RFQ Funding Strategy and Implementation Plan.pdf

REQUEST FOR QUALIFICATIONS FOR FINANCIAL STRATEGY CONSULTING SERVICES

DEADLINE FOR RECEIPT OF PROPOSAL: March 18th, 2025 by 2:00 P.M.

INFORMATION CONTACT: Todd Drage

Engineering Department Cell 541.270.9349 Fax 541.265.3301 t.drage@newportoregon.gov www.newportoregon.gov

169 SW Coast Highway Newport, Oregon 97365

The City may cancel this proposal, or reject all qualifications for failure to comply with procedures or requirements, or if the City determines it is in the public's best interest to do so. The City will not schedule a pre-qualification meeting for this solicitation.

mailto:t.drage@newportoregon.gov https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.newportoregon.gov%2F&data=05%7C02%7CB.Crawford%40NewportOregon.gov%7Cdc0bfcd2acc646faace508dccd185011%7C6bf668894e6249d0ba361f2ed339bd1c%7C0%7C0%7C638610751868378520%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C60000%7C%7C%7C&sdata=VuO1CcmMxmhkyEaLVap%2FO09Z9zGIAWv%2F2FcdFtTcTJE%3D&reserved=0

SECTION 1 - INTRODUCTION

Introduction

The City of Newport (City), Oregon is located on the central Oregon Coast at the mouth of the Yaquina River. The City has approximately 10,000 permanent residents and many vacation properties and seasonal visitors. In addition, the City of Newport hosts a significant fishing industry, the Rogue Brewery, and a large marine research community including the NOAA Pacific Fleet Headquarters, Hatfield Marine Science Center, and the Oregon Coast Aquarium. Additional information on the City of Newport is available on the City of Newport's webpage:

http://www.newportoregon.gov and at the City of Newport Chamber of Commerce web page:

www.newportchamber.org

The City of Newport has been working on the Big Creek Dam Replacement project since 2011.

The Big Creek Dam Replacement project replaces the existing two earthen Big Creek Dams that have been deemed unsafe and are at risk of failure, either due to structural deficiencies or during a seismic event. The new singular Dam will enlarge the upper Big Creek Reservoir and replace both dams with a single dam free structural vulnerabilities that will ensure that the City has a reliable source of water for the community’s future.

The City has completed a 30% design of the replacement dam and has secured funding from the State and Federal government for design. The City now needs to secure funding for construction of the Dam, which is currently estimated to cost $110M.

The City requires the services of a professional consultant to develop and assist in project managing a Funding Strategy and Implementation Plan for the replacement dam. There will be multiple sources of revenue required to fund this project and the City seeks assistance with identifying all potential sources and building a strategy and plan to execute on the most viable sources of revenue.

RFQ Schedule

Qualifications must be received by the City of Newport by no later than 2:00 PM on March 18th. The qualifications can be hand delivered to 169 SW Coast Highway Newport, Oregon 97365, Attention Todd Drage. Or, sent electronically to t.drage@newportoregon.gov. Timely submission of proposals is the sole responsibility of the proposer. The City reserves the right to determine the timeliness of all submissions. Late responses will not be accepted. The proposal shall list the firm's capabilities and ability to meet the needs of the City as described in this solicitation.

The approximate schedule for the RFQ is as follows:

Advertisement of RFQ ...................... February 21, 2025 Qualifications due 2 PM........................ March 18, 2025 Anticipated Approval of Contract ................ April 30, 2025

The selection committee will review qualifications and recommend a firm for the award. The City will issue a notice of intent to award based on the decision of the selection committee and approval of City Council.

The City will post amendments to this RFP on OREGONBUYS (www.oregonbuys.gov) The City will consider Proposals non-responsive if the amendments are not acknowledged in writing.

http://www.newportoregon.gov/ http://www.newportchamber.org/ mailto:t.drage@newportoregon.gov.

http://www.oregonbuys.gov/

Reimbursement

All costs for preparing qualifications, attending interviews (if applicable), and other efforts in pursuit of this RFQ are the Consultant's responsibility.

Proposal Withdrawal

Any firm may withdraw its proposal prior to the final deadline for submission by providing the City with a written request stating the desire to withdraw.

Withdrawal of a proposal will not prejudice the right of a firm to file a new proposal before the deadline.

Rejection or Acceptance of Qualifications

The City expressly reserves the following rights:

1. Reject any or all proposals.

2. Assign any work to any Consultant that it enters into a price agreement with, based on the City's discretionary determination as to which consultant is best suited for the particular work, considering capability, capacity, and price.

3. Engage Consultants in projects less than $100,000 without formal advertising as defined within the City's procurement policy.

Publishing this RFQ does not commit the City to any contract, project award, or financial obligation to any of the respondents. The City reserves the right to use whatever means it considers appropriate and prudent when selecting a consultant.

Protests

Protests are subject to and must comply with the City's Public Contracting Rules.

Public Records

Any information submitted through this RFQ process shall be a public record. However, during the evaluation period, the qualifications shall be considered as confidential information. If any proposal contains information that is considered a trade secret under ORS 192.501(2), each sheet containing proprietary information should be marked as follows:

" This data constitutes a trade secret and shall not be disclosed except in accordance with Oregon Public Records Law, ORS Chapter 192."

The City accepts no liability for the inadvertent or unavoidable release of any confidential information submitted, and claims arising out of any public record request for such information shall be at the consultant's expense. Identifying the proposal in whole as a trade secret is not acceptable. Failure to identify a portion of the proposal as a trade secret shall be deemed a waiver of any future claim of that information as a trade secret.

Tax ID Numbers

Consultant(s) must provide Federal and State of Oregon Taxpayer ID Numbers.

Local/State/Federal Requirements

The selected Consultant(s) shall comply with all federal, state and local laws, regulations, executive orders and ordinances applicable to the work under this contract, including, without limitation, the provisions of ORS 279 A, B & C. In addition, the Consultants agree to comply with following:

• Title VI of the Civil Rights Act of 1964;

• Section V of the Rehabilitation Act of 1973;

• Americans with Disabilities Act of 1991 and ORS 659.425;

• all regulations and administrative rules established pursuant to the foregoing laws; and

• all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations

Consultant is also subject to the Oregon Worker's Compensation Law and shall comply with ORS 656.017, which requires the provision of Worker's Compensation coverage for all employees working under any contract resulting from this RFQ. The City of Newport's programs, services, employment opportunities and volunteer positions are open to all persons without regard to race, religion, color, national origin, sex, age, marital status, disability or political affiliation.

Cooperative Use of Contract

The City of Newport reserves the right to enter into interactive purchasing agreements with other political subdivisions, cities, and towns to conserve resources, reduce procurement costs, and improve the timely acquisition and costs of goods or services. The Consultant(s) may be requested by other parties to enter into interactive purchasing agreements thereby extending to those parties the right to purchase goods or services provided by the Consultant(s) under this contract, pursuant to the terms and conditions stated herein in accordance with OAR 125- 246-0400.

SECTION 2 - SCOPE OF WORK

Due to the anticipated large cost of the Big Creek Dam Replacement Project and the City’s limited size and funding capabilities, the City foresees the need to develop multiple funding sources over a potentially longer timeline than typical capital projects. Therefore, the City seeks the services of a professional consultant to develop a comprehensive Funding Strategy and Implementation Plan (Plan) for the dam replacement.

The consultant will work closely with City staff to create a strategic and potentially creative approach to secure funding, including the identification of viable sources and the development of an implementation strategy. This strategy should include a detailed schedule, task list, and staff assignments for executing on the identified funding sources.

The consultant's role will include, but is not limited to, the following:

1. Developing a Funding Plan:

o Analyze the City’s current budget, staffing capabilities, and debt obligations.

o Assess current revenue sources and identify potential allowable revenue sources.

o Determine the appropriate municipal securities and offering sources, amounts, and schedules.

o Explore state and federal funding options, including grants, loans, and other financing structures. Identify sources/agencies and an initial schedule and follow-up schedule to regularly reach out to funding sources/agencies.

o Develop a comprehensive funding strategy with multiple funding sources.

2. Creating an Implementation Strategy:

o Develop a realistic timeline for securing funding sources, with key milestones and deliverables.

o Organize the necessary tasks and identify and assign responsibilities to the Consultant, City staff, and City consultants/contractors, representatives or agents.

o Create a communication plan to ensure smooth and effective communication among City staff, stakeholders, and funding sources.

3. Deliverables:

▪ A written Funding Strategy and Implementation Plan.

To be clear the requested scope of work is for the Consultant to develop a Funding Strategy and Implementation Plan which will play a key role in helping the City identify, organize, and implement a comprehensive funding strategy to secure the necessary financing for the Big Creek Dam Replacement Project. This is not a request for grant funding assistance; the City currently employs a Grant Manager. As part of the Plan, the Consultant will identify securing specific grants and a process for continued grant identification as one of the funding sources and during the Plan’s implementation (after Plan has been completed) may assist the City in preparing grant applications, or, if City staff bandwidth is limited, the Consultant may apply for grants on the City's behalf.

DRAFT SCOPE OF WORK

This draft scope of work represents the City's best estimate of the work needed to accomplish the objectives of this project. The City is open to alternative approaches that may deviate from this scope while still meeting project objectives.

Project Kick-off

Staff will provide Consultant(s) with relevant background information in an electronic format, where available. Consultant(s) shall review the background materials identify data gaps and arrange follow-up meetings or calls with City staff and stakeholders to clarify objectives and goals, confirm background information that could inform the work, and any other issues necessary to clarify the scope and schedule. Following this meeting, Consultant will prepare a memo documenting the decisions and any refinements to the scope and schedule.

Deliverables

Consultant(s) shall conduct research and develop a draft funding strategy. The Consultant(s) shall report to the City monthly and the Consultant(s) and the City shall hold a regular progress meeting/conference call during the period of performance. The Consultant(s) shall prepare the final deliverable (Big Creek Dam Replacement Project Funding Strategy and Implementation Plan).

REQUIRED CONSULTANT QUALIFICATIONS

Consultant(s) shall have an in-depth knowledge of municipal securities and offerings and shall possess relationships with various funding agencies and other potential grant sources, and have expansive knowledge of available grants, and sources of funding available to the City. The Consultant(s) need to have a minimum of five years of experience in grant pursuits for agencies similar to the City of Newport.

SECTION 3 - PROPOSAL CONTENT REQUIREMENTS

Proposal format shall have the following organization:

Cover Letter

Provide a cover letter, signed by a duly constituted official legally authorized to bind the Consultant to its proposal. The cover letter must include the name, address, and telephone number of the Consultant submitting the proposal and the name, title, address, telephone number, and email address of the person, or persons, to contact who are authorized to represent the Consultant and to whom correspondence should be directed.

Project Approach and Understanding

Provide a detailed description and scope of the Consultant's proposed approach to accomplishing the City's objectives as outlined in the above draft Scope of Work. Clearly describe and explain the reason for any proposed modifications to the methods, tasks, and products identified in the draft Scope of Work outlined in Section 2 of this RFP.

The scope should clearly define:

• Objectives: Secure adequate funding through a variety of revenue sources for the Big Creek Dam Replacement Project.

• Actions: Identify and assess all viable funding sources (grants, loans, bonds, state/federal funding, etc.), structure the funding strategy, and develop a step-by-step implementation plan.

• Deliverables: A comprehensive funding plan that includes a schedule, assignment of tasks with clearly defined roles and responsibilities, and a clear communication framework.

• Exclusions: Define what is out of scope, and identify deferred scope.

Project Organization and Team Qualifications

Identification of all provided services by the principal firm and any subcontractors, information regarding the firm(s) assigned to the project including the size of firm(s), and overall capabilities of each as considered relevant to this project. Provide information regarding all personnel assigned as team members to this project including names, prior experience, position, role and level of responsibility in the project. The City reserves the right to reject any proposed firm or team member or to request their reassignment. Identify the project manager by name, and verify the project manager will not change without written approval by the City. The principal consulting firm must assume responsibility for any sub-consultant work and shall be responsible for the day- to-day management and direction of the project.

Project Timeline

Proposed timeline for accomplishing the project, including critical paths and milestones, and specific consulting staff by task based on the draft Scope of Work. Below is the level detailed requested in an example timeline (consultant are encouraged to improve and customize for their RFQ submittal)

• Break down the project into phases with specific deadlines, milestones, and deliverables.

• Include milestones for each stage (e.g., identifying funding sources, applying for grants, securing debt financing, etc.)

• A proposed timeline could look like:

o Phase 1: Initial assessment of City’s financials, resources, and needs (1-2 months)

▪ Project kick-off meeting

▪ Meeting(s) with City financial department to understand budget, current debt, revenue sources, future obligations.

▪ Meetings(s) with City grant manager and funding personnel to understand staff roles, responsibilities, capabilities and past, current, and currently identified future grant opportunities.

▪ Meeting(s) with Big Creek Dam technical team to understand high level project design, project timeline, and project constraints.

▪ Potential meeting(s) with internal/external stakeholders such as regulators, City Council, etc. to explain funding plan and implementation process and to understand stakeholder impacts to the Plan.

o Phase 2: Identification and evaluation of funding sources and evaluation of City, State, and Federal regulations that constrain or enable funding (1 months) o Phase 3: Development of a comprehensive funding strategy (2 months)

▪ Milestone: Submittal of DRAFT Funding Plan and Implementation Strategy for

City Review o Phase 4: Final review and adjustment of funding plan (1 month) o Phase 5: Implementation of Plan where consultant will directly manage or assist City in managing portions of the Plan (consultants’ role will be defined in the Plan’s roles and responsibilities section) (Plan’s start date to project Funding secured)

▪ Because the scope of this continued plan implementation is not know at this time City anticipates this being a separate task order to be determined once the plan is complete.

Project Coordination and Monitoring

Describe the process for ensuring effective communication between the Consultant(s) and the City and for monitoring progress to ensure compliance with approved timeline, budget, staffing, and deliverables.

Fee Schedule

Provide a 2025 fee schedule outlining a list of the commonly recommended key personnel, staff categories, individuals, or sub-consultants making up the project team. Include a forecasted listing of individual billing rates for the 2025 calendar year. The City understands that annual increases are expected. The proposal should describe how annual fee adjustments are to occur.

Similar Project Experience

Specific examples of comparable work, which best demonstrate the qualifications and ability of the team to accomplish the overall goals of the project within the financial and time constraints. Provide names, addresses and telephone numbers of clients associated with each of these projects. Through submission of a proposal, all respondents specifically agree to and release the City of Newport to solicit, secure and confirm information provided.

SECTION 4 - Selection of Proposals

The Selection committee will score the proposals on the following criteria:

Thoroughness, quality and conciseness of submittal. 20 pts.

Project understanding and approach for accomplishing the City's objectives. 20 pts.

Qualifications of the project manager and project team, and proven 30 pts.

success in completing projects of similar scope.

References from past and present clients. 30 pts.

100 Point

Proposal shall be no more than 20 pages, including cover letter. Extra material, including resumes, may be included in an appendix.