Request for Proposals-Water Plant Update Engineering
| Location: | Oregon |
|---|---|
| Posted: | Oct 13, 2025 |
| Due: | Nov 12, 2025 |
| Agency: | City of Estacada |
| Type of Government: | State & Local |
| Category: |
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| Publication URL: | To access bid details, please log in. |
Request for Proposals-Water Plant Update Engineering
The City of Estacada (City) is seeking Proposals from qualified firms for environmental assessment, preliminary and final engineering design, and construction administration services to update the current water treatment plant with membrane bioreative (MBR) technology (the “Project”). The total estimated project cost is between $10 million and $12 million.
The City anticipates the consultant can complete all engineering work in 2026 to permit construction to begin in fall/winter 2026, for completion in 2027.
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We do not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of our activities or operations.
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Attachment Preview
Section 1 - Instructions: General Provisions
Introduction
This Solicitation is issued pursuant to ORS 279A, ORS 279C and the Oregon Department of
Justice Model Rules Division 48. The term "City" throughout this document means the City
of Estacada, the term "WTP" means Water Treatment Plant and associated work, and the
term "Consultant" or "Proposer" means an Architect, Engineer, Land Surveyor, or provider
of related services.
Formal Selection Procedure
Pursuant to OAR 137-048-0220, the City of Estacada (City) shall use the formal selection
procedure described in this Solicitation to Contract with a Consultant.
Solicitation Review
Proposers must carefully review this Solicitation document and are responsible for knowing
and understanding all terms and conditions.
RFP Protest; Request for Change; Protest of Award
Proposers are directed to the protest procedures set forth in OAR 137-048-0240.
Reservation of Rights
City of Estacada reserves the right to: (a) amend this Solicitation; (b) to extend the deadline for
submitting proposals; (c) to waive minor irregularities, informalities, or failures to conform
to the Solicitation, if the City determines that such waiver is in the best interest of the City;
(d) to award one or more contracts, by item or task, or groups of items or tasks, if so
provided in this Solicitation and if multiple awards are determined by the City to be in the
public interest; and (e) to reject, for good cause and without liability therefore, any and all
proposals and to cancel this Solicitation at any time if such cancellation is deemed
appropriate.
Additional Requirements
Pursuant to OAR 137-048-0220(4)(a):
The City reserves the right to seek clarifications of submitted Proposals, which may or may
not affect the evaluation scoring criteria, and to negotiate a final Contract that is in the best
interest of the City.
Proposers responding to this Solicitation do so solely at their expense, and the City is not
responsible for any Proposer expenses associated with the Solicitation;
City of Estacada – Water System Improvement Project
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Questions about RFP; Addenda
Questions shall be submitted by email only. Please send questions via email to the RFP
Contact, Elaina Turpin, at Turpin@CityofEstacada.org. Written responses to all questions
will be provided to all prospective proposers via email. No other contact regarding this
Solicitation process shall be permitted. Any addenda will be posted on the City's website at
www.cityofestacada.org.
Section 2 - Instructions: Statement of Work
Introduction
The City of Estacada (City) is seeking Proposals from qualified firms for environmental
assessment, preliminary and final engineering design, and construction administration
services to update the current water treatment plant with membrane bioreative (MBR)
technology (the “Project”). The total estimated project cost is between $10 million and $12
million.
The City anticipates the consultant can complete all engineering work in 2026 to permit
construction to begin in fall/winter 2026, for completion in 2027.
Project Overview
The City of Estacada prepared facilities plan in 2024 that identified the need to update the
current water treatment plant in order to handle the full amount of the city’s water rights.
The updated plan identified that the smaller footprint of an MBR system would allow for
retrofitting of the current building while increasing treatment capacity.
The City of Estacada’s original duplex 500 gpm raw water pump station, diatomaceous earth
filter, 75,000-gallon detention tank, and reservoir Number 1 were constructed and put into
service in 1955. The original rapid sand water treatment plant, high service pumps, and a second
low-level reservoir No 2 were added in 1973. In 2001, the system was expanded to a current
nominal capacity of 2.0 MGD.
The City will be issuing an RFP for the MBR equipment concurrently with this RFP for
engineering. The selected engineer will be expected to design around the selected equipment.
The city’s engineer of record will be completing a preliminary design to evaluate the equipmet.
The Consultant’s work associated with the project will include:
1. Preparation of an Environmental Assessment (EA) or Environmental Impact Statement
(IES) of the site in accordance with the requirements of the state and federal funding
agencies.
2. Assist the City in updating permitting for backwash processing from the previous NPDES
200-J to an agreed upon condition with DEQ.
City of Estacada – Water System Improvement Project
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3. Design and construction administration of new office and lab space. The existing office
and lab rooms are not adequate for either function. Additionally, the chemical feed
system and piping within the plant is congested and has very limited access and storage
space. As demands increase, additional lab, office space, and bathroom facilities will be
needed.
4. Preparation of the design and construction administration of the retrofitted MBR
treatment system and any necessary updates to the current system.
5. Assist with state/federal funding applications and management.
6. Startup services and new equipment training for staff.
The listed tasks are intended to address all engineering needs to provide a complete and
functional water system. The new plant needs to be constructed as soon as possible to
accommodate the substantial growth experienced by the City of Estacada. The detailed scope of
each task shall be determined by the consultant, during the fee negotiation stage of this
solicitation, as needed for a complete operational system.
A PDF copy of the 2024 Water Master Plan will be made available to all consultants interested
in proposing for this work on the city’s website.
Design/Engineering
All designs shall be in compliance with the Oregon Department of Environmental Quality
(DEQ), Oregon Structural Specialty Code, Oregon Energy Code requirements, funding
agency requirements, and any other applicable regulations.
Consultant shall provide the necessary Environmental, Civil, Structural, Mechanical and
Electrical engineering, with in-house staff or sub-consultants, as required for all work
needed for a complete project.
Anticipated Award and Contract Performance Schedule
A performance schedule shall be included in the successful Consultant’s Engineer Services
Contract. It is anticipated that Consultant will develop “shovel ready” plans and drawings plus
secure approval from the environmental regulatory agencies within approximately 6 months of
beginning services.
Compensation
Compensation will be based on a firm fixed price for the predesign and design phase
efforts with a total "not-to-exceed" amount, including direct reimbursable expenses. The
detailed scope and amount of compensation will be negotiated with the highest ranked
proposer.
Limitations; Conflicts of Interest
City of Estacada – Water System Improvement Project
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Proposers are directed to OAR 137-048-0130(8)-(10)(b), which may limit or prohibit the
selected Proposer's ability to provide additional services related to the Project, including
construction services.
Section 3 - Proposal Content and Submission Requirements
Introduction
This section prescribes the mandatory submission format for response to this
Solicitation. The purpose of the submission format is to ensure uniformity of the
information from each proposer and to aid in a clear understanding and evaluation of
each Proposal.
The Proposer and all sub-consultants, subsidiaries and individuals providing
professional services shall be currently licensed to practice in each of their respective
areas of professional expertise in the State of Oregon.
Proposal Content
Proposers must provide a reply to each of the following items. Provide a brief but concise
response to each of the following criteria areas:
OVERALL PROJECT UNDERSTANDING AND APPROACH
Describe the Proposer's knowledge and understanding of the Project and Services described
in the Statement of Work Section;
Define the Proposer's approach to staffing and scheduling needs for the services;
Define proposed solutions to any perceived design and constructability issues;
Describe the design philosophy and approach to the services described in the Statement of
Work Section.
Provide a preliminary schedule of the major engineering elements.
FIRM EXPERIENCE & AVAILABILITY
Describe the Proposer's availability and capability to perform the required services outlined
in the Statement of Work Section;
Describe Proposer's and their sub-consultant’s expertise to successfully complete similar
services on time and within budget;
Describe Proposer's performance history, including but not limited to:
Descriptions of previous similar projects;
Ability to meet schedules;
Cost control methods;
Contract administration practices
Provide information on a minimum of five previous water projects and experience working
within the framework and requirements of state and federally funded projects. Identify if the
project(s) finished on schedule and within the budget;
City of Estacada – Water System Improvement Project
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PROJECT TEAM QUALIFICATIONS
List the Proposer's key staff to be assigned to the Project and describe their experience in
providing similar services on comparable projects;
Describe the amount and type of resources, and list the number of experienced staff persons the
Proposer has available to perform the services described;
Generally show the current and projected workloads of key staff and resources referenced
above to be assigned to the Project;
Estimate an approximate proportion of time that the key staff referenced above would spend
on the project.
SUB-CONSULTANT QUALIFICATIONS
List the sub-consultant(s) that would be retained, and their roles with the Project;
List the sub-consultant(s)' key staff, amount and type of resources, availability, current
workload, and proportion of time the Proposer estimates sub-consultant(s)' key staff to
spend on the services described;
Describe the sub-consultant(s)' demonstrated ability to successfully complete similar
services on time and within budget;
Describe sub-consultant(s)' Performance history in producing quality work; meeting
deadlines; controlling costs; and working within the framework and requirements of state
and federally funded projects.
FAMILIARITY WITH PROJECT LOCATION REQUIREMENTS
Describe the Proposer's and sub-consultant(s)' familiarity with the physical location of
the Project and the design and construction procedures specific to the Project area,
including knowledge of local regulatory agencies, permitting procedures, and
regulations. Indicate the Proposer’s and subconsultant’s office facility locations relative
to the project site.
FIRM REFERENCES
Provide at least three (3) references for projects of similar size and scope including client
name, key contact's name, address, email, and phone number, and a brief description of
the project and cost.
OPTIONAL INTERVIEWS
The evaluation committee may elect to interview the Proposer(s) if the evaluation
committee considers it necessary or desirable. The interview process may be used to
supplement and clarify the information contained in the Proposal(s).
Proposal Format and Submission
Submit four (4) COPIES of your written Proposal as well as ONE (1) PDF format copy of your
City of Estacada – Water System Improvement Project
Page 5
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