Cancelled - RFP 4056 Constrution Manager/General Contractor Services for City Hall Deferred maintenance & Quad Redesign

CITY OF SPRINGFIELD
COVER PAGE
DEVELOPMENT & PUBLIC WORKS
COMMUNITY DEVELOPMENT DIVISION
Is issuing this Request For Proposals (RFP) under
Solicitation No. 4056 for
CONSTRUCTION MANAGER/GENERAL CONTRACTOR SERVICES
FOR CITY HALL DEFERRED MAINTENANCE & QUAD REDESIGN
Date of Issue: April 28, 2026
Opening Date and Time: May 28th, 2026, by 2:00 pm
Single Point of Contact (SPC): Amanda Clinton, Sr. Contract Analyst
Address: 225 5th Street, Springfield City Hall, Development & Public Works
City, State, Zip: Springfield, OR 97477
Phone (voice): 541-726-3628 (Oregon Relay TTY 711)
E-mail: aclinton@springfield-or.gov
The City of Springfield promotes equal opportunity for all individuals without regard to age, color,
disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or
veteran status.
The City of Springfield encourages proposers or sub-contractors who are minority, woman-owned
and emerging small businesses to participate in City projects.
If any respondent requires special assistance or auxiliary aids during the proposal, evaluation or award
process, please contact the SPC at least two (2) business days prior to the required assistance. TTY
users dial Oregon Relay Services at 711.
City of Springfield -RFP for CM/GC Services Page 1 of 25

TABLE OF CONTENTS
GENERAL INFORMATION ..................................................................................................................................... 4
1.1 INTRODUCTION ................................................................................................................................................................................................... 4
1.4 FUNDING SOURCE(S) ....................................................................................................................................................................................... 4
1.6 SINGLE POINT OF CONTACT (SPC) .......................................................................................................................................................... 4
SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE ............................................................................... 5
2.1 AUTHORITY AND METHOD .......................................................................................................................................................................... 5
2.4 DEFINITION OF TERMS ................................................................................................................................................................................... 5
2.5 OVERVIEW AND PURPOSE ........................................................................................................................................................................... 5
2.6 SCOPE OF WORK/SPECIFICATIONS ........................................................................................................................................................ 7
2.7 PROJECT PHASES ................................................................................................................................................................................................ 7
2.1 PERIOD OF PERFORMANCE ......................................................................................................................................................................... 8
SECTION 3: PROCUREMENT REQUIREMENTS ........................................................................................ 8
3.1 MINIMUM QUALIFICATIONS ....................................................................................................................................................................... 8
3.7 MAXIMUM SUBCONTRACTING .................................................................................................................................................................. 9
3.8 PREVAILING WAGE ........................................................................................................................................................................................... 9
3.9 MINIMUM SUBMISSION REQUIREMENTS ........................................................................................................................................... 9
3.10 PROPOSAL REQUIREMENTS .................................................................................................................................................................... 10
SECTION 4: SOLICITATION PROCESS .......................................................................................................... 14
4.1 PUBLIC NOTICE ................................................................................................................................................................................................. 14
4.4 PRE-PROPOSAL CONFERENCE ................................................................................................................................................................ 14
4.9 QUESTIONS / REQUESTS FOR CLARIFICATIONS ......................................................................................................................... 14
4.11 SOLICITATION PROTESTS .......................................................................................................................................................................... 14
4.12 PROPOSAL DELIVERY OPTIONS ............................................................................................................................................................. 15
4.18 PROPOSAL MODIFICATION OR WITHDRAWAL ........................................................................................................................... 16
4.21 PROPOSAL DUE ................................................................................................................................................................................................. 16
4.24 PUBLIC OPENING ............................................................................................................................................................................................. 16
4.26 PROPOSAL REJECTION ................................................................................................................................................................................. 16
4.28 EVALUATION PROCESS ................................................................................................................................................................................ 17
4.29 POINT AND SCORE CALCULATIONS ..................................................................................................................................................... 20
4.30 RANKING OF PROPOSERS .......................................................................................................................................................................... 20
4.35 INTERVIEWS ....................................................................................................................................................................................................... 22
4.37 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS ....................................................................... 22
SECTION 5: AWARD AND NEGOTIATION .................................................................................................. 22
5.1 AWARD NOTIFICATION PROCESS ......................................................................................................................................................... 22
5.2 INTENT TO AWARD PROTEST ................................................................................................................................................................. 22
5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS ............................................................................ 23
5.5 CONTRACT NEGOTIATION ........................................................................................................................................................................ 23
SECTION 6: ADDITIONAL INFORMATION ................................................................................................. 24
6.1 INCLUSIVE CONTRACTING PRACTICES ............................................................................................................................................. 24
6.4 GOVERNING LAWS AND REGULATIONS ........................................................................................................................................... 24
6.6 OWNERSHIP/PERMISSION TO USE MATERIALS ......................................................................................................................... 25
6.9 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES. ............................................................................. 25
6.11 COST OF SUBMITTING A PROPOSAL ................................................................................................................................................... 25
City of Springfield -RFP for CM/GC Services Page 2 of 25

LIST OF ATTACHMENTS
ATTACHMENT A - SCOPE OF WORK
EXHIBIT A - ARCHITECTURAL DESIGN PLANS (75%)
EXHIBIT B - MEP PLANS (75%)
EXHIBIT C - SEISMIC STUDY
ATTACHMENT B - SAMPLE CM/GC CONTRACT
ATTACHMENT C - PROPOSER INFORMATION & CERTIFICATION
ATTACHMENT D - COBID FORM
ATTACHMENT E - RESPONSIBILITY INQUIRY
ATTACHMENT F - REFERENCE FORM
{00039905:2} City of Springfield -RFP for CM/GC Services
Page 3 of 26

GENERAL INFORMATION
1.1 INTRODUCTION
1.2 The City of Springfield is issuing this Request for Proposal under the provisions of ORS 279C.337 for a
Construction Manager/General Contractor (CM/GC) to provide preconstruction and construction
services for the City Hall Deferred Maintenance and Quad Redesign Project for Springfield City
Hall, located at 225 5th Street, Springfield, Oregon (Project).
1.3 The Project includes the renovation of three of the four existing sections of the City Hall office space
("Quads"), totaling approximately 33,750 square feet of occupied office space. It includes accessibility
improvements, building system upgrades, interior reconfiguration, and deferred maintenance. The
selected CM/GC will provide preconstruction services and, contingent upon successful negotiation of
a Guaranteed Maximum Price (GMP), construction services.
Event Date Time
Pre-Proposal Conference (Mandatory)
May 14, 2026 10:00 am
Location: City Hall, Jesse Maine Room
RFP Protest Period Ends 7 calendar days prior to RFP Opening
Questions / Requests for Clarification Due May 19 2026 By 5:00 pm
Answers to Questions / Requests for Clarification
May 22 2026 By 5:00 pm
Issued (approx.4)
Proposals Due - No Public Opening May 28, 2026 2:00 pm
Proposal Review, Reference Checks, Interviews if
May 29, 2026-June 8, 2026
selected (approx.)
Issuance of Notice of Intent to Award (approx.) June 8, 2026
7 calendar days after Notice of Intent to
Award Protest Period Ends
Award
City Council Approval (approx.) June 29, 2026
Contract Execution, Notice to Proceed (approx.) June 30, 2026
1.4 FUNDING SOURCE(S)
1.5 The City expects that most of the project will be funded with City general funds and private
financing. However, the City is interested in exploring opportunities for state and federal grants and
loan programs to supplement local funds, and desires to contract with a CM/GC with experience
helping public agencies qualify for special funding programs are desirable.
1.6 SINGLE POINT OF CONTACT (SPC)
1.7 The SPC for this RFP is identified on the Cover Page, along with the SPC's contact information.
Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether
about the technical requirements of the RFP, contractual requirements, the RFP process, or any other
provision.
City of Springfield -RFP for CM/GC Services Page 4 of 25

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE
2.1 AUTHORITY AND METHOD
2.2 City is issuing this RFP pursuant to its authority under Springfield Municipal Code (SMC) 2.700-2.711.
2.3 City is using the Competitive Sealed Proposal method to select a Construction Manager/General
Contractor (CM/GC), pursuant to ORS 279C.337 and applicable provisions of OAR Chapter 137,
Division 049.
2.4 DEFINITION OF TERMS
For the purposes of this RFP, capitalized words are defined in SMC 2.702, SMC 1.105, ORS
279A.010(1) and the OAR chapter 137 division 49, or as defined below.
CM/GC (Construction Manager/General Contractor): The firm selected to provide preconstruction
services and, upon successful negotiation of a GMP or other pricing, construction services for the
Project.
CM/GC Fee: The negotiated fee for overhead and profit associated with Construction Services.
Construction Amendment: The contract amendment authorizing the CM/GC to perform
Construction Services, other than Early Work, typically following GMP negotiation.
Construction Services: Services performed after execution of the Construction Amendment,
including construction, subcontractor procurement, project management, and closeout.
Cost of the Work: Direct and allowable costs incurred in performing Construction Services, as defined
in the Contract, excluding the CM/GC Fee.
Early Work Amendment: An amendment authorizing limited construction activities prior to
execution of the full Construction Amendment.
Guaranteed Maximum Price (GMP): The maximum compensation to be paid to the CM/GC for
Construction Services, including Cost of the Work and CM/GC Fee.
Open-Book Cost Estimating: A transparent process where the CM/GC provides detailed cost
information for review and reconciliation with the City and design team.
Preconstruction Services: Services performed prior to execution of the Construction Amendment,
including cost estimating, constructability review, scheduling, phasing, value engineering, and
coordination with the City and design team.
Project: The City Hall Deferred Maintenance and Quad Redesign Project located at 225 5th Street,
Springfield, Oregon.
Work: All labor, materials, equipment, and services required to complete the Project.
2.5 OVERVIEW AND PURPOSE
2.5.1 City Overview and Background
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Located between the heart of Downtown Springfield to the south and the historic Washburne
District to the north, Springfield City Hall serves as the central civic anchor for the community.
The facility houses a range of public-facing services and administrative functions for the City,
including the Springfield Public Library, City Council chambers, public meeting rooms,
Development and Public Works' Planning and Building Permit counter, offices for City
administrative staff and executive leadership, and an employee health center.
Originally constructed as a commercial shopping center in 1972, the building was repurposed to
serve as the seat of City government circa 1980. While the structure has served the City for
decades, its original design and subsequent adaptations present ongoing challenges in
functionality, efficiency, and long-term performance as a modern civic facility.
2.5.2 Project Overview & Purpose
The purpose of this Request for Proposals (RFP) is to solicit qualified firms to provide
preconstruction and construction services for the Springfield City Hall remodel and deferred
maintenance project using the Construction Manager/General Contractor (CM/GC) alternative
contracting method.
Springfield City Hall is facing critical deferred maintenance, safety, and operational challenges. A
2025 OSHA audit identified code deficiencies, and the HVAC system-largely original to 1980-
has reached near-total failure, requiring extensive staff time and costly repairs to keep it
operational. Aging building systems, coupled with the limitations of a structure not originally
designed for governmental use, have contributed to inefficiencies in space utilization and service
delivery.
What began as a limited remodel has evolved into a comprehensive modernization effort. The
City intends this project to address these deficiencies, improve life safety and code compliance,
and enhance operational efficiency. The Project is expected to result in a facility that can serve as
an effective civic center for the next 25-30 years, while maintaining continuity of essential
operations and public services throughout the construction process.
2.5.3 Project Background
The City has elected to utilize the CM/GC method to support a collaborative and flexible project
delivery approach that is well-suited to the complexity and constraints of this project. The City
has previously engaged a professional design firm to develop plans for the project, which has
proceeded to 75% design drawings for architectural modifications and major building systems.
The project involves significant deferred maintenance across multiple, interdependent building
systems, including HVAC, electrical, fire-life-safety, roofing, windows, plumbing, and security
systems. The CM/GC method will provide real-time constructability analysis and coordinated
sequencing to address these systems efficiently while reducing the risk of conflicts or rework.
Given the advanced condition of the existing HVAC system and the potential for system failure,
the City seeks to accelerate project delivery to minimize the risk of unplanned service
interruptions or emergency repairs.
In addition, the City anticipates the need for active value engineering to align the project scope
with available funding. The current project estimate ranges from approximately $12.5 million to
$13.8 million, with a target to reduce overall costs through iterative design and cost modeling.
The CM/GC will play a key role in providing continuous cost estimating, identifying cost-saving
City of Springfield -RFP for CM/GC Services Page 6 of 25

opportunities, and helping the project team make informed decisions throughout design
development.
Springfield City Hall must remain operational throughout construction, requiring careful phasing
to maintain public access and continuity of critical public services. Early contractor involvement
will allow for the development of safe, efficient construction sequencing that minimizes
disruption to City operations.
Finally, the project is subject to market constraints, including long lead times for major building
components such as HVAC equipment and electrical systems, as well as the challenges
associated with renovating an older facility with space and infrastructure limitations. The CM/GC
approach enables early procurement planning, proactive risk management, and close
coordination between the City, design team, and contractor to successfully navigate these
constraints.
Following completion of the preconstruction phase, the City intends to negotiate a Guaranteed
Maximum Price (GMP) or other mutually agreed-upon pricing structure for construction services.
The selected CM/GC will be expected to participate in a transparent, iterative process that aligns
scope, budget, and schedule, and to deliver a high-quality project that meets the City's long-
term operational and community needs.
2.6 SCOPE OF WORK/SPECIFICATIONS
The CM/GC shall provide the services described in the attached Statement of Work, Attachment A
and sample contract document, CM/GC Sample Agreement, Attachment B.
Project: City of Springfield "Quad" Office Renovation
Location: 225 5th Street, Springfield, OR 97477
Approximate Project Area: 33,750 sq ft
Estimated Total Project Cost (including preconstruction and design): $12.5 to $13.8 million
Estimated Construction Budget (Target GMP): $9 million
Estimated Contingency Task Budget: $1 million
2.7 PROJECT PHASES
The services of the CM/GC will be in two phases:
* Phase I - Preconstruction Phase.
* Phase II - Construction Phase.
2.7.1 Pre-Construction Services
2.8 Preconstruction services will be provided generally under the terms contained in the Sample CM/GC
Contract in Attachment B for services prior to the Construction Amendment, and paid for on a cost
reimbursement basis up to a stated maximum. The specific scope of preconstruction services will be
negotiated prior to signing the final CM/GC Contract, based on the Proposer's input as well as the
City's requirements. In general, pre-construction services are anticipated to include the following:
2.9 Provide detailed cost estimates at design milestones.
City of Springfield -RFP for CM/GC Services Page 7 of 25

*
Conduct constructability reviews and recommend value engineering options.
*
Develop phasing, site logistics, and safety plans to maintain public access during construction.
*
Advise on long-lead materials, procurement strategies, and market conditions.
*
Participate in design meetings and coordinate closely with City staff.
*
Develop preliminary and detailed construction schedules.
*
Assist with outreach to COBID-certified subcontractors.
*
Collaboration during planning & design
*
Participation in reconciliation of CM/GC cost estimates with the design team and City, as
requested.
2.9.1 Construction Services
The City reserves the right not to proceed with the Construction Amendment and to
proceed with a formal sealed bidding procurement for construction services for the
Project.
If the CM/GC Contract is amended to include Construction Phase Services, those
services will generally be provided under the terms of the Sample CM/GC Contract in
Attachment B based upon negotiation of the GMP. In general, construction services
are anticipated to include the following:
* Manage and perform all construction work required to rebuild the Quad areas.
* Maintain site safety, minimize disruptions to City operations, and coordinate access.
* Manage subcontractors, schedules, cost control, and QA/QC.
* Managing subcontractor procurement and bidding.
* Maintaining safety and quality control.
* Minimizing disruption to ongoing operations.
* Coordinating with building occupants and stakeholders.
* Complete all work according to the construction documents and deliver fully functional and
compliant space.
* Provide closeout documentation and support commissioning of site elements.
2.1 PERIOD OF PERFORMANCE
The schedule for performance of Services needed under the prospective Contract is approximately:
* Phase I: July 2026 to December 2026 for pre-Construction Services.
* Phase II: January 2027 to December 2027 for Construction Services.
SECTION 3: PROCUREMENT REQUIREMENTS
3.1 MINIMUM QUALIFICATIONS
3.2 To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of
this section:
3.3 Bonding Capacity - Proposers shall be capable of providing a 100% performance bond and 100%
labor and material bond for the Project.
3.4 Specialized Experience - Proposers shall have five or more years continuous experience as a currently
City of Springfield -RFP for CM/GC Services Page 8 of 25

incorporated construction firm that has completed other projects of comparable size, cost and
complexity during that time. The project(s) must have included key personnel (project manager and
superintendent) assigned to the projects. Key personnel's experience may be with the present
employer or with a previous employer.
3.5 Licensing - Proposers and its subcontractors must be licensed to do business in the State of Oregon
and have current Oregon Construction Contracts Board registration.
3.6 Availability - Proposers shall have key personnel available for the time and magnitude of the project
throughout its duration. Key personnel assigned to the project shall maintain their assigned position
throughout the project unless requested to be removed by the City or unless otherwise approved by
the City.
3.7 MAXIMUM SUBCONTRACTING
Proposers are advised that, to be considered for award, the CM/GC must have qualified
employees and capacity to self-perform (without subconsultant assistance) at least 51 percent of
the Contract value for the proposed services. The CM/GC firm must have qualified employees to
self-perform the Services and conduct quality control reviews of the core deliverables required
under the Contract.
3.8 PREVAILING WAGE
The CM/GC and all subcontractors shall comply with ORS 279C.800 through 279C.870.
The Bureau of Labor and Industries (BOLI) Prevailing Wage Rates that will apply to the
Contract shall be those in effect at the time the first Early Work Amendment is
executed, or if there is no Early Work Amendment, then those prevailing wage rates in
effect at the time the Construction Amendment is executed.
Once established, the prevailing wage rates will then be in effect for the remainder of the CM/GC
Contract. The prevailing wage rates that will apply will be those set forth in the then current
version of the following BOLI booklet, together with any amendments to that booklet:
"PREVAILING WAGE RATES for Public Works Contracts in Oregon."
3.9 MINIMUM SUBMISSION REQUIREMENTS
3.9.1 Proposal Submissions
To be considered for evaluation, Proposal must contain each of the following elements (further
detailed in Proposal Requirements section below). A completeness check will be conducted for
each submission. Incomplete submissions will not be accepted.
o Cover Letter
o Project Proposal
o Proposer Information & Certification Sheet (Attachment C)
o Reference Evaluation Form (Attachment D)
o COBID Information Form (Attachment E)
o Responsibility Inquiry (Attachment F)
o Reference Form (3 references) (Attachment G)
City of Springfield -RFP for CM/GC Services Page 9 of 25

3.9.2 Proposal Page Limits
Proposal is limited to 25 pages. Any pages exceeding this limit will not be provided to the
evaluation committee or considered in the evaluation. The following items do not count toward
the page limit:
o Resumes for Key Personnel
o Work Samples
o Proposer Information and Certification sheet (Attachment C)
o Reference Evaluation Form (Attachment D)
o COBID Information Form (Attachment E)
o Responsibility Inquiry (Attachment F)
o Reference Form for three (3) references (Attachment G)
o
3.9.3 Proposal Format and Quantity
Proposal should follow the format and reference the sections listed in the Proposal
Requirements section. Responses to each section and subsection should be labeled to indicate
the item being addressed.
Proposer shall submit one (1) hard copy of its Proposal and all other submittal requirements
using only white paper, minimum 12 point font bearing the Proposer's authorized
representative's Signature.
Proposer shall submit one (1) electronic copy of its Proposal and all other submittal
requirements, bearing the Proposer's authorized representative's Signature, on USB drive, DVD,
or CD in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft
Excel (xlsx).
If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records
Law (ORS 192.311 through 192.478) Proposer also shall submit a fully redacted version of its
Proposal, clearly identified as the redacted version.
Proposer shall submit its Proposal in a sealed package addressed to the SPC with the Proposer's
name and the solicitation number clearly visible on the outside of the package.
3.9.4 Authorized Representative
Failure of Proposer's authorized representative to sign the Proposal may result in rejection of the
Proposal by City.
3.10 PROPOSAL REQUIREMENTS
3.11 Proposal must address each of the items listed in this section and all other requirements set forth in
this RFP. A Proposal that merely offers to provide the architectural, engineering, photogrammetric
mapping, transportation planning or land surveying services or related services sought for the Project
as stated in this RFP may be considered non-Responsive to this RFP and will not be considered
further.
3.12 Proposal should not include extensive artwork, unusual printing or other materials not essential to the
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