RFP_Talent_Gateway_080525FINAL.pdf

Talent Gateway Project Infrastructure Improvements RFP August 5, 2025

REQUEST FOR PROPOSALS

ENGINEERING AND RELATED SERVICES

Talent Gateway Project: Infrastructure Improvements

Project # PW-2025-GIDE

Address Proposals to:

City of Talent Attn: Hector Flores, City Recorder PO Box 445 Talent, OR 97540

Proposals due: Friday, September 19, 2025, at 2:00 PM, Pacific Time

Contents

I. Project Description

Gangnes Drive Restoration

Gateway Site Restoration & Placemaking Elements

Term of Service

Pre-Contract Activity

Tentative Project Schedule

Draft Scope of Work

City Responsibilities

IV. Proposal Requirements

Proposal Format

Introductory Letter

Project Understanding

Project Approach

Proposer's Experience

Project Team Experience

Project Schedule

Supporting Information

V. Proposal Submission

VI. Proposal Evaluation and Selection

Written Evaluation

EVALUATION CRITERIA

Interview Evaluation

Successful Proposer Determination

Award Protest

VII. Schedule

IX. RFP Documents

X. Project Manager

XI. RFP Questions

XII. General RFP Information

Changes to the RFP Solicitation by Addenda

Confidentiality

Cancellation

Late Proposals

Disputes

Proposer Certifications

Nondiscrimination

Competition

RFP Protests and Change Requests

Proposal Liability

City Requests for Clarification, Additional Research, and Revisions

Rejection of Proposals

City's Reservation of Rights

Modification or Withdrawal of Proposal by Proposer

Duration of Proposal

Local and Federal Requirements

Appendixes Appendix A: Sample Professional Services Agreement

Appendix B: Required Contract Clauses for Use When Procuring Projects Using Federal Funds

Appendix C: City of Talent PIER Project Stormwater Concept Plan, January 2025

Appendix D: Preliminary Engineer’s Estimates of Probable Cost

Appendix E: Talent Gateway Salazar Architect Plan Excerpts

Request for Proposals The City of Talent, Oregon (the "City") is requesting Proposals in order to select a qualified consultant to provide professional services for the Talent Gateway Project ("Project"). The purpose of this project is to improve substandard public roads, improve stormwater management systems, and enhance multimodal connectivity within the project area.

Consultants are invited to demonstrate their experience and qualifications performing work directly related to the services required by responding to this Request for Proposals (RFP). The anticipated negotiated fee for this Project is approximately $325,000 – 375,000, which includes design engineering, surveying, construction management, inspection, and the cost of other activities contemplated in the proposed scope of work below. Therefore, Proposals will be evaluated in accordance with the selection procedures of OAR 137-048-0220.

This Project uses CDBG-DR funds. Special requirements are contained within the attached draft Professional Services Agreement and in Appendix B and should be carefully reviewed. Successful candidates are contractually required to comply with these requirements.

I. Project Description The Project is generally described in the accompanying City of Talent Planning, Infrastructure, and Economic Revitalization (PIER) Project Stormwater Concept Plan, prepared by ZCS Engineering and dated January, 2025. It consists of three separate but related public improvement components: Gangnes Drive Restoration, Gateway Site Retrofit, and placemaking elements. Construction of all three components is estimated to occur over the course of one year (12 consecutive months).

Gangnes Drive Restoration Gangnes Drive is a short, local street providing a loop intersecting with Talent Avenue in two locations. All structures located on Gangnes Avenue were destroyed in the 2020 Almeda Fire, but many of them have been rebuilt. The street is currently unimproved, lacking curb, gutter, sidewalk, etc. It is planned to be reconstructed and brought to current City standards with sidewalks, curb and gutter, and stormwater collection and conveyance facilities.

Gangnes Drive will be connected to the Gateway site and the West Valley View roundabout at its southwest corner. The street will be designed and constructed according to the City's standard cross section for a local residential street. As provided for in the City's TSP, alternatives to this standard may be considered in order to avoid conflicts with existing utilities and other private improvements that were installed after the Almeda Fire.

The City anticipates construction of approximately 840 linear feet of 60’ cross-section1 local street and approximately 430 linear feet of a 50’ local street cross-section.

In addition to street and stormwater management improvements, an existing 4-inch watermain will be replaced with an 8-inch main.

Gateway Site Restoration & Placemaking Elements The Gateway Site has long been considered a high priority redevelopment opportunity for the City of Talent. In the aftermath of the Almeda Fire, the site was used to provide temporary housing for households displaced by the fire. Those individuals and families are now in the process of moving on to new homes, and the site is expected to be vacant by September 2025.

The purpose of restoration of the site is to prepare it for development of permanent housing (apartments, single family homes, and townhomes), open space, and local-serving retail and service commercial uses. Examples of potential redevelopment are attached to this RFP for the purpose of illustrating the general development concept.

A separate RFP will solicit redevelopment proposals. Consultants selected under this RFP for engineering services will be expected to propose infrastructure supporting that redevelopment initiative. Appendix E has been included with this RFP to illustrate possible/probable future site configuration. The 60’ wide portion of Gangnes Drive will be connected to the West Valley View roundabout with the construction of approximately 450 linear feet of new 60’ wide public road across the western edge of the Gateway Site.

This road will provide access to the Gateway Site.

Demolition of existing asphalt RV spaces and drive aisles and most of the existing underground utilities is included in the scope of the Project. Existing infrastructure that is adequate for the redeveloped site may be kept in place or modified to accommodate anticipated redevelopment. New infrastructure, however, will be needed to serve the future redevelopment including water mains and fire hydrants, stormwater management facilities (including a regional bioswale for treating runoff from the Gateway Site and Gangnes Drive), and sanitary sewer mains.

The improvements described above and throughout this RFP will be similar to those identified in the attached preliminary engineers’ estimates of probable costs (Appendix D). However, these estimates are provided for informational purposes only, as the final project contemplated in this RFP is likely to differ from those represented in earlier estimates based on high-level conceptual design.

Contingent on the cost to complete the aforementioned project components and other discretionary considerations, the project may include the installation of several place-making elements:

1 This segment of Gangnes will connect to the West Valley View roundabout through another 450 linear foot

60’ wide road segment.

A) Frontage improvements such as widened sidewalks, benches, and other amenities that contribute to the place-making goals of the larger “Gateway” project on the W.

Valley View and OR-99 frontages.

B) Project scope may be broadened to include some improvements (such as electrical services and/or pedestrian scale lighting) to make the pedestrian promenade (the promenade is an improved pedestrian-only public right of way that connects the west end of the W. Valley View roundabout to Talent Ave.) more functional and attractive public space.

The City anticipates that the project will include, but is not limited to, final design and coordination of the following items:

• Survey and Utility Location The design consultant will coordinate all required survey for design, coordination, verification of all utilities within the project boundaries, and post-construction survey.

• Outreach and Communications Design consultant shall coordinate with City staff to host public open houses for design and feedback, working with the residents of nearby neighborhoods. The design consultant shall also lead, participate, and support additional public outreach efforts including but not limited to, mailings, emails, and website updates.

• Tree Evaluation Trees shall be assessed by an arborist and any identified significant trees shall be incorporated into the design and protected during construction.

• Evaluation and Selection of Road Section Layouts and Alignment Consultant shall design roadways to meet the requirements of City standards, including sidewalks, bike facilities, planter strips with street trees, street lighting, etc.

• Easement Acquisition Assistance Consultant will be responsible for identifying location of right-of-way and permanent and temporary easements needed for the project, providing legal descriptions, survey, and staking for appraisals.

• Utility Relocation Design and Coordination This project will include coordination with utility providers and design for relocation of utilities as necessary. Consultant shall incorporate City utility requirements in accordance with City standards.

• Storm Water Management Design Storm water runoff from roadway impervious surfaces must be treated and detained/retained through low impact development facilities in conformance with City of Talent Public Works Standards and the Rogue Valley Stormwater Quality Design Manual. Oregon Housing and Community Services (the primary project funder) has received approval to use the HUD “programmatic” exemption for the purposes of ESA consultation on this project.

• Accessibility Upgrades Accessibility upgrades in accordance with the most recent version of the Public Right-of-Way Accessibility Guidelines (PROWAG) will be required for all sidewalks, driveways, corners, and crossings.

• Pavement Design Investigation and evaluation of existing asphalt and soil conditions and recommendations for roadway pavement section for construction.

• Street Light Upgrades Streetlights shall be designed to meet the most current edition of the ANSI/IES Design of Roadway Facility Lighting standards.

• Detour and Traffic Control Plans Detour and traffic control plans shall be included in the final design with feedback from public outreach to address access concerns for nearby residents.

• Construction & Inspection Services Consultant shall provide services to manage construction and inspection of the Project.

II. Scope of Work The project will include design, bidding, and construction administration for the following related components: Gangnes Drive Restoration, Gateway Site Retrofit, and Placemaking Improvements. Consultant shall make any corrections to reports included with the Project based on comments by City staff. Work shall be coordinated with the City.

Term of Service The contract resulting from this RFP shall have an anticipated date of final completion of February 2, 2028.

Pre-Contract Activity The Successful Proposer shall work with the Project Manager to refine and articulate the scope of work, clarifying the Project tasks and identifying possible contingency tasks, and providing a fee estimate for the work. Pre-contract meeting(s) may be required and shall not be billable to the City.

Tentative Project Schedule The City of Talent has overall authority in scope, schedule, and budget for this project.

This project is divided into multiple phases with anticipated phase completion date(s) as follows:

Phase 1: Preliminary Design – March 13, 2026 Phase 2: Design, Public Involvement, and Easement Acquisition – June 30, 2026 Phase 3: Construction Engineering Services – February 2, 2028

Draft Scope of Work The following is a draft, proposed Scope of Work (SOW) for the Project (this SOW will be refined and finalized during negotiations with the Consultant):

Task 1 -- Project Management The Consultant shall manage all sub-consultants on the team, directing the flow of information between the Consultant team members and the City's project manager.

Monthly billing and status reports will be clearly presented in an organized manner, with costs distributed among tasks and funding sources. The Consultant shall provide services including the following items:

1. Organize and conduct Kick-off meeting at City Hall.

2. Prepare and provide updates as needed to the Project schedule.

3. Organize, lead, and conduct Project meetings twice a month during design.

4. Prepare materials for, lead, and participate in a minimum of three public in-person and online open-house meetings in Talent -- one prior to beginning design, one at 60% design, and one prior to construction.

5. Prepare materials for and participate in one City Council meeting.

6. Coordinate various members of the Consultant team.

7. Provide exhibits, maps, figures, as needed and required.

8. Communicate clearly and regularly with the City's project manager.

9. Submit monthly invoices/payment requests; separate costs by tasks.

Task 2 – Public & Stakeholder Engagement In addition to outreach activities identified in Task 1, the consultant shall support the City’s efforts to inform members of the public regarding the project including, but not necessarily limited to, the preparation of informational materials in formats appropriate for distribution in print and by electronic technologies including websites, social media, etc.

Task 3—Project Planning and Surveying All survey work and elevations on design plans shall be based on NAVD 88 Datum. The consultant team shall provide the following project planning and surveying services.

Task 3.1-- Project Initial Research and Project Planning

1. The City will provide Consultant with the following information in electronic format prior to the Project Kick-Off Meeting for their review:

a. City of Talent Public Works Standards and Detail Drawings;

b. As-built record drawing information, as available;

c. City of Talent PIER Project Stormwater Concept Plan, prepared by ZCS

Engineering & Architecture, January 2025

d. Other pertinent information requested by Consultant, as available.

2. Consultant will request maps from all utility companies that have utilities within the subject area.

3. The Oregon Utility Notification Center will be contacted to field mark utilities throughout the subject area.

4. Consultant will thoroughly review all as-builts or record drawings, utility company information, and GIS maps.

5. Consultant will conduct survey research necessary to perform the field surveying tasks and resolve right of ways, property boundaries, and adjacent easements of record.

6. Consultant shall schedule, facilitate, and prepare agendas, meeting materials, and minutes for up to three (3) Project Planning Team Meetings to review existing information and project approach. Consultant shall provide Preliminary Project Team Meeting agendas and meeting materials two (2) business days prior to meeting date and Preliminary Project Team Meeting minutes.

Deliverables The project deliverables will include:

1. A Memo summarizing Public Input and Project Planning Team Meetings to document preliminary design approach based on pre-design public and City feedback.

Task 3.2 -- Right-of-Way/Easement Surveying and Legal Descriptions Consultant will perform surveying necessary to accurately locate the existing right-of-way lines and relevant easements. At a minimum, surveying will include the following:

1. Reviewing record of surveys, plats, and deed documents of adjacent ownerships.

2. Establishing property, right-of-way, and easement lines adjacent to the project.

3. Prepare legal descriptions and exhibits for all right-of-way and easements required for the project. Obtain title reports for the respective parcels.

Deliverables The project deliverables will include:

1. Title reports, Legal descriptions and Exhibits for areas needed to be acquired for right-of-way or easement acquisition.

2. Legal description of temporary easements or access agreements necessary for construction of the project.

Task 3.3 -- Site/Topographic/Design Surveying and Potholing Consultant will perform necessary site, topographic, and design surveying services for the Project Area as determined by the Consultant and the City. Consultant will perform necessary potholing in the Project Area to verify depth, location, size, and material type of existing utilities as determined by the Consultant and the City. At a minimum, surveying and potholing will include the following:

1. Establishing a horizontal and vertical survey control network.

2. Referencing the network and all mapping to the City of Talent approved vertical datum.

3. Surveying and preparing a map showing the following:

a. Locations, rim elevations, and invert elevations (of pipes) for all sanitary sewer and storm manholes within the project area

b. Locations and top of valve nut elevations for water valves, locations and box rim elevations for meter boxes, hydrants, blow-offs, air releases, and all other appurtenances.

c. Utility poles, meters and overhead wires (including heights)

d. Located underground utilities and associated appurtenances and valves, and irrigation systems

e. Edge of pavement and top face of curb -- If a non-standard curb exists, survey top back of curb.

f. Fences, mailboxes, street lights, , and other street side structures

g. Striping and signage

h. Sidewalks, curb ramps, and driveways

i. Retaining walls

j. Trees

k. Other important topographic features

l. Photos of site conditions

4. The extents of the survey work will be as necessary to adequately design the proposed improvements.

5. Potholing using a vactor excavation truck shall be conducted to verify depth, location, size, and material type of existing utilities as determined by the Consultant and the City. Potholes will be backfilled per city standards.

Deliverables The project deliverables will include:

1. Survey data will be compiled in digital format and a digital terrain model will be created which can be used for design purposes. Digital terrain model (DTM) in AutoCAD DWG format complete with all external references such that the DTM is fully usable by the City without additional software or reference data.

2. An existing conditions map, stamped by a Professional Land Surveyor registered in Oregon, will be prepared showing all the above items.

3. The project deliverable will be a complete summary report of the existing conditions. This document will include:

a. An existing conditions survey map

b. Raw field survey data and field notes

c. Digital terrain model in AutoCAD format complete with all external references such that the DTM is fully usable by the City without additional software or reference data

d. Utility locate ticket numbers and maps provided by utility carriers

e. Site photographs

Task 3.4 -- Pre-Construction Monument Surveying The purpose of a pre-survey is to locate all existing monuments of record within the project limits to ensure that if they are destroyed during construction, they can be re-set.

Consultant shall prepare a Pre-Construction Record of Survey to meet the requirement of ORS 209.155. The Pre-Construction Survey will include the location and description of all survey monuments that may be disturbed or destroyed during construction, existing right-of-way, controlling centerlines, survey control network, and proposed centerline.

At a minimum, surveying will include the following:

1. Locations of all survey monuments that may be disturbed or destroyed by construction.

2. Descriptions of all located survey monuments.

Deliverables The project deliverables will include:

1. A Pre-Construction Record of Survey to meet the requirement of ORS 209.155 as described in Task 3.4.

Task 4 -- Tree Evaluation In accordance with the City of Talent requirements, Consultant will perform a tree survey by a Certified Arborist to include the following information:

1. Species

2. Diameter

3. Health

4. Wind throw resistance

Deliverables The project deliverables will include:

1. Tree inventory and assessment report

Task 5 -- Geotechnical Investigation Consultant or their sub-consultant shall perform a geotechnical investigation of the project site to assist the Consultant in determining the pavement structural design, any retaining structures required as part of the project, and stormwater detention/retention facilities.

Geotechnical investigation shall be developed in coordination with City's Project Manager.

Deliverables The project deliverables will include:

1. Geotechnical Report including the following at a minimum:

a. Summary of work

b. Plan showing exploration locations

c. Soil logs and soil testing results

d. Recommendations for AC structural sections for the roadways

e. Site preparation, excavation, cut and fill slopes, structural fill material, fill placement, compaction, and wet weather construction recommendations as needed

f. Specifications of required and/or recommended retaining structures as needed

Task 6 -- Preliminary Engineering, Alternatives Analysis, and Recommendation After engineering studies and survey have been completed, the Consultant shall prepare a preliminary design memo with preliminary cost estimates. The Consultant shall provide the following items:

1. Preliminary design memo shall include discussion of project direction, feedback from community open house prior to engineering studies, discussion of conclusions from engineering studies, discussion of impacts to trees, discussion of accessibility upgrades required, and any other important findings.

2. Preliminary design figures shall include proposed road sections, cross-section alternatives along alignment, locations of accessibility upgrades, and approximate alignments and relocations.

3. Memos or exhibits, as required, to secure City approval for major decisions about design assumptions.

4. Identify locations and quantity of likely ROW and easement acquisitions for the Project

5. Prepare planning level cost estimates for construction of improvements

6. Prepare preliminary cost estimates, legal descriptions, and exhibits for any ROW, easements, or access agreements that may be required.

Deliverables The project deliverables will include:

1. Preliminary design memo with engineering studies attached

2. Preliminary design figures

3. Summary of Public Input of preliminary design figures and any planned changes to design based on feedback.

Task 7 -- Stormwater Analysis Once the consultant has evaluated Stormwater options and needs, the consultant shall prepare a Stormwater Management Report in conformance with the current City of Talent Public Works Standards and the Rogue Valley Stormwater Quality Design Manual. The Stormwater Management Plan should leverage the Stormwater Concept Plan completed by ZCS Engineering dated January, 2025 (and currently being updated for a slightly reduced project scope). The Draft Stormwater Management Report shall be submitted prior to or with submittal of the 30% Design Plans.

Stormwater design shall incorporate low impact development techniques and best management practices in conformance with City requirements and the Rogue Valley Stormwater Quality Design Manual. The consultant shall ensure that the Stormwater Management Report complies with HUD’s Programmatic Opinion for Actions in the State Oregon.

Deliverables The project deliverables will include:

1. Submit a draft copy Stormwater Management Report for review by City staff.

2. Submit a final copy Stormwater Management Report.

Task 8 -- Utility Coordination & Relocation Consultant shall identify and locate utilities within the Project limits, initiate contacts with utilities, and coordinate relocations needed for the construction of the Project. Where necessary, underground utilities will be potholed to verify location, material, size, and depth. Consultant shall schedule, attend, and document regular utility coordination meetings during design of the project.

Consultant shall prepare required utility notification letters for each utility found in potential conflict with the proposed design.

Task 9 -- Final Design and Bid Documents, 30%, 60%, 90%, and 100% Plans Once Preliminary engineering and design has been approved by the City and public concerns are addressed, Final Design for the project may commence. The purpose of the final design is to prepare the final construction documents necessary to construct the required road improvements.

Task 9.1 -- 30% Design Documents Once the preliminary engineering and any design decisions identified by the alternatives analysis have been agreed upon by the consultant team and the City, and a public open house has been completed to review and provide comment on preliminary design figures and project direction, the consultant shall prepare a preliminary set of 30% design plans and cost estimate. Plan sheets of the 30% plan set shall include, but are not limited to:

1. Cover Sheet

2. Draft Legend and Construction Notes

3. Existing Conditions Plan

4. Draft Tree Removal and Protection Plan with Notes

5. Draft Site Plan

6. Draft Grading Plan

7. Draft Street Plan and Profile

City will add 30% plan review comments to comment log. Consultant shall update comment log by providing a response to each comment and submit with the 60% construction documents.

Deliverables The Project deliverables will include:

1. Comment log for City to provide review comments.

2. 30% plan set in half-size (11"x17") electronic (PDF) format.

3. 30% Engineer's construction cost estimate.

Task 9.2 -- 30% Design Review Meeting Consultant shall schedule, facilitate, and prepare agendas, meeting materials, and minutes for one (1) 30% design review meeting after receipt and review of City 30% review comments. Meetings may be held virtually or at Talent City Hall.

Deliverables The Project deliverables will include:

1. Project Team Meeting agendas and meeting materials two (2) business days prior to meeting date.

2. Project Team Meeting minutes.

Task 9.3 -- 60% Design Plans and Bid Documents Consultant shall prepare a complete set of 60% design plans and cost estimate that incorporate comments from the 30% plans. Plan sheets of the 60% plan set shall include, but are not limited to:

1. Cover Sheet

2. Legend and Construction Notes

3. Existing Conditions Plan

4. Tree Removal and Protection Plan with Notes

5. Erosion Control Plan

6. Site Plan

7. Grading Plan

8. Composite Utility Plan

9. Street Plan and Profile

10. Street Details, Curb-Returns and Cross-Sections

11. Storm Water Plan and Profile

12. Applicable City of Talent Detail Drawings

13. Franchise Utility Plan

14. Striping and Signage Plan

15. Illumination Plan

16. Landscape Plan

17. Traffic Control Plans

18. Detour Plans

Consultant shall prepare, in collaboration with City Project Manager, Special Provisions for Project based on ODOT Standard Specifications and City of Talent Public Works Standards. City will provide standard City Special Provisions for inclusion in the project special provisions.

City will add 60% plan review comments to comment log. Consultant shall update comment log by providing a response to each comment and submit with the 90% construction documents.

Deliverables The Project deliverables will include:

1. Updated comment log with Consultant responses to each comment.

2. 60% plan set in half-size (11"x17") electronic (PDF) format.

3. 60% project special provisions.

4. 60% bid schedule and bid item descriptions.

5. 60% Engineer's construction cost estimate.

Task 9.4 -- 60% Design Review Meeting minutes for two (2) meetings

1. 60% design review meeting(s) after receipt and review of City 60% review comments. Meetings may be held virtually or at Talent City Hall.

Deliverables The Project deliverables will include:

1. Project Team Meeting agendas and meeting materials two (2) business days prior to meeting date.

2. Project Team Meeting minutes.

Task 9.5 -- 90% Design Plans and Bid Documents Consultant shall prepare a complete set of 90% plans, project special provisions, and cost estimate based on comments received during the 60% design review meetings and public input.

City will add 90% plan review comments to comment log. Consultant shall update comment log by providing a response to each comment and submit with the 100% construction documents.

1. Updated comment log with Consultant responses to each comment.

2. 90% plan set in half-size (11"x17") electronic (PDF) format.

3. 90% project special provisions.

4. 90% bid schedule and bid item descriptions.

5. 90% Engineer's construction cost estimate.

Task 9.6 -- 90% Design Review Meeting minutes for one (1) 90% design review meeting after receipt and review of City 90% review comments. Meetings may be held virtually or at Talent City Hall.

Deliverables The Project deliverables will include:

1. Project Team Meeting agendas and meeting materials two (2) business days prior to meeting date.

2. Project Team Meeting minutes.

Task 9.7 --100% Design Plans and Bid Documents Following review of the 90% Design Plans, Consultant will make any revisions based on comments received from the City and re-submit the 100% Street Design, Bid Sheet, Project Special Provisions and Engineer's Construction Cost Estimate to the City for bidding.

Deliverables The Project deliverables will include:

1. Updated comment log with Consultant responses to each comment.

2. Final engineering plan set in both full size (22"x34") and half-size (11"x17") electronic (PDF) format digitally stamped and signed by a Professional Engineer registered in the State of Oregon.

3. Final project special provisions.

4. Final bid schedule and bid item descriptions.

5. Final engineer's construction cost estimate.

Task 10 -- Easement Acquisition Support

Consultant will be responsible for identifying location of permanent and temporary easements needed for the project, providing legal descriptions, survey, and staking for appraisals.

Deliverables The Project deliverables will include:

1. Establishing property, right-of-way, and easement lines adjacent to the project.

2. Updated legal descriptions and exhibits for all right-of-way and easements required for the project as needed. Obtain title reports for the respective parcels.

3. Provide surveyed field staking of all right-of-way and easement lines of property to be acquired in coordination with the City's property assessor and right-of-way agent.

Task 11 -- Construction Engineering The objective is to provide construction phase services to assist the City of Talent and ensure successful construction of the improvements, projected to occur in 2026 and 2027.

Task 11.1 - Meetings Consultant will attend the Project's pre-construction meeting and construction meetings to be scheduled by the City and to be held at Talent City Hall.

Deliverables The Project deliverables will include:

1. Project Team Meeting agendas and meeting materials two (2) business days prior to meeting date.

2. Project Team Meeting minutes.

Task 11.2 -- Bidding Assistance Consultant shall coordinate with City in the preparation of construction bid documents for each phase of construction. The City will prepare, print, and distribute construction bid documents and be the main point of contact for all bidders during the bidding process.

Consultant shall prepare response to potential construction contractor and supplier technical questions about the plans and specifications at the request of the City.

Consultant shall draft addenda necessary to clarify the construction bid documents upon request.

After contract award, Consultant shall produce conformed construction documents by incorporating issued addenda from the bidding process and update project plans and project special provisions.

1. Written responses addressing technical questions during bidding process, as needed.

2. Construction bid document addenda drafts, as needed.

3. Conformed construction documents, including: a. Plan set in half-size (11"x17") electronic (PDF) format b. Special provisions in electronic (PDF) format

Task 11.3 - Construction Surveying Consultant will provide the following construction surveying:

1. One set construction stakes and marks to establish the lines, grades, slopes and curbs for roadwork

2. One set of stakes for franchise utility vaults

3. Consultant to field mark location of monument boxes during construction

4. Consultant shall provide quality control construction survey work as directed by the

City

5. All construction surveying will be coordinated with the Consultant and City

Deliverables The Project deliverables will include:

1. Copies of Consultant staking requests

2. Copies of staking maps

3. Copies of cut sheets/field notes

Task 11.4 --Project Construction

1. Consultant shall review and approve submittals by the contractor upon request by the City

2. Consultant or sub-consultants will conduct periodic site visits as necessary

3. Consultant shall clarify construction plans or contract documents upon requests by the City

4. Consultant shall review Requests For Information (RFI's), Construction Contract

Change Orders, and respond to Clarifications from the contractor upon requests by the City

5. Consultant shall produce changes to the plans as needed for reasons including changes in field conditions, conflicts, or changes to the plans authorized by the City

Task 11.5 -- Construction Inspection Consultant shall provide a qualified and experienced construction inspector to verify conformance with construction documents.

Deliverables Consultant shall prepare and provide the City with daily inspection forms on approved forms.

Task 11.6 -- Post-Construction Monumentation Consultant, or subconsultant, shall verify the disturbance (or non-disturbance) of existing monuments previously documented and recorded. A post-construction survey shall be recorded with Jackson County following construction and shall include all monuments replaced during construction and the verified locations of undisturbed monuments.

Consultant, or survey subconsultant, shall be responsible for resetting all monuments disturbed during construction.

Deliverables The Project deliverables will include:

1. Post-Construction Survey (including map and narrative) recorded with the Jackson County Surveyor's Office

Task 11.7 -- As-Built Survey and Drawings All elevations on record drawings shall be based on NAVD 88 Datum. Consultant shall prepare a Post-Construction Record of Survey to meet the requirement of ORS 209.155.

The Post-Construction Survey will include the location and description of all survey monuments that were disturbed or destroyed during construction, re-setting of destroyed monuments, setting of centerline monuments, newly acquired right-of-way, existing right-of-way where applicable, roadway centerlines, visible utility structures (manholes, curb inlets, water valves, etc.), invert elevations on storm and sanitary sewer structures, mapping of curbs at Point of Tangency and Point of Curvature, and survey control network.

Consultant will perform the following services:

1. Survey the 'As-Built' project improvements

2. Prepare 'As-Built' plans based on the survey data

3. Submit the 'As-Built' plans to the City for review and comment

Deliverables The project deliverables include:

1. Preliminary as-built plan set in printed, half size (11"x17") paper, 3 copies.

2. Final as-built plan set in both full size (22"x34") and half-size (11"x17") electronic (PDF) format digitally stamped and signed by a Professional Engineer registered in the State of Oregon.

3. AutoCAD copy (current version) of final as-built plan set and as-built topographic survey.

City Responsibilities

1. Provide electronic copies of City's Current Public Works Standards, City Modifications to ODOT Special Provisions, Storm Water Master Plan, and Transportation System Plan.

2. Provide as-built record drawings and/or electronic information (if available) for adjacent projects and other pertinent information to the Consultant upon request.

3. Providing input on scheduling, advertising and hosting public open houses.

4. Providing specific City of Talent project provisions.

5. Printing and distribution of bid documents.

6. Advertising Project for bidding.

7. Point of contact for bidder questions and requests for information.

8. Evaluation of bids, audits, and contract award.

9. Review and approval of Concrete and Asphalt mix design.

10. Processing Change Order Requests (COR's), Work Change Directives (WCD's), and

Change Orders (CO's).

11. Reviewing and processing monthly pay estimates for construction contract.

12. Hiring and managing right-of-way agent and appraiser for acquisitions.

13. Scheduling and hosting weekly construction meetings.

III. Minimum Qualifications To be considered for award of the contract for this Project, each Proposer shall demonstrate the following minimum criteria as part of their Proposal.

1. Proposer's project team shall include a State of Oregon Registered Professional

Engineer and other professionals with registration/license/qualifications as needed.

2. Proposer shall demonstrate a minimum of seven (7) years' experience providing the types of services described within the Scope of Work of this Request for Proposals for public agencies.

3. Proposer shall not have a record of substandard workmanship, as verified by the City by communication with licensing authorities, former clients and references, and other means as the City deems appropriate.

4. Ability to provide Certificate(s) of Insurance meeting the City's current insurance requirements.

IV. Proposal Requirements Proposers shall prepare and submit Proposals in accordance with the requirements stated within this RFP. Adherence to these requirements will ensure a fair and objective analysis of submitted Proposals. Proposals should provide a clear, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be placed on completeness, brevity, and clarity of content. Failure to comply with or complete any part of the RFP may result in rejection of the Proposal. The ability to follow these instructions demonstrates attention to detail.

Proposal Format Proposals shall be typewritten with a standard body text font (e.g. Calibri, Times New Roman, Garamond) of at least 12-point. Proposals shall be preferably double-sided and stapled once or bound in the upper left-hand corner. The City requests that submittal materials contain post-consumer recycled content and are readily recyclable. The City discourages the use of materials that cannot be readily recycled, such as PVC binders, spiral bindings, and plastic or glossy covers or dividers. One page is considered to be one side of a single 8½" x 11" sheet.

Proposals shall be organized in accordance with the listed Proposal contents and shall not exceed 10 total sheets (20 total pages). Supporting Information, as defined below, shall be provided in a separate section at the end of the Proposal, and not counted in the page limit requirements. A front cover sheet and one-page table of contents are not counted in the page limit requirements.

Proposals exceeding the specified number of pages or text font size may be considered non-responsive and the Proposal may be rejected. Pages exceeding the maximum page limit may not be reviewed.

Introductory Letter The introductory letter should address the consultant's willingness and commitment, if selected, to provide the services offered and a description of why the Proposer believes it should be selected.

The letter shall be addressed to the City Manager and include the name of the firm, as well as the printed name, title, telephone number, and email address of the officer authorized to represent the consultant in any correspondence, negotiations, and signing of any contract that may result. Include the address of the office that will be providing the service and the project manager's name, title, telephone number, and e-mail address.

The Proposer's federal and state tax ID numbers and the state of incorporation, if applicable, shall also be included. The letter must be signed by the Proposer, if an individual, or by a legal representative of the Proposer's entity, authorized to bind the entity in contractual matters.

The letter of interest shall specifically stipulate the following statements:

"Proposer has received and examined, as part of the Proposal, Addenda No.__ through __. Proposer accepts all terms and conditions contained in the Request for Proposal and the Professional Services Agreement, except as otherwise specifically noted as an Exception in the Proposal."

"The submitted Proposal is valid for a period of ninety (90) days from the time and date Proposals are due."

"All materials and documents acquired or produced by the consultant in conjunction with the resulting contract shall be delivered to and become property of the City of Talent, without restriction or limitation of future use."

Project Understanding Proposals shall demonstrate the consultant's understanding of the Project by providing a clear and concise description of the Project, discussion of the anticipated primary issues and milestones, and identification of key stakeholders, based on the information provided in the RFP.

Project Approach Proposals shall clearly define the tasks and activities necessary to meet the objectives outlined in the Scope of Work of the RFP. Each Proposer should demonstrate knowledge of the type of work requested, ability to solve the anticipated Project issues, and ability to offer innovative ideas. Proposer's ability to expeditiously complete the work should be made evident. The Proposal should include the following:

1. Describe overall approach to project management.

2. Describe Proposer's approach and methodology for preparing project cost estimates, including the services being solicited by the RFP, as well as the cost of permits, acquisitions, and construction.

3. Describe approach to organize and accomplish each of the tasks and activities of this RFP, including addressing the anticipated primary issues and milestones.

4. Identify Proposer's specific team members, including key sub-consultants, and resources assigned to each task and activity of the RFP.

5. Describe Proposer's approach to complete the tasks and activities of this RFP in a timely manner and control costs.

6. Describe Proposer's approach to unanticipated issues that may arise during the Project.

7. Describe Proposer's quality assurance and quality control procedures to be implemented on this Project.

8. Describe Proposer's approach and abilities to interact with and engage stakeholders.

9. Identify and describe the deliverables that will result from each task and activity.

10. Identify key points of input and review with City staff.

Proposer's Experience Proposals shall provide a brief work history of consultant's and any key sub-consultant's projects entailing the same type of work being requested. Emphasis should be placed on local projects for public agencies where possible. The Proposal should include the following:

1. Describe the consultant's and key sub-consultant's firm size, office locations, and relevant capabilities and resources to be utilized on this Project.

2. Describe consultant and key sub-consultants' work experience that correspond with the Project needs, as identified in this RFP.

3. Provide at least three (3) examples of projects completed by Proposer for public agencies within the last ten (10) years that best characterize Proposer's experience with the work being requested, work quality, and cost control, describing each by project name, type, location, and date.

o Include the public agency name and the name, address, telephone number, and email of the current contact person for each project, where possible.

o Identify what role, if any, each team member who is proposed for this City

Project (see Project Team Experience, below) played in each listed project.

o Identify original and final contract costs for each listed project. Explain any cost overruns and corrective actions taken.

Project Team Experience Proposals shall identify the team to be assigned to the Project by name, describing each member's qualifications and experience with completed projects relative to the requested services, including expertise regarding all tasks associated with the Scope of Work. Each Proposal should include the following:

1. Identify by name and title the project principal, project manager, key staff, and any sub-consultants or subcontractors to be assigned to this Project.

2. Describe education, training, qualifications, registrations, certification, and relevant individual work experience of all key personnel, including sub-consultants, to be assigned to this Project.

3. Identify the Project roles and responsibilities of all key personnel.

4. Describe any attributes or expertise of key personnel uniquely situated for the requested services.

5. Describe the extent of principal and project manager involvement.

6. Describe current and anticipated assignments and location of key personnel, including percentage of time devoted to other projects during performance of this Project.

7. Estimate the percentage of time key personnel will be devoted to this Project for the duration of the Project, based on a 40-hour work week.

Project Schedule Proposals shall include a proposed Project schedule identifying the duration and completion date of all tasks and milestones. The schedule should reflect the anticipated final completion date stated in the Scope of Work. If the schedule extends beyond the final completion date, the Proposal should include an explanation as to why the work cannot be completed within the proposed timeframe stated in the Scope of Work.

Supporting Information Supporting materials may include graphs, full resumes, other references, charts, sample documents, and photos. However, pertinent information should be covered in the body of the Proposal. Supporting Information will not count toward the page limit, but brevity is encouraged. If there is no additional information to present in the Supporting Information, then state: "There is no additional information we wish to present."

V. Proposal Submission Proposers shall submit an electronic copy by email or secured file share and three (3) hardcopies of the Proposal, sealed in an opaque envelope, plainly marked "Request for Proposals -- Talent PIER Gateway Project," and include the name and address of the Proposer. Proposals shall be addressed and submitted to the following location by 2:00 p.m., Pacific Time, on Friday, September 19, 2025.

Attn: Hector Flores, City Recorder 110 East Main Street PO Box 445 Talent, OR 97540

Email: hflores@cityoftalent.org

Proposals must arrive at the issuing office on or before the listed time and date due. Late Proposals will be returned unopened and without review.

VI. Proposal Evaluation and Selection A Selection Review Committee of at least three members will be appointed to evaluate the Proposals received. Each committee member will independently evaluate each Proposal in accordance with the criteria stated in the Proposal Requirements section of this RFP.

The City may also seek expert advice to help review Proposals. Advisors to the Selection Review Committee may attend evaluation meetings and consultant presentations, evaluate the Proposals, and lend any such expertise to the process as requested by the City. However, any such person that is contacted by the City for their expert advice shall not, from first being contacted until the RFP process is completed or otherwise brought to an end, have communications with any Proposers regarding their Proposals or the RFP process.

At any point during the evaluation process, the City is permitted to seek clarification of any Proposal. The City retains the right to accept any or no Proposal that is deemed to best fit the needs of the City.

Written Evaluation Based on their evaluation, each member of the Selection Review Committee will score each Proposal according to the following scoring criteria. Each member will rank, in descending order, each Proposal by total score.

EVALUATION CRITERIA

Criterion Maximum Score Introductory Letter n/a-Required Project Understanding 15 Project Approach 25 Proposer's Experience 20 Project Team Experience 30 Project Schedule 10 Total 100 Points

In addition to the above weighted scoring criteria, feedback from provided references will also be considered and may be determinative in the selection process. References will not be scored but will be considered and may be a deciding factor. Poor references may result in an application being rejected or may result in adjustments to the Proposer’s Experience and/or Project Team Experience scores.

Interview Evaluation If determined to be necessary or desirable by the City, finalists from the written evaluation may be invited to participate in an additional interview evaluation process. The number of finalists will be determined by the Selection Review Committee. The interview evaluation process will provide an opportunity for Proposers to make a presentation to clarify their Proposal and for the Selection Review Committee to ask additional questions related to the Proposal and Scope of Work. The City will notify finalists of the interview evaluation time and location and allow for a reasonable period of time for finalists to prepare presentations.

After the interviews, each member of the Selection Review Committee will re-evaluate and re-score each finalist interviewed according to the Evaluation Criteria above.

Successful Proposer Determination The Proposer with the highest overall ranking, as determined by the Selection Review Committee, shall be identified as the Successful Proposer. Depending on the number of Proposers and the point spread among Proposals, the Selection Review Committee may determine that an interview evaluation is needed to determine the Successful Proposer.

Those Proposers selected for interviews will be based on the Proposals with the highest overall ranking.

If interviews are conducted, the Successful Proposer will be determined based on…