This is a service / maintenance or supply contract in Madras, Oregon. Contact the soliciting agency for additional information.

NOTICE IS HEREBY GIVEN that City of Madras ("City") is requesting sealed proposals from qualified firms or individuals to serve as City's city civil engineer. City is seeking qualified firms or individuals to provide professional engineering services and serve as City's city engineer, including, without limitation, certain miscellaneous general engineering services and engineering services on an as needed basis. The purpose of this Request for Proposals ("RFP") is to select a consultant to serve in the role of City of Madras ("City") city civil engineer to support the public works department. The selected firm or consultant will report directly to the PWD. GENERAL BACKGROUND INFORMATION: City of Madras ("City") is home to approximately 8,031 persons and is located in Jefferson County, Oregon. City is managed by a city administrator. The city administrator oversees the public works department, community development department, finance department, police department, and city hall administration. The public works department is comprised of a streets department, parks department/golf course, and utilities department (water and wastewater). The public works crew operates and maintains the public facilities and utilities that are provided by City. SCOPE OF SERVICES The scope of services to be performed by the consultant pursuant to this RFP include, without limitation, the following engineering services (collectively, the "Services"): A. Miscellaneous Services. City may require general engineering services from the selected consultant for day-to-day issues, including, without limitation, the following: 1. Attend city council meetings. 2. Coordinate and work with City staff. 3. Review plans and specifications for development in the City. 4. Troubleshoot City facilities and make recommendations for improvements. 5. Provide planning for City facilities. 6. Review City rate structures and make recommendations. 7. Respond to all manner of general civil engineering requests. 8. Preparation of standards and guidelines. 9. Attend development team meetings 10. Provide back up to the Public Works Director when needed. B. Task-Based Services. City may direct the selected consultant to undertake specific projects for City that have a defined scope of work, are relatively larger in scale, and/or for any other reason City desires to assign the work on a task-basis to the City Civil Engineer. In these cases, and subject to the terms and conditions of the Agreement, the assignment of work will follow the general process described below: 1. The PWD will describe a task or need to the City Civil Engineer for a specific project. 2. The PWD will ask the City Civil Engineer to prepare a simple proposal describing the scope of work the Civil Engineer will provide, a proposed fee, and an estimated project timeline. 3. The PWD will review the City Civil Engineer proposal. If appropriate, the proposal will be presented to the City Council. 4. The Council/PWD may choose to accept the proposal as is, reject the proposal, or negotiate a change of scope or fee with the City Civil Engineer. 5. Once the proposal is accepted, the PWD will issue a task order or work order to the City Civil Engineer to complete the project outlined in the proposal. 6. The City Civil Engineer will track the task order with an independent project number separate from general service activities. 7. City will assign task orders to the City Civil Engineer as needed. City reserves the right to issue solicitations for specific projects if City desires to expand competition, obtain specialized expertise, if the City Civil Engineer elects to not accept a request for a specific work order, and/or if in City's best interest, as determined by City. City will maintain the necessary autonomy to ensure that the public interest is served the best. C. Subject to the terms and conditions contained in the Agreement (defined below), for general service tasks, the City Civil Engineer will provide basic services to City on a time and materials approach. It is expected that the City Civil Engineer will be available on a daily basis for consultation and the Services will be performed on an as-needed basis, as authorized by the PWD or his or her designee. City desires to work closely with the City Civil Engineer and desires that the City Civil Engineer perform the Services in responsive manner. No Pre-Proposal Meeting. City will not hold a pre-proposal meeting. Five (5) copies of the proposal must be received. At least one copy of the proposal must bear an original signature. A duly authorized representative empowered to bind the proposer must sign the proposal. Mis-deliveries, late, and/or faxed submittals will be considered nonresponsive. Proposers assume all risk of delays by any third party delivery services. Format for Proposals. Please submit written proposals in compliance with the following page limitations (one page is considered to measure 8-1/2 x 11, with 11-point font size minimum) Requests/RFP Protest Deadline Tuesday, March 12, 2024 Review and Scoring Friday, April 5, 2024 Evaluation Interviews (if Needed) Monday, April 15, 2024 Selection Notice (apprx.) Tuesday, April 16, 2024 Selection Protest Deadline (apprx.) Tuesday, April 23, 2024 Negotiations Tuesday, April 30, 2024 Notice of Award (apprx.) Tuesday, May 14, 2024 Proposers may submit to City questions and/or requests for additional information, including, without limitation, inquiries related to substantive portions of the RFP, questions regarding the intent of the work, and/or questions concerning technical aspects of the work. All questions and/or requests must be submitted in writing either by mail or email to: City of Madras Attn: Jeff Hurd 125 SW E Street, Madras, Oregon 97741 jhurd@ci.madras.or.us. All requests for additional information must clearly reference, "City of Madras Request for Proposal - City Civil Engineering Services." All questions and/or requests to change any provision, specification, or contract term must be received not later than seven (7) calendar days prior the deadline to submit proposals. Substantive questions and all responses will be made available electronically. The term of the Agreement will not exceed 5 years. The method of Contractor Selection has not been Determined at this time.