Sunrise Water Authority RFQ 262711001- On-Call Water System Engineering Services.pdf

REQUEST FOR QUALIFICATIONS (“RFQ”)

On-Call Water System Engineering Services

RFQ Number: 2627-11-001

ISSUE DATE: November 6, 2026

SUBMITTAL DUE DATE and TIME: December 11, 2026 at 2:00 PM Pacific Time

Procurement Administrator:

Adam Couch

Sunrise Water Authority 17563 SE Armstrong Ct.

Happy Valley, OR 97015

Email: procurement@sunrisewateror.gov

It is the Offeror’s responsibility to continue to monitor the SWA website for Addenda. Failure to obta in the Addenda may cause your Statement of Qualifications to be considered non-responsive.

mailto:procurement@sunrisewateror.gov

TABLE OF CONTENTS

LIST OF ATTACHMENTS

SOLICITATION SCHEDULE

SECTION 1: INTRODUCTION AND OVERVIEW

1.1 INTRODUCTION

1.2 ABOUT SUNRISE WATER AUTHORITY

1.3 WATER SYSTEM

1.4 CAPITAL PROGRAM

SECTION 2: SCOPE OF SERVICES

2.1 GENERAL SERVICES

2.2 SERVICE CATEGORIES

SECTION 3: SOQ REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 SOQ ORGANIZATION AND PAGE LIMITS

3.3 SOQ CONTENT REQUIREMENTS

SECTION 4: EVALUATION AND SELECTION

4.1 RESPONSIVENESS AND RESPONSIBILITY

4.2 EVALUATION COMMITTEE

4.3 EVALUATION CRITERIA

4.4 SCORE CALCULATIONS

4.5 INTERVIEWS (OPTIONAL)

4.6 RANKING AND SELECTION

SECTION 5: MASTER SERVICES AGREEMENT

5.1 TASK ORDERS

5.2 ASSIGNMENT OF TASK ORDERS

5.3 TASK ORDER KEY PERSONNEL

5.4 RATES

5.5 PERFORMANCE EXPECTATIONS

SECTION 6: SOLICITATION PROCEDURES

6.1 PROCUREMENT ADMINISTRATOR (PA)

6.2 PUBLIC NOTICE AND ADDENDA

6.3 PRE-SUBMITTAL CONFERENCE

6.4 QUESTIONS AND REQUESTS FOR CLARIFICATION OR CHANGE

6.5 DELIVERY OF SUBMITTALS

6.6 MODIFICATION OR WITHDRAWAL OF SUBMITTALS

6.7 LATE SUBMITTALS

6.8 SUBMITTAL VALIDITY

6.9 REJECTION OF SOQs

6.10 PROTESTS

SECTION 7: ADDITIONAL PROVISIONS

7.1 NONDISCRIMINATION AND COBID

7.2 NONCOLLUSION

7.3 CONFLICT OF INTEREST

7.4 COOPERATIVE PROCUREMENT

7.5 PUBLIC RECORDS AND CONFIDENTIAL INFORMATION

7.6 OWNERSHIP AND PERMISSION TO USE MATERIALS

7.7 GOVERNING LAW AND VENUE

7.8 CANCELLATION OF RFQ; REJECTION OF SOQs; NO DAMAGES

7.9 COST OF SUBMITTING AN SOQ

7.10 DEFINITION OF TERMS

APPLICABLE STATUTES AND ADMINISTRATIVE RULES

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE MASTER SERVICES AGREEMENT

ATTACHMENT B COBID CERTIFICATION (IF APPLICABLE)

SOLICITATION SCHEDULE

The table below represents a tentative schedule of events. All times are Pacific Time. All dates are subject to change. Changes to the dates through the Submittal Due Date will be made by Addendum.

Event Date Time RFQ issued November 6, 2023 Deadline for questions, requests for clarification or change, and protests of the RFQ November 20, 2026 5:00 PM

Final Addendum issued (if needed) November 27, 2026 Submittal Due Date December 11, 2026 2:00 PM Evaluation of SOQs December 11-14, 2026 Interviews (optional, if held) December 14-16, 2026 Notice of Intent to Award December 30, 2027

Deadline for protests of award 7 calendar days after Notice of Intent to Award 5:00 PM

MSA execution (anticipated) January 7, 2027

SECTION 1: INTRODUCTION AND OVERVIEW

1.1 INTRODUCTION

Sunrise Water Authority (“SWA” or “Sunrise”) is requesting Statements of Qualifications (“SOQs”) from qualified professional engineering firms to provide on-call water system engineering and related services on an as-needed basis. Services include, but are not limited to, planning and hydraulic modeling; pipelines;

pump stations; water storage reservoirs; wells, including aquifer storage and recovery (ASR) wells;

construction management and bid support; and program management and owner’s representation, along with related services. The Service Categories are described in Section 2.

SWA intends to use this RFQ to establish a pool of qualified consultants (the “Consultant Pool”). Each selected Offeror will be issued a Master Services Agreement (“MSA”), substantially in the form of Attachment A, under which SWA may authorize written Task Orders for specific work. SWA anticipates selecting five (5) or more firms; the actual number selected will depend on the qualifications received and SWA’s anticipated needs.

The initial term of each MSA is anticipated to be three (3) years from its effective date, with the option to extend for up to two (2) additional years at SWA’s sole discretion.

Award of an MSA does not guarantee any amount of work. Task Orders will be issued only as SWA’s needs arise. Notwithstanding the award of any MSA under this solicitation, SWA may conduct separate solicitations or award project-specific contracts for services similar to those described in this RFQ using any method allowed by law.

1.2 ABOUT SUNRISE WATER AUTHORITY

SWA is a public water utility formed under ORS Chapter 450 that provides safe, reliable water service to approximately 53,000 residents through approximately 18,500 service connections in the City of Happy Valley and surrounding areas of unincorporated Clackamas County, Oregon, covering a service area of approximately 22.5 square miles. SWA serves one of the fastest-growing areas in the Portland metropolitan region, with average annual growth of 3 to 4 percent over the past decade. SWA employs approximately 34 full-time equivalent staff, with fiscal year 2026–2027 budget appropriations totaling approximately $36.8 million. Additional information, including audited financial statements and budget documents, is available on SWA’s website at: https://www.sunrisewateror.gov/about-us/finance/

1.3 WATER SYSTEM

SWA’s principal source of supply is the Clackamas River, through two treatment plants: the North Clackamas County Water Commission plant, of which SWA is a member, and Clackamas River Water’s plant. SWA also owns ten groundwater wells, with five active well sources, and is rehabilitating Well 2W as an aquifer storage and recovery (ASR) well under a limited license that allows development of up to five ASR wells. The system is operated through ten pressure zones served by 14 reservoirs with approximately

23.6 million gallons of storage and 16 pump stations. The distribution system includes approximately 264 miles of pipeline, approximately 76 percent of which is ductile iron.

https://www.sunrisewateror.gov/about-us/finance/

1.4 CAPITAL PROGRAM

SWA’s Water System Master Plan (October 2026) includes a 20-year Capital Improvement Plan (2026– 2045) of approximately $149 million, consisting of approximately $107 million in capacity improvement projects and approximately $42 million in major replacement projects. Major improvements include new transmission mains from Clackamas River Water’s treatment plant along Highway 212 to SE 152nd Avenue and on to a new 3 MG reservoir (Reservoir 12) off SE Sunnyside Road; new pump stations; a new 750-foot pressure zone with an elevated tank replacing the Sunnyside reservoir; additional ASR wells;

treatment capacity expansion; and a non-potable water system. Replacement projects include cast iron and Class 50 ductile iron main replacements, well and pump station rehabilitation, and seismic upgrades to reservoirs and transmission mains.

SECTION 2: SCOPE OF SERVICES

SWA is establishing the Consultant Pool to provide timely, high-quality engineering support for its capital projects and other needs as they arise. Due to SWA staff workloads, SWA expects consultants to deliver work with a high level of independence and minimal reliance on SWA staff.

The services described in this section are intended to indicate the broad range of work SWA may request and are not a commitment to any particular Task Order. Offerors may provide services directly or through subconsultants identified in their SOQ.

2.1 GENERAL SERVICES

The following services may be required under any Service Category (non-exhaustive):

Task Order Management

• Develop Task Order scopes, schedules, and fee estimates.

• Manage consultant staff and subconsultants to meet Task Order milestones, budgets, and quality requirements.

• Schedule and conduct project meetings and prepare agendas and meeting notes.

• Prepare monthly progress reports, including budget versus actual cost and percent complete, with invoices.

• Support stakeholder engagement, public outreach, and presentations to the SWA Board.

Planning and Concept Engineering

• Research as-built records, aerial imagery, and other historical data.

• Perform technical evaluations, field investigations, analyses, and modeling to identify existing conditions, constraints, and significant risks that may affect permitting, design, or construction.

• Identify and evaluate project alternatives, including life-cycle cost, and prepare conceptual designs and cost estimates.

• Develop design and performance criteria for future projects.

Preliminary and Final Design

• Prepare preliminary (30% and 60%), 90%, and final stamped designs, drawings, and specifications in accordance with SWA standards and applicable ODOT, Clackamas County, and City of Happy Valley standards, including supplemental general conditions and special provisions. Prepare engineer’s estimates and bid-ready contract documents.

• Perform or coordinate specialized field investigations, such as geotechnical borings, potholing and utility locates, pipeline condition assessments and leak detection, water quality sampling, and contaminated soils investigations.

• Perform field and topographic surveys to support design.

• Conduct design review meetings, document and respond to review comments, and revise deliverables as needed.

• Prepare traffic control and pavement restoration plans for work within public rights-of-way.

Permitting and Agency Coordination

• Prepare permit applications and coordinate with permitting agencies, including ODOT, Clackamas County, the City of Happy Valley, the Oregon Department of State Lands, the Oregon Department of Environmental Quality, the Oregon Health Authority Drinking Water Services, and the Oregon Water Resources Department.

• Prepare environmental reviews and documentation, such as wetland delineations, mitigation plans, and Joint Permit Applications.

• Coordinate with other utilities and agencies with facilities in the project area.

• Prepare documents and maps for right-of-way, easement, and property acquisition.

Bidding and Construction Phase Services

• Support bidding, including responding to bidder questions, preparing addenda, and evaluating bids.

• Provide construction management, on-site observation, submittal and RFI review, change order review, and value engineering.

• Provide construction staking and materials testing.

• Perform as-built surveys, establish final survey monuments per Clackamas County standards, file maps with the County as needed, and prepare record drawings in hard copy and electronic formats.

Studies and Other Consulting

• Water System Master Plans and Capital Improvement Plans (CIPs).

• Regulatory compliance studies and submittals, such as Water Management and Conservation Plans, water rights reports, and land use applications.

• Condition, seismic, and resilience assessments, including structural, corrosion, electrical, and instrumentation and control (I&C) evaluations.

• Forensic investigations and analyses.

• GIS, GPS, and CAD support services, graphics, and visualizations.

2.2 SERVICE CATEGORIES

SWA anticipates contracting for services in the following Service Categories. Offerors are not required to be qualified in all Service Categories and should demonstrate in their SOQ their qualifications in one or more.

A. Planning and Hydraulic Modeling

System analysis, hydraulic and water quality modeling, master planning, and capital planning. Work may include assessment of improvements needed for resiliency, emergency preparedness, and facility security.

B. Pipelines and Appurtenances

Planning, design, and assessment of transmission and distribution pipelines up to 36 inches in diameter and related appurtenances, such as valves, vaults, meters, pressure-reducing stations, and hydrants. Work frequently occurs within Oregon Department of Transportation (ODOT), Clackamas County, and City of Happy Valley rights-of-way and may involve multiple pressure zones, congested utility corridors, trenchless construction, traffic control, and multi-agency permitting. Work may also include condition assessment, asset management, and resiliency planning.

C. Pump Stations

Planning, evaluation, and design of new and existing pump stations and their components, including upgrades, optimization of operations, energy efficiency, resiliency, emergency power, and facility security.

D. Water Storage Reservoirs

Planning, design, and assessment of reservoirs, including structural components, piping configurations, mixing systems, coatings, seismic resiliency, and facility security.

E. Wells and Aquifer Storage and Recovery (ASR)

Hydrogeologic evaluation, well siting, design, construction, testing, and rehabilitation of production and ASR wells; wellhead facilities; ASR feasibility, testing, and permitting; and water rights and Oregon Water Resources Department coordination.

F. Construction Management and Bid Support

Construction management, contract administration, resident engineering, and documentation for water system construction projects; and bid support, including preparation of addenda, responses to bidder questions, and bid evaluation.

G. Program Management and Owner’s Representation

Program and project management on SWA’s behalf, including owner’s representative services, oversight of other consultants and contractors, capital program scheduling and budgeting, interagency coordination, and staff augmentation to support SWA capital projects.

Related Services. Projects within the Service Categories may also require other engineering services, such as electrical, structural, and geotechnical engineering, surveying, etc., as well as related services such as right-of-way and property services. Offerors may provide these services directly or through subconsultants and should describe in their SOQ how they will be provided. SWA will consider the qualifications demonstrated when assigning projects under Section 5.2.

SECTION 3: SOQ REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, an Offeror must meet all of the following minimum qualifications. These are evaluated on a pass/fail basis.

1. The Offeror’s team shall include an Oregon-registered Professional Engineer who will be in responsible charge of the work and, where required for the services proposed, other appropriately licensed Oregon professionals.

2. The Offeror shall have a minimum of five (5) years’ experience providing professional consulting services under the same business name or, for a recently formed firm, its principal shall have a minimum of ten (10) years of relevant professional experience.

3. The Offeror shall be able to meet the insurance requirements of the MSA (Attachment A).

4. The Offeror shall be able to execute an MSA substantially in the form of Attachment A.

3.2 SOQ ORGANIZATION AND PAGE LIMITS

SOQs shall be organized in the order shown below, with each section labeled to correspond to Section

3.3. Page limits are as follows:

No. SOQ Section Page Limit 1 Cover Letter (Section 3.3.1) 1 page (not counted) 2 Firm Qualifications and Capacity (Section 3.3.2)

20 pages total for Sections 2 through 5 combined, including the project summary matrix

3 Project Experience and Qualifications (Section 3.3.3) 4 Subconsultants and Key Personnel (Section 3.3.4) 5 On-Call Management Approach (Section 3.3.5)

6 COBID Certification, if applicable (Section 3.3.7;

Attachment B) Not counted

— Resumes (included with Section 3.3.4) Up to 2 pages per person (not counted)

Sections 2 through 5, including the project summary matrix, shall not exceed a combined total of twenty

(20) pages. Offerors may allocate pages among these sections as they choose. The cover letter, COBID certification, and resumes do not count toward the 20-page limit.

Pages are 8½ x 11 inches; each side of an 11 x 17-inch page counts as two pages. Text shall be no smaller than 11-point font with reasonable margins. Front and back covers, the table of contents, and blank section dividers do not count toward page limits. Pages exceeding the page limit will not be provided to the Evaluation Committee.

Do not include marketing or advertising materials not requested in this RFQ. SOQs should be straightforward and address the requirements of this RFQ. SOQs that make required information difficult to locate may receive a lower score.

3.3 SOQ CONTENT REQUIREMENTS

3.3.1 Cover Letter

The cover letter shall be addressed to the PA and signed by an individual authorized to bind the Offeror. It shall include the Offeror’s legal business name and address; the name, title, telephone number, and e-mail address of the person authorized to represent the Offeror and to whom SWA should direct correspondence; and acknowledgment of all Addenda.

By signing the cover letter, the Offeror certifies that it is in compliance with all applicable federal, state, and local laws; is not on any federal or state list of debarred or suspended contractors; and has reviewed the Master Services Agreement (Attachment A) and, if selected, is willing to execute it.

3.3.2 Firm Qualifications and Capacity

Provide the following:

• The Offeror’s business structure (e.g. LLC, LLP, etc.), years in business, areas of expertise, company-wide staffing, and general professional focus.

• The location of the office(s) from which work will be performed and managed, and the number and type of personnel available at those office(s) (for example, “four civil engineers, two hydrogeologists, three CAD technicians”).

• Subconsultants proposed, the Service Categories or services each will provide, and any prior experience working together.

3.3.3 Project Experience and Qualifications

Describe representative projects completed within the last ten (10) years that demonstrate the Offeror’s qualifications to provide the General Services described in Section 2.1 within one or more of the Service Categories described in Section 2.2. For each project, provide the project name, owner, location, and dates of service; a brief description, including size or capacity; the General Services provided (for example, planning, design, permitting, bidding, or construction phase services);

consultant fee and construction value; the role of the Offeror and any subconsultants; the proposed key personnel involved and their roles; whether the project was completed within the original schedule and budget (and, if not, why); and a reference for the project, including the name, title, organization, e-mail address, and telephone number of an owner representative who can speak to the Offeror’s performance. Where applicable, identify experience working within ODOT, Clackamas County, and City of Happy Valley rights-of-way, or similar jurisdictions, and with multi-agency permitting.

Include a one-page summary matrix listing all projects described, the Service Categories each project represents, and the General Services provided on each project.

SWA will evaluate the depth of the Offeror’s qualifications, the breadth of Service Categories in which the Offeror demonstrates qualifications, and the range of General Services the Offeror has provided.

3.3.4 Subconsultants and Key Personnel

Identify subconsultants, the role of each, and the Service Categories and related services (Section 2.2) that each will support. Describe how the combined team, including the Offeror and its subconsultants, provides depth of expertise within the Service Categories presented and breadth of coverage across the Service Categories and related services.

Key personnel identified in the SOQ represent the level of expertise SWA expects for work under the MSA. Identify a Principal-in-Charge who will serve as SWA’s primary point of contact for the MSA relationship and who has the authority to commit the Offeror’s resources. Also identify key leads for the Service Categories in which the Offeror demonstrates qualifications. For each key person, provide a brief narrative describing their role, Oregon registrations and certifications, years of experience, relevant project experience, office location, and availability to serve SWA.

Include a current resume, not to exceed two (2) pages, for each key person. Resumes do not count toward the 20-page limit.

3.3.5 On-Call Management Approach

Describe how the Offeror will manage on-call services for SWA, including:

• How the Offeror will respond to Task Order requests, including typical turnaround time to prepare a scope and fee estimate, and how staff will be mobilized on short notice.

• How technical staff and subconsultants will be assigned to Task Orders and how multiple concurrent Task Orders will be managed.

• Methods for controlling cost, schedule, and quality, and for reporting progress to SWA.

• The Offeror’s approach to coordinating with state, county, and city agencies, utilities, and other permitting and regulatory agencies.

• How the Offeror will deliver complete, high-quality work with minimal SWA oversight.

3.3.6 References for Past Performance

The project references provided in Section 3.3.3 will serve as the Offeror’s references. SWA may contact these references, as well as other clients or project owners identified in the SOQ or otherwise known to SWA, to verify the Offeror’s qualifications and performance.

3.3.7 COBID Certification (Optional)

If the Offeror or any proposed subconsultant is certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID), submit a copy of the current certification (Attachment B).

SECTION 4: EVALUATION AND SELECTION

4.1 RESPONSIVENESS AND RESPONSIBILITY

4.1.1 Responsiveness

SOQs received by the Submittal Due Date will be reviewed to determine whether they are responsive to the requirements of this RFQ, including Section 3.1 (Minimum Qualifications) and Section 3.3 (SOQ Content Requirements). SWA may request clarification of an unclear SOQ, but clarifications may not be used to rehabilitate a non-responsive SOQ. SWA may waive minor informalities at its sole discretion.

4.1.2 Responsibility

Before selection, SWA will determine whether each Offeror is responsible. SWA may consider references, information from licensing boards and former clients, and any other information available to SWA, including any record of substandard performance on prior work.

4.2 EVALUATION COMMITTEE

An Evaluation Committee selected by SWA will evaluate each responsive SOQ. Committee members may review SOQs individually before meeting to determine consensus scores. SWA may use technical advisors who do not score SOQs. SWA may request clarification from an Offeror to assist the Evaluation Committee; responses may only clarify information already submitted and may not add new information.

4.3 EVALUATION CRITERIA

The Evaluation Committee will award a consensus score for each criterion below, up to the maximum points shown.

4.3.1 Firm Qualifications and Capacity (15 points)

• How well does the Offeror demonstrate the organization, stability, and breadth of capabilities needed to support SWA’s on-call needs?

• Does the office(s) performing the work have sufficient depth, availability, and an appropriate mix of qualified staff and subconsultants?

4.3.2 Project Experience and Qualifications (30 points)

• Depth: How well do the representative projects demonstrate expertise in the Service Categories presented, with scope, scale, and complexity similar to SWA’s water system?

• Breadth: How well does the Offeror demonstrate qualifications across multiple Service Categories, including the ability to provide related services directly or through its subconsultant team?

• Range of services: Does the Offeror demonstrate experience providing General Services across the project life cycle, from planning and design through permitting, bidding, and construction phase services?

• Does the Offeror demonstrate a record of delivering projects within budget and schedule?

4.3.3 Subconsultants and Key Personnel (30 points)

• Does the Offeror identify a Principal-in-Charge with the authority to commit the Offeror’s resources, and are roles clearly defined?

• Do the proposed key personnel have the registrations, certifications, and direct, hands-on experience needed to lead the work in the Service Categories presented?

• Are key personnel available to serve SWA, and have they worked together successfully on similar projects?

4.3.4 On-Call Management Approach (15 points)

• How well does the Offeror describe its approach to responding to Task Order requests, mobilizing staff, and managing multiple concurrent Task Orders?

• How well does the Offeror describe its methods for controlling cost, schedule, and quality?

• How well does the Offeror describe its approach to coordinating with state, county, and city agencies, utilities, and other permitting and regulatory agencies?

• How well does the Offeror describe its approach to delivering complete, high-quality work with minimal SWA oversight?

4.3.5 References for Past Performance (10 points)

• Do references confirm the quality of the Offeror’s work, responsiveness, collaboration, and control of costs and schedules on similar work?

4.4 SCORE CALCULATIONS

The consensus scores for each criterion will be added together to determine the Offeror’s total SOQ score, out of a maximum of 100 points. The maximum points for each criterion are as follows:

Evaluation Criterion Maximum Points Firm Qualifications and Capacity 15 Project Experience and Qualifications 30 Subconsultants and Key Personnel 30 On-Call Management Approach 15 References for Past Performance 10 Total Points Possible 100

4.5 INTERVIEWS (OPTIONAL)

SWA may, at its sole discretion, invite the highest-ranked Offerors to interviews. If interviews are held, consensus interview scores (up to 20 additional points) will be added to the SOQ scores to determine the final ranking. SWA will notify invited Offerors of the date, time, format, and interview topics. SWA may also select the Consultant Pool based on SOQ scores alone.

4.6 RANKING AND SELECTION

The PA will total each Offeror’s consensus scores (plus interview points, if any) and will rank Offerors from highest to lowest total score.

SWA will notify all Offerors in writing of the Offerors selected for the Consultant Pool by issuing a Notice of Intent to Award. Offerors not selected may protest the selection as provided in Section 6.10.3.

After the protest period has expired and any protests have been resolved, SWA will negotiate an MSA, including a rate schedule, with each selected Offeror. If SWA and a selected Offeror cannot reach agreement within a reasonable time, SWA may terminate negotiations with that Offeror and may proceed to negotiate with the next highest-ranked Offeror.

SECTION 5: MASTER SERVICES AGREEMENT

5.1 TASK ORDERS

All work under an MSA must be authorized by a written Task Order signed by SWA and the consultant before work begins. Each Task Order will define the scope of work, deliverables, schedule, key staff, and a not-to-exceed fee.

5.2 ASSIGNMENT OF TASK ORDERS

SWA will assign Task Orders among firms in the Consultant Pool as follows:

• Project limit: Projects assigned under this RFQ will have an estimated fee of $250,000 or less at the time of assignment. A project may not be divided into multiple Task Orders to avoid this limit.

Amendments to a Task Order will be addressed in accordance with the terms of the MSA.

• Direct assignment: SWA may, at its sole discretion, assign a project directly to the firm in the Consultant Pool that SWA determines is best qualified for the work, considering expertise in the relevant Service Category, staff availability and current workload, prior performance on SWA work, familiarity with the project or facility, and reasonable distribution of work among firms.

• Optional proposals: At SWA’s discretion, SWA may request brief proposals or interviews from two or more qualified firms in the Consultant Pool before assigning a project.

• Multiple projects: A firm may be assigned more than one project during the MSA term, including more than one project in a given year. Each project is subject to the $250,000 limit.

SWA will negotiate the scope and fee for each Task Order with the selected firm. If SWA and the firm cannot reach agreement within a reasonable time, SWA may terminate negotiations and proceed with the next most qualified firm, or use another method of procurement.

5.3 TASK ORDER KEY PERSONNEL

When proposing staff for a Task Order, the consultant shall assign key personnel identified in the SOQ or other staff with comparable qualifications and experience, subject to SWA’s approval. Staff assigned to a Task Order shall remain assigned through completion of that Task Order unless SWA approves a substitution in writing. Any replacement shall have qualifications and experience comparable to or better than the individual being replaced, and SWA will not unreasonably withhold approval of a qualified replacement. If any key personnel identified in the SOQ leave the consultant’s firm, the consultant shall promptly notify SWA in writing and identify staff with comparable qualifications. Costs associated with any substitution, including time for the replacement to become familiar with SWA’s system and the assigned work, duplicated effort, and any resulting rework, shall be borne by the consultant and shall not be billed to SWA.

5.4 RATES

Each selected Offeror’s hourly rate schedule will be negotiated after selection and incorporated into its MSA. Consultants may request an annual adjustment of hourly rates, which SWA will review and approve at its discretion. Rate adjustment requests:

• May be submitted once per year, beginning on the one-year anniversary of the MSA.

• Should be supported by documentation demonstrating that the requested adjustment is reasonable, such as changes in salaries, labor costs, or market conditions.

• Take effect upon SWA’s written approval and apply to work performed on or after the date specified in such approval.

• Are not intended to be retroactive to prior years or to work already performed.

Reimbursable expenses will be paid as provided in the MSA.

5.5 PERFORMANCE EXPECTATIONS

Consultants in the Consultant Pool will be expected to provide complete, accurate, and constructible deliverables; adhere to agreed schedules and budgets; assign staff experienced in the type of work assigned;

respond fully to SWA review comments; and provide deliverables in formats compatible with SWA’s current software (e.g., CAD, Esri ArcGIS, Microsoft Office). SWA may evaluate consultant performance on completed Task Orders and may consider that performance in future Task Order assignments.

Offerors need not address these expectations in their SOQs.

SECTION 6: SOLICITATION PROCEDURES

6.1 PROCUREMENT ADMINISTRATOR (PA)

The Procurement Administrator (PA) for this RFQ is identified on the Cover Page and serves as the primary point of contact for all matters related to this solicitation.

Offerors are requested to direct all questions and communications concerning this RFQ to the PA or, as applicable, another SWA-designated representative.

Offerors should refrain from contacting other SWA employees, Board members, or Evaluation Committee members regarding this RFQ unless otherwise authorized by SWA.

Communications outside of this process regarding this procurement may be considered noncompliant and grounds for elimination of the Offeror’s SOQ.

6.2 PUBLIC NOTICE AND ADDENDA

This RFQ and its attachments are posted on SWA’s website at https://www.sunrisewateror.gov/contractors/bidding/, and notice of this RFQ is published on OregonBuys. Prospective Offerors are responsible for obtaining the RFQ, its attachments, and any https://www.sunrisewateror.gov/contractors/bidding/

Addenda from SWA’s website.

Any changes to this RFQ will be made only by written Addendum posted on SWA’s website. Addenda will not be posted on OregonBuys. Prospective Offerors shall acknowledge all Addenda in the cover letter. Addenda are incorporated into this RFQ by this reference. Oral explanations or instructions are not binding.

6.3 PRE-SUBMITTAL CONFERENCE

A pre-submittal conference will not be held for this RFQ.

6.4 QUESTIONS AND REQUESTS FOR CLARIFICATION OR CHANGE

All questions and requests for clarification or change, whether relating to the RFQ process, scope, MSA terms, or any other matter, must:

• Be submitted by e-mail to the PA at procurement@sunrisewateror.gov with the subject line “Question – On-Call Water System Engineering RFQ”;

• Identify the prospective Offeror’s name and contact information;

• Refer to the specific section and page of the RFQ in question and, for a request for change, state the requested change and the reason for it; and

• Be received by the deadline for questions identified in the Solicitation Schedule.

SWA will respond to substantive questions by Addendum. Exceptions to the terms of the MSA must be raised through this process. Exceptions first raised in an SOQ may, at SWA’s sole discretion, result in rejection of the exception, rejection of the SOQ, or both.

6.5 DELIVERY OF SUBMITTALS

Submittals shall be delivered in Adobe PDF format by e-mail to procurement@sunrisewateror.gov.

Submittals delivered by any other means will not be accepted. Each e-mail, including attachments, shall not exceed 20 MB.

The first e-mail shall contain the cover letter and the SOQ sections subject to page limits (Nos. 2 through 5 in the table in Section 3.2). Materials not counted toward the page limits, such as resumes and COBID certifications, may be submitted in additional e-mails. Each e-mail shall use the subject line “SOQ – On- Call Water System Engineering Services – [Offeror Name] – [#] of [total]” (for example, “1 of 3,” “2 of 3,” “3 of 3”). All e-mails must be submitted by the Submittal Due Date and Time.

The first e-mail must be received by the Submittal Due Date and Time; if it is not, the Submittal will not be accepted. Additional e-mails received after the Submittal Due Date and Time may not be accepted, at SWA’s sole discretion. SWA may determine that a Submittal missing required materials is non-responsive.

The time of receipt in SWA’s e-mail inbox is the official time of submission. The Offeror is solely responsible for ensuring timely receipt. SWA is not responsible for delays, transmission errors, or e-mail filtering. Offerors are encouraged to confirm receipt with the PA; confirmation of receipt does not constitute a determination that the Submittal is complete or responsive.

6.6 MODIFICATION OR WITHDRAWAL OF SUBMITTALS

An Offeror may modify its Submittal before the Submittal Due Date by delivering a complete replacement Submittal in accordance with Section 6.5; SWA will evaluate only the most recent Submittal received. An Offeror may withdraw its Submittal before the Submittal Due Date by written notice from an authorized representative e-mailed to the PA.

6.7 LATE SUBMITTALS

Submittals received after the Submittal Due Date and Time will not be considered, except as provided in Section 6.5 for additional e-mails.

6.8 SUBMITTAL VALIDITY

Submittals shall remain valid for one hundred twenty (120) days after the Submittal Due Date.

6.9 REJECTION OF SOQS

SWA may reject an SOQ for any of the following reasons:

• The Offeror fails to meet the minimum qualifications in Section 3.1 or to substantially comply with the RFQ procedures and requirements, including the requirement that the Offeror’s authorized representative sign the SOQ.

• The Offeror has liquidated and delinquent debt owed to the State of Oregon or SWA.

• The Offeror is determined not to be responsible in accordance with Section 4.1.

• The Offeror has engaged in communications regarding this RFQ outside the process described in

Section 6.1.

6.10 PROTESTS

6.10.1 Protests of the RFQ

A prospective Offeror may submit a written protest of the RFQ by the deadline identified in the Solicitation Schedule. Protests shall conform to the requirements of OAR 137-047-0730, which SWA adopts as the protest procedure for this RFQ, and shall specify the grounds upon which the protest is based. This is the only opportunity to protest the provisions of the RFQ, including the scope and MSA terms, except as provided in Section 6.10.2.

6.10.2 Protests of Addenda

A prospective Offeror may submit a written protest of any provision added or modified by an Addendum by 5:00 PM Pacific Time on the second business day after the Addendum is issued, or by the date and time specified in the Addendum. Protests of matters not added or modified by the Addendum will not be considered.

6.10.3 Protests of Intent to Award

An Offeror that is adversely affected by SWA’s Notice of Intent to Award may submit a written protest within seven (7) calendar days after the Notice of Intent to Award is issued. Protests of award shall conform to the requirements of OAR 137-047-0740, which SWA adopts as the protest procedure for this RFQ. To be adversely affected, the Offeror must demonstrate that it would be eligible for selection if the protest were upheld. A protest of award may be based only on the grounds that all higher-ranked SOQs are non-responsive; that SWA failed to evaluate SOQs in accordance with the criteria and process described in this RFQ; that SWA abused its discretion in rejecting the protester’s SOQ as non-responsive; or that the evaluation or selection otherwise violates applicable law.

6.10.4 Requirements for Protests

All protests must be addressed to SWA’s Executive Director and submitted by e-mail to the PA at procurement@sunrisewateror.gov by an authorized representative of the protesting party, and must:

• Identify the protesting party’s name and contact information and this RFQ;

• State the specific legal and factual grounds for the protest, including the provision of applicable law alleged to have been violated;

• Include evidence or documentation supporting the grounds for the protest;

• Describe the resulting harm to the protesting party;

• State the relief requested.

No protest fee is required for this solicitation.

The Executive Director will issue a written disposition of each timely protest. An affected person must exhaust all administrative remedies with SWA before seeking judicial review. SWA will not consider protests that are untimely or that do not meet these requirements.

SECTION 7: ADDITIONAL PROVISIONS

7.1 NONDISCRIMINATION AND COBID

Consistent with ORS 279A.105, SWA aspires to provide public contracting opportunities for businesses certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID) under ORS Chapter 200, including disadvantaged, minority-owned, woman-owned, service-disabled veteran-owned, and emerging small businesses. SWA encourages Offerors to include COBID-certified firms on their teams as prime consultants or subconsultants. A directory of certified firms is available at: COBID Certified Firm Directory.

By submitting an SOQ, the Offeror agrees to comply with the Fair Labor Standards Act; Civil Rights Act of 1964; Executive Order 11246, as amended; Fair Employment Practices; Equal Employment Opportunity Act; Section 503 of the Rehabilitation Act of 1973, as amended; Vietnam Era Veterans’ Readjustment Assistance Act of 1974; Americans with Disabilities Act; Age Discrimination in Employment Act of 1967 (ADEA); Oregon Revised Statutes (ORS); and all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules, and regulations if awarded an MSA by

SWA.

mailto:procurement@sunrisewateror.gov https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

7.2 NONCOLLUSION

By submitting an SOQ, the Offeror certifies that the SOQ has been prepared by the Offeror independently and has been submitted without collusion with, and without any agreement, understanding, or planned course of action with, any other Offeror, consultant, or provider of the services described in this RFQ, designed to limit independent offers or competition. The contents of the SOQ have not been communicated by the Offeror or its employees or agents to any person who is not an employee or agent of the Offeror, and will not be communicated to any such person before the Submittal Due Date.

7.3 CONFLICT OF INTEREST

By submitting an SOQ, the Offeror certifies that its SOQ is made in good faith and that no SWA official or employee who has a role in this procurement has a financial interest in the Offeror. Offerors shall disclose any potential conflict of interest in the cover letter. Offerors are advised that former SWA officials and employees are subject to the applicable provisions of ORS Chapter 244.

7.4 COOPERATIVE PROCUREMENT

Pursuant to ORS 279A.215, other governmental agencies, including members of the Oregon Cooperative Procurement Program (ORCPP), may establish contracts or price agreements under the terms, conditions, and rates of the original SWA contract, with the consent of the selected Offeror as required by ORS 279A.215(1)(c). Other public agencies shall have the power and authority to contract directly with the selected Offeror. Any such agency must pursue all contractual remedies directly with the selected Offeror, and SWA accepts no responsibility for performance by either the selected Offeror or any other agency using the MSA.

7.5 PUBLIC RECORDS AND CONFIDENTIAL INFORMATION

All information submitted by Offerors will become public record and shall remain the property of SWA.

SOQs are subject to disclosure pursuant to the Oregon Public Records Act, the Federal Freedom of Information Act, and ORS Chapter 192, except such portions of the SOQs for which the Offeror requests exception from disclosure consistent with Oregon law, ORS 192.345, and specifically marked “proprietary” or “confidential.” All requests shall be in writing, noting specifically which portion of the SOQ the Offeror requests exception from disclosure.

Unless certain pages or specific information are specifically marked “confidential” or “proprietary” and qualify as such within the context of the regulations, SWA shall make available to any person requesting information through SWA’s processes for disclosure of public records any and all information submitted as a result of this RFQ, without obtaining permission from any Offeror to do so, after the Notice of Intent to Award has been posted. Offerors should not mark the entire SOQ document “confidential” or “proprietary,” and blanket statements that all contents of the SOQ are “confidential” or “proprietary” will not be honored by SWA and may be rejected from further consideration. Rate schedules incorporated into an executed MSA are not considered confidential or proprietary and will be publicly available.

7.6 OWNERSHIP AND PERMISSION TO USE MATERIALS

All SOQs submitted in response to this RFQ become the property of SWA. By submitting an SOQ, the Offeror grants SWA a non-exclusive, perpetual, irrevocable, royalty-free license to copy, distribute, display, prepare derivative works of, and transmit the SOQ solely for the purposes of evaluating SOQs, negotiating an MSA, administering this RFQ, and complying with the Oregon Public Records Law.

7.7 GOVERNING LAW AND VENUE

This RFQ is governed by the laws of the State of Oregon. Any administrative or judicial action relating to this RFQ shall be brought in the Circuit Court of the State of Oregon for Clackamas County; provided, however, that if a proceeding must be brought in a federal forum, it shall be brought solely in the United States District Court for the District of Oregon. Nothing in this section shall be construed as a waiver by SWA of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States, or otherwise, or as consent to the jurisdiction of any court.

7.8 CANCELLATION OF RFQ; REJECTION OF SOQS; NO DAMAGES

SWA may reject any or all SOQs, in whole or in part, or may cancel this RFQ at any time when rejection or cancellation is in the best interest of SWA, as determined by SWA. SWA is not liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this RFQ or any MSA, or the rejection of any SOQ.

7.9 COST OF SUBMITTING AN SOQ

Offerors shall pay all costs incurred in connection with their SOQs, including the costs to prepare and submit the SOQ, participate in interviews, and pursue any protest.

7.10 DEFINITION OF TERMS

For the purposes of this RFQ, capitalized terms not defined below have the meanings given in ORS 279A.010 and 279C.100:

• “Addendum” means a written modification to this RFQ issued by SWA in accordance with Section 6.2.

• “Consultant Pool” means the group of Offerors selected under this RFQ and awarded an MSA.

• “Master Services Agreement” or “MSA” means the agreement, substantially in the form of

Attachment A, under which Task Orders are issued.

• “Offeror” means a firm that submits a Statement of Qualifications in response to this RFQ.

• “Service Category” means a category of services described in Section 2.2.

• “Statement of Qualifications” or “SOQ” means an Offeror’s written response to this RFQ.

• “Submittal” means the Offeror’s SOQ and all accompanying materials delivered to SWA in response to this RFQ.

• “Task Order” means a written authorization issued under an MSA defining the scope, schedule, and fee for specific work.

APPLICABLE STATUTES AND ADMINISTRATIVE RULES

SWA is conducting this solicitation in accordance with the following statutes and rules, as applicable (non-exhaustive):

Subject Reference Selection of architectural, engineering, and related services ORS 279C.105 through 279C.125 Qualifications-based selection (no pricing considered in evaluation) ORS 279C.110

Public contracting definitions ORS 279A.010; ORS 279C.100 Protests of the solicitation and of award (adopted by SWA as the protest procedure for this RFQ) OAR 137-047-0730; OAR 137-047-0740

Cooperative procurement ORS 279A.215 COBID-certified business participation ORS 279A.105; ORS Chapter 200 Nondiscrimination in subcontracting ORS 279A.110

Public records ORS Chapter 192, including ORS 192.345

Government ethics and conflicts of interest ORS Chapter 244