RFP 2026-66 Transfer station.pdf

REQUEST FOR PROPOSALS #2026-66

FOR

FACILITY PLAN FOR THE CLACKAMAS COUNTY GARBAGE AND

RECYCLING TRANSFER STATION.

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair PAUL SAVAS, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

DIANA HELM, Commissioner

Gary Schmidt County Administrator

Thomas Candelario Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: November 3, 2026

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

2026-66 Page ii

SCHEDULE

Request for Proposals Issued……........................... September 21, 2026

Protest of Specifications Deadline........................... September 29, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... October 20, 2026, 5:00 PM, Pacific Time

Walkthrough By Request through October 22, 2026, between the hours of 9:00 AM to 12:00 PM and 1:00 PM to 3:00 PM on Mondays, Thursdays, and Fridays

Request for Proposals Closing Date and Time…. November 3, 2026, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, November 3, 2026 (“Closing”), to provide a Facility Plan for the Clackamas County Garbage and Recycling Transfer Station.. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S- C01010-00018023.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

A Walkthrough may be requested through October 22, 2026 between the hours the hours of 9:00 AM to 12:00 PM and 1:00 PM to 3:00 PM on Mondays, Thursdays, and Fridays. Proposers shall meet with County representatives 19600 SE Canyon Valley Rd, Sandy, OR 97055. Attendance will be documented through a sign-in sheet prepared by the County representative.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Thomas Candelario, tcandelario@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:tcandelario@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

2026-66 Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

2026-66 Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.28 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking proposals from vendors to provide a Facility Plan for the Clackamas County Garbage & Recycling Transfer Station. The purpose of this plan is to inform decision-making and long-term planning by identifying capital investments and processes that improve overall operations of the site, expand capacity, better serve the public, and ensure the transfer station is equipped to sustain operations as needs and conditions change in the future.

There is tremendous opportunity to enhance this County asset and the services it provides to the surrounding communities. As the single jurisdiction in charge of this transfer station, Clackamas County is uniquely positioned to turn this well-run but small facility into a hub for the people of Clackamas County to recycle better, reduce waste, and dispose of waste responsibly. Goals and perspectives from community members, stakeholders, and subject matter experts must be considered in how these high-level goals are met.

In addition to identifying actionable options for Clackamas County’s consideration, the selected consultant will work closely with a project management team, performing services to gather specific information and input. These information- and input-gathering processes, outlined in section 3.4, are critical tasks, necessary if the finished Facility Plan is to be implementable rather than merely aspirational.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

The Clackamas County Garbage & Recycling Transfer Station (CCTS) is a public disposal facility located outside of Sandy, OR. The property is owned by Clackamas County, zoned TBR, and permitted legal non-conforming use that includes limits on incoming tonnage of materials. CCTS covers approximately 2 of the property’s 23.5 acres.

The transfer station site was initially established as an open burn dump, operated by the County in the 1960’s. In the early 1970’s, the County closed the dump and began operating the site as a transfer station.

Since that time, the County has issued contracts and then a franchise for outside parties to perform the daily operation of CCTS. The County provides policy direction, oversight, and fee regulation. The County currently has a transfer station franchise agreement with Waste Management of Oregon, Inc.

(WM) to operate CCTS.

CCTS accepts household garbage, commingled recycling, furniture, appliances, and a variety of additional materials brought by community members. These source-separated materials are then consolidated and hauled away by WM or other permitted service providers for either landfill disposal or recycling. Currently, commercial garbage trucks are prohibited from bringing their route-collected material loads to CCTS.

CCTS’s location makes it a valuable asset for the community. For some Clackamas residents, the next nearest transfer station is 40 miles away. Further, Oregon’s Plastic Pollution & Recycling Modernization Act requires expanded access to recycling throughout the state, including with the creation of new drop-

2026-66 Page 7 off sites called RecycleOn Centers. One of the RecycleOn Centers to serve Clackamas County is to be located at CCTS.

3.3. SCOPE OF WORK

3.3.1. Scope:

The consultant will collaborate with a Clackamas County project management team and produce an implementable Facility Plan informed by meaningful engagement with stakeholders, related experts, and community members (Task 1; p. 2). An existing conditions report (Task 2; p. 3) and a needs assessment (Task 3; p. 3) are required for contextual information on the assets, limitations, barriers, and gaps that will delineate the overall scope and recommendations of the Facility Plan. Evaluation criteria (Task 4; p. 4) must also be developed so that the recommendations provided in the finished Facility Plan are well-vetted, forward-thinking, actionable, and adaptable for ongoing consideration.

Using the information and criteria from the four identified tasks, the Facility Plan must evaluate and propose phased improvements, funded over time, to:

• improve traffic flow and enhance overall customer experience

• meaningfully upgrade and possibly expand CCTS

• support recycling, waste reduction, and possibly reuse, with the expectation that opportunities and demand for these will grow over time

• make it easier for community members to dispose of challenging materials such as bulky waste

• provide exceptional protection for the safety of workers and customers

• protect the natural environment of the site and the surrounding area while also ensuring onsite timber is accessible to the County Forestry Department

• ensure reliable operations under increasing extreme weather events or natural disasters

• ensure the surrounding neighborhood is not negatively impacted by increased traffic and site expansion

TASKS LIST

Note: The order of the following tasks, as presented in this RFP, do not indicate an expected or preferred order in which they are to be completed. The exact order of completion of tasks’ components will be dictated by the needs of this project, as determined by the consultant and project management team.

Task 1: Project Management & Coordination

The consultant shall manage the project and scope of work with Clackamas County to develop a management structure and meaningful public engagement. These tasks should include, but do not need to be limited to:

1.1 Project management team (PMT): The consultant shall schedule, develop agendas, prepare meeting materials, facilitate, and attend meetings with Clackamas County’s PMT. The consultant shall also prepare meeting summaries that include action items and a decision log. Meetings frequency shall be determined with Clackamas County’s PMT, according to the goal completion date, availability, etc. The consultant and PMT will work together to develop a project timeline with an order in which tasks and related components must be completed.

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1.2 Stakeholder engagement: The consultant shall work with the PMT to identify key stakeholders and subject matter experts for input, feedback, and information. Possible representatives could include Clackamas County staff outside of the PMT, the operator of the site (WM), local community organizations, neighboring residents, contractors, businesses, and others. Stakeholder engagement may include interviews, focus groups, and other meetings. The consultant shall be available to schedule, organize, attend and facilitate scheduled meetings with identified parties and will prepare meeting summaries that include recommendations, action items, and any other follow-up required.

1.3 Community engagement: Input from a diverse range of community members will booster this facility plan’s viability. The consultant shall help develop and coordinate outreach processes, then collate, help interpret, and summarize all community engagement results to define community goals for CCTS.

The consultant shall work with the PMT to identify questions for inclusion in an intercept survey of current CCTS customers as well as a statistically relevant public survey of target audiences still to be identified. The consultant shall schedule and contract for the surveys, and shall also collate, help interpret, and summarize results of the surveys.

Other community engagement may include interviews, focus groups, and community meetings.

Engagement activities should include meaningful outreach to members of historically underserved communities living in areas of Clackamas County for which CCTS is the nearest transfer station.

Examples of historically underserved communities include low-income, limited-mobility, limited- English, and other disadvantages that present barriers to using CCTS. The consultant shall identify tactics to engage and remove barriers for participation by stakeholders representing a variety of perspectives and backgrounds. (While Clackamas County cannot compensate community members for volunteer hours, the consultant is allowed to provide stipends.)

The consultant shall also work with the PMT to develop content for a public-facing webpage on the County’s website to provide project updates utilizing plain language, images, and other relevant resources. Because it will be public facing, content for this web page must be comparable in detail to executive summaries rather than technical jargon.

Note: Outreach materials and web content must follow accessibility requirements covering the County, e.g., the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standard.

Task 2: Existing Conditions Report

The consultant shall provide an existing conditions report that includes at least the following:

• analysis of site layout, vehicle flow, customer queueing, tipping floor, operations, etc.

• quantitative and qualitative inventory of structures, equipment, and utilities infrastructure, considering their value and usefulness in future capital investments and/or service expansion

• site access and possible neighborhood issues

• stormwater considerations and other environmental constraints

• suitable access to onsite timber for the Forestry Department

• overview of regulatory requirements that currently apply to CCTS

• demographics evaluation, i.e., who uses the facility currently, where they travel from, and how they utilize it; as well as the broader area’s communities most likely to utilize the station

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• resiliency, i.e., readiness for natural disasters and increasingly extreme weather

To help inform an existing conditions report, the County shall provide at least the following:

• Current and historical data on visitor numbers, tonnage, and other metrics

• GIS information, maps, blueprints, etc.

• Overview of operations history, past site development, known challenges, etc.

• Solid waste regulations impacting the site

• Data on operating costs and overhead, fees collected, and other financial data as needed

Task 3: Needs Assessment

The consultant shall use input gathered to provide a needs assessment that includes at least the following:

• estimated future waste, recycling, and diversion volumes at CCTS that account for population growth, changing material streams, and scenarios for upgrades/expansion

• expanding opportunities and requirements under the Recycling Modernization Act, e.g., collection of additional recyclable materials covered by the state’s Producer Responsibility Organization (PRO) and other products that fall under an Extended Producer Responsibility (EPR) program.

• service gaps, including in comparison to:

o predominant goals identified through engagement with stakeholders and the community o potential relationships with community organizations and/or partner agencies not leveraged currently in the operations and management of CCTS o similar transfer stations constructed or upgraded within the last 10 years o other regional transfer stations, e.g., the Metro South Transfer Station in Oregon City

• permitting and regulatory review: issues and limitations regarding solid waste permitting, land use, environmental and stormwater requirements, fire code, ADA, and other requirements that could impact the upgrading and/or possible expansion of CCTS according to recommendations within the finished Facility Plan

• a list of any existing or potential challenges, previously unidentified by the PMT, that the consultant believes could impact CCTS’s performance and integrity

Task 4: Evaluation Criteria

The consultant shall propose initial evaluation criteria to guide decision-making processes, with revisions as needed based on feedback collected throughout the execution of the project. Evaluation criteria will be iteratively and collaboratively refined by the consultant and PMT, additionally informed by feedback from engagement with stakeholders, experts, and the community, as well as findings from the existing conditions report and needs assessment.

These agreed-upon criteria will be used in the decision-making processes for final recommendations and prioritization of upgrades and services at the site, implementation phases, and other considerations identified in the finished Facility Plan. (These criteria are expected to be adaptable and applicable to decision-making for the site well into the future, not only for the completion of the Facility Plan.)

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3.3.1.2 COMPLETED FACILITY PLAN

The completed Facility Plan must include an introduction, acknowledgments, an executive summary, detailed summaries of the methodologies and findings from Tasks 1-4, and recommendations. Details in the completed Facility Plan must include:

• key findings from research and engagement

• a phasing strategy with priorities and decision points

• recommended actionable near-term changes to infrastructure or operations

• recommendations for long-term changes and investments

• simple recommendations for how the plan and evaluation criteria can be applied and adapted in ongoing and iterative ways in the future, as appropriate

• capital and operations analysis for various recommendations, including:

o rough order-of-magnitude costs o operating impacts o staffing implications, if any

• community benefits resulting from recommended upgrades

• potential risks, limitations, and eventual costs resulting from not following key recommendations

The consultant shall provide a draft of the plan for feedback and additional input by the PMT, as well as additional comment from experts and stakeholders, if necessary. Final approval by the PMT must occur before the Facility Plan is submitted to the Board of County Commissioners for their own review and action.

Note: The completed Facility Plan must follow accessibility requirements covering the County, e.g., the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standard for electronic copies.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date and be in force for two years, there may be an option to renew work dependent.

3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons https://www.clackamas.us/finance/terms.html

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Article II, Paragraph 31 – Cooperative Contracting Article II, Paragraph 32 – Federal Contracting Requirements Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30 Scope of Work 0-45 Fees 0-25

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count. Pages shall be 8-1/2” x 11” standard sheet size, 11 point font, single-spaced.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

• Description of the firm.

• Credentials/experience of key individuals that would be assigned to this project.

• Description of providing similar services to public entities of similar size within the past five (5) years.

• Description of the firm’s ability to meet the requirements in Section 3.

• Description of what distinguishes the firm from other firms performing a similar service.

5.3. Scope of Work

Submitted proposals must include a timeline for when tasks’ key deliverables are expected to be met. Proposers are encouraged to also provide a comparable facility plan or sample report previously completed for a government agency in a separate document. This document would not count towards the 20-page limit and may be reserved for final evaluation of top-scoring proposers.

Please briefly include in the proposal any relevant experience and familiarity with:

• developing and performing meaningful, statistically valid outreach to community members, e.g., surveys

• the processes of targeted outreach to members of historically marginalized communities, particularly to understand barriers to involvement

• projects involving public-private partnerships (CCTS is overseen by Clackamas County but operated by

WM)

• scheduling, organizing, and facilitating meetings with project teams and outside participants

• analysis to forecast future changes in trends, conditions, etc.

• environmental requirements, considerations, and protections at sites that present potential hazards to the surrounding natural area and neighborhood https://bidlocker.us/a/clackamascounty/BidLocker

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5.4. Fees

Fees should be on a milestone fixed fee basis and have rates listed for time and materials. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service. Time and material Fees and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, anticipated travel, other reimbursable expenses.

5.6. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2026-66

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________