Project Title: Master Planning Consultant Services for Vance Properties
Project #: RFP-169-2019
Issued by: Multnomah County view agency website
Publish Date: 2/8/2019
Due Date: 4/15/2019 This opportunity has closed.

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PRE-PROPOSAL CONFERENCE:  There will be an optional pre-proposal conference for this sourcing event on February 21st at 11:00 A.M. at the John B. Yeon Annex; 1600 SE 190th Portland, OR 97233. Attendance is: Optional SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Multnomah County Department of County Assets, Facilities and Property Management seeks to engage with a highly qualified team to guide the creation of an innovative Master Plan and development options for the Vance Properties. It is the intent of the County that the Master Plan will facilitate county program requirements, serve the local community, and address environmental issues. BACKGROUND The Vance properties are located within the City of Gresham, Oregon in the Rockwood and Centennial neighborhoods.  Multnomah County acquired the properties between 1941 - 1961 from private landowners to support the County's Transportation operations. In the early 1940’s there were quarry operations on several western areas of  the properties with some that were later converted to a municipal landfill in the 1960s. These landfill operations ceased by the mid- 1970s. The closed landfill may contain municipal waste, stumps, brush or any other materials that were permitted to be accepted at a municipal waste facility prior to the mid 1970s.  To the best of the County's knowledge, these facilities were developed without a barrier between the landfill waste and native soil. Between 1979 - 1981, the Yeon building was completed and that included transferring municipal waste from the east side of SE 190th to the west side where it was added to an existing closed landfill.  A venting system for landfill gases was installed in compliance with the contemporary regulatory requirements.  In 1974, Multnomah County created Vance Park along 182nd Avenue, and developed it as a Neighborhood park. The park was to be temporary.  In 1988, Multnomah County entered into an Intergovernmental Agreement (IGA) for the management of Vance Park. The IGA is attached as "Vance Park IGA."   Park use continues as a community benefit to this day. The entire property is approximately 90 acres; Vance Park is 14 Acres, Vance Pit is 53 Acres and the Yeon Area is 23 Acres. This process is of interest to the State of Oregon Regional Solutions.  The County project team is engaged with the Regional Solutions team. The County commissioned a Phase 1 Environmental Assessment in 2010 and continues to evaluate the physical and environmental characteristics of the properties. INTRODUCTION AND PROGRAM HISTORY See background and scope. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATION The County values, supports and nurtures diversity, and will have the expectation that any firm contracting with the County will become a partner in fostering diversity with dignity and respect. TARGET POPULATION SERVED Multnomah County Citizens. GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS Geographic location and borders/limitations map is located within the buyer attachments of the sourcing event labeled as "Geogrpahic Borders/Limitations and Service Areas". FUNDING Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. SCOPE OF SERVICES The purpose of this project is to develop an innovative Master Plan for the Vance properties that will support current and future County programs, address existing environmental issues and incorporate an environmental mitigation strategy for future uses. The outcome will be a potential redevelopment that optimizes County needs, reflects County values, and provides community benefits. SERVICES NEEDED      Environmental, Site and Code Assessments: These will include a wide range of technical and non-technical assessments. These assessments will form the core of information needed to develop the Master Plan alternatives. Internal and External Stakeholder Outreach: Develop an understanding of current and future County programs that would benefit from this development.  These properties are adjacent to residential neighborhoods and close to the core of the Rockwood neighborhood.  There will be extensive engagement with both community and agency partners. Master Plan Development:   The Master Plan process assumes the development of Master Plan alternatives that will be refined to develop a preferred option and then final Master Plan to support future County operational needs and provide a strong community benefit. Implementation Plan Development:    The implementation plan will include a proposed phased site development plan that will account for the environmental, infrastructure, financing options and impacts on County Programs and the Community. PROJECT DELIVERABLES       Provide a Gap analysis of the existing environmental reports and historical information presently available for the site to determine suspected missing information requiring additional investigation.  Prepare a listing of additional services with estimated costs to provide the necessary information to complete an environmental assessment of the existing site as well as proposed future uses of the site.  Provide analysis of use/zoning entitlements and restrictions. Create a 3D model of the existing conditions, highlighting problem and questionable areas as well as areas that can be developed for community and County uses. Provide a Stormwater plan that address the complexity of the existing site (slope, environmental constraints, zoning and code required upgrades) as well as supports the identified future uses of the site. Provide a site plan to determine options for mitigating liability with the slope that is at the edge of Vance Park. Apply environmental public health and environmental justice practices to the site development. Create a plan for community engagement in the development of the site that allows for the dissemination of information to the community as well as providing community feedback and interaction. This plan should include partner agencies such as the City of Gresham and Oregon’s Regional Solutions. Identify other potential developmental and site use opportunities both internal to the County and external that will enhance the site for County and community uses.  DESIRED PROJECT OUTCOMES A Master Plan that:  Will support the current and projected business and programming needs of the Multnomah County departments and non departmental occupants proposed for the Vance complex.   Will provide options for the development of the site including a work plan detailing required steps including zoning changes, construction & project phasing, necessary environmental remediations, any other major impact to the completion of the project or community impact, and potential financing options.   Will support the Mission, Values, and Objectives of Multnomah County.  An Implementation Plan that: Provides the roadmap to successfully achieve the Master Plan. TECHNICAL OR REQUIRED SERVICES Professional services required are likely to include: environmental site and geotechnical assessments; urban design, site design and green building and green site development practices; sustainable stormwater; project management; and stakeholder and community engagement. The successful Proposer shall perform the tasks listed below for this project, and shall be expected to work closely with designated County personnel to accomplish these goals. The timeline for deliverables is addressed in the Deliverables section of this RFP. This RFP proposes a collaborative project approach that includes a detailed needs assessment, followed by the development of master plan alternatives, the identification of a preferred master plan, and the development of an implementation plan that provides a roadmap for the development of the properties. Task 1: Project Initiation  Task 2: Existing Conditions and Needs Assessments  Task 3: Develop Master Plan Alternatives  Task 4: Develop a Preferred Master/Implementation and a Final Master/Implementation Plan  Task 5: Project Management and Administration Alternate approaches may be provided in proposals, with an explanation of their benefits and advantages. Task 1: Project Initiation – The goal of this phase is to establish the project management structure and the shared work plan for the project. Hold a kick-off meeting with the County Project Team, which is comprised of key County staff, and the Successful Proposer’s project team. The Successful Proposer will develop the agenda and presentation in coordination with the County’s Project Manager; facilitate the meeting; and produce meeting notes. Within thirty (30) days of contract execution the core consulting team shall participate in one site tour in order to understand the County’s needs and concerns. Additional site visits and tours of specific sections are anticipated and expected throughout the course of the project.  Develop and propose a schedule to complete the final Master Plan and Implementation Plan within 18 months of the contract start date. The County Project Team and the Project Manager shall have a set amount of time to review the schedule, before the acceptance of the schedule. The Successful Proposer and Project Manager will cooperatively manage and refine the schedule as needed and as appropriate during the project. The schedule must assume the need for internal and external review, as appropriate.  Develop a data collection and an internal and external engagement plan to support the project.  The data collection plan should include a working list of the information needed to support the project and recommendations for how that information should be collected. The data collection plan should include a list of site assessments needed to meet the desired outcomes for this project, and estimated costs to complete any technical assessments, which will be part of the total project cost.  A timeline must be included. The internal engagement plan needs to include a recommended process for working with County programs to identify their needs, prioritizing these needs; and for presenting that information to the project team in formats that support efficient and informed decision-making. The external engagement plan should include recommendations for the types of outreach and engagement needed to support the project at the master planning phase.  The County Project Team will assist in identifying the key stakeholders.  Task 2: Existing Conditions and Needs Assessments – The goal of this phase is to develop a shared and documented understanding of site conditions; highlight major issues; and provide data to support the master plan alternatives, and the preferred master plan/implementation plan. Performance measures will be negotiated at the time of contracting. Evaluate existing conditions, prior studies and evaluations.  Develop a clear understanding of prior property utilizations and present condition assessments.  Identify any additional assessments and studies to be performed in order to inform the master planning alternative options. Provide rationale and budgets for additional studies.    Assist in developing funding strategies for the additional assessment and integrate this work into the overall project schedule.  Task 3: Develop Master Plan Alternatives – The purpose of the Master Plan alternatives is to present different physical approaches to site development and understand the relative costs, benefits, disadvantages and advantages of those plans and approaches. After collaborating with County Departments and Community Partners, identify the existing and projected needs that these groups have communicated for inclusion into the master plan alternatives.    Build master plan alternatives that include both complementary and competing utilization options for the site that will maximize the property’s usability within budgetary restraints.    Task 4: Develop a Preferred Master/Implementation Plan and a Final Master/Implementation Plan – The goal of this phase is to develop a shared approach to prioritizing what needs to be included in the final plan, and to develop a final master plan/implementation plan. In collaboration with stakeholders, design a preferred master/implementation plan and a final master/implementation plan that incorporates agreed upon master plan alternatives with any additional issues or concepts that stakeholders have brought forward that may impact the plans within existing budgetary restraints.   Include in the preferred master/implementation and a final master/implementation plans agreed upon site environmental mitigation, enhancements, or continuation of existing conditions that will promote the final or preferred master/implementation plans.  This portion of the plans will include stormwater plans as required to meet local, state and county requirements.  Upon determination of the Preferred Master/Implementation and Final Master/Implementation plans the successful proposer will prepare a formal presentation of both plans to be presented individually to the Board of County Commissioner and local community organizations.      Task 5: Project Management and Administration – As needed to support the Successful Proposer’s team and to coordinate with the Project Manager and County Project Team to fulfill the scope of work, meet technical requirements, and complete paperwork, as required by this contract. The Successful Proposer shall participate in bi-weekly calls or meetings with the Project Manager and the County Project Team. More frequent or as-needed meetings may be necessary. FISCAL REQUIREMENTS AND REPORTING See Deliverables. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Performance measures will be negotiated at the time of contracting. CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. CONTRACT AWARD Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.  CONTRACT TERM The Contract term will be until the Project is complete. This will be negotiated at the time of contracting.   COMPENSATION AND METHOD OF PAYMENT Proposer shall provide an aggregate not-to-exceed cost of service at a blended rate with total estimated hours to complete the work. As backup to the total not to exceed cost of service and estimated hours, provide the names and function of each staff member working the project with their billable hourly rate and number of estimated billable hours they would be providing work on the engagement. Travel expenses and other reimbursable costs will not be reimbursed separately and should be included in the price of the services. COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. INSURANCE REQUIREMENTS Minimum insurance requirements: Type of Insurance Per Occurrence Aggregate Commercial Gen Liability $1,000,000 $2,000,000 Commercial Auto Liability $1,000,000 Not Required Workers Compensation $500,00 Not Required JOINT PROPOSALS The County will consider joint proposals from new and existing suppliers. Joint proposals may take the form of partnerships, general contractor/subcontractor arrangements or entities formed by new and existing suppliers. If any such arrangement is proposed, a written memorandum of understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties. MULTIPLE OR ALTERNATE PROPOSALS Multiple or alternate proposals shall not be accepted unless specifically provided for in this section. In the event alternate proposals are not accepted and a proposer submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the proposer. MINIMUM REQUIREMENTS At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. Proposers must have a completed Pre-Award Risk Assessment if federal funds are used for this Sourcing Event. (See Procedural Instructions in the Buyer Attachments page of this Sourcing Event)          


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