PO Box 589, Detroit, OR 97342, Phone (503) 854-3496 - Fax (503) 854-3232

REQUEST FOR PROPOSALS

FOR

CITY OF DETROIT WATER SYSTEM REHABILITATION,

LOAN ADMINISTRATION, AND CIVIL ENGINEERING

Advertised May 7, 2026

This project was funded in part with a financial award from the Special Public Works Fund, funded by the Oregon State Lottery and administered by the Oregon Infrastructure Finance Authority.

Proposals Due:

2:00 pm June 4, 2026

Address Proposals to:

City of Detroit Attn: Michelle Connor, City Recorder Detroit@wvi.com PO Box 589 Detroit, OR 97342

SECTION 1 - GENERAL INFORMATION

1.01 Project Scope

The proposed project will construct an emergency potable water intertie between Detroit and Idanha. The two communities are located approximately five miles apart. The intertie would consist of approximately 25,000 feet of new water main installed along highway 22, alterations to existing pressure reducing valve stations, a new bidirectional pump station, and a bidirectional flow meter. Water should be able to be pumped back and forth between the treated water reservoirs for both Detroit and Idanha. Phase 1 of this project will be for engineering design and feasibility. Should the project be able to be constructed, phase 2 will consist of construction oversight and construction management of the project designed in phase 1. While only phase 1 work is guaranteed, the owner shall reserve the right to award phase 2 of the project to the winning proposal.

1.02 Proposal Request

Four hard copies of the written materials in response to this RFP must be submitted in hard copy form no later than the proposal due date of 2:00 p.m. local time on Thursday, November 21, 2024, to Michelle Connor, City Recorder.

a. Disregard any or all irregularities in the proposals.

b. Reject any or all of the proposals or portions thereof.

c. Base award with due regard to quality of services, experience, compliance with the RFP, and other factors as may be necessary under such circumstances.

d. Reject all proposals and re-advertise at the City's sole discretion.

i. Evaluate and rank all qualified proposals according to the evaluation criteria.

ii. Negotiate with the top ranked proposer for a detailed scope and acceptance fee for the project. (Negotiate with the next ranked proposer if the first one does not lead to fruition.)

iii. Recommend to the City Council that the contract award be made to the proposer that is in the Committee's opinion, best qualified after the scope and fee negotiation is complete.

a. Comprehensive general liability - $2,000,000.00

b. Professional liability - $500,000.00

c. Automobile liability - $500,000.00

d. Workers' compensation - As required by ORS 656.017

e. Professional errors and omissions - $2,000,000.00 The successful proposer shall provide certification of all coverage's and shall name the City of Detroit as "an additional insured" on all except workers' compensation insurance policies prior to signing the contract. The City is defined as the entity named on the declarations page of the coverage agreement and its officers, employees, and agents including volunteers, authorized to act on behalf of the City.

a. Title VI of the Civil Rights Act of 1964;

b. Section V of the Rehabilitation Act of 1973;

c. The American with Disabilities Act of 1990 and ORS 659.425;

d. All regulations and administrative rules established pursuant to the forgoing laws: and

e. All other applicable requirements of Federal and State civil rights and rehabilitation statues, rules and regulations.

f. All consultants need to comply with all contract clauses in FEMA Federal Contract Provisions as applicable outlined in 2 CFR 200 Annex II. (See Appendix A).

g. 2 CFR 200.317-327 (Federal Procurement Statutes)

Proposer is subject to the Oregon Worker's Compensation Law and shall comply with ORS 657.017, which requires the provision of Worker's Compensation coverage for all employees working under this contract. The City's programs, services, employment opportunities and volunteer positions are open to all persons without regard to race, religions, color, national origin, sex, age, marital status, disability or political affiliation.

1.15 Payment

The City will reimburse the Consultant under contract for services performed based on the approved scope of work completed after they are selected through the subsequent RFP and selection process.

The State of Oregon and FEMA are not a party to this agreement.

1.16 Funds

Funds for this project are being provided through a Special Public Works Funds and FEMA.

SECTION 2 - Proposal Content

There is a 15 page limit for the Proposals. The City is not interested in brochures, boilerplate filler, or general information that is not relevant to the project at hand. The consultants responding to this RFP are advised to provide a clear and responsive approach addressing all issues noted in this RFP.

Key elements should include, but not necessarily be limited to, the following items: (The identified elements are presented in no particular order.)

SECTION 3 - SELECTION CRITERIA

The City will screen and rank the Proposals based on the criteria outlined in this section. The selection panel will make a final choice and recommendation to the Council to award the engineering contract to the most qualified consultant.

A brief description of the primary selection criteria is provided below:

3.06 Staffing Plan and Pricing Proposal.

Provide a staffing plan and an estimate of the total hours, detailed by position, required for the project tasks as outlined. Discuss the workload for all key team members and their capacity to perform the requested services for the project, according to your proposed schedule.

In accordance with ORS 279C.110, following the identification of the Proposer that is determined to be in City’s best interest, a Pricing Proposal will be considered. The pricing proposal must consist of:

1. A schedule of hourly rates that the prospective consultant will charge for the work of each individual or each labor classification that will perform the professional services the local contracting agency requires for the procurement, in the form of an offer that is irrevocable for not less than 90 days after the date of the proposal; and

1. A reasonable estimate of hours that the prospective consultant will require to perform the professional services the local contracting agency requires for the procurement; and may include, at the local contracting agency’s request, additional pricing information that is limited to:

1. A description of each task that the prospective consultant understands as comprising the professional services;

1. A list of each individual or labor classification that will perform each task, together with the hourly rate that applies to the individual or labor classification; and

1. A list of expenses, including travel expenses, that the prospective consultant expects to incur in connection with providing the professional services

SELECTION CRITERIA SUMMARY

SECTION 4 - LIMITATIONS

This RFP does not commit the City of Detroit to paying any costs incurred by consultant in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof. Further, the City of Detroit reserves the right to:

· Accept or reject any and all submittals received as a result of this RFP at any time;

· Negotiate with qualified consultants;

· Cancel the RFP, in part or in whole, if it is determined to be in the best interest of the City to do so;

· Waive minor irregularities and formalities in the Proposals submittals;

· Seek further Proposals for engineering design and construction services contracts, in whole or in part, for recommendation contained in the completed facilities plan;

· The City reserves the right to seek clarification on any point in any Proposal at any phase of the selection process;

No guarantee of work, financial obligation, or other assurance is made to any respondent of the RFP whether selected or not for the role.

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