Updated RFP 00002588 On-Call Historic Resources Services Proposal Response Packet.docx
DOCX document 209 KB Posted
- Attached to
- RFP for Planning - HISTORICAL RESOURCES
- Solicitation number
- 00002588
- Issued by
- Oregon
About this file
This is a Request for Proposal (RFP) response packet for on-call historic resources services issued by the State of Oregon. The RFP seeks qualified contractors to provide planning and historic resources consulting services on an as-needed basis. The scope of work encompasses historical resource evaluations, documentation, preservation planning, and related professional services to support the state's historic preservation initiatives. Interested vendors must submit their proposals in accordance with the packet requirements, which include detailed qualifications, experience with similar projects, references, and pricing information. The RFP establishes a competitive procurement process whereby qualified respondents provide their capability statements and cost proposals for consideration and potential award of an on-call contract vehicle.
The updated proposal response packet serves as the instruction and submission document for vendors bidding on this on-call services contract. Specific terms include the required format for proposal submissions, evaluation criteria emphasizing relevant experience and professional qualifications in historic resources and planning, and the framework for contract award and management. The on-call contract structure allows the state to engage services as needed without requiring individual competitive procurements for each task. Vendors selected through this RFP will be placed on an approved contractor list for a defined contract term, with potential renewal options to be exercised at the state's discretion based on performance and continued need.
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RFP Number 00002588 Goods & Services September 26, 2025 Request for Proposals (RFP) for On-Call Historic Resources Services Proposal Response Packet Section 7: Submission Instructions Section 8: Required Proposal Components
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 up to three (3) contracts (“Price Agreements”) for on-call services in historic resources services.
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 in the Project Information Packet for details.
Submit Your Proposal:
City of Portland Online Procurement Center:
https://procure.portlandoregon.gov/bso/ Refer to Section 2: Submission Instructions for details.
Have Questions or Need Help? Contact the 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 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Attachment 2 - RFP 00002258 On-Call Historic Resources Services Sample Price Agreement.
Proposals are Due October 3, 2025 at 4:00 p.m. Pacific Time Late proposals are not accepted.
Proposal Page Limit is fifteen (15) Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.
Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.
Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.
Follow the order outlined in Section 8: Proposal Checklist for your submission.
Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:
https://procure.portlandoregon.gov/ The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.
Instructions for submitting through BuySpeed are included as Attachment 1 – Bid Submittal Instructions to this RFP and are also available at:
https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.
Section 8: Required Proposal Components Proposal Checklist
| Proposal Component |
| Required/Optional |
| Included in page limit? |
| ☑ |
| Proposer Information Form |
| Required |
| N |
| □ |
| Proposer Capabilities |
| Required |
| Y |
| □ |
| Project Team |
| Required |
| Y |
| □ |
| Pricing Proposal |
| Required |
| N |
| □ |
| References |
| Required |
| N |
| □ |
| Equal Employment Opportunity and Access in Subcontracting |
| Required |
| Y |
| □ |
| Equal Opportunity Employer and Community Involvement |
| Required |
| Y |
| □ |
| Sustainable Business Practices |
| Required |
| Y |
| □ |
| Civil Rights Data Collection |
| Required |
| N |
| □ |
| Exceptions and Deviations to the Contract Form |
| Optional |
| N |
| □ |
| Redacted for Public Disclosure Copy |
| Optional |
| N |
| □ |
| Redaction Summary Form |
| Required if Redacted for Public Disclosure Copy is provided. |
| N |
| □ |
Proposer Information Form Proposer’s Full Legal Name
(If Applicable) Doing Business As
Proposer’s Address
Authorized Representative Name
Authorized Representative Title
Authorized Representative Phone
Authorized Representative Email
Authorized Representative Mailing Address
(If Different) Local Contact
Local Contact Phone
Local Contact Email
City of Portland Business License Tax Account # (if currently licensed) https://www.portlandoregon.gov/revenue/29320
State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login
State of Incorporation
| Common Parent |
| · My firm is not owned or controlled by a common parent |
· Name common parent:
| Redaction for Public Records |
| · I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal. |
Open Data Requirements https://efiles.portlandoregon.gov/Record/10879908/
· I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.
| Insurance Requirements |
| · I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract. |
· I request insurance reductions.
List requested insurance reductions:
Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.
Boxes will expand as you type.
1. General Firm Description
Firm’s areas of expertise
Firm’s length of time in business
Number of employees
Include any other information that helps describe your firm
2. Describe similar projects your firm has done within the last ten (10) years, which best characterize your firm’s capabilities, work quality, client relationship, project delivery, and cost control.
Project 1
Project client name
Name, address, and phone number of a person who can be contacted regarding your performance on the project
Describe the type of work performed
Describe the size of the project
Was the project completed?
Was it over or under budget?
Provide evidence of adherence with the Secretary of the Interior’s Standards, where applicable
If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm
Project 2
Project client name
Name, address, and phone number of a person who can be contacted regarding your performance on the project
Describe the type of work performed
Describe the size of the project
Was the project completed?
Was it over or under budget?
Provide evidence of adherence with the Secretary of the Interior’s Standards, where applicable
If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm
Project 3
Project client name
Name, address, and phone number of a person who can be contacted regarding your performance on the project
Describe the type of work performed
Describe the size of the project
Was the project completed?
Was it over or under budget?
Provide evidence of adherence with the Secretary of the Interior’s Standards, where applicable
If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm
(Optional) Add additional projects as needed below
3. Describe your firm’s resources available to perform the work on an on-call basis
4. Describe your firm’s management and organizational capabilities
A description of your firm’s management approach to on call tasks
A statement about how your firm is prepared to respond promptly to problems, changes to the Scope of Work, and client feedback
Copies of standard reports used by your firm in existing contracts
A description of your firm’s procedures and policies related to work quality including practices related to incorporating client reviews.
5. Describe your firm’s specific experience in:
Historic and/or cultural resource survey, inventory, and evaluation.
Preparing nominations to the National Register of Historic Places.
Engaging with underrepresented populations, geographies, and historic and/or cultural resources.
Developing management documents related to historic and/or cultural resources.
6. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.
7. For Three (3) projects worked during the past five (5) years, for either public agency or non-public agency projects, list:
Project 1
Project name
Total project value (including amendments, if any)
Total project dollars
Project 2
Project name
Total project value (including amendments, if any)
Total project dollars
Project 3
Project name
Total project value (including amendments, if any)
Total project dollars
Project Team Provide the following information. You can type in the form below or format this information in a separate document.
Boxes will expand as you type.
Project Team Information
Approximate number of people who would be assigned to this project.
Of that number, the approximate number of women and people of color to be assigned to the project.
Involvement of the company’s principal member
Identify any training requirements for key personnel to keep current on industry best practices
Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.
Key Personnel
Name of Key Personnel 1:
Roles and responsibilities
Relevant experience on similar or related projects
Qualifications
Demonstrated performance record on similar projects
Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP
Name of Key Personnel 2:
Roles and responsibilities
Relevant experience on similar or related projects
Qualifications
Demonstrated performance record on similar projects
Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP
Name of Key Personnel 3:
Roles and responsibilities
Relevant experience on similar or related projects
Qualifications
Demonstrated performance record on similar projects
Percentage of their time that will be devoted to this project
Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP
(Optional) Add additional Key Personnel as needed below.
Pricing Proposal The proposal shall include the true estimated cost or fixed-price estimate for the proposed Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.
References Include references for three (3) clients your firm has worked with in the past ten (10) years on projects of similar scope and complexity.
Reference 1
Contact name
Contract title
Address
Phone number
Email address
Location/jurisdiction
Summary of the project
Project start and end dates
Project contract value (initial and current ending value)
Reference 2
Contact name
Contract title
Address
Phone number
Email address
Location/jurisdiction
Summary of the project
Project start and end dates
Project contract value (initial and current ending value)
Reference 3
Contact name
Contract title
Address
Phone number
Email address
Location/jurisdiction
Summary of the project
Project start and end dates
Project contract value (initial and current ending value)
Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.
Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses?
Your approach and description must, at a minimum, address the following:
Describe your firm’s approach and methodology for identifying subconsultant opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.
How outreach will be conducted to inform subconsultant opportunities.
Any mentoring and technical assistance to be made available to subconsultants.
Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.
How do you balance establishing new relationships with firms vs. sustained engagement with trusted business partners?
For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:
Project 1
Project name
All subconsultants utilized under those projects
Total project value (including amendments, if any)
Total project dollars
Percentage of total project dollars paid to each subconsultant
Project 2
Project name
All subconsultants utilized under those projects
Total project value (including amendments, if any)
Total project dollars
Percentage of total project dollars paid to each subconsultant
Project 3
Project name
All subconsultants utilized under those projects
Total project value (including amendments, if any)
Total project dollars
Percentage of total project dollars paid to each subconsultant
Equal Opportunity Employer and Community Involvement List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).
Action/Ongoing Practice 1
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 2
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 3
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Describe your firm’s approach to the following:
How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?
Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)
Describe your firm’s commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)
Sustainable Business Practices The City identifies Sustainable Procurement as a procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle. Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.
List the top three actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).
Action/Ongoing Practice 1
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 2
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 3
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)
| Name of the Certification |
| Link to the certification requirements |
| Name of organization who administers the certification |
Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.
Proposer Information
| Is your firm COBID Certified? |
| · Yes |
· No, and my firm does not qualify.
Describe your firm’s workforce demographics
Subconsultant Information (please identify all subconsultants to be used)
| Subconsultant 1 Information |
| COBID Certified? |
| Scope and percent of work allocated |
Firm’s legal name
· Yes Certification #:
· No
Phone number
BuySpeed Vendor #, if applicable
| Subconsultant 2 Information |
| COBID Certified? |
| Scope and percent of work allocated |
Firm’s legal name
· Yes
Phone number
BuySpeed Vendor #, if applicable
| Subconsultant 3 Information |
| COBID Certified? |
| Scope and percent of work allocated |
Firm’s legal name
· Yes
Phone number
BuySpeed Vendor #, if applicable
Add additional rows for additional Subconsultants as needed
Exceptions and Deviations to the Sample Contract The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.
As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.
Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.
Contract Exceptions and Deviations Form
| Contract Section No. |
| Current language |
| Requested exception (in redline) |
| Reason |
| EXAMPLE: Section 1.0 Definition - System |
| “System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract. |
| “System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract. |
| Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract. |
Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:
1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow
a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information
b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.
2. Complete the table below and submit it with your proposal.
Redaction Summary Form
| Proposal Page Number and Section |
| Content to be redacted |
| Reason for redaction |
| RFP # 00002588 |
| 1 of 27 |
| RFP Response Packet |
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