RFP 00002531 Addendum 2.pdf

Procurement Services City Operations City of Portland, Oregon

@PortlandGov portlandgov

PortlandORGov

June 24, 2025

ADDENDUM NO. 2

RFP No. 00002531

FOR

Debris Management Removal Services

Bids or Proposals Due: June 27, 2025 By: 4:00 pm

This Addendum provides changes to the specifications for the above-entitled project to be considered by each respondent. This Addendum shall be included within the proposal. Any changes made by this Addendum to said specifications offset only the portion of the words or paragraphs specifically mentioned herein, and the balance of the specifications remain in full force. It is the responsibility of all respondents to conform to this addendum.

This Addendum shall answer questions received.

1. The RFP document does not explicitly mention tipping fees or pass-throughs for disposal fees, which are customary for disaster debris disposal. Can the City of Portland please clarify whether tipping fees will be pass-through costs?

Tipping fees are considered eligible pass-through costs under FEMA debris removal guidelines when properly documented and reasonable. The City of Portland will allow tipping fees to be treated as pass-through costs under this contract but tipping fees must be pre-approved in the applicable task order and are subject to audit in accordance with FEMA reimbursement requirements.

2. Is the Columbia Ridge Landfill the expected disposal site for debris material? Or please provide disposal sites that the City of Portland has identified for debris materials.

The Columbia Ridge Landfill is not explicitly identified as the primary disposal site for disaster debris; however, it is commonly used by Metro for municipal solid waste and

Sylvester Donelson, Jr. Sara Morrissey Michael Jordan Chief Procurement Officer Deputy City Administrator Chief Administrative Officer https://twitter.com/PortlandGov https://www.instagram.com/PortlandGov/ https://www.facebook.com/PortlandORGov may be utilized depending on debris type, capacity, and regional coordination. The City relies on Metro’s transfer stations to manage debris before it is sent to permitted landfills. As part of the contract task orders, the selected consultant will be responsible for reviewing and updating disposal site information to reflect current practices and agreements.

3. Has the City of Portland identified any recycling and compost facilities that can recycle C&D and Vegetative debris materials? If so, can the City please list these.

The City of Portland and Metro have identified the facilities below capable of recycling Construction & Demolition (C&D) and vegetative debris. These facilities operate under Metro’s Regional Solid Waste Management Plan, which mandates recovery and recycling of C&D materials before landfill disposal.

• Metro Central Transfer Station (NW Portland): Accepts building and demolition materials— including clean wood, concrete, drywall—and yard debris. Loads are screened, and recyclable materials are diverted.

• Metro South Transfer Station (Oregon City): Similar capabilities to Metro Central, serving as a primary hub for C&D recycling via Metro’s system.

4. Has the City of Portland identified any potential Debris Management Sites (TDSRS or DMS) sites? If so, please provide.

As part of the contract tasks, the selected consultant will be responsible for this information to ensure it reflects current conditions, capabilities, and regulatory requirements.

5. What will be the initial term of the awarded agreement? And will there be any extension options?

The City of Portland intends to award a five-year Price Agreement to the selected consultant. Under this agreement, individual project needs will be addressed through the issuance of separate Task Orders, each defining the scope, schedule, and compensation for the specific work to be performed.

6. Can the City please clarify the pricing structure required for submission with the proposal?

While proposers are not asked to submit a fixed bid as part of the initial response, pricing and compensation terms are expected to be negotiated during contract development or task order issuance. Therefore, proposers should provide itemized pricing, including labor, equipment, and pass-through costs (e.g., tipping fees).

7. The manual process of filling out load tickets can jeopardize proper FEMA reimbursement if human error occurs. Utilizing electronic load tickets, computer tablets, and systems employing electronic contractor IDs with an Automated Debris Management System (ADMS) has become the industry standard and is critical for any successful debris operation. Because of the factors listed, we would like to confirm that any charges for the use of an ADMS are to be fully burdened in the proposed debris monitoring positions hourly rates provided and not as a separate hourly rate or separate position, separate flat rate, or substitutional charge for any listed position.

As specified in Section 3.2(f) of the RFP Scope of Work, the consultant is expected to implement an ADMS as part of the debris monitoring responsibilities. Therefore, use of an ADMS is to be fully burdened in the proposed debris monitoring positions hourly rates provided.

8. Will a prevailing wage need to be considered when pricing this contract?

Yes, the Oregon prevailing wage law generally applies to city contracts for public works projects.

9. Will annual contract price increases based on the Consumer Price index (CPI) be allowed?

Yes.

Please direct all questions and concerns to Tristan Sakamoto, Senior Procurement Specialist at 503-823-8867.

End of Addendum bt:ts