Updated RFP 00002588 On-Call Historic Resources Services Project Information Packet.docx

RFP Number 00002588 Goods & Services September 19, 2025 Request for Proposals (RFP) for On-Call Historic Resources Services Project Information Packet Section 1: Opportunity Overview Section 2: How Your Proposal Will Be Evaluated Section 3: Scope of Work Section 4: Exhibits Section 5: Sample Contract Section 6: RFP Terms and Conditions

RFP at a Glance Proposals Due:

October 3, 2025 at 4:00 p.m. Pacific Time Summary:

The City of Portland is seeking proposals from qualified proposers with demonstrated experience in Historic Resource Analysis. Successful proposers may be called upon to provide consulting services and/or undertake fixed/term projects. The City intends to award multiple contracts (“Price Agreements”) for on-call services in historic resources services. The services requested under these Price Agreements will be small to medium in scope and subject to specific needs and budget availability in any given year.

Non-Mandatory Pre-Proposal Meeting:

July 31, 2025, 1:00 pm Pacific Time The Non-Mandatory Pre-Proposal Meeting will be held via Microsoft Teams. Please RSVP to Kristina Kolata at Kristina.kolata@portlandoregon.gov for the meeting link.

Please disable AI note taking apps before joining meeting as they will not be admitted.

Refer to Section 1.5: Non-Mandatory Pre-Proposal Meeting for details.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/ Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before October 3, 2025 at 4:00 pm Pacific Time. Any questions received after September 26, 2025 may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Kristina Kolata Senior Procurement Specialist Procurement Services 971-509-0713 kristina.kolata@portlandoregon.gov

Section 1: Opportunity Overview

1.1 Background

Bureau of Planning and Sustainability Overview The Bureau of Planning and Sustainability (BPS) provides a forum for community engagement, education, and is a catalyst for action. With a city full of partners, BPS develops creative and practical solutions on issues as far ranging as comprehensive neighborhood and environmental planning, historic preservation, urban design, waste reduction and recycling, energy efficiency and solar technologies. This innovative, interdisciplinary approach strengthens Portland's position as an international model of sustainable development practices and commerce.

Historic Resources Program Overview Housed within the Bureau of Planning and Sustainability, the Historic Resources Program manages the City of Portland’s long-range historic preservation policy framework, advances refinements to local historic resource land use regulations, maintains the citywide Historic Resource Inventory, supports a wide range of historic preservation planning projects, and ensures City compliance with National Park Service requirements for Certified Local Governments.

Historic Resources Program staff coordinate closely with Portland Permitting & Development (PP&D) and the Historic Landmarks Commission, both of which are responsible for applying adopted land use regulations to development proposals affecting historic resources.

Finally, Historic Resources Program staff regularly provide community members, tenants, and property owners with information and guidance regarding possible historic preservation, public history, and physical rehabilitation projects.

Needs Statement Across the City, bureaus are faced with historic resource questions that may exceed the expertise and capacity of available staff. These questions often require deliverables to be produced with short deadlines and scopes that may need to be developed quickly, generating a requirement for “as-needed” historic resources services.

Accordingly, over the next five years, the City of Portland, Bureau of Planning and Sustainability (BPS) will require historic resources services on an "as-needed" basis for a range of diverse research, evaluation, compliance, and planning projects. These projects will support BPS’ Historic Resources Program, and may support other planning, urban design, and capital project teams across the City as needed and as resources allow.

Note: All deliverables and resulting work products from this price agreement shall become the property of the City of Portland. As such, the City reserves the right to copy and distribute any and all media and formats of all draft and final deliverables pursuant to the needs of the City at the time. If for any reason the deliverables are comprised of information protected by Copyright, information restricted by confidentiality provisions, or information not otherwise able to be owned by the City, the Consultant and any Subconsultants grant the City, to the extent allowed by law, the right to copy and distribute the information contained in the deliverables (in any and all media and formats) for regulatory, project certification/recognition, program development, public education, and for any purposes in the Public’s best interest at the sole discretion of the City of Portland.

See RFP Section 3: Scope of Work, below, for a complete list of the City’s anticipated technical and required services, and deliverables.

1.2 Outcome Goals

A. The successful Proposer will perform Historic Resources Services on an as-needed basis. These as-needed services are referred to as “Price Agreements for on-call services,” and generally include work with short deadlines, scopes that may need to be developed quickly, and/or requiring expertise currently unavailable in-house.

B. The successful Proposer will be expected to work closely with the City project manager and other designated City personnel to accomplish a broad range of tasks related to architectural history, cultural resources management, historic preservation, and historic resource documentation. Specific deliverables may include technical analyses, evaluations, presentations, reports, studies, and other work products related to the documentation, interpretation, and management of historic and cultural resources.

C. Specific Task Requirements

i. Tasks issued within this service category may require adherence to the Secretary of the Interior’s Standards for the Treatment of Historic Properties and/or may require personnel who meet one or more of the Secretary of the Interior Professional Qualifications Standards which can be found at the following link: Professional Qualifications Standards (U.S. National Park Service).

ii. Tasks issued may require satisfying requirements of the Oregon State Historic Preservation Office, alignment with Oregon archaeology and/or historic preservation best practices, and compliance with State and/or Federal cultural resource laws.

iii. Tasks issued within this service category may also require a high degree of cultural sensitivity and/or direct engagement with individuals and communities that have been historically excluded from historic preservation practice.

1.3 Contract Details

The City intends to award up to three (3) contracts (“Price Agreements”) for on-call services in historic resources services. The City reserves the right in its sole discretion to award more or fewer Price Agreements under this RFP.

The total not-to-exceed amount of each individual Price Agreement shall be $150,000.00 for the initial five (5) year term of the Price Agreement. The cumulative total of all price agreements awarded as a result of this RFP shall not exceed $450,000.00. Services are requested as the need arises, therefore, there is no guarantee of work to be assigned under any resulting Price Agreement, or that the total dollar limit of any Price Agreement will be reached.

Task Orders will be issued to successful Proposer(s) under these Price Agreements for on-call services as individual project needs are identified. As projects are identified, the City will reach out to all Price Agreement holders via email with a project description and timeline. Task orders will be awarded to the Price Agreement holder with firm capabilities that most closely matches the individual project needs, has availability, and can provide the lowest price in that order of precedence. The cost for services performed under any Task Order may vary depending upon the amount of work estimated for that particular project.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

The City will adjust the schedule as necessary.

1.5 Non-Mandatory Pre-Proposal Meeting

There will be a pre-proposal meeting scheduled for this Project on Wednesday, July 31, 2025 at 1:00 pm Pacific Time virtually via the Microsoft Teams. Please RSVP to Kristina Kolata at Kristina.kolata@portlandoregon.gov for the meeting link.

This meeting is not mandatory. You can submit a proposal without attending this meeting.

Please disable AI note taking apps before joining meeting as they will not be admitted.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.6 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received. To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Evaluation Phase 1–Written Scoring Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

Phase 1 Evaluation Criteria

Short Listing At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations The scoring of Phase 2 generally will be as follows, however, further detail on specific criteria, weighting and point breakdown may be part of the information and instructions provided by the City at the conclusion of Phase 1.

Phase 2 Evaluation Criteria

Additional Optional Evaluation Phases and Methods In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website. The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules. Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

Section 3: Scope of Work

1. General Scope The successful Proposer will be expected to complete a broad range of on-call tasks related to architectural history, cultural resources management, historic preservation, and historic resource documentation.

2. Work Performed by The City

a. City staff shall make available sufficient hours of staff personnel as is required to meet with the contractor and provide such information as required.

b. The City has assigned a project manager who will oversee the work and provide support as needed.

c. The City will detail specific considerations for each task order issued to ensure expectations are clear and that the contractor has the resources needed to successfully execute the task.

d. The City will review draft versions of all deliverables and provide recommended and required revisions to the contractor.

e. The City will generally be responsible for media relations, correspondence with the State Historic Preservation Office and National Park Services, and public engagement.

3. Deliverables Historic Resources Services tasks may include:

a. Analyzing existing and potential incentives, policies, programs, regulations, and other tools related to historic and cultural resources.

b. Conducting condition assessments.

c. Conducting archival research and oral histories.

d. Conducting historic resource surveys and preparing historic resource survey reports that comport with Oregon State Historic Preservation Office standards.

e. Developing preservation plans and other historic preservation management documents.

f. Developing and participating in the development of regulatory compliance agreement documents related to relevant laws and statutes.

g. Developing and participating in the development of design standards and design guidelines that comport with and support relevant laws, land use practices, and development regulations.

h. Documenting and evaluating historic and cultural resources associated with underrepresented populations, geographies, and resource types.

i. Evaluating the significance and integrity of historic and cultural resources.

j. Meaningfully engaging property owners, tenants, professionals, and community members in the development of work products.

k. Providing expert review of work products authored by City of Portland personnel.

l. Preparing nomination forms for City of Portland landmark and district designation.

m. Preparing nomination forms for listing in the National Register of Historic Places.

n. Preparing historic context statements.

o. Preparing technical studies related to the feasibility of historic building use, rehabilitation, and adaptive reuse.

p. Presenting information to community organizations, boards, and commissions.

4. Place of Performance Contract performance may take place in the City’s facility, the contractor’s facility, a third-party location or any combination thereof.

5. Period of Performance The Term of the Contract is anticipated to be five (5) years from the Effective Date.

Section 4: Exhibits

1. Exhibit A – Scope of Work On-Call Historic Resources Services

Section 5: Sample Price Agreement A sample price agreement is included as a separate document titled: Attachment 2 - RFP 00002588 On-Call Historic Resources Services Sample Price Agreement.

Section 6: RFP Terms and Conditions Link to RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download

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