Trolley Feasibility Study and Implementation Plan RFP.pdf

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

REQUEST FOR PROPOSALS (RFP)

for

TROLLEY FEASIBILITY STUDY

Proposal Due Date: January 29th, 2026

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

TABLE OF CONTENTS

I. BACKGROUND

a. Proposer Entity

b. Overview

c. Anticipated Budget

II. RFP SPECIFICATIONS

a. Project Objective

b. Scope

III. CONDITIONS GOVERNING PROPOSAL

a. Eligible Proposers

b. Anticipated Timeline to Completion

c. Preliminary Schedule

d. Deadline for Submission

e. Proposal Requirements

f. Proposal Evaluation and Selection Process

g. Contract Reward Process

IV. GENERAL RFP AND CONTRACT REWARD INFORMATION

a. Term

b. Budget

c. Laws and Policies

d. Costs Incurred by Proposers

e. General City Reservations

f. Termination

g. Contact Information

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

I. BACKGROUND

A. Proposer Entity

The City of Newport ("City") is seeking proposals from qualified consulting firms or multidisciplinary teams to conduct a Trolley Feasibility and Implementation Study. Proposers may be for-profit, non-profit, or public-sector entities with demonstrated experience in transit planning, transportation engineering, mobility studies, or related fields.

B. Overview

The City of Newport, Oregon, with a population of approximately 11,000, is a major visitor destination and the population center of the central Oregon Coast. Newport hosts approximately

2.5 million visitors annually and includes several high-activity districts, including the Historic Bayfront, Nye Beach, and the City Center/Downtown area.

During peak tourism seasons and special events, Newport experiences increased traffic congestion, limited parking availability, and conflicts between vehicles, pedestrians, and cyclists.

These conditions impact resident quality of life, visitor experience, emergency access, and overall transportation efficiency.

The City is exploring the development of a trolley or shuttle system to provide reliable, clearly defined transportation between major destinations, reduce single-occupancy vehicle trips, and enhance Newport’s sense of place.

Conceptual planning for a fixed-route bus or trolley connection between Newport’s primary activity centers dates back to at least 2018 and informed subsequent City and County plans that year, including Lincoln County’s Transit Development Plan and the City of Newport’s Parking Management Plan. These earlier works explored a loop-style service concept with relatively short travel times between destinations and included preliminary, high-level operating cost assumptions based on conditions at that time. This information will be provided as background to support the consultant’s understanding of prior efforts and is not intended to predetermine routes, service levels, or cost assumptions for this study.

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

C. Anticipated Budget

While the anticipated budget is $75,000, the final budget will be dependent on several factors.

Funding for this study may include local, state, and/or federal transportation or planning funds.

Any contract resulting from this RFP is subject to City Council approval and the City’s annual budget appropriations process.

II. RFP SPECIFICATIONS

A. Project Objective

A successful Trolley Feasibility and Implementation Study will holistically evaluate how a trolley or shuttle system can support Newport’s transportation, tourism, and livability goals while striking a balance between the needs of residents, businesses, and visitors. It should be a strategic tool to reduce traffic congestion and parking pressure in high-demand areas, particularly during peak tourism seasons and special events, while improving circulation between key destinations such as the Historic Bayfront, Nye Beach, and the City Center/Downtown area.

The City seeks to better understand how a clearly defined, reliable trolley service could enhance mobility options for residents, employees, and visitors who may not wish to drive or who experience barriers to accessing private vehicles. At the same time, the study will examine how a fixed-route system can support sustainable tourism by managing visitor movement in a way that protects neighborhood character, respects infrastructure capacity, and minimizes environmental impacts. A well-designed trolley service is also envisioned as an opportunity to reinforce Newport’s identity and sense of place through intuitive routing, thoughtful branding, and a welcoming visitor experience.

This study will work to more concretely define the purpose, vision, and role of a trolley system within Newport’s broader transportation network. It will assess existing and future transportation conditions, travel behavior, and seasonal demand patterns, while also considering public and stakeholder sentiment related to traffic congestion, parking availability, and alternative transportation options. The analysis will identify feasible routes, stops, service levels, and operational models that are easy to understand, reliable to operate, and cost-effective to maintain.

Ultimately, this study will develop data-informed, actionable strategies that address financial feasibility, governance structure, and implementation considerations. The outcome will be a practical, decision-ready roadmap that enables the City to determine whether, how, and when to implement a fixed-route trolley system that reduces strain on infrastructure, improves the visitor

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov and resident experience, supports economic vitality, and aligns with Newport’s environmental stewardship and community values.

B. Scope

All services shall be provided under the direction of the City Manager or designee and in close coordination with assigned City staff. The consultant shall collaborate with the City throughout the Trolley Feasibility and Implementation Study to ensure the work reflects local priorities, adopted plans, and on-the-ground conditions. The anticipated project scope shall include, but not be limited to, the following elements:

• Provide a comprehensive snapshot of current transportation and mobility conditions in Newport, with particular emphasis on peak tourism seasons and high-activity areas. This analysis shall incorporate both qualitative and quantitative inputs, including stakeholder interviews, focus groups, public feedback, traffic and parking data, transit information, tourism statistics, and relevant City and regional datasets. The assessment should describe how current travel patterns, congestion, and parking demand affect residents, visitors, businesses, emergency access, and overall quality of life, as well as anticipated challenges and opportunities looking ahead

• Analyze case studies, including but not limited to the City of Yachats, to better understand their operational features, community role, seasonal strategy, and funding/cost structure to inform potential options in Newport

• Identify and articulate the strengths, opportunities, constraints, and aspirations related to implementing a trolley system in Newport. This should include consideration of physical conditions, seasonal demand, community character, visitor behavior, and operational realities, as well as the role a trolley could play in supporting economic vitality, tourism management, and livability

• Evaluate and describe transportation management strategies and service concepts that could reduce vehicle trips, improve circulation, and alleviate pressure on streets and parking infrastructure. This includes analyzing trolley or shuttle options, stop locations, service frequency, hours of operation, and seasonal variations, with an emphasis on reliability, clarity for users, and compatibility with Newport’s built environment and neighborhood context

• Engage a broad and representative range of stakeholders through multiple outreach methods to ensure the Plan reflects the full demographic and economic ecosystem of the community. The consultant shall actively identify, strengthen, and leverage partnerships, 169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov integrate stakeholder feedback throughout the planning process, and create meaningful opportunities for community participation, collaboration, and innovation.

• Prepare a phased implementation strategy that outlines near-term pilot or demonstration options, longer-term service expansion, and key decision points. This shall include a realistic implementation timeline, identification of roles and responsibilities, and recommended key performance indicators to measure success related to ridership, congestion reduction, user satisfaction, and operational efficiency.

• Propose a long-term vision for a trolley system in Newport, including assumptions about growth, tourism trends, and seasonal demand. The study shall define goals and actions to address these assumptions and clearly outline a purpose and scope for potential future phases related to detailed design, funding, procurement, and implementation.

• Consider future regional linkages, where a fixed-route system in Newport could eventually connect (or coordinate service) with neighboring communities’ systems such as Yachats and Lincoln City, supporting broader coastal mobility and impact

B. Project Deliverables

The consultant shall provide the following deliverables as part of the Fixed-Route Trolley Feasibility and Implementation Study. Deliverables shall be provided in draft and final formats and coordinated with City staff prior to finalization.

1. Stakeholder and Public Engagement Summary

a. Conduct structured stakeholders and public engagement to inform study development and recommendations. This shall include documentation of engagement methods, key themes, concerns, and opportunities identified through interviews, focus groups, meetings, and public input activities. The summary should clearly describe how stakeholder and community feedback informed analysis and recommendations.

2. Existing Conditions and Data Analysis Memorandum

a. Prepare a comprehensive analysis of existing transportation, traffic, parking, and mobility conditions in Newport, with a focus on peak tourism seasons and high-demand areas. This deliverable shall include quantitative data analysis (traffic counts, parking utilization, tourism and visitation data, seasonal trends) and qualitative insights related to travel behavior, congestion impacts, and mobility challenges.

3. Identification of Barriers and Opportunities

a. Evaluate current transportation infrastructure, circulation patterns, parking systems, policies, and services to identify barriers and opportunities related to implementing a fixed-route trolley system. This analysis shall assess physical, operational, financial, regulatory, and community factors and recommend areas

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov where improvements or policy changes may be needed to support successful implementation.

4. Trolley Service Concepts and Alternatives Analysis

a. Develop and document fixed-route trolley or shuttle service concepts, including route alignments, stop locations, service frequency, span of service, and seasonal variations. This deliverable shall include an evaluation of alternatives and a clear rationale for a recommended preferred concept.

5. Vehicle, Infrastructure, and Operational Requirements Assessment

a. Provide an assessment of vehicle options, required infrastructure (stops, signage, charging, storage, maintenance), and operational considerations. The analysis shall include high-level cost ranges and considerations related to ADA accessibility, safety, and compatibility with Newport’s built

III. CONDITIONS GOVERNING PROPOSAL

A. Eligible Proposers

Proposals will be accepted only from organizations (profit or non-profit), or other collaborative arrangements that:

• Are qualified to conduct business in the State of Oregon

• Demonstrate relevant experience with transit or mobility studies

• Are in good standing with the Oregon Secretary of State, if applicable

B. Anticipated Timeline to Completion

The City anticipates the project to take approximately 6-8 months.

C. Preliminary Schedule

EVENT DATE

Request for Proposals Issued January 5th, 2026 Written Questions Due January 15th, 2026 Proposals Due January 29th, 2026 Estimated Proposal Award Date February 12th, 2026 Estimated Project Start February 23rd, 2026

The City reserves the right to amend the preliminary schedule.

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

D. Deadline for Submission

The original proposal must be received electronically by 4:00 P.M. (PDT), on January 29th, 2026. Proposals shall be emailed to Willow Ryon at w.ryon@newportoregon.gov.

The submission of proposals is the sole responsibility of the proposer. The City reserves the right to determine the timeliness of all submissions. Late proposals will not be accepted.

E. Proposal Requirements

The following outlines the proposal requirements. Submission of a proposal pursuant to this RFP constitutes acknowledgement and acceptance of the terms and conditions set forth herein, and those required under City’s Public Contracting Rules (located on City’s webpage, under Administration, City Recorder). The Public Contracting Rules may also be viewed by clicking here. The RFP will be incorporated into any resulting contract with the successful proposer, along with any terms of the accepted proposal which are not in conflict therewith, as well as provisions which are permissible matters for negotiation, as set forth herein. The contents of the proposal submitted by the successful proposer may become contractual obligations if a contract is awarded. Failure of the successful proposer to accept these obligations may result in cancellation of the award. The City reserves the right to withdraw this RFP at any time without prior notice. All proposals submitted in response to the RFP become the property of the City and will be a public record after the selection process is completed. Each proposal must contain the following:

1. Cover Letter

A cover letter must be submitted with the proposal. The cover letter should be limited to one page and must include the company name, company address, and the name, telephone number, and e-mail address of the person(s) authorized to represent the firm on all matters relating to the RFP and any contract awarded pursuant to this RFP.

A person authorized to bind the proposer to all commitments made in the proposal must sign the letter.

2. Project Understanding and Approach proposer shall furnish a narrative of how the organization will provide services to fulfill the City’s scope of services. In this narrative, proposers describe how to mailto:w.ryon@newportoregon.gov

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov approach engaging the Newport community and diverse stakeholders throughout the planning process. Additionally, the narrative must also address how the Plan will promote equitable access and benefits across all demographics in the community.

3. Qualifications and Experience

Each proposer shall furnish a narrative supported by relevant data regarding experience with similar projects. Proposer should identify the individuals who will be assigned to work on this project and their roles. Proposer should include one or two examples of prior plans the identified individuals have completed.

4. Projected Costs and Proposed Services

Each proposer shall submit an itemized breakdown of projected annual costs for each component of the Scope of Services, including associated personnel time and expenses. Where applicable, proposers should identify any additional or complementary funding sources, partnerships, or revenue streams that could be leveraged or matched to enhance project outcomes in Newport.

Proposals should describe how the proposed work aligns with and supports relevant City, County, and State plans, goals, and objectives, and community development frameworks. Particularly those related to transportation, mobility, land use, economic development, tourism, sustainability, and equity.

Proposals should also acknowledge the project’s intersection with broader community priorities such as accessibility, inclusion, workforce and visitor mobility, economic vitality, and describe how these considerations will inform the feasibility and implementation study.

F. Proposal Evaluation and Selection Process

The City will conduct a preliminary evaluation of all proposals to determine compliance with proposal requirements and mandatory document submissions. The City reserves the right to request additional information to clarify the content of a proposal.

All proposals shall be reviewed to determine that the minimum eligibility requirements have been met. Ineligible proposers will be informed in writing. All submittals in response to this RFP are public records and available for inspection and copying upon request.

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

Proposals will be evaluated based upon the following categories, including references and information from entities or persons with whom Proposer has entered contract(s) within the last five years. Proposals will be scored and ranked. No single category is determinative or entitled to greater weight in the evaluation process than any other. The successful proposal will be determined by the highest point total, based on the categories below. The successful proposal may be subject to negotiation.

Proposer qualifications, experience, and demonstrated ability, including references and contacts with previous contracting parties.

40 points

Quality and responsiveness of proposal to the Goals and Objectives and Scope of Service detailed in this RFP.

35 points

Cost reasonableness, appropriateness, and necessity as compared to all other proposals to provide the services proposed within the City’s annual budget and other leveraged monies.

20 points

Geographic preference, in this order: Lincoln County in Oregon, State of Oregon, the NW Coastal area (including Oregon, Washington and Northern California). The vendor resides or has businesses in these areas

5 points

G. Contract Reward Process

The City Council may accept or reject the recommendation of the staff as to the successful proposer, cancellation of the procurement, or related matters.

The successful proposer that is selected to perform the services outlined in this RFP shall enter into a contract, approved by the City Attorney, directly with the City of Newport, within thirty

(30) days of the Notice of Intent to Award Contract, or such later date as determined by the City.

The City reserves the right to verify the information received in the proposal. If the proposer knowingly and willfully submits false information or data, the City reserves the right to reject that proposal. If it is determined that a contract was awarded or entered into because of false statements, or other incorrect data submitted in response to this RFP, the City reserves the right to terminate the contract, without penalty therefore, and with all rights reserved.

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

IV. GENERAL RFP AND CITY CONTRACT INFORMATION

The following terms and conditions apply to the agreement entered into between the successful proposer and the City of Newport:

A. Term

The anticipated term of the contract is approximately six months; however, the schedule will be finalized in the contract. Any contract awarded pursuant to this RFP may be terminated by the City, with or without cause upon thirty days’ written notification to the successful proposer.

B. Budget

The City and awarded proposer shall agree on a fixed budget with milestone deliverables outlined in the contract.

C. Laws and Policies

In the performance of the advertising services agreement, the selected successful proposer shall abide by and conform to all applicable laws and rules of the United States, State of Oregon, and the City of Newport.

D. Costs Incurred by Proposers

All costs of proposal preparation shall be the responsibility of the proposer. The City shall not, in any event, be liable for any pre-contractual expenses incurred by proposers in the preparation and/or submission of the proposals. Proposals shall not include any such expenses as part of the proposed budget.

E. General City Reservations

City reserves the right to extend the submission deadline should this be in the best interest of the City. Proposers have the right to revise their proposals in the event that the deadline is extended.

The City reserves the right to withdraw this RFP at any time and will notify proposers that the solicitation has been canceled. The City makes no representation that any contract will be awarded to any proposer responding to the RFP. The City reserves the right to reject any or all submissions.

169 SW Coast Highway · Newport, OR · 97365 · P: 541-574-0603 · F: 541-574-0644 · NewportOregon.gov

If in City’s judgment, an inadequate number of proposals are received or the proposals received are deemed non-responsive, not qualified, or not cost effective, the City may, at its sole discretion, reissue the RFP, or execute a contract with the next highest ranked proposer, or to cancel this solicitation, all subject to compliance with City’s public contracting rules.

City reserves the right, subject to the City’s public contracting rules and applicable statutes, to reject any and all proposals and to waive any minor informality when to do so would be advantageous to the City.

F. Contact Information

Proposers may contact Willow Ryon with any questions regarding the scope of services of this RFP at:

Willow Ryon Beautification & Tourism Program Coordinator City of Newport 169 SW Coast Highway Newport, OR 97365 W.Ryon@NewportOregon.gov 541-819-4845 mailto:W.Ryon@NewportOregon.gov