Temporary O and M Staffing Services Informal RFP 2026 - Final.pdf

URBAN FLOOD SAFETY & WATER QUALITY DISTRICT

1880 NE ELROD DRIVE

PORTLAND, OR 97211

Intermediate Request for Proposals ("RFP")

TEMPORARY STAFFING FOR OPERATIONS AND MAINTENANCE SERVICES

RFP No. S-Q10054-00016620

RFP Availability:

This RFP is available electronically through the OregonBuys website at https://oregonbuys.gov/bso. Interested parties must be registered with OregonBuys to obtain and download documents. Registration is at no cost. Future notices regarding this solicitation, including solicitation addenda, will be posted to OregonBuys. See the State Procurement OregonBuys website at https://oregonbuys.gov/bso for additional information regarding use of the OregonBuys system.

Proposal Documents:

TEMPORARY STAFFING OPERATIONS AND MANAGEMENT SERVICES

RFP

Attachment A: Form of Proposed Contract

Attachment B: Insurance Requirements

Attachment C: Workers’ Compensation Exemption Certificate

Proposals Due: Not later than 2:00 P.M. PST, May 8, 2026 Late proposals will not be accepted or considered.

Submit Proposals to:

OregonBuys https://oregonbuys.gov/bso

Or

Email: nhandley@urbanfloodsafetyor.gov

Direct Questions to:

Procurement Contact: Nicole Handley, Contract Administrator Email: nhandley@urbanfloodsafetyor.gov Phone: (503) 281-5675 Questions can be submitted to the OregonBuys Q&A Tab https://oregonbuys.gov/bso Deadline for Questions: May 1, 2026 at 4:00 p.m.

https://oregonbuys.gov/bso https://oregonbuys.gov/bso https://oregonbuys.gov/bso mailto:nhandley@urbanfloodsafetyor.gov mailto:nhandley@urbanfloodsafetyor.gov https://oregonbuys.gov/bso

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Attachment D: References

1. Introduction

The Urban Flood Safety & Water Quality District (“UFSWQD” and “District”), seeks to procure temporary seasonal field services to support Operations and Maintenance (O&M) activities during peak summer workload periods. These services supplement District staff during periods of elevated operational demand related to vegetation management, inspections, preventative maintenance, and field-based asset protection. See the detailed Section 4 Scope of Work (“Services”) for more information.

The selected provider will supply experienced personnel capable of working independently, supporting field operations, and performing maintenance-related tasks with minimal supervision.

The District anticipates entering into one, contract with the Successful Proposer for all the Services included within the RFP. The anticipated contract term will be six (6) months with an option to renew.

The contact resulting from this RFP is anticipated to be awarded in a Not-to-Exceed amount of $60,000.

2. About the District

The Urban Flood Safety & Water Quality District was created by the Oregon State Legislature during the 2019 legislative session to modernize the management of the 27 miles of levee and water conveyance system that run from North Portland through Gresham, Fairview, and Troutdale. This special district replaced the four independent Drainage Districts, each of which manages parts of the system, and help to establish a safer, more modern and sustainable way to manage flood safety along the Columbia River in the Portland metropolitan region. The UFSWQD continues the work of the four legacy drainage districts, and takes on new services, including:

• Contributing to improved water quality, fish and wildlife habitat, and landscape resilience in the managed floodplain;

• Promoting equity and social justice in all aspects of the district’s operations;

• Preparing for and adapting to the impacts of climate change in relation to the managed floodplain;

• Providing the public with information regarding the infrastructure and the history of the managed floodplain.

• A complete version of ORS 550 is located on the state’s website, https://www.oregonlegislature.gov/bills_laws/ors/ors550.html. The expectation is that this project design includes elements that advance these new UFSWQD services.

2.1 Contract Term & Structure

The District intends to award any contracts negotiated as a result of this RFP for a period of up to six (6) months.

https://www.oregonlegislature.gov/bills_laws/ors/ors550.html

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The District, at their sole discretion, may choose to award a contract to the highest ranked proposer (also referred to as “Consultant” herein) as deemed necessary and appropriate to complete the body of work described in this RFP. If contract negotiations are unsuccessful with the highest ranked firm, the District reserves the right to enter into negotiations with the next highest ranked Proposer. Those decisions will be contingent upon responses to this RFP and any interviews held by the District.

Consultant will itemize the services it provides to the District separately in its invoices.

Any amendments to contracts must be in writing and signed by both parties.

2.2 Estimated Contract Not-to-Exceed amounts

The contract resulting from the RFP is anticipated to be awarded with a Not-to-Exceed cap totaling $60,000

2.3 Timeline/Deadlines

ACTIVITY DATE

Issuance of Request for Proposal April 23, 2026

Deadline for Questions/Clarifications May 1, 2026

Deadline for Answers to Questions/Requests for Clarification

May 6, 2026

Deadline for Submission of Proposal May 8, 2026 at 2:00pm

Initial Evaluation of Proposal May 11-14,2026

Notice of Intent to Award May 15, 2026

Anticipated Contract Negotiation May 18 –22, 2026

Contract Kickoff June 1, 2026

The District reserves the right to deviate from this schedule.

3. RFP Clarifications and Protests; Addenda

a) Informal Questions or Requests for Clarification

Any proposer requiring clarification of the information provided in this RFP may submit specific questions or comments in writing to the Procurement Contact shown on page 1 of this document. Email is the

-4-preferred form of written communication. The deadline for submitting such questions is set forth in Section 1.

b) Addenda

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

Those who have registered their interest in the solicitation through OregonBuys be notified of addenda via email by OregonBuys. Addenda will have the same binding effect as though contained in this RFP.

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

c) Extension of Closing

The District may extend the proposal due date and time set forth in Section 1 if it determines an extension is necessary to consider and respond to a properly filed protest under this Section 1.

4. Scope of Work

This position description reflects the scope, independence, and risk profile of the services required under this procurement. This Scope of Work (SOW) defines the services to be provided by a qualified temporary staffing firm.

The Contractor shall provide two (2) qualified temporary field technicians deployed as a two-person crew. Technicians shall perform work independently with limited day-to-day supervision by District staff.

Services include:

i) General

- Field inspections of levees, pump stations, and drainage infrastructure

- Clearing culverts, grates, and conveyance systems

- Preventative maintenance including pump and pump station operation

- Support of maintenance, inspection, and operational projects

ii) Work In and Around Water

- Field work in, over, or near waterways

- Navigating waterways to access work sites

- Clearing debris blockages and performing aquatic-adjacent work

iii) Equipment and Tool Operation

- Operation of vehicles, trailers, hand tools, power tools, and maintenance equipment

- Operation of heavy or specialized equipment upon approval of qualified personnel

- Minor servicing and routine maintenance of tools and equipment

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iv) Work Structure and Supervision

- Technicians frequently work together as a crew with little oversight

- No routine supervision, some on-site training may be provided by the District

v) Duration and Schedule

- Seasonal, limited-duration services up to six hundred (600) hours June through mid- September

vi) Deliverables

- Provision of two qualified temporary field technicians for up to 600 hours

- Completion of assigned operational and maintenance tasks

- Accurate and timely work documentation

5. Minimum Qualifications

Proposed staff should:

• Have prior experience in public works, utilities, construction, or similar field operations

• Ability to operate tools and equipment safely, independently, and make sound decisions in the field

• Experience working with minimal supervision

• Valid Driver’s license

• Ability to work outdoors, over rough terrain, and in, or near water

• Capable of safety-sensitive work involving equipment, water hazards, confined spaces, and emergency response

• Trained and in compliance with safety standards

• Be reliable, punctual, and able to adapt to changing priorities

6. Contractor Responsibilities

The selected contractor will:

• Ensure all personnel are properly trained and qualified

• Handle payroll, insurance, and any employment-related responsibilities

• Replace personnel if performance expectations are not met

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7. Pricing

Please provide the following pricing information:

• Hourly rates by position or labor category

• Any overtime, holiday, or emergency rates

• Additional costs (equipment, travel, supplies, etc, if applicable)

8. Proposal Format, Content, and Submission

8.1 Proposal Format and Scoring Content

District proposal standards:

a) Cover Letter (Not Scored)

Proposal includes a one-page cover letter as the first page of the proposal. Please include your primary contact information (including preferred email), and active business license number.

b) Firm Experience and Qualifications (25 points)

Company overview and relevant experience

Ability to provide independent, skilled personnel

c) Service Approach and Capabilities (50 points)

d) Description of turn key staffing administrative services provided including timecards, possible injuries/accident procedures/process and replacement, approach and capabilities

Resumes or summaries of typical personnel

e) Pricing Structure (25 points)

Include hourly rates by position or labor category

Any overtime, holiday, or emergency rates

Additional expenses including materials and travel

f) Attachments C and D (Not Scored)

Please fill out and include Attachment C (if applicable) and Attachment H with your submission

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

8.2 Proposal Submission

Proposals must provide all information requested and required under this RFP. Proposals that do not provide all such information may be rejected as non-responsive.

Proposals must be delivered to the electronic address set forth on page 1 of this RFP no later than the due date and time set forth in Section 1. Proposals not received by the due date and time will be considered late. District will reject all late proposals.

Proposals that include subcontractors or consultant teams are equally acceptable as those from a single firm.

Proposals must be submitted as email attachments. Proposers may submit proposals in the form of one file or as multiple files, provided that the files are clearly labeled to correspond to the file contents.

8.3 Confidential Information

The District is subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted under Oregon Public Records Law or other applicable law. Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of Oregon public records law. When preparing their proposal submission, if the proposer requests redactions to their proposal, the proposer shall identify this in the Cover Letter and provide one (1) “Redacted for Public Disclosure” copy of the proposal in unprotected MS Word format with the requested redactions highlighted in yellow with their submission. The “Redacted for Public Disclosure” copy shall be a complete copy of the submitted proposal, in which all information that the proposer deems to be exempt from public disclosure has been identified. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in such a way as to allow the disclosure of the non-exempt information. If a proposer fails to submit a “Redacted for Public Disclosure” copy of their proposal as required, the District may release the proposer’s original proposal without redaction.

9. Proposal Evaluation and Award

9.1 Clarification of Responses

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

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9.2 Proposal Evaluation

An Evaluation Committee will evaluate responsive proposals. Each evaluator will independently evaluate and score proposals in accordance with the Scoring Content. The District may assign certain evaluators specific evaluation criteria, in alignment with the evaluator's expertise.

Pricing will be evaluated using a proportional lowest-cost methodology. The proposer submitting the lowest total cost will receive the maximum available points for the criteria.

All other proposals will receive a score calculated by dividing the lowest proposed cost by the proposer’s cost and multiplying by the maximum points available for pricing.

Score = (Lowest Cost / Proposer’s Cost) x Maximum Points

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

a) References

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

9.3 Notification of Intent to Award

The District will notify proposers of its Intent to Award by posting such notification on OregonBuys.

9.4 Negotiation

a) After the District has issued the Notice of Intent to Award, the District will commence serial negotiations with the highest-ranked responsive proposer.

b) At any time during negotiations, the District may terminate negotiations with the highest-ranked responsive proposer.

c) If the District terminates negotiations with a proposer, the District may then commence negotiations with the next highest-ranked responsive proposer.

d) The District reserves the right to negotiate final contract terms with the selected proposer(s) to the fullest extent allowed by law and as in the best

-9-interest of the District, including a maximum compensation level that the District alone determines is fair and reasonable.

9.5 Award of Contract

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

RFP.

10. Solicitation Terms and Conditions

10.1 District Right to Cancel Solicitation

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

10.2 Proposer Cost of Response Preparation

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

10.3 Submitted Materials are District Property

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

10.4 Additional District Reservations

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

11. Contract Terms and Conditions

11.1 District Contract

Proposers are advised to thoroughly review and familiarize themselves with the District sample standard contract incorporated as Attachment A.

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

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

11.2 Insurance

Proposers are advised to carefully review the insurance requirements contained in Attachment E. Proposer will promptly provide Certificates of Insurance that comply with these requirements at the District's request. In an effort to encourage participation, if any of the insurance requirements would discourage a proposer from responding to this solicitation, proposer may indicate this in their proposal for consideration by the District.

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ATTACHMENT A

Sample Contract

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ATTACHMENT B

INSURANCE REQUIREMENT

Proposer must maintain the insurance described below:

1. Commercial General Liability. $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury, personal injury, and property damage.

2. Commercial Automobile Liability. $1,000,000 per accident for bodily injury and property damage.

3. Workers' Compensation Liability. Workers Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide workers' compensation coverage in accordance with ORS Chapter 656 for all subject workers. Proposer must have this insurance unless exempt under ORS 656.027 (See Attachment F). If proposer does not have coverage and claims to be exempt, attach Attachment F in lieu of Certificate.

4. Umbrella Liability. $1,000,000 per occurrence.

5. Professional Liability. To the extent that any of the services described in this RFP are to be performed by licensed design professionals, $1,000,000 per claim and $1,000,000 aggregate limits subject to no more than $10,000 per claim deductible. Proposer shall maintain professional liability coverage through completion of construction and two years thereafter.

Insurance shall be placed with insurers admitted in Oregon with a current A.M. Best's rating and FSC no lower than A-VII.

Liability insurance policies for selected proposers will include the District (as applicable), and their officers, employees, agents, successors, and assigns as additional insureds. The policy endorsement must extend premise operations and products/completed operations to the additional insureds. The additional insured endorsement for the CGL insurance must be written on ISO Form CG 2010 (11/85), a CG 2037 (07/04) together with CG 2033 (07/04), or the equivalent; but will not use the following forms: CG 20 10 (10 93) or CG 20 10 (03 94).

Certificates of insurance will be required as part of the final contract. The District reserves the right to require additional insurance coverage, or waive certain insurance requirements, under any contract awarded under this RFP.

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ATTACHMENT C

WORKERS COMPENSATION EXEMPTION CERTIFICATE

(To be used only when Consultant claims to be exempt from Workers' Compensation coverage requirements. For purposes of this Attachment F, “Consultant” refers to awarded proposer– no need to submit with proposal)

Consultant is exempt from the requirement to obtain workers' compensation insurance under ORS Chapter 656 for the following reason (check the appropriate box):

SOLE PROPRIETOR

• Consultant is a sole proprietor, and

• Consultant has no employees, and

• Consultant will not hire employees to perform this Contract.

CORPORATION - FOR PROFIT

• Consultant's business is incorporated, and

• All employees of the corporation are officers and directors and have a substantial ownership interest* in the corporation, and

• All services will be performed by the officers and directors; Consultant will not hire other employees to perform this Contract.

CORPORATION - NONPROFIT

• Consultant's business is incorporated as a nonprofit corporation, and

• Consultant has no employees; all work is performed by volunteers, and

• Consultant will not hire employees to perform this Contract.

PARTNERSHIP

• Consultant is a partnership, and

• Consultant has no employees, and

• All services will be performed by the partners; Consultant will not hire employees to perform this Agreement, and

• Consultant is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving, or demolition of an improvement to real property or appurtenances thereto.**

LIMITED LIABILITY COMPANY

• Consultant is a limited liability company, and

• Consultant has no employees, and

• All services will be performed by the members; Consultant will not hire employees to perform this Agreement, and

• If Consultant has more than one member, Consultant is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving, or demolition of an improvement to real property or appurtenances thereto.**

*NOTE: Under OAR 436-50-050, a shareholder has a "substantial ownership" interest if the shareholder owns 10% of the corporation, or if less than 10% is owned, the shareholder has ownership that is at least equal to or greater than the average percentage of ownership of all shareholders.

**NOTE: Under certain circumstances, partnerships and limited liability companies can claim an exemption even when performing construction work. The requirements for this exemption are complicated.

Authorized Printed Name Authorized Signature

Authorized Title Date

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ATTACHMENT D

REFERENCES

ITEM Reference 1 Reference 2 A. Name B. Business or Employer C. Telephone ( ) ( )

D. E-Mail Address ITEM Reference 3 Reference 4

A. Name B. Business or Employer

C. Telephone ( ) ( )

D. E-Mail Address ITEM Reference 5 Reference 6

A. Name B. Business or Employer

C. Telephone ( ) ( )

D. E-Mail Address

Has your company ever been declared in breach of any contract for unperformed or negligent services?

Yes No

If YES, explain. ______________________________________________________________________

Has any employee or agent of your company ever been convicted of a criminal offense arising out of obtaining, attempting to obtain, or performing a public or private contract or subcontract? Yes No

If YES, explain. ______________________________________________________________________

Has any employee or agent of your company been convicted under state or federal law of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty? Yes No

If YES, explain. ______________________________________________________________________

Has your company or any employee or agent of your company been convicted under state or federal antitrust laws? Yes No

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If YES, explain. ______________________________________________________________________

Has any Officer or Partner of your organization ever been an Officer or Partner of another Organization that failed to complete a contract? Yes No

If YES, explain. ______________________________________________________________________

9.5 Award of Contract