Upon completion of this agreement, all design, contract, bid, and record drawings and documents, including computer disks, shall become the property of OWNER. OWNER will exercise discretion in any re-use of said documents and agrees to hold harmless CONSULTANT for any application of documents for any purpose other than the originally intended use.

6. CONSULTANT, its subcontractors, if any, and all employers working under this Agreement are subject employers under the Oregon Workers’ Compensation Law and shall comply with ORS 656.017, which requires them to provide workers’ compensation coverage for all their subject workers.

7. CONSULTANT agrees to complete a Request for Taxpayer Identification Number and Certification (W-9) as a condition of CITY’s obligation to make payment. If CONSULTANT fails to complete and return the W-9 to CITY, payment to CONSULTANT may be delayed, or CITY may, in its discretion, terminate the Contract.

8. City prefers to pay CONSULTANT invoices via electronic funds transfers through the Automated Clearing House (ACH) network. To initiate this more timely, efficient, and secure payment method, CONSULTANT must provide CITY with ACH Vendor Direct Payment Authorization Information. Information provided on the form is exempt from public records disclosure under ORS 192.501(27).

7/31/2026 R0 7 | P a g e

Article 8 – Responsibilities of OWNER

1. OWNER will authorize CONSULTANT upon execution of the contract to start work on any of the services with issuance of Notice to Proceed.

2. OWNER will comply with reasonable requests from CONSULTANT for inspection of or access to City’s records, facilities, and properties by providing any and all information within its possession or control that may be reasonably helpful in the performance of the services provided herein.

3. OWNER will examine all studies, reports, specifications, proposals, and other documents presented by CONSULTANT, obtain advice of an attorney, accountant, auditor, risk consultant and any other Consultants as OWNER deems appropriate for such examination and render in writing decisions pertaining thereto in a timely manner so as not to unreasonably delay the services of CONSULTANT.

Article 9 – Proposal Format Proposals will be evaluated on the point scale given below, totaling 100.

Article 10 – Submission of Proposals To be responsive, Proposals shall be submitted at the time and place identified in the Notice to CONSULTANTS, be executed as detailed in these Instructions To Consultants.

1. Delivered: Four copies of proposal shall be enclosed in an opaque sealed envelope, marked with the Project

Title and name and address of the CONSULTANT and accompanied by any other required documents. The sealed envelope to be labeled with the notation “2027 WATER MASTER PLAN PROPOSAL ENCLOSED”

2. Mailed: Four copies of the proposal shall be in the sealed envelope that shall be enclosed in a separate envelope with the notation “2027 WATER MASTER PLAN PROPOSAL ENCLOSED ” on the face of it.

3. Emailed: Attached in PDF format with subject line title, “2027 WATER MASTER PLAN PROPOSAL”

Article 11 – Modification And Withdrawal of Proposals

1. Proposals may be modified or withdrawn by an appropriate document duly executed (in the manner that a

Proposal must be executed) and delivered to the place where the Proposals are to be submitted at any time prior to submission deadline, stated in Notice to CONSULTANTS.

2. If, within twenty-four (24) hours after deadline for Proposals, any CONSULTANT files a duly signed, written notice with OWNER and promptly thereafter demonstrates to the reasonable satisfaction of OWNER that there was a material and substantial mistake in the preparation of its PROPOSAL, that CONSULTANT may withdraw its Proposal. Thereafter that CONSULTANT will be disqualified from further submissions on the Work to be provided under the Contract Documents.

Category Points Available Points Awarded

Cover Letter 5

Statement of Qualifications Pass/Fail

Project Understanding & Approach 25

Scope of Services or Work Plan 20

Project Schedule 10

Key Personnel (up to 5) 15

Previous Project Examples & References 25

Total 100

7/31/2026 R0 8 | P a g e

Article 12 – Award Of Contract

1. OWNER reserves the right to reject all Proposals, to waive all informalities not involving qualifications, scope, price, time, or changes in the Work, and to negotiate contract terms with the successful CONSULTANT. Proposals, which are nonconforming, non-responsive, unbalanced, or conditional, will be rejected. Also, OWNER reserves the right to reject the Proposal of any CONSULTANT if OWNER believes that it would not be in the best interest of the Project to make an award to that CONSULTANT, whether because the Proposal is not responsive or the CONSULTANT is unqualified or fails to meet any other pertinent standard or criteria established by OWNER.

2. In evaluating Proposals, OWNER will consider the qualifications of the CONSULTANTS, and whether the Proposals comply with the prescribed requirements.

3. OWNER may conduct such investigations as OWNER deems necessary to assist in the evaluation of any Proposal and to establish the responsibility and qualifications of CONSULTANTS to perform and furnish the Work in accordance with the Contract Documents to OWNER’S satisfaction within the prescribed time.

4. If the contract is to be awarded, the award will be based upon CONSULTANTS qualifications, the lowest responsive/responsible bid for the total of the Basic Bid and such alternates that in the sole judgment of the OWNER will best serve its interests.

5. If the Contract is to be awarded, OWNER will give the Successful CONSULTANT a Notice of Award within thirty (30) days after the Proposal opening.

Article 13 – Signing Of Agreement When OWNER gives a Notice of Award to the Successful Bidder, it will be accompanied by three (3), unsigned counterparts of the Agreement with all other written Contract Documents attached. Within seven (7) days thereafter, CONSULTANT shall sign and deliver the counterparts of the Agreement and attached documents to OWNER with the required bonds. Within seven (7) days thereafter, OWNER shall deliver one fully signed counterpart to CONSULTANT. Each counterpart is to be accompanied by a complete set of Drawings with appropriate identification.

Article 14 – Conferences Either before or after the actual award of the Contract (but in any event prior to the start of Work at the site), the CONSULTANT &/or his representative(s), and his subcontractors, shall attend a Project Kickoff Conference with representatives of the OWNER and the ENGINEER. The Conference will be held for review and acceptance of schedules referred to in Notice to Consultants, to establish procedures for information requests, site visits, project updates, processing applications for payment, and to acquaint the participants with parties involved.

The date, time, and place of the Conference will be furnished to the CONSULTANT by the OWNER. The CONSULTANT will notify his subcontractors, if any, of the Conference and require their attendance.

7/31/2026 R0 9 | P a g e

NAME OF FIRM: __________________________________________________________________

BY: (Signature) _____________________________________________________________ If there is a partnership, then one of the partners must sign the Bid.

NAME: _____________________________________________________________

ADDRESS: _____________________________________________________________

TELEPHONE: _____________________________________________________________

IF CORPORATION, ATTEST: ________________________________________________

(Secretary of Corporation)

(SEAL)

TAX IDENTIFICATION NO.: ___________________________________

PROFESSIONAL ENGINEERS LICENSE: ___________________________________

ISSUING STATE(S): ___________________________________

7/31/2026 R0 10 | P a g e

SAMPLE - CONTRACT FOR CONSTRUCTION

This Agreement is dated as of this _____ day of August in the year 2026 by and between the City of Clatskanie, herein after called OWNER, and:

(hereinafter called CONSULTANT)

The OWNER and CONSULTANT, in consideration of the mutual covenants set forth, agree as follows:

Article 1 – Work The CONSULTANT shall complete all Work specified or indicated in the Contract Documents:

CITY OF CLATSKANIE

SW BRYANT ST SIDEWALK & RAMP REPAIR/REPLACEMENT

The Work is generally described as follows:

• Demolition and/or Construction of concrete sidewalks panels at specified locations along SW Bryant St

• Demolition and/or Construction of concrete ramps at specified intersection corners along SW Bryant St

Article 2 – Engineer The Project has been designed by the Clatskanie Public Works Director/City Engineer, who is hereinafter called ENGINEER and who will assume all duties and responsibilities and will have the right and authority assigned to ENGINEER in the Contract Documents in connection with completion of the Work in accordance with the Contract Documents.

Article 3 – Contract Time

3.1 The Work on the Project will be completed no later than September 30, 2026 and ready for payment in accordance with Paragraph 15.06 of the GENERAL CONDITIONS.

3.2 Liquidated Damages: OWNER and CONSULTANT recognize that time is of the essence of this Agreement and that the OWNER will suffer financial loss if the Work is not completed on the date specified in Paragraph 3.1 above, plus any extensions thereof allowed in accordance with Section 11.03 B. of the General Conditions. They also recognize the delays, expense, and difficulties involved in proving in a legal preceding the actual loss suffered by OWNER if the Work is not completed on time.

Accordingly, instead of requiring any such proof, OWNER and CONSULTANT agree that as liquidated damages for delay (but not as a penalty) CONSULTANT shall pay OWNER or the OWNER may withhold from amounts due to the CONSULTANT, Two Hundred Dollars ($200.00) for each day that expires after the date specified in Paragraph 3.1 above for completion until the Work is finally complete.

Article 4 – Contract Price The City shall pay the CONSULTANT for performance of the work in accordance with the Contract Documents in current funds, by check, totaling:

as shown on the Bid Proposal

7/31/2026 R0 11 | P a g e

Article 5 – Payment Procedures CONSULTANT shall submit Applications for Payment in accordance with Article 15 of the General Conditions.

Applications for Payment will be processed by ENGINEER as provided in the General Conditions.

5.1 Progress Payments: OWNER shall make progress payments on account of the Contract Price based on

CONSULTANT’S Applications for Payment as recommended by ENGINEER, on or about the 25th day of each month during construction as provided below. All progress payments will be based on the progress of the Work measured by the schedule of values provided for in Section 15.01 of the General Conditions.

5.2 Final Payment: Upon final completion and acceptance of the Work in accordance with Section 15.06 of the General Conditions, OWNER shall pay the remainder of the value of the Contract Work completed, as recommended by ENGINEER as provided in said Section 15.06.

Article 6 – Interest All monies not paid when due, shall bear interest at the maximum rate allowed by law at the place of the Project, when requested in accordance with ORS 279.

Article 7 – CONSULTANT’s Representations To induce the OWNER to enter into this Agreement, CONSULTANT makes the following representation:

7.1 CONSULTANT has familiarized himself with the nature and extent of the Contract

Documents, work, locality, and with all local conditions and federal, state, and local laws, ordinances, rules, and regulations that in any manner may affect cost, progress, or performance of the Work.

7.2 CONSULTANT has carefully studied all reports of investigations and tests of subsurface and latent physical conditions at the site that may affect cost, progress, or performance of the Work which were relied upon by the ENGINEER in the preparation of the plans and specifications and which have been identified in the Supplementary General Conditions.

7.3 CONSULTANT has made or caused to be made examinations, investigations, and tests of such reports and related data in addition to those referred to in Section 9.05 as he deems necessary for the performance of the Work at the Contract Price, within the Contract Time, and in accordance with the other terms and conditions of the Contract Documents; and no additional examinations, investigations, tests, reports, or similar data are or will be required by CONSULTANT for such purposes.

7.4 CONSULTANT has correlated the results of all such observations, examinations, investigations, tests, reports, and data with the terms and the conditions of the Contract Documents.

7.5 CONSULTANT has given ENGINEER written notice of all conflicts, errors, or discrepancies that he has discovered in the Contract Documents and the written resolution thereof by ENGINEER is acceptable to the CONSULTANT.

Article 8 – Contract Documents

8.1 This Agreement.

8.2 Exhibits to this Agreement (as attached if applicable).

8.3 Notice of Award.

8.4 General Conditions of the Construction Contract.

8.5 Supplementary Conditions.

8.6 Technical Specifications

8.7 Addenda Numbers _ ___ to _____ inclusive, if applicable.

8.8 CONSULTANT’S Bid.

8.9 Construction and Performance Bonds/Insurance Certificates

8.10 Any modification, including Change Orders, duly delivered after execution of the Agreement.

There are no Contract Documents other than those listed above in this Article 8. The Contract Documents may only be altered, amended, or repealed by a modification as defined in Section 1 of the General Conditions.

7/31/2026 R0 12 | P a g e

Article 9 – Miscellaneous

9.1 Terms used in this Agreement which are defined in Article 1 of the General Conditions, shall have the meaning indicated in the General Conditions.

9.2 No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically by, without limitation, moneys that may become due and moneys that are due may not be assigned without such consent (expect to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents.

9.3 OWNER and CONSULTANT each bind itself, its partners, successors, assigns, and legal representatives to the party hereto, its partners, successors, assigns, and legal representatives in respect to all covenants, agreements, and obligations contained in the Contract Documents.

9.4 In the event a suit, arbitration, or legal action is required by the OWNER or the CONSULTANT to enforce any provisions of this Agreement, the prevailing parties shall be entitled to all reasonable costs and reasonable attorney’s fees upon trial or subsequent appeal.

7/31/2026 R0 13 | P a g e

IN WITNESS WHEREOF, the parties hereto have signed three (3) counterparts of this Agreement.

This Agreement takes effect on ____________________.

City of Clatskanie 75 S. Nehalem Street P.O. Box 9 Clatskanie, OR 97016

BY: _________________________

City Manager

CONSULTANT:

ADDRESS:

BY: ___________________________________

(Owner or Authorized Agent)

ATTEST: _______________________________

(Corporate Seal, if applicable)