City of Seaside Request For Qualifications for Development of Sewer Master Plan

RFQ No. 26-005 Issued: 12/2/2025 Response: 12/29/2025 At 4:00 PM PDT

City of Seaside – Public Works

Prepared by

Table of Contents

Project # 26-005

CITY OF SEASIDE REQUEST FOR QUALIFICATIONS

SECTION 1 – GENERAL INFORMATION

1.1 ANNOUNCEMENT

The City of Seaside Oregon (City) is submitting this request for qualifications (RFQ) to solicit statements of interest and proposals from consulting engineering firms to develop a Sewer Master Plan (Master Plan). The Master Plan shall include a Biosolids Management Plan update and other related planning and design services.

Proposals must be submitted through the OregonBuys portal by 4:00 PM, Pacific Standard Time, on 12/29/2025. Late proposals will not be evaluated or considered for award.

The City reserves the right to reject all proposals not in compliance with all prescribed public bidding procedures and requirements and may reject, for good cause, all proposals upon the finding that it is in the public interest to do so. The City reserves the right to waive all informalities if it is deemed in the best interest of the public.

1.2 COMPLIANCE WITH RULES

Proposers responding to this RFQ must follow the procedures and requirements stated within this RFQ. Adherence to these procedures and requirements will ensure a fair and objective analysis of the proposals submitted. Failure to comply with or complete any part of this RFQ may result in rejection of the submitted proposal.

1.3 CONTACTS, INQUIRIES, and CLARIFICATIONS

The Public Works Director (PWD) is the issuing officer for this RFQ. All correspondence shall be made to the PWD through the OregonBuys system, including all process and contract questions and protests:

City of Seaside Public Works Director – Paul Stull III, PE

Plan Holder Notification: All proposers who download this RFQ through the OregonBuys online portal must properly identify themselves in the OregonBuys system, so that they may be added to the Proposers list.

Deadline for Request for Process Changes: Proposers have until 4PM on 12/9/2025 to submit any protests or requested changes in the solicitation process. These will be reviewed and responses sent back with the response to questions.

RFQ Questions, Clarifications and Inquires: All questions, requests for information, and other inquiries regarding this solicitation shall be submitted in writing via the OregonBuys portal by 4PM PST on 12/10/2025.

RFQ Response to Questions: The City will issue a Response to Questions/Information through the OregonBuys portal to the established Proposers list before 4PM PST on 12/16/2025.

Except as noted above, all telephone, letter, email, or other personal communications regarding this solicitation with members of the RFQ Selection Committee or Seaside Public Works Staff during the selection process will not be responded to directly.

*Note: Except as provided above, please do not attempt to contact any member of the Selection Committee members or Seaside Public Works staff during the selection process regarding this RFQ. Such contact may disqualify your proposal.

1.4 PROPOSAL DUE DATE

All proposals shall be received no later than 4:00 PM, Pacific Standard Time, via the OregonBuys portal for this project on 12/29/2025, and shall be titled:

Request for Qualifications – Sewer Master Plan Attention Public Works Director – Paul Stull III, PE

The PWD shall provide confirmation to all proposers that their proposal was properly received through the OregonBuys portal before the deadline. It is recommended that you submit the proposal before the deadline to confirm receipt of the proposal.

1.5 PROPOSAL WITHDRAWAL

A proposal may be withdrawn at any time before the proposal deadline, by removing it from the submittal process in OregonBuys. A duly authorized representative of the firm shall carry out the request. Withdrawal of a proposal will not prejudice the right of the proposer to file a new proposal.

1.6 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held for this Solicitation at the City of Seaside Wastewater Treatment Plant (WWTP) at 10AM on December 8, 2025. The plant is located at 1821 N Franklin Street. Proposers will be provided a tour of the facility. Questions identified during the conference must be made through the OregonBuys portal. The prior Sewer Master Plan and associated documents will be made available on the OregonBuys portal for this project.

1.7 SOLICITATION PROTEST

A person may protest or request a change in writing, through the OregonBuys system, of a solicitation provision, evaluation criteria, scope of work, specification, or contract term by 4:00PM on 12/9/2025. No protest of the selection of a firm or award of a contract because of a solicitation provision, evaluation criteria, scope of work, specification or contract term will be considered after such time. The protest or request for change shall include the reason for such and any proposed change. The City shall consider the protestor’s request for change and may reject the protest or request for change, issue an addendum, or cancel the RFQ through the OregonBuys system. The protest must be labeled with the Request for Qualification name and number and submitted to the Public Works Department through the OregonBuys system.

1.8 ADDENDA

Any clarifications or revisions will be addressed and issued in addenda; City must receive requests for changes and clarifications through the OregonBuys system per timeline schedule in 1.3 and 2.1. Only addenda issued by the City for this RFQ through the OregonBuys system shall be binding upon the City.

1.9 REJECTION OF PROPOSALS

The City may reject any proposal not in compliance with all prescribed procedures and requirements and may reject for good cause any or all proposals upon a finding of the City that it is in the public interest to do so.

1.10 IRREGULARITIES

The City reserves the right to waive any non-material irregularities or information in the RFQ or in any proposal.

1.11 INCURRED COST

The City is not liable for any costs incurred by a proposer in the preparation and/or presentation of a proposal.

1.12 OWNERSHIP OF DOCUMENTS

Any material submitted by a proposer shall become the property of the City. Materials submitted after a contract is signed will be subject to the ownership provision of the executed contract.

1.13 CONFIDENTIALITY OF INFORMATION

All information and data furnished to the proposing firm by the City and all other documents to which the proposer’s employees have access during the preparation and submittal of the proposal shall be treated as confidential to the City to the extent permitted by Oregon Public Records Law (ORS 192.311 to 192.513). Any oral or written disclosure to unauthorized individuals is prohibited.

1.14 PUBLIC RECORD

All proposals and information submitted by proposers are considered public records under Oregon law. Proposals that contain information that meets the definition of trade secrets or are otherwise exempt from disclosure under ORS 192.345 or 192.355 must be clearly identified and submitted in a separate, marked section. The City will make the final determination regarding disclosure in response to any public records request and may redact exempt information as appropriate.

All proposals and information submitted by proposers will be available for viewing after the evaluation process is complete.

1.15 EQUAL OPPORTUNITY POLICY FOR CONTRACTORS

The City requires all proposers to comply with equal opportunity policies. The City’s programs, services, employment opportunities, and volunteer positions and contracts are open to all persons without regard to race, religion, color, national origin, sex, age, marital status, disability, sexual orientation, gender identity, veteran status, or political affiliation. A copy of the City’s policy is available upon request. This RFQ complies with ORS 279A.110 and related Oregon Administrative Rules regarding nondiscrimination and equal opportunity in public contracting.

1.16 CITY BUSINESS LICENSE

This work will be completed for the City of Seaside which is located within the City of Seaside. A City Business License is required to perform this work.

END OF SECTION ONE

SECTION 2 – PROPOSAL & REPORT TIMELINE

2.1 TIMELINE

Note that at the City’s discretion this timeline is subject to change.

END OF SECTION TWO

SECTION 3 – BACKGROUND, EXISTING FACILITIES, NPDES PERMIT REQUIREMENTS

3.1 BACKGROUND

The City of Seaside Oregon (City) is soliciting statements of interest and technical qualification information from consulting engineering firms to develop a Sewer Master Plan (Facilities Plan) for the City WWTP and Collection System, and related planning and design services.

Seaside is located on the picturesque Oregon Coast in Clatsop County approximately 75 miles northwest of Portland, Oregon with a current population of approximately 7,164 (2020 U.S. Census). The population of the City can increase to 50,000 or more during the peak of the summer tourist season and large popular events (July 4th, Hood-to-Coast, Beach Volleyball, etc.). The treatment system consists of an activated sludge treatment plant (placed in service in 1986) and 25 lift stations. The treatment plant currently has a maximum capacity of 6.75 MGD (million gallons per day). The plant sees significant variations in both total flow and solid mass loading. During peak summer days, the solid mass loading rates are at their maximum. During the winter, the plant experiences maximum total flow rates due to significant infiltration and inflows throughout the collection system. The facility has had two minor upgrades to the biosolids processing system (2014) and disinfection system (2001). Effluent is discharged year-round to the Necanicum River.

The City is anticipating the need for a large program to upgrade their wastewater collection and treatment facilities. The City conducted a condition assessment in 2024 (Attachment A) which identified the need for a series of maintenance, upgrade, and modernization projects.

The City is currently facing the following challenges with their wastewater facilities:

· Several facilities are nearing operational capacity.

· Urban development within the City has necessitated changes to the collection system to address capacity issues and long detention times.

· Multiple systems need changes to operational and control technologies to reduce maintenance issues.

· The existing infrastructure is aging with many components and subsystems beyond their effective life.

The City has multiple concurrent projects within the wastewater system including upgrades to the aeration basin, lift stations Wahanna and #3 improvements, lift station #2 rebuild, clarifier drive replacement, alkaline addition, and the replacement of the existing biosolids dewatering and dryer. The City wishes to integrate these high priority projects within the framework of the Sewer Master Plan.

3.2 EXISTING FACILITIES

The Wastewater System currently consists of the following major facilities:

· Mechanically cleaned bar screens

· Influent flow meters

· Aerated grit tanks

· Orbital activated sludge aeration basins

· Secondary clarifiers with Return Activated Sludge (RAS) pumps

· UV disinfection system and former chlorine contact basin (flow through)

· Outfall diffuser

· Gravity belt Waste Activated Sludge thickener

· Biosolids dryer

· Aerobic digesters

· Gravity thickeners

· Equalization Basins

· 25 Lift Stations connected to about 75 miles of collection lines

Existing WWTP Aerial

Headworks The headworks consists of a two-level concrete structure. The lower area houses the motor controls, power panels, influent flow meter, grit pumps, foreign debris dumpster, and associated piping. The upper area includes the manual bar screen, mechanical screen, influent sampler, washer compactor, grit removal turbines, and grit separator.

Equalization Basins The equalization (EQ) basins consist of two segregated ponds, each with a floating aerator and a pump station. The basins receive overflow from the headworks and flow from the thickener effluent wet well. The thickener wet well pumps scum skimmed from the chlorine contact basins. There is an emergency overflow on EQ basin 2 that flows to the chlorine contact basins. The EQ basins discharge flow to the Oxidation Ditches.

Oxidation Ditches The oxidation ditches include two 1.1 million gallon concrete basins. Each basin includes a flow meter, flow control valve, two motorized disc aerators, and an effluent water control gate.

Secondary Clarifiers The secondary clarifiers consist of two 60-ft diameter secondary clarifiers with peripheral weirs, launders, a motorized drive unit, and a suction duct sludge removal system.

RAS WAS Pump Station The sludge recovered from the secondary clarifiers is directed to the Return Activated Sludge (RAS) / Waste Activated Sludge (WAS) Pump Station. The RAS/WAS Pump Station includes a concrete structure, three RAS pumps and three WAS pumps, valves, and piping. The RAS pumps direct flow back to the Oxidation Ditches. The WAS pumps direct flow to the Aerobic Digester System.

Chlorine Contact Basins Chlorine is no longer used for disinfection. The chlorine contact basins (two parallel tracts before the UV disinfection system) now provide tertiary settling and final floating scum removal prior to ultraviolet disinfection. These basins screen off floating scum that is pumped to the Thickener Pump Station which pumps it forward to the EQ Basins.

Ultraviolet (UV) Disinfection The UV system consists of a concrete structure, overlying wooden building, a Trojan UV 4000 system (providing the disinfection process), flow meters, and pH, and transmittance sensors. The Trojan system consists of banks of UV bulbs set into the flow-through chamber to conduct continuous disinfection of the discharge stream.

Gravity Thickeners The one of the two gravity thickener units is used for thickening solids. The other unit is now only used for temporary detention of solids. The operable unit is used as needed to thicken solids taken from the East Aerobic Digester. The liquids discharged from the operable unit are pumped to the EQ Basins. The thickened solids are pumped to the West Aerobic Digester for further aeration. The thickener effluent pump station is used to pump scum from the chlorine contact basins to the EQ Basins.

Aerobic Digesters A single concrete structure includes two aerobic digesters units (East and West) each with four sets of turbine mixers and two blowers. Flow enters the Aerobic Digester system to the East digester and then to the operable thickener or directly to the West digester. The sludge transfer pump room is located at the ground level.

Sludge Dewatering Solids discharged from the West Aerobic Digester are sent to the Sludge Dewatering System. The current sludge dewatering system uses a belt filter press. The system includes sludge pumps and polymer dosing to reduce moisture content. The dewatering system discharges its solids materials to the sludge drying system. The liquids removed from the dewatering system are directed to the EQ Basins.

Sludge Dryer The sludge dryer receives the dewatered sludge into a storage hopper and ultimately to a Fenton Dryer. The dryer system uses high temperature oil to dry the sludge. The dried sludge is discharged into mobile metal boxes that are temporarily stored in the nearby WWTP Warehouse before final off-site disposal. Fluids recovered in this system are pumped to the EQ Basins.

Administration Building The administration building includes an office area, laboratory, equipment storage, restroom, and a mechanical room.

WWTP Support Infrastructure The WWTP has supporting infrastructure that includes plant W3 water system (post treatment water for non-potable plant operations), standby generator system to power entire WWTP, warehouse, shop/collections office, telemetry tower, former lime shed (now equipment building), and perimeter fencing. The Dewatering/Dryer Building also serves as a garage for Wastewater Department vehicles and equipment.

Sewage Lift Stations The sewer collection system includes a series of 25 sewage lift stations that collect and direct all sewage to the WWTP. The lift stations come in various sizes and configurations including sewage lift, submersible, and wet pit/dry pit designs. All the lift stations are currently operating in a duplex pump configuration except LS #3 that operates in a triplex pump configuration. All of the lift stations ultimately pump to LS #3, except lift station #18 which is located at the WWTP and serves the surrounding neighborhood.

3.3 NPDES PERMIT REQUIREMENTS

The Oregon Department of Environmental Quality renewed the City of Seaside’s 5-Year NPDES Permit on August 12, 2024. The NPDES permit is included in this packet as Attachment B.

END OF SECTION THREE

SECTION 4 – SCOPE OF WORK

4.1 SCOPE OF WORK

This project will provide an updated Sewer Master Plan that will apply available data and integrate City policies and priorities. The selected firm will have expertise in wastewater treatment practices, environmental regulations, beneficial reuse, operation and maintenance of collection and treatment system, cost and energy analysis, public involvement, and Capital Improvement Plan (CIP) development. The project will develop optimized near-term (0-5 years), mid-term (6-10 years), and long-term (11-20 years) solutions that will comprise the recommended CIP projects list.

4.2 PROJECT OBJECTIVES

The Sewer Master Plan will assess current and anticipated conditions and strategies to support CIP development for a 20-year planning horizon (2046). The Sewer Master Plan will include the following elements:

· Executive Summary – The critical points and priorities identified in the elements of the master plan below will be summarized in the executive summary.

· Introduction – include the requirement of the plan, its objectives, and approach.

· Basis of Planning – This section should include the following sections:

· Background and history of the municipal sewer system

· Description of the location, service area, topography, climate/precipitation, and population

· Discussion about land use and zoning

· Detailed description and mapping of the existing collection system

· Detailed description and mapping of the existing pump stations (type, location, capacity, power supply details, connection sizing, etc.)

· Detailed description of layout and operation of the WWTP

· Wastewater System Policies – This section shall include a comprehensive summary of current City wastewater system policies and all applicable or anticipated DEQ requirements and directives affecting the wastewater collection, conveyance, and treatment systems. The Consultant shall:

· Document all applicable DEQ operational requirements, relevant permits, and associated reporting and sampling obligations.

· Prepare a table of permits that includes the permit type, sampling and testing requirements, sampling locations, and sampling frequencies/schedules.

· Review and assess current municipal codes related to wastewater and recommend updates necessary to maintain compliance with DEQ rules, enforcement actions, and future regulatory requirements.

· Summarize additional regulatory requirements relevant to wastewater planning, including applicable regulations concerning water quality, biosolids/residuals, air quality, land quality, and public health.

· Flow Projections and Modeling – A flow model shall be developed for the existing system to determine the current system demands under normal and extreme conditions. The flow model should also be extended to show estimated 20-year (to 2046) projections for City development.

· Hydraulic Analysis – Develop the assessment criteria and conduct the assessment of current and future capacity. The results should be documented in this section to identify areas and components of the sewer system that may need upgrades, replacements, or additions based on the results of the modeling. Components should include the gravity lines, force mains, pump stations, and WWTP.

· Capital Improvement Plan – This section should include the following components and be prepared to also be a standalone document:

· Existing conditions planning scenario.

· Capital improvement recommendations for existing and future gravity lines, pump stations, force mains, and sewer extensions.

· Capital improvement recommendations for WWTP replacement, rebuilding, and additions.

· Recommended areas to closely observe for potential operational issues.

· Rehabilitation and Replacement program – include inspection program for pump stations, lines, WWTP, condition assessment, infiltration and inflow abatement, and plan for implementation.

· Discussion of current and recommended future system development charges.

· A detailed CIP implementation schedule with both target dates and priority.

· Summary of adherence to DEQ mandated projects as detailed in the included Civil Penalty Assessment and Order.

· An analysis and summary of how the CIP works with the City’s strategic plans and overall Comprehensive Plan.

· Associated Documents – The Sewer Master Plan should have the associated documents as appendices:

· Hydrologic/Hydraulic flow models with associated criteria/parameters

· Map and narrative for future development areas in the City

· Narrative and results of the hydrologic/hydraulic flow models

· Specifications and materials for rehabilitation and replacement technologies

· Basis and cost analysis for CIP components (rehabilitation/replacement/expansion) and recommendations

· Recommendations for City municipal code updates/changes

· Pump station improvements recommendations and cost breakdown by type and location

· WWTP improvements recommendations for operation and infrastructure and associated costs

· Associated documents provided by City including a recent condition assessment and Civil Penalty Assessment and Order (attached).

· In depth I and I Study for SE portion of the City.

· Associated Figures and Tables – The Sewer Master Plan should include tables and graphs of modeling results and projections, maps (for zoning, expansion, system infrastructure, etc.), piping/infrastructure schematic showing location of infrastructure and engineering parameters/performance, costing analysis, CIP components, and other supporting technical figure/tables.

These evaluations and forecasts will guide the development of the Sewer Master Plan and associated documents by recommending improvements, alternatives, or optimization projects (including opinion of probable cost) and their associated estimated costs to meet or exceed identified deficiencies, conditions, or opportunities.

4.3 REGULATORY COORDINATION AND DEQ COMPLIANCE

The Consultant shall incorporate all applicable Oregon Department of Environmental Quality (DEQ) regulatory requirements into the Sewer Master Plan. Tasks shall include:

· Regulatory Review Review current NPDES permit conditions, enforcement actions, mutual agreements and orders (MAOs), compliance schedules, I/I reduction requirements, and any ongoing DEQ penalties or stipulated orders relevant to conveyance system planning.

· DEQ Coordination Plan Prepare a DEQ Coordination Plan identifying anticipated review milestones, required meetings, review submittals, and any DEQ approval steps that influence the City’s sanitary sewer system planning or CIP.

· DEQ Meetings Attend up to three (3) meetings with DEQ (virtual or in-person), including:

· One kickoff regulatory alignment meeting

· One mid-project technical review meeting

· One pre-final Master Plan review meeting

· Regulatory Pathway Documentation Identify facilities-planning and conveyance-related DEQ pathways, including environmental review requirements, permit modification triggers, and compliance implications of proposed CIP projects.

· Integration of DEQ Feedback Integrate DEQ feedback into the hydraulic model assumptions, I/I analysis framework, capacity deficiency determination, and CIP prioritization structure.

· DEQ-Ready Master Plan Prepare the Master Plan consistent with DEQ expectations for a facilities planning document, suitable to accompany future permit actions, I/I programs, funding applications, and compliance documentation.

All DEQ communication shall be coordinated through the City’s Public Works Director and Wastewater Supervisor.

4.4 PROJECT DELIVERABLES

The Sewer Master Plan project will include the following deliverables as detailed in the preceding sections:

Primary Deliverables

1) Sewer Master Plan (as detailed in Section 4.2),

2) Capital Improvement Plan (as detailed in Section 4.2 – this is a standalone document)

Technical and Supporting Materials

1) Full hydraulic and flow modeling files,

2) Mapping/GIS figures of system and results,

3) Specifications, cost analyses, and code recommendations,

4) Pump station and WWTP improvement plans,

5) Rehab/Replacement program overview,

6) All figures, tables, charts, and schematics,

7) DEQ compliance pathway materials,

8) In depth I and I Study (as detailed in Section 4.2),

9) All remaining items listed from “Associated Documents” (as listed in Section 4.2),

10) All remaining from list of “Associated Figures and Tables” (as listed in Section 4.2), and

11) All additional documents required to complete the work detailed in this scope of work.

Administrative and Regulatory Deliverables

1) DEQ coordination plan and meeting records

2) DEQ-ready Master Plan

3) Integration of Condition Assessment and Penalty Order

4.5 ADDITIONAL SERVICES

Depending on the outcome of the planning effort, the selected firm may serve as the project engineer supporting additional engineering services and completion of the selected project(s). If this service is requested, a separate scope of work and fee will be negotiated between the selected firm and the City.

END OF SECTION FOUR

SECTION 5 – SPECIFIC SUBMITTAL REQUIREMENTS

5.0 PROPOSAL DOCUMENTS

Proposer shall be solely responsible for obtaining RFQ documents and any addenda, as well as carefully examining the specifications and requirements of the proposed project. The City reserves the right to publish any addendum or additional requirements on any RFQ, as needed. This RFQ, past master plans, and other materials and documents are on file and may be downloaded through the project OregonBuys portal.

Proposer shall submit their proposal to the OregonBuys portal by 4:00 PM, Pacific Standard Time, 12/29/2025. All proposals shall be titled:

Request for Qualifications – Sewer Master Plan Attention Public Works Director Paul Stull III, PE

5.1 PROPOSAL CONTENTS

Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged. The proposal shall be limited to fifteen (15) pages (not including personnel bios) in length and include, as a minimum, the following:

1. Letter of transmittal. Include an introductory letter expressing interest in and understanding of the project. The letter should include the full legal name of the firm, the primary contact person’s name, email address, mailing address, and telephone number. The letter must be signed by an individual who is authorized to bind the firm in a contract with the City.

2. Proposer Certification - See Section 7, Exhibit B

3. Contractor Certification of Tax Compliance – See Section 7, Exhibit C

4. Related Experience. Provide project descriptions for up to five (5) recent projects similar in nature to the proposed project. Highlight experience and technical expertise pertaining to innovative approaches to the master planning process.

emphasize relevant experience developing a cost effective and realistic Sewer Master Plan and Capital Improvement Program. Demonstrate experience with preparation of sewer-related Public Facilities Plans (PFP – Sewer Master Plan) that complies with the requirements of Statewide Planning Goal 11, Public Facilities and Services, and its implementing rule at OAR 660-011. Provide any relevant information on your experience in evaluating or improving operations and maintenance processes.

Emphasize understanding and execution of projects requiring multiple stakeholder input and collaboration. Provide key outcomes that indicate successful completion of the project and reflect high-quality work by the Firm.

Provide the start and completion dates noted for each project. Include project budget and firm’s initial and final contracted amounts. For each project include the name(s) of the firm’s project manager and the client’s project manager or primary contact. Include physical and email address and current phone number(s). Indicate the team’s familiarity with the local area. Include estimates for regulatory fees and duration of oversight for each project.

Provide any background information on the size, capability and location of the firm that may be beneficial.

5. Project Team Identify the contact person with primary responsibility for this project, the lead engineer, the personnel proposed to work on this project, and any subconsultants (including primary contact for all subconsultants). Describe the proposed role, experience, and certifications of in-house expertise as well as subconsultant team members. Highlight and summarize your qualifications and strengths that will single out your team as the best to accomplish this project. Include a description of the qualifications of the assigned staff and subcontractors, relevant experience, and the availability of the staff for the services provided. Provide information on previous projects the firm has worked on together with proposed subconsultants and at what capacity. Provide an organization chart of the project team.

Describe the relevant experience, skills, role, and responsibilities of all key team members. For firms with multiple offices, the office location of all key staff shall be identified. If the Project Manager is not local, identify any local contacts and describe how project management, coordination, and communication with the City and subconsultants will be accomplished. After the selection of a firm by the City, no substitution of key staff or subcontractors may occur without the written approval of the City. Do not include people who will not be working on the project. Firm shall also include any special or unique services that can be provided to the City which will benefit the City delivering this project.

Note: Due to their unique knowledge of the City’s Wastewater System, Solidsdude Solutions LLC and Waterdude Solutions LLC are not eligible as project team members.

END OF SECTION FIVE

SECTION 6 – PROPOSAL EVALUATION

6.1 SELECTION PROCESS

A Selection Committee comprised of City staff and stakeholders will evaluate the proposals submitted. The Selection Committee will rank up to four firms that are determined to be most qualified strictly on a merit basis. The need for formal interviews or submittals for additional information will be held at the discretion of the Selection Committee. The City reserves the right to seek clarification of any or all proposals.

The top most qualified firm will be invited to submit a cost proposal for consulting services through the OregonBuys portal or directly to the City. The City of Seaside’s Public Works Director and City Manager will evaluate the cost proposal. Based upon this review, the City may elect to enter into negotiations on scope and pricing. If negotiations fail to reach an agreed price, the City reserves the right to request a cost proposal from the second most qualified firm and negotiate with them on price and scope. Upon agreement on pricing and work scope, the winning firm will be awarded a contract for the work, and the project kickoff meeting will be scheduled.

6.2 PROPOSAL EVALUATION CRITERIA AND SCORING

A Selection Committee will evaluate the proposals to determine the firm best qualified to perform the services for the City. Proposals shall be reviewed and evaluated utilizing a scoring matrix and merit-based system. The Selection Committee members will then submit a recommendation for action to the Seaside City Council based on scores and values assessed by the committee. Maximum available points for written proposals will be 100 points with the points for each Criteria as follows:

6.3 INTERVIEWS

The firm(s) selected for final evaluation may be invited to an interview with the City Selection Committee. Firm(s) must provide a submittal with requested additional information through OregonBuys. If an interview is required, the firm(s) will be contacted regarding scheduling time and location of the interview(s) if so conducted.

6.4 CLARIFICATIONS

The City reserves the right to seek clarification of each proposal submitted. The City also reserves the right to require other evidence of technical, managerial, financial, or other abilities prior to selection.

6.5 AGREEMENT

A sample copy of the contract that the City expects the successful proposer to execute is included in Section 7, Exhibit A. Any proposed changes in the language, construction or requirements of the contract must be raised and resolved as part of a solicitation protest. The City reserves the right to negotiate a final contract that is in the best interest of the City.

The contract will define the extent of services to be rendered, as well as the schedule of tasks and associated methods and amount of compensation. The contract will be negotiated with the highest ranked proposer for the project. If agreement is not reached, negotiations will be terminated. Negotiations will then begin with the Selection Committee’s second choice for the project. When an agreement is reached, the contract for the work will be prepared and executed upon City Council approval.

END OF SECTION SIX

SECTION 7 - EXHIBITS

7.0 EXHIBIT A: CITY OF SEASIDE DESIGN RELATED SERVICES AGREEMENT

CITY OF SEASIDE

DESIGN-RELATED SERVICES AGREEMENT

AN AGREEMENT dated and effective this ____ day of ________, 2025 by and between CITY OF SEASIDE ("City") an Oregon municipal corporation and _____________________________________ (“Provider").

WHEREAS, Provider is in the business of providing engineering, technical, regulatory assistance, or “related services.”

WHEREAS, City and Provider believe it in their respective and mutual interests to enter into a written Agreement setting out their understandings concerning Provider’s provision of services related to___preparation of 2025 Sewer Master Plan______(“Project”).

NOW THEREFORE, based on the foregoing and for good and valuable consideration, the sufficiency of which is hereby acknowledged, City and Provider wish to enter into a written agreement for provision of said services in connection with the project, the terms of which are as follows:

1. Funds Available and Authorized City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement.

2. Term This Agreement shall run from __________, 2025 through and including ____________, 2026 unless sooner terminated under the provisions of this Agreement. This Agreement may be extended in writing for additional periods as agreed to by the parties.

3. Provider's Service The scope of Provider's services and time of performance under this Agreement are set forth in Exhibit “A.” All provisions and covenants contained in said exhibit are hereby incorporated by reference and shall become a part of this Agreement as if fully set forth. Any conflict between this Agreement and Provider's proposal (if any) shall be resolved first in favor of this written Agreement. Provider will, in the rendering of its services to City, use its best efforts and due diligence, in accordance with all commonly accepted industry standards, and will provide such personnel as are necessary to successfully provide the services covered under this Agreement (including Exhibit "A"). All Provider personnel shall be properly trained and fully licensed to undertake any activities pursuant to this Agreement, and Provider shall have all requisite permits, licenses, and other authorizations necessary to provide the services covered under this Agreement.

4. Provider Identification Provider shall furnish to City Provider's employer identification number, as designated by the Internal Revenue Service or, if the Internal Revenue Service has designated no employer identification number, Provider's Social Security number.

5. Compensation City agrees to pay Provider at the times and in the amount(s) set out in and in accordance with Exhibit “A.”

6. Project Managers City's Project Manager is _Paul Stull III, PE_, _Public Works Director__. Provider's Project Manager is ____________________. Each party shall give the other written notification of any change in their respective Project Manager.

7. Project Information Provider agrees to share all project information, to fully cooperate with all corporations, firms, contractors, governmental entities, and persons involved in or associated with Project. No information, news or press releases related to Project shall be made to representatives of newspapers, magazines, television and radio stations, or any other news medium without the prior authorization of City’s Project Manager.

8. Duty to Inform Provider shall give prompt written notice to City’s Project Manager if, at any time during the performance of this Agreement, Provider becomes aware of actual or potential problems, faults or defects in the project, any nonconformity with the Agreement, or with any federal, state, or local law, rule or regulation, or has any objection to any decision or order made by City. Any delay or failure on the part of City to provide a written response to Provider shall constitute neither agreement with nor acquiescence in Provider's statement or claim and shall not constitute a waiver of any of City’s rights.

9. Provider is Independent Contractor Provider is an independent contractor for all purposes and shall be entitled to no compensation other than the compensation expressly provided by this Agreement. For clarity’s sake, the parties agree that Provider is economically independent from City and is free to operate its own independent business in addition to its performance of the services under this Agreement. Provider hereby expressly acknowledges and agrees that as an independent contractor, Provider is not entitled to indemnification by City or the provision of a defense by the City under the terms of ORS 30.285 or otherwise. This acknowledgment by Provider shall not affect his/her independent ability (or the ability of his/her insurer) to assert the monetary limitations found at ORS 30.270, the immunities listed at ORS 30.265 or other limitations affecting the assertion of any claim under the terms of the Oregon Tort Claims Act (ORS 30.260 to ORS 30.300).

10. Overtime Any person employed on work under this Agreement, other than a person subject to being excluded from the payment of overtime pursuant to either ORS 653.010 to 653.261 or 29 USC §201 to 209, shall be paid at least time and a half for: (1) all overtime in excess of eight hours in any one day or 40 hours in any one week when the work week is five consecutive days, Monday through Friday; or (2) For all overtime in excess of 10 hours in any one day or 40 hours in any one week when the work week is four consecutive days, Monday through Friday; and (3) For all work performed on Saturday and legal holidays. (ORS 279B.235)

11. Indemnity and Insurance

i. Indemnity: Provider acknowledges responsibility for any and all personal and professional liability arising out of the performance of this Agreement and shall hold harmless, indemnify, and defend the City and its agents, officers, elected officials, employees, contractors, and volunteers, from and against any and all liability, settlements, loss, costs, and expenses (including attorneys’ fees) in connection with any action, suit, claim, or proceeding resulting or allegedly resulting from (1) Provider’s, or Provider’s employees, agents, officers, contractors, and subcontractors’ (collectively, the “Indemnifying Party”) acts, omissions, activities or services in the course of any Indemnifying Party’s performance of the services; (2) any violation, or alleged violation of a local, state, or federal law by any Indemnifying Party; (3) any violation of Indemnifying Party’s professional standard of care in connection with this Agreement; and (4) any claim regarding intellectual property infringement in connection with the services of this Agreement, notwithstanding any limitations or restrictions to the contrary included in Exhibit “A”.

ii. Liability Insurance: Provider shall maintain occurrence form commercial general liability and automobile liability insurance for the protection of Provider, City, its Councilors, officers, agents, and employees. Coverage shall include personal injury, bodily injury (including death) and broad form property damage, including loss of use of property, occurring in the course of or in any way related to Provider's operations, in an amount not less than Two Million Dollars ($2,000.000.00) combined single limit per occurrence. Such insurance shall name City as an additional insured.

pg. 1

iii. Workers' Compensation Coverage: Provider certifies that Provider has qualified for State of Oregon Workers' Compensation coverage for all Provider's employees who are subject to Oregon's Workers' Compensation statute, either as a carrier‑insured employer as provided by ORS 656.407, or as a self‑insured employer. Provider shall provide to City within ten (10) days after Agreement award a certificate of insurance evidencing overage of all subject workers under Oregon's Workers' Compensation statutes insured by an insurance company satisfactory to City, if any. The certificate and policy shall indicate that the policy shall not be terminated by the insurance carrier without thirty (30) days' advance written notice to City. A copy of the certificate of self‑insurance issued by the State shall be provided to City if the Provider is self‑insured.

iv. Certificates: Provider shall furnish City certificates evidencing the date, amount, and type of insurance required by this Agreement prior to the commencement of services under this Agreement. All policies will provide for not less than thirty (30) days' written notice to City before they may be canceled.

v. Primary Coverage: The coverage provided by insurance required under this Agreement shall be primary, and any other insurance carried by City shall be excess.

vi. Subrogation Waiver: Waiver of subrogation in favor of City shall be obtained for any insurance under this section.

12. Work is Property of City All work and work products, including but not limited to documents, drawings, papers, computer programs and photographs performed or produced by Provider under this Agreement shall be the property of City. If this Agreement is terminated by either party or by default, City, in addition to any other rights provided by this Agreement, may require Provider to transfer and deliver such partially completed reports or other documentation that Provider has specifically developed or specifically acquired for the performance of this Agreement.

13. Law of Oregon The Agreement shall be governed by the laws of the State of Oregon without regard to conflict of law principles. The parties hereby agree to the jurisdiction of said courts with the legal venue located in Clatsop County, Oregon.

14. Errors Provider shall perform such additional work as may be necessary to correct errors in the work required under this without undue delays and without additional cost to the City.

15. Extra or Changes in Work Only the City Project Manager may authorize extra (and/or change) work. Failure of Provider to secure authorization for extra work shall constitute a waiver of all rights to adjustment in the Agreement price or Agreement time due to such unauthorized extra work and Provider thereafter shall be entitled to no compensation whatsoever for the performance of such work.

16. Successors and Assignments Both City and Provider bind themselves and any partner, successor, executor, administrator, or assign to this Agreement. Neither City nor Provider shall assign or transfer their interest or obligation hereunder in this Agreement without the written consent of the others. Provider must seek and obtain City’s written consent before subcontracting any part of the work required of Provider under this Agreement. Any assignment, transfer, or subcontract attempted in violation of this subparagraph shall be void.

17. Records

i. Provider shall retain all books, documents, papers, and records that are directly pertinent to this Agreement for at least three (3) years after City makes final payment on this Agreement and all other pending matters are closed.

ii. Provider shall allow City (or any of its authorized representatives) to audit, examine, copy, take excerpts from or transcribe any books, documents, papers, or records that are subject to the foregoing retention requirement.

18. Breach of Contract

i. Provider shall remedy any breach of this Agreement within the shortest reasonable time (not more than ten (10) days) after City has submitted notice of the breach to the Provider. If Provider fails to timely remedy a breach consistent with this paragraph, City may terminate that part of the Agreement affected by the breach upon written notice to Provider, may obtain substitute services in a reasonable manner and may recover from Provider the amount by which the price for those substitute services exceeds the price for the same services under this Agreement.

ii. If the breach is material and Provider fails to remedy the breach in accordance with this paragraph, City may declare Provider in default and pursue any remedy available for a default.

iii. Notwithstanding the foregoing, City may immediately declare Provider to be in default via written notice if any of the following occur: (A) City reasonably believes that any Provider acts or omissions in connection with this Agreement have placed, or are likely to place, a City agent, officer, elected official, employee, contractor, or volunteer, a member of the public, or a Provider agent, employee, or subcontractor in physical danger or the threat of harm; (B) Provider declares bankruptcy or is otherwise merged, acquired, or dissolved; or (C) Provider becomes involved with litigation or any dispute resolution which may reasonably be expected to materially adversely affect Provider’s ability to perform the services under this Agreement.

iv. Pending a decision to terminate all or part of this Agreement, City unilaterally may order Provider to suspend all or part of the services under this Agreement. If City terminates all or part of the Agreement pursuant to this paragraph, Provider shall immediately cease the provisions of services under this Agreement, and Provider shall be entitled to compensation only for services rendered prior to the date of termination, but not for any services rendered after City ordered suspension of those services. If City suspends certain services under this Agreement and later orders Provider to resume those services, Provider shall be entitled to reasonable damages actually incurred, if any, as a result of the suspension or termination.

v. To recover amounts due under this paragraph, City may withhold from any amounts owed by City to Provider, including but not limited to, amounts owed under this or any other Agreement between Provider and City.

19. Mediation/ Trial without a jury Should any dispute arise between the parties to this Agreement concerning their respective obligations of either or the terms hereof, it is agreed that such dispute will be…