RFP for Architectural Services 4925-9110-0892 v.6 FINAL.pdf

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Request for Proposals ("RFP")

TO PROVIDE DESIGN SERVICES

LAKE OSWEGO PUBLIC LIBRARY PROJECT

Pre-Qualification:

Required Not Required

Pre-Proposal Conference:

One mandatory pre-proposal conference will be held on Tuesday, November 10 at 8:30 a.m., in the City Hall Council Chambers, located at 380 A Avenue, Lake Oswego Oregon 97034.

Attendance is mandatory. The City of Lake Oswego (the "City") conducts such meetings in order to clarify information provided in the RFP and to provide interested Proposers an opportunity to ask questions about the RFP. Statements made by the City's representatives at the conference are not binding on the City unless confirmed by written addendum.

RFP Availability:

This RFP is available electronically through OregonBuys.com

Complete solicitation documents may also be reviewed at 380 A Avenue, Lake Oswego, Oregon 97034.

Proposals Due: Not later than 4:30 P.M. PST, Friday, November 20, 2026.

Late proposals will not be accepted or considered.

Submit Proposals to: Lake Oswego Public Library, ATTN: Library Director Melissa Kelly, 706 Fourth Street, Lake Oswego OR 97034

Direct Questions to:

Procurement Contact: Amy Copeland, Owner’s Representative Email: acopeland@sojpdx.com Phone: 503-310-2544 Deadline for Questions/Solicitation Protests: Friday, November 13, 2026 at 2:00 pm

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Proposal Opening:

Proposals will be opened at 4:45 p.m. on the date proposals are due.

Proposal Documents:

RFP Design Services for Library Project

Attachment A: Form of Proposed Contract

Attachment B: Proposer Information Form/Certifications

Attachment C: Reserved

Attachment D: Certification Statement for Corporation or Independent Contractor

Attachment E: Reserved.

Attachment F: Workers' Compensation Exemption Certificate

Attachment G: Affidavit of Non-Collusion

Attachment H: References

List Additional Attachments, as necessary

1. Introduction

The City seeks written proposals from qualified consultants able to design services. The City will screen and select Proposers as provided in ORS 279C.110(5). The City intends to award a single contract as a result of this RFP. The contract term will be one year with options to renew for six additional one-year terms.

The contract will initially be for Phase 1 of the Scope of Work (see Section 2 below). The City may, but is not required to, amend the contract awarded under this RFP to add Phase 2 of the Scope of Work upon the successful passage of a bond or other method of securing sufficient funding to advance construction of a new library.

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1.1 About the City

Located in the northwestern corner of Clackamas County on the banks of the scenic Willamette River and hugging the shore of a 405-acre lake, Lake Oswego is nestled among many of Oregon’s greatest attractions: Mount Hood, the Oregon Coast, the Columbia Gorge and nearby vineyards, farmlands, and forests. Lake Oswego is also ideally situated close to Oregon’s major metropolitan areas – just eight miles south of downtown Portland and about 45 minutes north of the state capitol in Salem.

Lake Oswego is considered one of the finest residential areas in Oregon. Voted consistently as one of the best places to live in Oregon, local municipal services carry an exceptionally high approval rating compared to national averages.

Unlike some communities its size, Lake Oswego offers full-service police and fire protection, a celebrated library, and parks system. It also provides planning and zoning regulation, building inspection and regulation, street maintenance and improvement, water, wastewater and surface water services.

Lake Oswego’s population is characterized as highly educated, affluent, and primarily composed of homeowners. Residents value arts and culture, parks and outdoor amenities, and recreation and wellness. The schools in the city rate among the best in the state. There are also several colleges in or near Lake Oswego.

Although the city is primarily residential, there is some commercial development and light manufacturing. Most of the businesses are located downtown near the Willamette River on the City’s eastern boundary, or on the west end in the Lake Grove business district and neighborhood. Commercial properties on Kruse Way, near the interstate highway, offer sought after Class A office space.

The town of “Oswego” was founded in 1847 by Albert Alonzo Durham. He built the town’s first industry -- a sawmill on Sucker Creek (now Oswego Creek) -- in 1849. In 1865, the Oregon Iron Company hoped to make Oswego an industrial center: the “Pittsburg of the West.” An iron smelter, in modern-day George Rogers Park, went into production in 1867 and contributed to Oswego’s early boom years. With the demise of the iron industry, the emphasis turned more toward land development.

In 1910, the City of Oswego was incorporated. By the 1930s, Oswego had developed a reputation as a community of fine homes for people with good taste.

The original neighborhoods reflected a glimpse of England, with English Cottage and Tudor Revival homes designed by architect Richard Sundeleaf between 1920 and 1940. Residential development around the perimeter of Oswego Lake accelerated in the 1940s and ’50s. With the annexation of part of the Lake Grove community in 1960, the name of the city was changed to Lake Oswego.

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1.2 About the Project

Lake Oswego Public Library (LOPL) is a busy and well-loved community resource serving approximately 41,000 City of Lake Oswego residents and 3,000 unincorporated Clackamas County residents, in a desirable suburb just south of Portland, Oregon. LOPL is a member library of the Libraries in Clackamas County (LINCC) district.

In 2025, LOPL welcomed 175,149 visitors into the building and issued 3,653 new library cards. In total, the library currently serves 28,101 active cardholders.

LOPL holds the largest physical collection in LINCC and serves as an important resource for the smaller libraries in the district. The library’s physical holdings total around 157,000 items. In the last fiscal year, 775,831 physical items circulated, and 189,703 e-books and e-audiobooks circulated. The library offers self-service technology which is utilized by approximately 84% of patrons, and has a 13-bin automated materials handling (AMH) machine to help staff manage the heavy flow of materials.

The current LOPL facility was constructed in the early 1980s and opened in 1983.

Although the community passed a bond to build the new library at 35,000 square feet, due to site constraints, the square footage was limited to 27,100 square feet across 3 floors. The 23% reduction in square footage, combined with population and usage increases and the evolution of library services, led the community to identify the need for more space only 5 years after LOPL opened. As a result, a series of community efforts and facility assessments aimed at expanding the library started in 1988 and continue to this day. These include the Library Growth Task Force in 1988, the Branch Library Site, Utilization and Design Committee in 1992, the Library Building Program Report in 1996, the Clackamas County Library System Facilities Assessment in 2006, the BOORA Facilities Assessment in 2006, the SERA Facility Assessment in 2008, a failed bond measure in 2012, and the CIDA Seismic Evaluation and General Facility Condition Assessment in 2024.

The children’s library is below grade in the basement level and includes a small tiered storytime area with no windows. There is no dedicated event space for adult or multigenerational events, so LOPL staff set up folding chairs between the stacks on the main floor and pull down a projector screen to host lectures, music performances and other classes and events. LOPL has one small meeting room that accommodates 12 people.

Doing our best around these constraints, LOPL offered more than 600 classes and events in 2025, that brought together 22,597 community attendees. Demand regularly exceeds space available in the story pit, the meeting room and between the stacks, which is why staff arranged for 79 library events in 2025 to be held at partner locations.

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The Lake Oswego City Council recognizes these constraints, and as part of their annual goal setting process, has included initiatives in support of a new, expanded and modern library since 2022. The 2026 initiative is worded as “Develop a strategy for an expanded and modern library facility, prioritizing the West side of town and urban renewal funding options, allowing it to serve as an all-ages and all-activities community center.”

LOPL needs to move to a new site to build an expanded and modern facility.

Recent community surveys and a 2023 library visioning process have found that the library is lacking key spaces, services and amenities that are now standard, and very popular, in other libraries. These needed spaces include large multipurpose rooms, an indoor children’s play area, smaller meeting and study rooms, a makerspace, a teen room, auditorium space, café space, and community outdoor spaces. Priority outdoor spaces include a plaza that could be used for events as well as casual outdoor seating for reading and socializing. Outdoor children’s play space would also be ideal. Community surveys have also consistently found that access to the library’s physical collections is highly valued and should be maintained.

There is also potential interest to locate the Parks and Recreation department’s Teen Lounge in the new library, and for large multipurpose rooms to also be programmable for recreation classes when they are not in use for library programming. Another area of interest for the project is an expanded outdoor civic plaza that could be used for events and a modestly sized farmers’ market.

These potential needs of the Parks and Recreation department will continue to be explored as part of this new library project.

It is very important for a new LOPL building to be safe and accessible, with sustainably designed, cost-effective and functional building systems. The current facility is structurally deficient and deteriorating, facing a number of costly issues, including frequent water intrusion, drainage issues, spalling gypcrete, failing building systems, and accessibility barriers. In terms of sustainable and high performance building standards, the City prioritizes the reduction of greenhouse gas emissions, water conservation, waste prevention, toxics reduction, and stormwater management in its building projects.

The City is ready to continue the journey to develop a strategy for an expanded and modern LOPL that meets community needs now and into the future. A community task force has been established to evaluate and make recommendations to the City Council regarding the scope of the building and site program, and the site location, for the future LOPL.

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City Council plans to utilize urban renewal funding to help finance the project, but a bond will also need to be passed. We are currently planning for a May 2029 bond measure. The City is excited to bring on a design team to be part of this important community project.

1.3 Timeline/Deadlines

ACTIVITY DATE

Issuance of Request for Proposal November 2, 2026 Mandatory Pre-proposal Conference November 10, 2026, 8:30 am Deadline for Questions/Clarifications/Requests for Change/RFP Protests

November 13, 2026, 2:00 pm

Deadline for Addenda November 18, 2026 Deadline to Withdraw from RFP Process November 20, 2026 at 4:30 pm Deadline for Submission of Proposal November 20, 2026 at 4:30 pm Initial Evaluation of Proposal November 23, 2026-December 7, 2026 Notification of Short List finalists December 8, 2026 Interviews (Up to 4 time slots, if required) December 17, 2026 Deadline for Submission of Pricing Proposal December 18, 2026 at 10:00 am Notice of Intent to Award December 23, 2026 Deadline for Filing Protest of Award December 30, 2026 at 2:00 pm Council Approval February 2, 2027 Anticipated Notice to Proceed February 3, 2027 Anticipated Contract Kickoff February 3, 2027

The City reserves the right to deviate from this schedule.

1.4 RFP Clarifications and Protests; Addenda

(a) Informal Questions or Requests for Clarification

Any Proposer requiring clarification of the information provided in this RFP may submit specific questions or comments in writing to the Procurement Contact shown on page 1 of this document. Email is the preferred form of written communication. The deadline for submitting such questions is set forth in Section 1.3.

(b) Request for Change or Protest of Solicitation or Contract Documents

Any Proposer wishing to protest this RFP or request a change of any provision, specification, or contract term contained in the solicitation documents, must submit such questions, comments, or protests to:

Amy Copeland

Email: acopeland@sojpdx.com

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The deadline for submitting such protests is set forth in Section 1.3.

(c) Content of Solicitation Protest/Request for Clarification

The prospective Proposer's written request for clarification or protest of the RFP must include all of the following and otherwise comply with

OAR 137-048-0240(1):

(i) Sufficient information to identify the solicitation that is the subject of the protest or request;

(ii) The reasons for the protest or request, including any grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, or is legally flawed;

(iii) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(iv) A statement of the desired changes to the procurement process or the solicitation document that the prospective Proposer believes will remedy the conditions upon which the prospective Proposer based its protest or request.

(d) Addenda

If the City determines that a change or clarification to the solicitation documents is necessary, such information, clarification, or interpretation will be supplied in a written addendum, posted on OregonBuys.com

Addenda will have the same binding effect as though contained in this RFP. Unless otherwise specified within an addendum, the City's issuance of addenda will not extend the proposal due date and time. Minor clerical errors related to or within addenda issued by the City, including clerical errors in an addendum's numbering or title, do not remove the responsibility of the Proposer to acknowledge all addenda. If there are any questions related to the contents of the addenda, or how to interpret them, it is the responsibility of the Proposer to elevate those concerns for the City's consideration.

Statements made by the City's representatives are not binding on the City unless confirmed by a written addendum.

(e) Extension of Closing

The City may extend the proposal due date and time set forth in Section 1.3 for any reason, including if it determines an extension is

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2. Scope of Work

2.1 General

(a) Architecture

(i) Attend weekly project coordination meetings during active site search, design phases and construction, as applicable.

Note that the Owner’s Representative will facilitate and produce minutes for all project team meetings through design and construction.

(b) Structural Engineering

(c) Civil Engineering

(d) Mechanical Engineering

(e) Electrical Engineering, including low voltage systems:

(i) Data/Telecommunications System

(ii) Building Security System/Access Control

(iii) Fire Alarm System

(iv) Paging System

(v) Audio-Visual System

(vi) Clocks

(vii) Lighting and HVAC Controls

(f) Plumbing Engineering

(g) Acoustic Engineering

(h) Sustainability consulting

(i) Landscape & Irrigation

(j) Signage

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(k) Community Engagement (consultant, if needed, to be selected in coordination with library project team)

(l) Commercial Kitchen Design

(m) Furniture, Fixtures and Equipment (FF&E)

(i) Selection of FF&E by Architect

(ii) Vendor selection by Architect (minimum of 3 proposals)

(iii) Procurement by Owner

2.2 PHASE 1: SITE SELECTION & CONCEPTUAL DESIGN (February 2027 thru July 2028)

(a) Programming and Site Feasibility Evaluation

(i) Review all available documents regarding previous studies and program needs assessments.

(ii) Review and validate the library program, anticipated space requirements, operational needs and planning assumptions. Meet with City and Library staff as needed to facilitate this. Identify any issues that may affect site selection or project feasibility.

(iii) Facilitate meetings with City and Lake Oswego Library staff as needed to develop basic components of the building program, including the City’s standard building system, equipment and materials.

(iv) Attend coordination meetings with City and Library staff.

(v) Assist the City in evaluating potential sites for the proposed Library and identifying a preferred site that best supports the City’s programmatic, operational, financial, environmental, and long-term planning objectives.

(vi) Conduct site visits to candidate properties selected by the City.

Assume 20 hours for site visits.

(vii) Review due diligence materials provided by the City.

(viii) Identify information gaps and recommend additional due diligence material or site assessment needed.

(ix) Provide test fits as required to evaluate feasibility of potential sites including potential building placement, approximate building

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Assume 5 test fits.

(x) Coordinate work to be performed by consultants, which may include: site observations and analyses; land use and zoning analyses; a due diligence report prepared by the design team including code analysis and required improvements; test fits by architect; initial cost estimates by contractor; environmental assessments.

(xi) Attend and assist with preparation for pre-application conference, if needed.

(xii) Obtain and review applicable codes and standards as required by the City of Lake Oswego.

(xiii) Provide a conceptual design for selected site including site layout, and narratives to describe building systems, structural and exterior finishes. Assume conceptual design on 1 site.

(xiv) Provide renderings and other graphic materials that will be used to describe the Project to residents, staff and the broader community and used to support the bond measure.

(xv) Provide presentation materials as requested for task force presentations and City evaluation.

(xvi) Review cost estimates (by contractor) and assist with budget / scope alignment.

(xvii) Participate in presentations to City Council, library staff, advisory boards and citizen groups as needed.

(xviii) Prepare a design and permitting schedule of the Project. Schedule to include all required meetings with Lake Oswego City Council, Lake Oswego Public Library project team, and any citizen groups that may be formed by the city.

(xix) Prepare materials for and participate in presentations to the City Council as needed.

(xx) Develop staff and community engagement strategy in collaboration with Library and City staff.

Upon completion of Phase 1, design work will pause as the City of Lake Oswego prepares bond measure, with the bond vote anticipated in May 2029.

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2.3 PHASE 2: Schematic Design Through Construction and Move-In (June 2029 thru December 2032)

(a) Schematic Design (SD)

(i) Facilitate meetings with City and Library staff and project team to develop Schematic Design documents.

(ii) Attend and assist with preparation for pre-application conference, if needed.

(iii) Provide support for land use review and approval process (if needed this can be facilitated by a land use consultant retained by Owner).

(iv) Obtain and review applicable codes and standards as required by the City of Lake Oswego.

(v) Participate in initial discussions regarding sustainability goals for the project, goal LEED equivalent.

(vi) Prepare and submit 100% Schematic Design Documents and a narrative specification document for review and approval by City staff and for the CM/GC’s preparation of a cost estimate.

(vii) Respond in writing to all City and Lake Oswego Public Library staff comments on plans and specifications.

(viii) Review cost estimate (by CM/GC) and assist with budget / scope alignment.

(ix) Coordinate Owner review / feedback.

(x) Update renderings and other graphic materials that will be used to describe the Project to residents, staff and the broader community.

(xi) Participate in presentations to City Council, library staff, advisory boards and citizen groups as needed.

(b) Design Development (DD)

(i) Facilitate meetings with City and Library staff to develop Design Development documents.

(ii) Define / design building systems.

(iii) Issue DD plans and specifications / narrative to include:

(1) Detailed site and floor plans.

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(2) Building sections and details.

(3) Interior elevations, casework and millwork elevations.

(4) Interior design including materials and color palette.

(5) report addressing all the City’s Community Development Code standards and criteria, and code requirements.

(iv) Respond in writing to all city and Lake Oswego Public Library staff comments on plans and specifications.

(v) Lead the project team through the City’s Land Use Application process including all applicable permits.

(vi) Advise and assist staff regarding sustainability certifications and energy incentives.

(vii) Review DD cost estimate (by CM/GC) and assist with budget / scope alignment.

(viii) Coordinate Owner review / feedback.

(ix) Participate in presentations to City Council, library staff, advisory boards and citizen groups as needed.

(c) Construction Documents (CD)

(i) Issue 50% CD plans and specifications.

(ii) Review 50% CD cost estimate (by CM/GC) and assist with budget / scope alignment.

(iii) Coordinate Owner review / feedback.

(iv) Issue 90% CD plans and specifications.

(v) Submit 90% CDs and obtain building permits.

(vi) Review 90% CD cost estimate (by CM/GC) and assist with budget / scope alignment.

(vii) Coordinate Owner review / feedback.

(viii) Issue 100% conformed CD plans and specifications that incorporate CM/GC, Owner and permit review revisions to the 90% CDs.

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(ix) Participate in presentations to City Council, library staff, advisory groups and citizen groups as needed.

(d) Permit and Bidding Phase

(i) Compile, organize and forward construction documents to CM/GC for bidding and to City for Permits.

(ii) Manage the permitting process – respond to plan check comments and secure permits.

(iii) Attend pre-bid meeting and bid opening, as needed.

(iv) Assist CM/GC in preparing Addenda, including supplementary drawings and specifications, as may be required in the bidding process.

(v) Assist CM/GC with bid analysis. Review and provide recommendations relative to alternates or substitutions proposed by bidders.

(e) Construction Administration (CA)

(i) Conduct weekly site observations and issue monthly reports.

(ii) Review / approve substitution requests, submittals, samples and mock-ups.

(iii) Prepare change documents as necessary.

(iv) Manage all aspects of project administration, including reviewing and monitoring of the construction schedule and budget; setting up a document control system; coordinating and attending project meetings; tracking submittals; maintaining project records;

preparing monthly reports; reviewing contractor payment requests;

administering compliance with labor standards; and providing testing and inspection administration.

(v) Review / certify CM/GC payment applications.

(vi) Assist with punch list generation and resolution.

(vii) Review Operations & Maintenance (O&M) manuals.

(viii) Issue As-Designed record drawings.

(ix) Assist with project close-out.

(x) Facilitate (11) month walkthrough prior to warranty expiration.

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2.4 EXCLUSIONS (To be contracted directly with the Owner or added as additional services, as needed).

(a) Site Survey

(b) Geotechnical Engineering

(c) Environmental Consulting

(d) Traffic Study

(e) Special Inspections & Materials Testing

(f) Commissioning Agent

(g) Services related to the existing library site. However, the City reserves the right to add scope related to the existing library site as an additional service at a later date, if needed. This could include investigative or feasibility studies, or it may include developing renderings or presentation materials of what is envisioned for the future of the existing site, as informed by community input and/or City Council direction.

2.5 SCHEDULE

The preliminary project schedule is outlined below, and is subject to change.

Current phase (pre-bond):

• January 2027-March 2028: Site Selection and Evaluation

• April-July 2028: Conceptual Design/Pricing

• May 2029: Tentative Bond Passage

Future phase (after bond passage):

• June-September 2029: Schematic Design

• October 2029-January 2030: Design Development

• February 2030-June 2030: Construction Documents

• July-December 2030: Permitting

• January 2031-June 2032: Construction

• July-Dec 2032: Move In

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3. Proposal Format, Content, and Submission

3.1 Proposal Format

City proposal standards:

(a) Proposal includes a one-page cover letter as the first page of the proposal.

Not included in total page count.

(b) Proposal includes Attachments B, C, D, F, G, and H. Not included in total page count.

(c) Proposal addresses all Evaluation Criteria in the order presented in Section 3.4.

(d) Proposal may not exceed 20 pages in length, not including reports, resumes, cover letters, and like attachments. Attachments B, C, D, F, G, and H are not included in the page count.

(e) Proposal is printed double-sided, when possible. Double-sided sheets are considered equal to two pages.

(f) Proposal is prepared simply and economically, and is comprised of recyclable and, ideally, recycled materials. Proposal is stapled rather than bound.

Please do not include sales or promotional materials as part of proposal, unless requested.

3.2 Attachments: Proposer Certifications and Representations

Each proposal will include completed Attachments B, C, D, F, G, and H, signed in ink or indelible pencil. An electronic signature will not be accepted in lieu of an original handwritten signature.

3.3 Proposal Content

Proposals must provide all information requested and required under this RFP.

Proposals that do not provide all such information may be rejected as non-responsive.

3.4 Proposal Responses to Evaluation Criteria

Each proposal must address each of the following Evaluation Criteria completely, and in the order provided:

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Written Evaluation Criteria – Proposal Phase 1

Section 1: Firm Qualifications

Provide an overview of your firm, including:

a. Years in practice, number of employees, and a brief statement of experience and design approach. Indicate whether your firm or any of your subconsultants are COBID certified.

b. State whether your company is currently, or has been during the last ten years, involved in defending, negotiating, mediating, or litigating (in court, administrative proceedings, or arbitration), any claims or liens relating to or arising from your company’s design or business activities.

c. Provide a brief description of up to five (5) relevant projects that involved at least one key member of your proposed team. Include the following for each project:

• The name, location, project owner and year of completion

• Square feet and final hard construction cost

• Indicate which member(s) of your proposed team worked on the project and in what capacity

• Images that convey the quality of architecture

• Name of contractor and point of contact.

Maximum Points Available: 30

Section 2: Project Team Qualifications and References

a. Indicate the individuals within your firm who will be assigned to the project, and specify what roles each will fill. Provide resumes for each individual that include relevant experience, education, affiliations, and certifications. Continuity of key staff on this project is critical to its success. No key team member may be replaced during this contract without prior written approval from the City of Lake Oswego.

Resumes are not included in page count.

b. Identify any subconsultants that you propose adding to the project team, and provide a brief overview of the firms and provide resumes for key individuals that would be assigned to the project.

Resumes are not included in page count.

Maximum Points Available: 40

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c. Use Attachment H to list contact information for at least two (2) owners and one (1) contractor you have worked with on similar projects within the last 5 years. These should include references for the key individuals proposed for the project team.

Section 3: Project Approach

a. Site Selection. Describe your approach to evaluating potential sites and developing test fits to compare site suitability and project feasibility. How will you translate these findings into an informed Concept Design, and how will you assess budget, and opportunities to meet the library’s long-term needs?

b. Bond Measure Preparation. Describe your experience and approach to helping public agencies prepare for a bond measure and garnering public support.

c. Key Opportunities & Challenges. Discuss what you believe to be the primary opportunities and challenges of this Project. Discuss your approach to leverage those opportunities and address those challenges.

d. Project Phasing. If the bond measure passes and the project proceeds to Phase 2, describe your approach to advancing from concept design through schematic design, design development, construction documents, permitting, bidding, and construction administration. How will you maintain design continuity, manage costs, and minimize the need to revisit decisions made during Phase 1?

e. Community Engagement. Describe your approach to community outreach, how you evaluate feedback and how you use feedback to inform the design.

f. Additional Expertise. Describe how and when you would engage additional subconsultants in the design and construction phases of work.

Available: 20

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Section 4: COBID Certification or Subcontractor / Supplier Utilization

The City of Lake Oswego is supportive of the regional economy, and is committed to solicit and achieve racial, gender, veteran, and emerging small business equity in City procurements. This strategy will be implemented by either utilizing firms certified by the State of Oregon Certification Office for Business Inclusion and Diversity (COBID)1 or firms that will plan and/or have used COBID subcontractors or purchased from COBID suppliers.

If your firm or quote is eligible for points to be awarded based on COBID certification or utilization, please include one or more of the following:

1) Firm's COBID certification.

2) A utilization plan to employ COBID-certified subcontractors or purchase goods from COBID-certified seller of goods, then the plan shall be reviewed by the selection committee.

3) Documentation showing the percentage of COBID-certified subcontractors employed and/or the dollar value of goods purchased from COBID-certified suppliers during past six months.

Maximum Points Available: 10

Total Points Available: 100

Interview Evaluation Criteria

Firm Qualifications and Capacity: Firm’s experience with comparable projects, overall qualifications, and capacity to deliver the project within the anticipated schedule and budget.

Maximum Points Available: 30

Project Team Experience: Qualifications and relevant experience of key personnel; demonstrated experience supporting site selection and pre-bond planning; and successful experience designing libraries and comparable public facilities.

Maximum Points Available: 40

Project Approach & Understanding: Demonstrated understanding of the project needs; and proposed approach to project planning and delivery, Available: 30

1 COBID certifies firms based on rules promulgated in OAR 123-200-1000 et seq. COBID Webpage:

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx

-19-including site selection, budget and schedule management, consultant coordination, project management and community engagement.

Total Points Available: 100

Price Proposal Criteria – Proposal Phase 2

Provide a schedule of hourly rates that the proposing firm will charge for the work of each individual or labor classification that will perform the services that the City requires under this RFP.

Provide a reasonable estimate of hours that the proposing firm will require to perform the services that the City requires under this RFP.

Maximum Points Available: 5

Provide a description of each task that the proposing firm understands as comprising the services required under this RFP and a list of each individual or labor classification that will perform each task, together with the hourly rate that applies to the individual or labor classification.

Maximum Points Available: 5

Provide a list of expenses, including travel expenses, that the proposing firm expects to incur in connection with providing the services required under this RFP.

Maximum Points Available: 5

Total Points Available: 15

3.5 Proposal Submission

Provide one hard copy original proposal and 5 additional print copies, plus a digital copy on a USB flash drive. Submit to:

Melissa Kelly, Library Director, 706 Fourth St., Lake Oswego OR 97034.

Proposals are due no later than the due date and time as set forth in Section 1.3 to the Procurement Contact and at the location set forth on page 1 of this RFP.

It is the Proposer's sole responsibility to ensure that its proposal is delivered and time-stamped, prior to the due date and time set forth in Section 1.3 of this RFP.

Proposals not time-stamped by the due date and time will be considered late. The City will reject all late proposals.

Proposals will be submitted in a sealed envelope, or box, with the following information provided on the outside of the package:

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(a) RFP Title.

(b) Proposer name.

(c) Proposer address.

3.6 Proposal Withdrawal

A proposal may be withdrawn in person with proper identification, or by issuing a written request on company letterhead, signed by an authorized representative, and received by the City prior to the deadline to withdraw from the proposal process set forth in Section 1.3 above.

Notwithstanding anything to the contrary in this Section 3.6, however, a proposal may be withdrawn in accordance with Section 4.3(d)(iii).

3.7 Confidential Information

The City is subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires the City to disclose all records generated or received in the transaction of City business, except as expressly exempted under ORS 192.338 to 192.355, or other applicable law.

Pursuant to ORS 279C.107, the City need not open proposals for public inspection until after execution of the contract(s) awarded under this section.

Thereafter, the City will not disclose records submitted by a Proposer that are exempt from disclosure under the Oregon Public Records Law, subject to the following procedures and limitations:

The Proposer must mark all proposal pages containing the records it has determined as confidential under Oregon Public Records Law and must segregate those pages in the following manner:

(a) Such pages must be clearly marked "Confidential" on each page of the confidential document.

(b) Proposer must separate confidential pages from its other proposal pages by providing the confidential pages to the City in a separate envelope or package.

(c) In its proposal, Proposer must cite the specific statutory exemption in Oregon Public Records Law exempting such pages from disclosure.

(d) Subsections (a) and (b) above will prevail in the event these provisions conflict with formatting or response instructions elsewhere in this document.

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(e) Proposers may not mark an entire proposal confidential. Should a proposal be submitted in this manner, the City will hold no portion of the proposal as confidential, unless such a portion is segregated as required under subsection (b) above and is determined exempt from Oregon Public Records Law.

Notwithstanding the above procedures, the City reserves the right to disclose information that the City determines, in its sole discretion, is not exempt from disclosure or that the City is directed to disclose by the Clackamas County District Attorney or a court of competent jurisdiction.

Prior to disclosing such information, the City will make reasonable attempts to notify the Proposer of the pending disclosure.

4. Proposal Evaluation and Award

4.1 Clarification of Responses

In the event that one or more proposals are in need of clarification, the City will request such clarification in writing and will afford the Proposer(s) contacted an opportunity to respond in kind, with the necessary clarification.

4.2 Site Visits/Informational Activities

At any point before or after the opening of proposals, the City may conduct site visits, demonstrations, informational and group activities with Proposers for the purpose of clarification to ensure full understanding of, and responsiveness to, the solicitation documents or to consider and respond to requests for modifications to the proposal requirements. The City will use procedures designed to accord Proposers fair and equal treatment with respect to any opportunity for discussion and revisions of proposals.

4.3 Proposal Evaluation

The evaluation process of this RFP will be comprised of a

• A written proposal.

• Interviews

• A price proposal (upon request).

An Evaluation Committee, consisting of not less than three individuals, will evaluate the proposals. Each evaluator will independently evaluate and score proposals in accordance with the Evaluation Criteria. The City may assign certain evaluators specific Evaluation Criteria, in alignment with the evaluator's expertise.

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(a) Written Proposal Evaluation – Proposal Phase 1

(i) Each evaluator will independently score proposals in accordance with the Evaluation Criteria.

(ii) The City will average the written proposal scores per category and then sum the category averages for a total written evaluation score for each proposal.

(b) Invitation for Interview

(i) After scoring the written proposals under Section 4.3(a) of this RFP, the Evaluation Committee may conduct interviews with three of the top-ranked Proposers if the Evaluation Committee determines that interviews are necessary or desirable in its sole determination.

(ii) The number of Proposers selected for interviews may be changed in the sole discretion of the Evaluation Committee.

(iii) Proposers selected for interviews will be notified by the Evaluation Committee at least 7 business days in advance of the interview date.

(iv) No additions, deletions, or substitutions may be made to proposals during the interviews/presentations that cannot be viewed as clarification.

(c) Interview Evaluation

(i) Each evaluator will score the interview Evaluation Criteria.

(ii) The City will average the interview scores per category and then will sum the category averages for a total interview evaluation score for each proposal.

(iii) The City will sum the written evaluation score and the total interview evaluation score to achieve a total score per Proposer.

(d) Price Evaluation – Proposal Phase 2

(i) The City will announce the evaluation scores and rank for each Proposer after completing the evaluation processes described in Section 4.3(a), and if applicable, Sections 4.3(b) and (c). The City may determine that as many as three of the top-ranked Proposers are qualified to perform the services requested under this RFP and may request a pricing proposal (described in Section 3.4 above) for the Scope of Work requested in this RFP from each of the top-

-23-ranked Proposers. The City will request the proposal at least 24 hours before the due date set forth in Section 1.3.

(ii) The rates set forth in the pricing proposal constitute an offer that is irrevocable for at least 90 days after the date of the pricing proposal.

(iii) A top-ranked Proposer may withdraw its written proposal from consideration if it does not wish to submit a pricing proposal.

(iv) Each evaluator will score the price proposal Evaluation Criteria.

(v) The City will average the price proposal scores per category and will then sum the category averages for a total price evaluation score for each proposal.

(vi) If the City elects to conduct interviews with top-ranked Proposers, the City will sum the total score identified in Section 4.3(c) and the total price evaluation score to achieve a final, total score per Proposer.

(e) References

The City reserves the right to investigate references, including customers other than those listed in a Proposer's submission. This inquiry may include without limitation investigation of past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and its lawful payment of employees and subcontractors.

4.4 Notification of Intent to Award

The City will notify Proposers of its Intent to Award by email.

4.5 Negotiation

(a) After the City has issued the Notice of Intent to Award, the City will commence serial negotiations with the highest-ranked eligible Proposer.

(b) At any time during negotiations, the City may terminate negotiations with the highest-ranked Proposer, or the eligible Proposer with whom it is currently negotiating if the City believes that:

(i) The eligible Proposer is not negotiating in good faith; or

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(ii) Further negotiations or negotiations with the eligible Proposer will not result in the parties agreeing to the terms and conditions of a final contract in a timely manner.

(c) If the City terminates negotiations with an eligible Proposer, the City may then commence negotiations with the next highest-ranked eligible Proposer.

(d) The City reserves the right to negotiate final contract terms with the selected Proposer(s) to the fullest extent allowed by law and as in the best interest of the City, including a maximum compensation level that the City alone determines is fair and reasonable.

4.6 Award of Contract

If the City awards a contract pursuant to this RFP, it will award a contract to the responsible Proposer whose proposal the City determines in writing is the most advantageous to the City based upon the evaluation process and criteria described in this RFP, applicable preferences, and the outcome of any negotiations authorized by this RFP.

5. Solicitation Terms and Conditions; Protest of Award

5.1 City Right to Cancel Solicitation

The City reserves the right to cancel this RFP at any time or to reject any and all proposals, if the City determines that doing so is in the public interest.

5.2 Proposer Cost of Response Preparation

Proposers will bear sole responsibility for all costs incurred in preparing and providing their proposals in response to this RFP. The City is not liable to any Proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a proposal.

5.3 Submitted Materials are City Property

All material submitted for any portion of a proposal in response to this RFP, or during any phase of this solicitation, will become the property of the City and will not be returned to Proposers.

5.4 Additional City Reservations

The City reserves the right to reject all proposals, to reject any proposal not in compliance with all prescribed procedures and requirements, to waive any or all irregularities in proposals submitted, and to award any or all items or services contained in a proposal.

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5.5 Proposal Validity

Except as otherwise provided in Section 4.3(a)(ii) proposals will remain valid for a period of 75 days following the proposal submission deadline.

5.6 Sufficient Information.

All Proposers represent and warrant that by responding to this RFP, they have been sufficiently informed in all matters relating to the performance of services solicited under this RFP and its attachments. Prior to submitting a proposal, all Proposers will make a careful examination of this RFP and its provisions, including but not limited to all terms and conditions and specifications. Failure to take these precautions will not release a Proposer from performing the services solicited under this RFP in strict accordance with the terms of any contract awarded as a result of this RFP.

5.7 Protests

(a) Protest of Contract Award

A Proposer may protest the Intent to Award a contract in accordance with OAR 137-048-0240(2), provided:

(i) The Proposer is adversely affected because the Proposer is the highest ranked Proposer because:

(1) All higher-ranked proposals (or, in the event multiple contracts are awarded, a sufficient number of proposals) are non-responsive or failed to meet the requirements of this RFP, or

(2) all higher-ranked Proposers (or, in the event multiple contracts are awarded, a sufficient number of Proposers) are not qualified to perform the services required under this

RFP.

(ii) Address protest to:

PROTEST OF AWARD

Procurement Contact Name: Amy Copeland, Owner’s Representative Email: acopeland@sojpdx.com

(iii) All protests of Award must be in writing and received by the Procurement Contact no later than 2:00 p.m. on the deadline for submitting such protests set forth in Section 1.3.

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(iv) Protests must specify the grounds for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for protest.

(v) Protests not filed within the time specified in Section 5.7(a)(iii) above, or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based, will be dismissed. An issue that could have been raised by request for clarification or protest of the solicitation is not a ground for protest of award.

(b) The City will resolve all protests in accordance with OAR 137-048- 0240(3).

6. Contract Terms and Conditions

6.1 Contract Award and Term

The City intends to award a single contract as a result of this RFP.

6.2 City Contract

Proposers are advised to thoroughly review and familiarize themselves with the City sample standard contract incorporated as Attachment A, including its insurance requirements.

The successful Proposer will be invited to enter into a contract in substantially the form attached hereto as Attachment A.

Any contract resulting from this RFP will be based on the RFP documents and in compliance with the City Public Contracting Rules and the Public Contracting Code.

6.3 Insurance

Proposers are advised to carefully review the insurance requirements in the sample contract incorporated as Attachment A. Proposer will promptly provide Certificates of Insurance at the City's request.

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ATTACHMENT A

CITY OF LAKE OSWEGO

Standard Service / Personal Service Contract

Contractor:

Contractor Name

Date of Contract:

Begin date

Mailing Address: Mailing Address

City, State Zip

Date of Completion:

Completion date

Option(s) to Renew?

No, or X Annual Terms

WITNESSETH:

Contractor and the City of Lake Oswego, a municipal corporation, mutually covenant and agree to and with each other as follows:

1. SCOPE OF WORK AND CONTRACT DOCUMENTS. The Contractor shall perform the Project as outlined in this Contract. The contract documents shall consist of, and any conflicts shall be resolved in the following priority:

A. This Contract;

B. The City of Lake Oswego Standard Public Contract Provisions, which are attached and hereby incorporated by reference;

C. The exhibit(s) to this Contract in the following order of priority:

Exhibit(s): letter/number of exhibit – name/function D. Contractor’s proposal.

This Contract shall supersede any prior representation or contract, written or oral.

2. DURATION OF CONTRACT. This Contract shall become effective on the date this Contract has been signed by every party hereto. Contractor acknowledges that no work has been or will be performed for the project under this Contract until this Contract is fully executed and effective. Contractor shall complete performance of this contract on or before the Date of Completion stated above.

3. PAYMENT.

A. Amount and Manner of Payment. Payment below shall be for all goods, materials, expenses, and services. Payment will be made as follows, subject to Taxpayer Identification Report / Date and Method of Payment below, and acceptance of work by Public Contracting Officer.

Method of Payment

Amount When Paid

Fixed Fee $ Completion and final acceptance Deposit $ Upon Execution

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Method of Payment

Amount When Paid

Fixed Fee – w/ deposit

Balance $ Completion and final acceptance

Fixed Fee -monthly

Monthly $ Submit monthly invoice until work complete Not to Exceed: $

Monthly – Amt.

based on rates

Monthly per Exhibit rate schedule Submit monthly invoice for performance of work, paid at rates per Exhibit schedule Not to Exceed: $

When and Amt.

based on Deliverables

See Exhibit schedule Per Exhibit schedule, submit invoice upon deliverable or performance of work Not to Exceed: $

At Completion – Amt Based on rates

See Exhibit schedule Per Exhibit schedule, submit invoice upon completion of work Not to Exceed: $

B. Taxpayer Identification Report / Date and Method of Payment. No payment shall be due to the Contractor until the Contractor has submitted to the City’s Finance Department IRS Form W-9 Request for Taxpayer Identification and Certification (http://www.irs.gov/pub/irs-pdf/fw9.pdf). The City prefers to pay contractors by electronic fund transfer; the Contractor may submit the EFT agreement (http://tinyurl.com/LO-EFT) to the City’s Finance Department. Payment shall be tendered, when due within 30 days from the date of receipt of the invoice.

4. TIME IS OF THE ESSENCE. Contractor agrees that time is of the essence under this Contract.

5. TERMINATION.

A. Parties' Right to Terminate for Convenience. This Contract may be terminated at any time by mutual written consent of the parties.

B. City’s Right to Terminate for Convenience. City may, at its sole discretion, terminate this Contract, in whole or in part, upon 10 days’ notice to Contractor.

C. City’s Right to Terminate for Cause. City may terminate this Contract, in whole or in part, immediately upon notice to Contractor, or at such later date as Public Contracting Officer may…