RFP 2693 Transportation Planning~1.pdf

RFP NUMBER 2693

PERSONAL SERVICES

City of Portland, Oregon January 29, 2026

QUALIFICATIONS BASED SELECTION

REQUEST FOR PROPOSALS

For

PRICE AGREEMENTS FOR

Transportation Planning Urban Design & Landscape Architecture

New Mobility & Emerging Transportation Technologies Parking & Curbside Management

PROPOSALS DUE: March 5, 2026 before 4:00 p.m.

SUBMITTAL INFORMATION: Refer to PART II, SECTION B.3 (PROPOSAL SUBMISSION)

Submit the Proposal to:

City’s Online Procurement Center https://procure.portlandoregon.gov

Refer questions to:

Jin Huang Phone: 503-823-8235 Email: jin.huang@portlandoregon.gov https://procure.portlandoregon.gov/

GENERAL INSTRUCTIONS AND CONDITIONS

Design PA QBS-RFP Rev 12/2025 Req# 133528

CORPORATE RESPONSIBILITY AND SOCIAL EQUITY CONTRACTING --

The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women. It is the policy of the City that all businesses, including small, minority and women-owned businesses, be given the maximum practicable opportunity to compete for and be awarded contracts.

CITY SUSTAINABILITY OBJECTIVES – The City’s Sustainable City Principles directs City Bureaus to pursue long-term social equity, environmental quality, and economic vitality through innovative and traditional mechanisms. It is the policy of the City of Portland to encourage the use of products or services that help to minimize the human health and environmental impacts of City operations.

A successful Proposer is encouraged to incorporate environmentally preferable products or services into its work performance wherever possible.

"Environmentally preferable" means products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

ENVIRONMENTAL CLAIMS – Upon request, the vendor must provide and make publicly available verifiable evidence supporting every environmental claim made about the products or services provided to the City. Environmental claims for which verifiable evidence must be provided include any claim provided on products, product packaging, product or service sales literature and websites, and information provided to respond to this solicitation.

INVESTIGATION – The Proposer shall make all investigations necessary to be informed regarding the service(s) to be performed under this request for proposal.

SPECIAL CONDITIONS – Where special conditions are written in the Request for Proposal (“QBS-RFP”), these special conditions shall take precedence over any conditions listed under the “General Instructions and Conditions".

CLARIFICATION OF REQUEST FOR PROPOSAL – Proposers who request a clarification of the QBS-RFP requirements must submit questions in writing to the person(s) shown in the REFER QUESTIONS TO section on the cover of this QBS-RFP, or present them verbally at a scheduled pre-submittal meeting, if one has been scheduled. The City must receive written questions no later than the date stated herein. The City will issue a response in the form of an addendum to the QBS-RFP if a substantive clarification is in order.

Oral instructions or information concerning the Request for Proposal given out by City bureaus, employees, or agents to prospective Proposers shall not bind the City.

ADDENDUM – Any change to this QBS-RFP shall be made by written addendum issued no later than 72 hours prior to the proposal due date. The City is not responsible for any explanation, clarification, or approval made or given in any manner except by addendum.

COST OF PROPOSAL – This Request for Proposal does not commit the City to pay any costs incurred by any Proposer in the submission of a proposal, in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the services to be furnished under the Request for Proposal.

CANCELLATION – The City reserves the right to modify, revise, or cancel this QBS-RFP. Receipt and evaluation of proposals or the completion of interviews do not obligate the City to award a contract.

LATE PROPOSALS – Proposals received after the scheduled closing time for filing will be rejected as non-responsive and returned to the Proposer unopened.

REJECTION OF PROPOSALS – The City reserves the right to reject any or all responses to the Request for Proposal if found in the City’s best interest to do

so. In the City’s discretion, litigation between the City and a Proposer may be cause for proposal rejection, regardless of when that litigation comes to the City’s attention and regardless how the Proposer’s proposal may have been scored. Proposals may also be rejected if they use subconsultants who are involved in litigation with the City. Proposers who are concerned about possible rejection on this basis should contact the City before submission of a proposal for a preliminary determination of whether its proposal will be rejected.

CITY OF PORTLAND TAX REGISTRATION NUMBER – Successful Proposer shall obtain a current City of Portland Tax Registration Number prior to initiation of contract and commencement of the work.

WORKERS’ COMPENSATION INSURANCE – Successful Proposer shall be covered by Workers’ Compensation Insurance or shall provide evidence that State law does not require such coverage.

CERTIFICATION AS AN EEO EMPLOYER – Successful Proposers must be certified prior to contract execution, as an Equal Employment Opportunity Employer as prescribed by Portland Public Contracting Rules 5.33.076, and if awarded a contract, must maintain the certification throughout the term of the contract.

EQUAL BENEFITS PROGRAM – Successful Proposers must certify prior to contract execution, that they provide benefits to their employees with domestic partners equivalent to those provided to employees with spouses as prescribed by Portland Public Contracting Rules 5.33.077.

LOCAL CONTRACTING – If the final evaluation scores are otherwise equal, the City prefers goods or services that have been manufactured or produced by a Local Business. The City desires to employ local businesses in the purchase, lease, or sale of any personal property, public improvements, or services. The City wants the residents of the State of Oregon and SW Washington to benefit from optimizing local commerce and services, and the local employment opportunities they generate. [City of Portland Resolution #36260]

CONFLICT OF INTEREST - A Proposer filing a proposal hereby certifies that the proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer of the same request for proposals, that the Proposer is competing solely on its own behalf without connection or obligation to any undisclosed person or firm, that Proposer is not a City official/employee or a business with which a City official/employee is associated, and that to the best of its knowledge, Proposer, its employee(s), its officer(s) or its director(s) is not a City official/employee or a relative of any City official/employee who: i) has responsibility in making decisions or ability to influence decision-making on the contract or project to which this proposal pertains; ii) has or will participate in evaluation, award or management of the contract related to this proposal; or iii) has or will have financial benefits in the contract to which this proposal pertains.

Proposer understands that should it elect to employ any former City official/employee during the solicitation period or the term of the contract then that the former City official/Consultant employee must comply with applicable government ethics and conflicts of interest provisions in ORS Chapter 244, including but not limited to ORS 244.040(5) and/or ORS 244.047, and the City’s Charter, Codes and administrative rules, including but not limited to lobbying prohibitions under Portland City Code Section 2.12.080.

PUBLIC RECORDS – Any information provided to the City pursuant to this QBS- RFP shall be public record and subject to public disclosure pursuant to Oregon public records laws (ORS Chapter 192). Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.345(2) and ORS 192.355(4) and/or ORS 646.461 et seq. The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Information that has not been properly marked and redacted may be disclosed in response to a public records request.

When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed.

If the City refuses to release the records, the proposer agrees to provide information sufficient to sustain its position to the District Attorney of Multnomah County, who currently considers such appeals. If the District Attorney orders that the records be disclosed, the City will notify the proposer in order for the proposer to take all appropriate legal action. The proposer further agrees to hold harmless, defend, and indemnify the City for all costs, expenses, and attorney fees that may be imposed on the City as a result of appealing any decision regarding the proposer’s records.

The Chief Procurement Officer has the authority to waive minor irregularities and discrepancies that will not affect the competitiveness or fairness of the solicitation and selection process.

These Request for Proposal “General Instructions and Conditions" are not to be construed as exclusive remedies or as a limitation upon rights or remedies that may be or may become available under ORS Chapter 279A, B, and C.

http://efiles.portlandoregon.gov/Record/2437916/

Req# 133528

PART I SOLICITATION REQUIREMENTS

SECTION A GENERAL INFORMATION

1. INTRODUCTION

The City of Portland Bureau of Transportation is a community partner in shaping a livable city. We plan, build, manage and maintain an effective and safe transportation system that provides people and businesses access and mobility. We keep Portland moving.

The City of Portland, Bureau of Transportation is seeking proposals for various professional services on an as-needed basis. These as-needed services are referred to as “price agreements,” and generally include work with short deadlines, scopes that may need to be developed quickly, and/or requiring expertise currently unavailable in-house. Task Orders will be issued to successful Proposer(s) under these Price Agreements as individual project needs are identified.

2. BACKGROUND

The City intends to award up to 14 Price Agreements in the service categories listed below. The City may, but is not obligated to, award up to the maximum number of contracts per category as indicated. Successful Proposers may be called upon to provide consulting services and/or undertake fixed/term projects. The services requested under these Price Agreements will be small to medium in scope. Projects may range from a few hundred dollars up to 20% of the Price Agreement amount, subject to specific needs and budget availability in any given year.

No Service Category Description Maximum Number of Price Agreements to be Awarded

Maximum Amount for Each Awarded Price Agreement

I Transportation Planning Five (5) $2,500,000 (20% of Price Agreement value is the individual Task Order limit).

II Urban Design & Landscape Architecture

Three (3) $1,000,000 (20% of Price Agreement value is the individual Task Order limit).

III New Mobility, Electrification and Emerging Transportation Technologies

Three (3) $1,000,000 (20% of Price Agreement value is the individual Task Order limit).

IV Parking and Curbside Management

Three (3) $2,000,000 (20% of Price Agreement value is the individual Task Order limit).

The City may award multiple Price Agreements per service category, and the number of Price Agreements awarded in each service category shall be at the sole discretion of the City. In order to receive a Price Agreement, Proposers must receive scores that place them in the top scoring for the specific service category. Proposers who submit proposals for multiple service categories may be awarded a Price Agreement in multiple service categories. A Proposer wishing to be considered for Price Agreements in multiple service categories must submit a proposal in each service category for which they wish to be considered.

3. SCOPE OF WORK

The City is seeking proposals from individuals, firms, teams or consultants, hereafter called “Proposer(s),” with demonstrated experience in the service categories below to perform work on an as-needed basis. Services under these Price Agreements will be requested as the need arises, and work will be authorized via written Task Orders.

• Transportation Planning

• Urban Design & Landscape Architecture

• New Mobility & Emerging Transportation Technologies

• Parking & Curbside Management

4. PROJECT FUNDING

The total not-to-exceed amount of each individual Price Agreement shall be as listed in the table provided in Part I, Section A, 2, Background above, for the five (5) year term of the Price Agreement. The cumulative total of all Price Agreements awarded as a result of this RFP shall not exceed $24,500,000.00.

Services are requested as the need arises, therefore there is no guarantee of work to be assigned under any resulting Price Agreement, or that the total dollar limit of any Price Agreement will be reached. The cost and funding sources for services performed under any Task Order issued hereunder may vary depending upon the amount of work estimated and the funding source(s) specific to that particular project.

5. TASK ORDERS

Work performed under any resulting Price Agreement(s) must be authorized via a written Task Order (sample attached as Exhibit C) signed by the City and the successful Proposer. The scope of work, schedule, deliverables, key personnel, subconsultants, and compensation will be defined in the Task Order prior to commencement of the work.

The overall Consultant Project Manager will be defined in the Price Agreement and may be changed only through executed amendment to the Price Agreement. Following the execution of each Task Order, the City’s Project Manager or delegate will work directly with the successful Proposer for the duration of the project unless otherwise noted on the Task Order.

Equal Opportunity and Access in Subcontracting:

It is the policy of the City that all businesses, including minority- and women-owned businesses, be given the maximum practicable contracting opportunities. The City’s goal is to expand economic opportunities by growing both the demand for and capacity of local consultants through outreach efforts to a wide range of businesses. Providing equal opportunity and access in subcontracting is of paramount importance to the City for the work anticipated under these Price Agreements, and as such the City desires to award Price Agreements to Proposers who support the City’s corporate responsibility initiatives. Each negotiated Task Order shall include subcontracting opportunities for all businesses, including minority- and women-owned businesses, to the maximum extent possible. Successful Proposers shall be required to make good faith efforts to conduct outreach to inform all businesses of subcontracting opportunities, in accordance with Proposer’s response to the Corporate Responsibility portion of the Proposal.

Compensation: Compensation for each Task Order will be determined through negotiation with the successful Proposer based on the scope of work, the hours the successful Proposer estimates for performance of the work and the successful Proposer’s hourly rates, subject to a predetermined cap for the maximum compensation for the particular Task Order. If the work requires fewer hours than those estimated, the successful Proposer will be paid for the actual hours necessary to complete the Task Order. If the successful Proposer underestimates the number of hours that are required to perform the work, the negotiated maximum compensation for the Task Order shall be the cap of the compensation to be paid. Compensation may be amended for documentable circumstances not reasonably foreseeable to either party at the time the Task Order was issued, or for changes to the scope of work or deliverables requested by the City.

Task Order Change Requests Compensation may only be adjusted via an executed Amendment to the Task Order for documentable circumstances not reasonably foreseeable to either party at the time the Task Order was issued, or for changes to the scope of work or deliverables requested by the City.

Any change to the scope of work, schedule, deliverables, subconsultants, and compensation must be agreed upon by the City and the successful Proposer in writing as an executed Change Request Amendment to the Task Order.

Task Order Amendments exceeding 25% of the original Task Order amount must be authorized by the applicable Bureau Director or their designated representative and the Chief Procurement Officer. The 25% limitation is based on the cumulative total of all financial amendments to the original Task Order amount. Task Orders must be approved and accepted by both the Bureau’s Director or their designated representative and the Consultant’s representative.

The successful Proposer must be able to start the work per the Task Order no later than seven (7) calendar days from the date of the Notice to Proceed as projects often require work with short deadlines. If the successful Proposer is unable or unwilling to complete the project within the required time, it shall so state in writing to the City’s Project Manager and shall forfeit the Task Order within 24 hours of being notified.

Task Orders for each service category will be negotiated on a rotational basis. In the event the City and a successful Proposer cannot reach a favorable agreement on the maximum compensation, the Scope of Work, or the schedule for a specific Task Order, the City shall terminate negotiations and commence negotiations with the next successful Proposer.

Continual difficulties in negotiating compensation caps or repeated unavailability or inability to perform Task Orders may result in removal of a successful Proposer from the list and cancellation of the successful Proposer’s Price Agreement with the City.

In the event that the Price Agreement maximum amount is reached prior to the end of the Price Agreement term, that successful Proposer will be removed from the Price Agreement rotation list.

6. TIMELINE FOR SELECTION

The following dates are proposed as a timeline for this project:

Written proposals due before 4:00 p.m. March 5, 2026

Announcement of short list Proposers Week of March 23, 2026

Interviews or additional review, if deemed necessary March 23rd – April 3rd, 2026

Selection committee recommendation Week of April 6, 2026

Contract negotiation with successful Proposer Starting April 13, 2026

Notice to proceed – work begins May 2026

The City reserves the right to make adjustments to the above noted schedule as necessary.

SECTION B WORK REQUIREMENTS

1. TECHNICAL OR REQUIRED SERVICES

Successful proposers may be called on to perform any combination of the tasks listed below within each specified service area in which they are awarded a Price Agreement. For each identified project, the Portland Bureau of Transportation (PBOT) will provide the general scope of work. Consistent with the original proposal submission and this solicitation, the successful Proposer will develop & negotiate the specific scope of work, budget, deliverables and schedule. These details shall be agreed upon in writing by the successful Proposer & the City and will be memorialized by individual Task Orders for each separate project.

The successful Proposer may perform the following tasks for each service category listed below and shall be expected to work closely with designated City personnel to develop and negotiate the specific scope of work for each Task Order.

Any Task Order that may be issued under each service category below will be expected to include ADA accessible elements for that respective service category:

SERVICE CATEGORY 1: Transportation Planning

a. Policy review, analysis and development;

b. Transportation planning research, including non-PII data collection and market research;

c. Proof of concept and alternative development, design & feasibility analysis;

d. Impact analysis on economic growth and development, social fairness, lawful fairness in access and treatment for people with disabilities, land use and environmental issues;

e. Corridor, Station, Circulation, Area and/or Transportation System Plan development and analysis;

f. Long-range transportation planning related to existing and potential future modes of transportation;

g. Evaluation of accessible infrastructure implementation including programs such as sidewalk repair;

h. Facilitation and coordination of larger projects with regional and area-wide transportation agencies;

i. Bicycle, pedestrian, ADA access, and transit modal planning guidelines;

j. Multimodal transportation improvement planning, analysis and project development;

k. Freight transportation planning, forecasting and analysis;

l. Short and long-range planning related to existing and potential future modes of transit including both local service and high-capacity transit, utilizing a variety of vehicles and systems including but not limited to buses, rapid transit, light rail, vehicles that transport people with disabilities, streetcar, tram, and park and ride facilities;

m. Transit network analysis, evaluation and recommendations;

n. Safety research, planning, analysis, evaluations and recommendations;

o. Transportation demand management services;

p. Demand forecasting, planning and feasibility analysis (e.g. traffic, transit, bike, pedestrian, ADA access)

q. Microsimulation traffic analysis, including Synchro, SimTraffic, and PTV VISSIM/VISUM;

r. Traffic surveys, including volume and speed surveys in consultation with PBOT’s traffic operations work group;

s. Concept-level cost estimating using PBOT-provided templates;

t. Transportation fees analysis including impact on low-income, disabled, and other groups that have been excluded, pricing structure recommendations, and strategic planning and implementation;

u. Grant writing, compliance, permitting and related support;

v. Strategic communications including ADA accessible communications;

w. Public involvement, including general and needs-based and ADA accessible outreach and facilitation specific to each project that may be assigned in this service area;

x. Prepare ADA accessible graphic materials, modelling, maps, document production and other visualization tools for planning purposes, including public meetings; and

y. Other Transportation Planning services as requested and defined by PBOT management.

SERVICE CATEGORY 2: Urban Design & Landscape Architecture

a. Project scoping, site planning and analysis;

b. Streetscape planning and urban design;

c. Site assessments for repurposing on-street parking for other uses, including but not limited to public space, outdoor dining, bike parking, and trees in the curb zone;

d. Conceptual plans, cross-sections and diagrams;

e. Conceptual design alternatives and tradeoffs analysis;

f. Planning for landscape elements such as trees, stormwater management, pervious surfaces, or other relevant elements;

g. Cost estimations;

h. Public involvement, including general and needs-based and ADA accessible outreach and facilitation specific to each project that may be assigned in this service area;

i. Preparation of ADA accessible graphic materials, maps, and other visualizations tools for public meetings specific to each project that may be assigned in this service area; and

j. Other related Urban Design & Landscape Architecture services as requested and defined by PBOT management.

SERVICE CATEGORY 3: New Mobility, Electrification and Emerging Transportation Technologies

a. Policy analysis and development;

b. Mobility Service Providers research, strategic planning and analysis;

c. Transportation electrification research, planning and strategic analysis;

d. Electric Vehicle (EV) and EV charging research; planning and strategic analysis;

e. Electric micromobility research, planning and strategic analysis;

f. Fleet electrification research, planning and strategic analysis;

g. Private for-hire research, planning, and strategic analysis;

h. Smart Mobility and Autonomous Vehicle (fleet & private) research, strategic planning and analysis;

i. Intelligent Transportation Systems research, strategic planning and analysis in consultation with PBOT’s intelligent transportation systems work group;

j. Communication systems research, strategic planning and analysis;

k. Freight decarbonization and micrologistics research, planning, and strategic analysis;

l. Research, planning and strategic analysis on emerging modes like drones, personal delivery devices, light/local use vehicles, e-cargo bikes, advanced air mobility, sidewalk robots, or others;

m. Develop plans for how new mobility and emerging technologies will be implemented in coordination with existing legacy systems;

n. Research new and emerging technologies and conduct impact analysis on current transportation systems, economic and business model development, equity, ADA accessibility, land use, and environmental issues.

o. Revenue generation policy analysis, business model, financial modeling, pricing structure recommendations, strategic planning and implementation;

p. Pilot program design, action plans, safety studies, implementation, independent monitoring and evaluation;

q. Performance measure development and recommendations;

r. Technology evaluation, including developing specs for products and evaluating options;

s. Development of data frameworks for mobility providers (APIs, GTFS, CDS, MDS).

t. Evaluation and creation of privacy-preserving methods for mobility and curbside data ingestion and/or sharing;

u. Non-PII data collection;

v. Data analytics (based on non-PII data) to forecast new and emerging transportation technology trends;

w. Grant writing, compliance, permitting and related support;

x. Public involvement, including general and needs-based and ADA accessible outreach and facilitation specific to each project that may be assigned in this service area;

y. Conduct focus groups and market research;

z. Strategic communications; preparation of ADA accessible graphic materials, modelling, maps and other visualization tools for internal stakeholders and public meetings; and

aa. Other related New Mobility, Electrification and Emerging Technologies services as requested and defined by PBOT management.

SERVICE CATEGORY 4: Parking and Curbside Management

a. Policy review, analysis and development;

b. Existing conditions research, including conducting parking counts and parking studies;

c. Parking transportation planning, design, forecasting and analysis;

d. Curbside management planning, strategy, implementation and analysis;

e. Planning, strategy, implementation and analysis for existing and new parking and/or curbside management technologies;

f. Parking fees analysis including the impact on low-income, disabled, and other groups that have been excluded, pricing structure recommendations, and strategic planning and implementation;

g. Parking planning research, including non-PII data collection and market research;

h. Integration of real-time curb/roadway data into traveler information systems and/or City data systems.

i. Data analysis;

j. Evaluation and creation of privacy-preserving methods for vehicle movements and curb use, curbside data ingestion and/or sharing;

k. Grant writing, compliance, permitting and related support;

l. Facilitation and coordination of larger projects with regional and area-wide transportation agencies;

m. Strategic communications;

n. Public involvement, including conducting focus groups, market research, general and needs-based and

ADA accessible outreach and facilitation specific to each project that may be assigned in this service area;

o. Preparation of ADA accessible graphic materials, modelling, maps, document production and other tools for planning purposes, internal stakeholders and public meetings; and

p. Other Parking and Curbside Management services as requested and defined by PBOT management.

2. SUSTAINABILITY REQUIREMENTS

CITY OF PORTLAND GREEN BUILDING POLICY

The City of Portland Green Building Policy requires the City to incorporate green building or sustainable infrastructure best practices in all City design and construction projects. For buildings, the Policy requires the pursuit of the U.S.

Green Building Council’s Leadership in Energy and Environmental Design (LEED™) certification for new construction, major retrofits, and existing buildings.

As a result, the successful Proposer(s) will promote a multi-disciplinary, integrated approach to design and construction that:

• Uses material, energy and water resources efficiently;

• Minimizes site impacts;

• Maximizes on-site storm water management;

• Maximizes use of alternative transportation;

• Addresses the health issues relating to construction and indoor environments;

• Minimizes waste to landfills; and

• Supports the use of “environmentally preferable” and local products while meeting the City’s fiscal and programmatic responsibilities.

While specific green building or sustainable infrastructure requirements will be defined in a written Task Order, Proposers should be knowledgeable of the USGBC LEED™ rating systems, green building best practices in general, and sustainable infrastructure best practices (such as sustainable stormwater management Stormwater Facility Monitoring), as applicable to their discipline.

3. WORK PERFORMED BY THE CITY / OTHERS

The City will assign a project manager to oversee the successful Proposer’s work under each Task Order that may be issued hereunder. Any specific duties the City will perform for each project shall be identified in the individual Task Orders.

4. PROJECT REVIEWS

On a day-to-day basis, the progress of the work will be managed by the City’s Project Manager as indicated on each respective Task Order that may be issued hereunder.

5. DELIVERABLES AND SCHEDULE

Deliverables shall be considered those tangible resulting work products that are to be delivered to the City such as reports, draft documents, data, interim findings, drawings, schematics, training, meeting presentations, final drawings, and reports. Unless otherwise specified by the City, the successful Proposer shall prioritize submitting applicable deliverables electronically, and any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, preferably using materials containing post-consumer waste (PCW) recycled content.

Deliverables and schedule for each project shall be negotiated and defined in the Task Order.

a. If any Task Order issued hereunder includes subconsultant work in the Task Order’s scope of work then the successful Proposer will be expected to submit monthly subconsultant payment and utilization reporting electronically by the 15th of each month with invoice (reference Part II, Section C.5 of the QBS-RFP).

All deliverables and resulting work products from this contract will become the property of the City of Portland. As such, the Consultant and any Subconsultants grant the City the right to copy and distribute (in any and all media and formats) project deliverables for regulatory, project certification/recognition, program development, public education, and/or for any purposes at the sole discretion of the City of Portland.

6. PLACE OF PERFORMANCE

Contract performance will take place primarily at the successful Proposer’s facility. On occasion and as appropriate, work will be performed at City facilities, a third-party location, or any combination thereof.

7. PERIOD OF PERFORMANCE

The City anticipates having executed Price Agreements with each successful Proposer in place by May 2026. The term of the Price Agreements shall be five (5) years. Work shall begin for specific projects upon execution of a signed Task Order with submittal of final deliverables to the City occurring by the date defined in the individual Task Orders.

8. ACH PAYMENTS

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, Consultant’s shall execute the City’s standard ACH Vendor Payment Authorization Agreement and provide required documentation. Upon verification of the data provided, the Payment Authorization Agreement will authorize the City to deposit payments directly into Consultant’s accounts with financial institutions. All payments shall be in United States currency.

9. PUBLIC SAFETY

Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes without advance notice. The Proposer shall anticipate delays in such places and include the cost of delay in the proposed cost.

The successful Proposer’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. City project managers have discretion to require the successful Proposer’s employees and agents to be escorted to and from any public office, facility, or work site if national or local security appears to require it.

10. BUSINESS COMPLIANCE

The successful Proposer(s) must be in compliance with the laws regarding conducting business in the City of Portland before an award may be made. The Proposer shall be responsible for the following:

Certification as an Equal Employment Opportunity (EEO) Employer The successful Proposer(s) must be certified as Equal Employment Opportunity Employers as prescribed by Section

5.33.076 of the Public Contracting Rules of the City of Portland prior to contract award. To certify go to the website at:

https://procure.portlandoregon.gov.

Non-Discrimination in Employee Benefits (EB) The successful Proposer(s) must be in compliance with the City’s Equal Benefits Program as prescribed by Section

5.33.077 of the Public Contracting Rules of the City of Portland prior to contract award. To certify go to the website at:

https://procure.portlandoregon.gov.

Respectful Workplace Behavior The City of Portland is committed to a respectful work environment, free of harassment, discrimination and retaliation and other inappropriate conduct. Every individual has a right to work in a professional atmosphere where all individuals are treated with respect and dignity. The City’s Human Resources Administrative Rule 2.02 (HR 2.02) covers all employees with the City of Portland as well as consultants, vendors or contractors who provide services to the City of

Portland. The successful Proposer(s) must be in compliance with this rule at all times while under contract. To view the rule go to https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against.

Business Tax Registration The successful Proposer(s) must be in compliance with the City of Portland Business Tax registration requirements as prescribed by Chapter 7.02 of the Code of the City of Portland prior to contract award. Details of compliance requirements are available from the Revenue Bureau Tax Division, 111 SW Columbia Street, Suite 600, Portland, Oregon 97201, (503) 823-5157, website: https://www.portland.gov/revenue/business-tax.

11. INSURANCE

The successful Proposer(s) shall obtain and maintain in full force, and at its own expense, throughout the duration of the contract and any warranty or extension periods, the required insurances identified below. The City reserves the right to require additional insurance coverage as required by statutory or legal changes to the maximum liability that may be imposed on Oregon cities during the term of the contract. Successful Proposer shall be able to provide evidence that any or all subconsultants performing work or providing goods or services under the contract have the same types and amounts of insurance coverage as required herein or that the subconsultant is included under the Successful Proposers policy.

Workers' Compensation Insurance: Successful Proposer shall comply with Oregon workers' compensation laws, ORS Chapter 656 and as it may be amended. Unless exempt under ORS Chapter 656, the Successful Proposer and any/all subconsultants shall maintain coverage for all subject workers for the entire term of the contract including any contract extensions.

Commercial General Liability Insurance: Successful Proposer shall have Commercial General Liability (CGL) insurance covering bodily injury, personal injury, property damage, including coverage for independent successful Proposer’s protection (required if any work will be subcontracted), premises/operations, contractual liability, products and completed operations, in per occurrence limit of not less than $2,000,000.

Automobile Liability Insurance: Successful Proposer shall have automobile liability insurance with coverage to cover bodily injury and property damage in an amount of not less than $2,000,000 for each accident.

Professional Liability & Errors & Omissions Insurance: Successful Proposer shall have Professional Liability and/or Errors & Omissions insurance to cover damages caused by negligent acts, errors or omissions related to the professional services, and performance of duties and responsibilities of the Successful Proposer under this contract in an amount with a combined single limit of not less than $1,000,000 per occurrence and aggregate of $3,000,000 for all claims per occurrence. In lieu of an occurrence based policy, Successful Proposer may have claims-made policy in an amount not less than $1,000,000 per claim and $3,000,000 annual aggregate, if the Successful Proposer obtains an extended reporting period or tail coverage for not less than three (3) years following the termination or expiration of the Contract.

Additional Insurance: Any insurance required by Federal Law or State Statute or City Code; such as Bailees Insurance, Maritime Coverage, or other coverage(s).

Additional Insured Endorsement: The liability insurance coverage, except Professional Liability, Errors and Omissions, or Workers’ Compensation, shall be without prejudice to coverage otherwise existing, and shall name the City of Portland and its bureaus/divisions, officers, agents and employees as Additional Insureds, with respect to the Successful Proposer’s activities to be performed, or products or services to be provided. Coverage shall be primary and non-contributory with any other insurance and self-insurance. Notwithstanding the naming of additional insureds, the https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against https://www.portland.gov/policies/human-resources-administrative-rules/equal-employment/hrar-202-prohibition-against https://www.portland.gov/revenue/business-tax insurance shall protect each additional insured in the same manner as though a separate policy had been issued to each, but nothing herein shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount or amounts for which the insurer would have been liable if only one person or interest had been named as insured.

Continuous Coverage & Notice of Cancellation: The Successful Proposer agrees to maintain continuous, uninterrupted coverage for the duration of the Contract. There shall be no termination, cancellation, material change, potential exhaustion of aggregate limits, or non-renewal of coverage without thirty (30) days written notice from Successful Proposer to the City. If the insurance is canceled or terminated prior to completion of the Contract, Successful Proposer shall immediately notify the City and provide a new policy with the same terms. Any failure to comply with this clause shall constitute a material breach of Contract and shall be grounds for immediate termination of this Contract.

Certificate(s) of Insurance: Successful Proposer(s) shall provide proof of insurance through acceptable certificate(s) of insurance and additional insured endorsement forms(s) to the City prior to the award of the Contract if required by the procurement documents (e.g., request for proposal), or at execution of Contract and prior to any commencement of work or delivery of goods or services under the Contract. The Certificate(s) will specify all of the parties who are endorsed on the policy as Additional Insureds (or Loss Payees). The insurance coverage required under this Contract shall be obtained from insurance companies acceptable to the City of Portland. The successful Proposer(s) shall pay for all deductibles and premium. The City reserves the right to require, at any time, complete, certified copies of required insurance policies, including endorsements evidencing the coverage required.

SECTION C PROJECT PROVISIONS

1. SAMPLE PRICE AGREEMENT

The City’s standard Design Services Price Agreement will be used as a result of this selection process. A sample Design Services Price Agreement is attached to this RFP as Exhibit B.

2. ATTACHMENTS

Exhibit A Proposer’s Subconsultant Contracting Utilization Declaration of Understanding

Exhibit B Sample Design Services Price Agreement

Exhibit C PBOT Sample Task Order

Exhibit D BuySpeed Online Submittal Instructions

PART II PROPOSAL PREPARATION AND SUBMITTAL

SECTION A PRE-SUBMITTAL MEETING/CLARIFICATION

1. PRE-SUBMITTAL MEETING

There will be no pre-submittal meeting or site visit scheduled for this Request for Proposal.

2. QBS-RFP CLARIFICATION

Questions and requests for clarification regarding this Request for Proposal must be directed in writing, via email or fax, to the person listed below. The deadline for submitting such questions/clarifications is seven (7) days prior to the proposal due date. An addendum will be issued no later than 72 hours prior to the proposal due date to all recorded holders of the QBS-RFP if a substantive clarification is in order.

Jin Huang E-mail: jin.huang@portlandoregon.gov Phone: (503) 823- 8235

SECTION B PROPOSAL SUBMISSION

1. PROPOSALS DUE

Proposals must be received no later than the date and time specified on the cover of this solicitation. It is the Proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time. Proposals received after the specified closing date and/or time shall not be considered. The City shall not be responsible for the proper identification and handling of any proposals submitted incorrectly.

2. PROPOSAL

Proposals must be clear, succinct and not exceed sixteen (16) pages. Pages shall be formatted to 8.5” x 11” or 11” x 17” with the latter counting as two pages. Page orientation (portrait versus landscape) is at the discretion of the Proposer.

All fonts shall be at least 11 point. Incidental text appearing in graphics and labels for charts are not subject to this requirement. Section dividers, title page, table of contents, cover letter, resumes, and the Proposer’s Subconsultant Contracting Utilization Declaration of Understanding Form do not count in the overall page count of the proposal.

Proposers who submit more than the pages indicated will not have the additional pages of the proposal read or considered.

All submittals will be evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The ability to follow these instructions demonstrates attention to detail.

3. PROPOSAL SUBMISSION

For purposes of this proposal submission, the Proposer shall submit: one (1) original copy of their proposal and all separately attached documents and responses in PDF format through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

Please see attached BuySpeed submittal instructions (RFP Exhibit D). Online Submittal instructions are also available at:

https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions .

Disclaimer: The following instructions are provided as a guideline to Proposers submitting proposals online through BuySpeed. These instructions are advice only and the City does not warrant that following these instructions will guarantee that a Proposer’s proposal is submitted correctly. Proposers bear complete and total responsibility for ensuring their proposal is properly submitted and received on time.

The entire proposal must be attached and properly submitted through the City’s Online Procurement Center before the time and date specified on the cover page of this RFP. Proposers are advised to allow extra time prior to the closing date and time to create a “Quote” and upload their proposal documents into BuySpeed. The City is not responsible for any failure attributable to the transmission or receipt of electronic proposals including, but not limited to the following:

a. Receipt of corrupt, garbled or incomplete documents.

b. Availability or condition of the receiving machine.

c. Incompatibility between the sending and receiving machine.

d. Delay in transmission or receipt of documents.

e. Failure of the Proposer to properly identify the Proposal Documents.

f. Illegibility of Proposal Documents.

g. Security and confidentiality of data.

To avoid potential issues with the submission of Proposal Documents, Proposers should avoid file names that utilize special characters (e.g. &*-_+#@). Proposers should limit file names to no more than sixty (60) characters in length. Proposers should attempt to reduce the size of files being submitted to reduce the chance of failure of uploading documents in BuySpeed.

Proposers may request additional assistance from City staff with the submittal process prior to the proposal due date listed on the cover page of this RFP. Assistance is based on the availability of City staff and all requests for assistance shall be sent via email to jin.huang@portlandoregon.gov. Requests for scheduling shall be made at least one week prior to the proposal due date. Requests for assistance after the scheduling deadline will be based on availability of staff to respond to requests. Assistance by City staff does not guarantee proposal submission will be completed accurately, on-time, or that proposals will be considered responsive. Compliance with all proposal submission requirements are still the responsibility of the Proposer even if assistance is provided.

Confidential Information: additional “redacted copy” of proposal required If the Proposer requests redactions to their proposal in accordance with the language below, the Proposer shall also submit one (1) additional “non-confidential” copy of the proposal in unprotected MS Word format with the requested redactions. If no redactions are requested in a proposal, please state that clearly in the Cover Letter.

REDACTION FOR PUBLIC RECORDS: Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.345(2), ORS 192.355(4) and/or ORS 646.461 et seq. Proposers are required to submit a redacted copy of their proposal and all attachments. “Redaction” means the careful editing of a document to obscure confidential references; a revised or edited document thereby obscuring the exempt information but otherwise leaving the formatted document fully intact. The redacted copy must be a complete copy of the submitted proposal, in which all information the Proposer deems to be exempt from public disclosure has been identified.

When preparing a redaction of a proposal submission, a proposer must plainly mark the redactions by obscuring the specific areas the proposer asserts are exempt from public disclosure. In addition, a summary page identifying the pages https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions where redactions occur shall be included with the proposal submission (summary is not included in page limitations. If a proposer fails to submit a redacted copy of their proposal as required, the City may release the proposer’s original proposal without redaction. If the entire proposal is marked as constituting a “trade secret” or being “confidential”, at the City’s sole discretion, such a proposal may be rejected as non-responsive.

Unless expressly provided otherwise in this QBS-RFP or in a separate written communication, the City does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law. The City agrees not to disclose proposals until the City has completed its evaluation of all proposals and publicly announces the results.

Please refer to the GENERAL INSTRUCTIONS AND CONDITIONS for more information about confidential information within public records.

4. PROPOSED COST INFORMATION

Successful Proposer(s) will submit, as a separate file, one copy of the Proposer’s proposed billing rate information to provide services in Excel or PDF format within seven (7) calendar days after the City issues the Notice of Intent to Negotiate and Award. The Successful Proposer’s failure to provide proposed costs to the City within seven (7) days will be cause for the City to terminate negotiations with the selected consultant and negotiate with the next most qualified consultant.