Request for Proposal - For Engineering and Architectural Services for the Agape House Building Additions for Food Storage
City of Hermiston, Oregon
Request for Proposals (RFP)
For Engineering and Architectural Services for the Agape House Building Additions for Food Storage
Notice
The City of Hermiston is requesting proposals from qualified architectural and/or engineering firms to provide final design and construction phase services for their Community Development Block Grant funded project for the Agape House (Eastern Oregon Mission) at 500 W Harper Rd, Hermiston, OR 97838. This work will include technical assistance with planning, design, bidding, and construction management needed to construct a food storage building and garage. These buildings will be a 40’ x 100’, climate controlled addition for food storage and a 40’ x 60’ garage to house four trucks – one (1) 16-ft box truck and three (3) 10x10 trucks.
Submission of RFP Package
To receive consideration, proposal packages must be submitted in accordance with the following instructions:
- All proposal packages shall be delivered to:
- City of Hermiston
- Attn: Byron Smith
- 180 NE 2nd St.,
- Hermiston, OR 97838
- Email: bsmith@hermiston.gov
- Submit eight (8) hard copies and 1 PDF by 5:00 PM April 4, 2025.
- The proposals must be clearly marked “Request for Proposals for Agape House CDBG Project.”
- Maintaining the integrity of the RFP process is extremely important to the City of Hermiston. As such, all questions shall be directed to the project manager, Byron Smith, at (541) 567-5521, or email bsmith@hermiston.gov. Prior to contact, please review the General Information regarding Additional Information Requests, located on Page 5 of this packet. Answers to all questions will be posted online and made available to all firms intending to submit a proposal package. Failure to adhere to these restrictions may significantly reduce your prospects for selection.
- The City of Hermiston reserves the right to reject any and all proposals, and has the right, at its sole discretion, to accept the proposal it considers most favorable to the City’s interest and the right to waive minor irregularities in procedures.
Preliminary Cost Estimate & Funding
At this time, the City assumes the construction cost will be approximately ~$1,090,000, including the structure, plumbing, sewer, electrical, and fully stocked with operational equipment. The Community Development Block Grant is for $1,500,000.
RFP Package Requirements
The RFP, at a minimum, shall include the following:
- Cover Letter: All RFP packages must include a cover letter, made to the attention of Byron Smith, City Manager, and signed by a person legally authorized to bind the applicant to its proposal. At a minimum, the cover letter must include the following items:
- The firm name
- The names of local partners/principals and the number of local personnel
- Address, telephone, and fax numbers of the firm
- Contact information, including an email address, of the person(s) who are authorized to represent the proposer.
- Personnel: All proposal packages must include the following information related to key personnel who will be working to fulfill the needs of this RFP
- The names of partners, managers, and other key staff persons who will be assigned to fulfill the needs of this RFP, along with brief resumes that indicate their experience in municipal civil engineering.
- An organizational chart, including sub-consultants (if applicable)
- References: All RFP packages must include the following information related to the references and qualifications relative to the Scope of Work associated with this RFP.
- List Oregon or Washington local government jurisdictions your firm is currently providing engineering services for or has provided engineering services for within the last 5 years. Oregon references are preferred. References must include a point-person and contact information.
- Relevant Project Summary/Profile Sheets. At a minimum, the sheets shall provide a brief description of the project, provide a date design was completed, provide date construction was completed, provide owner information, and contact person. Projects presented must have been completed within the last 5 years.
Evaluation Criteria
MINIMUM QUALIFICATIONS (Proposer must meet the following minimum qualifications):
- Team must include the necessary professionals (licensed in the State of Oregon) to design and complete the project.
- Demonstrate experience with public sector building construction and adherence to federal grant requirements or federally funded projects of similar size and scope of the services being requested.
General (25%)
Evaluations will be performed to determine the proposer’s understanding of the work to be performed, and consideration will be given as to the proposer’s ability to expeditiously respond to service calls and complete the necessary work.
Personnel Qualifications, Organizational Capacity, Experience, and Availability Criteria (25%)
Submittals will be evaluated considering the technical experience, managerial experience, qualifications, and availability of specified staff, as well as capacity of the organization to easily provide specialists to assist as needed.
References (25%)
Evaluation of references and project summaries such that they are representative of similar scope and size of those presented in this RFP.
Relevant Past and Present Performance Criteria (25%)
Assessment of the consultant’s past and present performance will be evaluated relative to the capability to meet the performance requirements. Additionally, quality of service, customer satisfaction, cost control, and timeliness of past and present projects will be evaluated.
Background
The City of Hermiston is the largest city in Eastern Oregon (2023 pop.- 20,300). The city, and surrounding area, has experienced steady growth over the past two decades (1994 pop.- 10,215), and Hermiston now serves as the commercial center for a Local Trade Area of ~47,000 people. Although the city was first incorporated in 1907, almost all of Hermiston’s growth occurred after WWII (1940 pop.-800). Therefore, many of the issues facing the City will be a combination of growth and aging infrastructure.
Scope of Work
Intention
The successful proposer must demonstrate that they can effectively communicate with City Staff, consultants, and work in a team-like manner. The successful proposer must also show that the project deliverables can be provided on time and within budget.
Anticipated Scope of Work that will occur as a part of this project, but is not limited to:
Subject to the terms and conditions contained in this RFP and the Agreement (as defined below), the selected consultant will provide the following Architectural and Engineering Services in order to complete planning, design, bidding assistance, construction inspection, and construction management needed to construct a food storage building and garage for the Eastern Oregon Mission at 500 W Harper Rd, Hermiston, OR 97838. A summary of the Scope of Work needed to complete this project is included below:
Services Required: City of Hermiston is requesting proposals for complete Architectural/ Engineering Services for the project. Construction is anticipated to begin as soon as the Environmental Review is completed, and the design work is finalized. The project must conform with HUD Minimum Property Standards, HUD floodplain mitigation requirements, and any other HUD-related or applicable energy saving codes, local, or state building codes.
Project: Final Design & Construction Administration of Two New Buildings (Food Storage and Garage). These buildings will be a 40’x100’, climate controlled addition for food storage; and a 40’x60’ garage to house four trucks – one (1) 16-ft box truck and three (3) 10x10 trucks. No land acquisition is required for this project.
Architectural Services: Schematic Design, Design Development, Construction Documents, Bidding Management, Permitting, Construction Administration, and Construction Inspection.
Consultant Services: Civil Engineering (incl. parking lot), Landscape Design, Survey, Geotechnical, Structural Engineering, Mechanical Engineering, Plumbing, and Electrical.
Please indicate if your firm, or identified subconsultants, are not able to perform all the services required. Inability to perform every task with your project team will not disqualify your firm.
Services Not Required: The City has hired a Grant Administrator (Ducote Consulting) that will handle the funding coordination, fund disbursements, federal rule compliance, and the Environmental Review (except wetlands delineation and cultural survey). Labor standards compliance (i.e. review of Certified Payroll Reports) will be managed internally by City Staff.
Resources to be Provided:
The successful proposer shall be responsible for all resources necessary to deliver these services, including but not limited to software, hardware, office safe, etc.
Assigned Staff
The City of Hermiston specifically reserves the right, in its sole discretion, to preapprove or request reassignment of staff assigned to work at the City of Hermiston as best fits a project and/or request specific certification or licensing of staff to be assigned a task.
Employment Status
The successful proposer shall perform the work required as an independent consultant. Although the City reserves the right to determine and modify the delivery schedule for the work to be performed and to evaluate the quality of the completed performance, the City cannot, and will not, control the means or manner of the Consultant’s performance. The Consultant is responsible for determining the appropriate means and manner of performing the work.
Consultant represents and warrants that the Consultant is not an employee of the City of Hermiston and meets the specific independent consultant standards of ORS 670.600. Consultant is not an officer, employee, or agent of the City as those terms are used in ORS 30.265.
Consultant shall be responsible for any federal or state taxes applicable to any compensation or payments paid to Consultant under this contract and, the City will not withhold from such compensation or payments any amounts to cover Consultant’s federal or state tax obligations.
Consultant is not eligible for any Social Security, unemployment insurance, or Workers Compensation, from compensation paid to Consultant under this contract except as a self-employed individual.
Insurance
The successful proposer shall be required to provide insurance coverage for its assigned staff which adequately protects the City of Hermiston against adverse action. The successful proposer will be required to carry Commercial General Liability, Professional Errors and Omissions Liability, Worker’s Compensation, Employer’s Liability, and Automobile Liability coverage, the limits of which will be established during contract negotiation.
Requests for Additional Information
Proposers may submit questions or a request for additional information. All questions and/or requests must be submitted either by mail or email to:
City of Hermiston
Attn: Byron Smith
180 NE 2nd St.
Hermiston, OR 97838
bsmith@hermiston.gov
All requests for additional information must clearly reference, “RFP for Miscellaneous Engineering Services.” All requests and questions must be received no later than March 18, 2025. The responses to the requests will be made available at the City’s website www.hermiston.or.us/public-notices.
Schedule for RFP Process
- RFP Advertised February 25, 2025
- Voluntary Site Visit March 17, 10am
- Meet at Agape House – 500 W Harper Rd, Hermiston, OR 97838
- Deadline for Additional Information Request March 18, 2025
- RFP Packages Due April 4, 2025
- Council Consideration of Award April 14, 2025
- Contract Negotiation April 15, 2025 – Until Completed
Ownership of Documents
Any material submitted by a proposer shall become the property of the City of Hermiston. Materials submitted after a contract is signed will be subject to the ownership provision of the executed contract.
Confidentiality of Information
All information and data furnished to the proposer by the City and all other documents to which the proposer’s employees have access during the preparation and submittal of the Proposal shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited.
Public Record
All proposals and information submitted by proposers are not open for public inspection until after the notice of intent to award a contract is issued. Except for exempt materials, all Proposals and information submitted by proposers will be available for viewing after the evaluation process is complete and the notice of intent to award is sent to all participating parties.
