RFP No. 267040 Subsurface Utility Exploration Services

The City of Salem, Oregon is issuing Request for Proposals (RFP) No. 267040 to establish Consultant of Record (COR) agreements for subsurface utility exploration services on a continuing basis. The City will select a primary COR and an alternate COR to perform services including horizontal and vertical location determination of underground utilities, utility premarking in compliance with ORS 952.001, traffic control, water jet and vacuum excavation (potholing), backfill installation using native material or controlled density fill, and surface restoration for both paved areas (cold or hot mix asphalt) and non-paved areas. Work will be assigned on a project-by-project basis with no guaranteed project assignments. Evaluation criteria are divided among four weighted categories: qualifications and experience (25 points), survey of past clients (15 points), additional information addressing pothole definitions and procedures (30 points), and fee proposals (30 points). Key deadlines include May 15, 2026 at 5:00 PM local time for questions and clarifications, May 29, 2026 at 4:00 PM local time for proposal submission via Equity Hub's Bid Locker, anticipated notice of intent to award in June 2026, and agreement award and notice to proceed by July 1, 2026. The initial contract term runs from July 1, 2026 through June 30, 2027, with renewal options for up to four additional one-year periods subject to satisfactory performance and City budget approval.

The RFP does not specify set-asides or restrictions limiting participation to particular business classifications or disadvantaged enterprises. Proposers must demonstrate adequate insurance coverage, carrying commercial general liability insurance of $2,000,000 per occurrence and professional liability (Errors and Omissions) insurance of $2,000,000. Detailed fee schedules are required, including hourly rates by staff classification, potholing costs at standard depths with additional per-inch charges, backfill and surface restoration costs, traffic control costs, and tiered pricing for varying quantities of potholes (1, 2, 3, 4, 5, 6-12, 13-18, and over 18) at single locations. The annual contract maximum is $75,000 with individual project maximums of $25,000; the City will not reimburse travel time or travel expenses. Rate increases in subsequent years are limited to the Consumer Price Index for the preceding contract year and must be requested with supporting documentation at least 90 days prior to renewal. The City reserves the right to reject all proposals and is not obligated to award based on lowest cost.