Owners’ Representative (ORep) for Water Treatment Plant Operations and Maintenance (O&M) Contract

REQUEST FOR PROPOSALS
PROFESSIONAL SERVICES
Owners' Representative (ORep) for
Water Treatment Plant Operations and
Maintenance (O&M) Contract
Project # 1162
ADVERTISEMENT DATE: APRIL 1, 2026
Address Proposals to:
City of Wilsonville
Attn: Delora Kerber, Public Works Director
29799 SW Town Center Loop East
Wilsonville, OR 97070
Proposals due: Wednesday, April 29, 2026, at 4:00 p.m., Pacific Time
Proposals must be in sealed opaque envelope, plainly marked as follows: "Request for Proposals
- ORep Water Treatment Plant O&M Contract," and sent to the attention of Delora Kerber, Public
Works. Include the name and address of the Proposer. Proposers must submit four (4) paper sets
of the Proposal along with one (1) electronic set on a USB thumb drive. Faxed or electronically
mailed Proposals will not be accepted. The City of Wilsonville reserves the right to reject any or
all Proposals.

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Table of Contents
Request for Proposals
I. PROJECT DESCRIPTION ...................................................................................... 3
II. SCOPE OF WORK ................................................................................................. 3
Term of Service............................................................................................................ 3
Pre-Contract Activity ................................................................................................... 3
Task 1 - Project Management...................................................................................... 4
Task 2 - Procurement Strategy .................................................................................... 4
Task 3 - Data Collection and Recommendations ......................................................... 4
Task 4 - Request of Qualifications (RFQ) Development ............................................ 5
Task 5 - Statement of Qualifications (SOQ) Evaluation ............................................. 5
Task 6 - Request for Proposals (RFP) Development .................................................. 5
Task 7 - RFP Evaluation ............................................................................................. 6
Task 8 - Negotiation .................................................................................................... 6
Task 9 - Project Transition ........................................................................................... 6
III. MINIMUM QUALIFICATIONS .............................................................................. 6
IV. PROPOSAL REQUIREMENTS ............................................................................... 7
Proposal Format ........................................................................................................... 7
Introductory Letter ....................................................................................................... 7
Project Understanding .................................................................................................. 8
Project Approach ......................................................................................................... 8
Proposer Experience .................................................................................................... 9
Project Team Experience ............................................................................................. 9
Project Schedule........................................................................................................... 9
Acknowledgement of Professional Service Agreement ............................................ 10
Supporting Information .............................................................................................. 10
V. PROPOSAL SUBMISSION ................................................................................... 10
VI. PROPOSAL EVALUATION AND SELECTION .................................................... 11
Written Evaluation ..................................................................................................... 11
Interview Evaluation .................................................................................................. 11
Successful Proposer Determination ........................................................................... 12
Award Protest............................................................................................................. 12
VII. SCHEDULE ......................................................................................................... 13
VIII. PRE-PROPOSAL MEETING ................................................................................ 13
IX. RFP DOCUMENTS .............................................................................................. 14
X. PROJECT MANAGER ......................................................................................... 14
XI. RFP QUESTIONS ................................................................................................ 14
XII. GENERAL RFP INFORMATION .......................................................................... 15
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Changes to the RFP Solicitation by Addenda ............................................................ 15
Confidentiality ........................................................................................................... 15
Cancellation ............................................................................................................... 15
Late Proposals ............................................................................................................ 16
Disputes...................................................................................................................... 16
Proposer Certifications............................................................................................... 16
Nondiscrimination...................................................................................................... 17
Competition................................................................................................................ 17
RFP Protests and Change Requests ........................................................................... 17
Proposal Liability ....................................................................................................... 17
City Requests for Clarification, Additional Research, and Revisions ....................... 18
Rejection of Proposals ............................................................................................... 18
City's Reservation of Rights ...................................................................................... 18
Modification or Withdrawal of Proposal by Proposer ............................................... 19
Duration of Proposal .................................................................................................. 19
Local and Federal Requirements ............................................................................... 19
Attachment A
Sample Professional Services Agreement ..........................................................................A-1
Attachment B
WRWTP Operations and Maintenance Agreements ............................................................B-1
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Request for Proposals
The City of Wilsonville, Oregon and City of Sherwood, Oregon (the "City") are requesting
Proposals in order to select a qualified consultant to provide professional services for an Owners'
Representative for the Water Treatment Plant Operations and Maintenance Contract (the
"Project"). Consultants are invited to demonstrate their experience and qualifications in
performing work directly related to the services required by responding to this Request for
Proposals (RFP). The anticipated negotiated fee for this Project is expected to exceed $250,000;
therefore, Proposals will be evaluated in accordance with the qualifications-based selection
procedures of OAR 137-048-0220. This Project does does not involve federal funds.

I. PROJECT DESCRIPTION
The Willamette Water Treatment Plant began operations in 2002 and is co-owned by the City of
Wilsonville, Tualatin Valley Water District and the City of Sherwood. The plant was recently
upgraded to 20 million gallons per day (MGD) capacity that is split between City of Sherwood -
6.65 MGD, and City of Wilsonville - 13.3 MGD. The water plant Operations and -Maintenance
(O&M) contract expires on June 30, 2028. The current annual payment to the contractor is $3.1
million.
The City is seeking Proposals from highly qualified individuals, consulting firms, or teams of
consultants ("Proposers") to assist in developing criteria, evaluating, selecting and negotiating with
a vendor to operate and maintain the Willamette River Water Treatment Plant. Acting as a
technical and strategic advisor, the Owners' Representative will assess the owners' needs, develop
procurement documents and guide a fair, transparent and regulatory-compliant competitive
selection process. Owners' Representative will evaluate vendor proposals, support interviews and
contract negotiations and oversee the transition to the selected operator.
II. SCOPE OF WORK
The following is a general scope of work for assisting with the development of Water Treatment
Plant Operation and Maintenance contract solicitation documents and acting as an advisor during
the selection process, contract negotiations, contract development, and contract transition.
Proposers will provide a proposed scope of work that will encompass the general task below, but
with more detail and explanation of how each task will be performed and include any key tasks
pertinent to the successful completion of the Project. The Cities reserves the right to negotiate the
final scope of work attached to the Professional Service Agreement.
Term of Service
The contract resulting from this RFP shall have an anticipated date of final completion on June 30,
2028.
Pre-Contract Activity
The successful Proposer shall work with the City's Project Manager to refine and clarify the scope
of services prior to preparing its cost proposal. Pre-contract meetings may be required and shall
not be billable to the City.
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Task 1 - Project Management
Provide overall management of the project work and oversight and coordination of the consultant team,
including staff and sub-consultants. Coordinate project work with the City Project Manager and
communicate work status on a regular basis and as project issues or concerns arise.
Maintain an electronic project file for all project documents. Digital copies of documentation to be
delivered in AutoCAD, Word, Excel or PDF format, as appropriate. Deliver final versions of all
documents.
Prepare monthly progress reports accompanied by progress billings, as well as monitor work tasks,
budgets and schedule. Monthly progress billings are subject to City review and approval.
Prepare a detailed Project schedule that includes each task and subtask and key project milestones.
Update the Project schedule as changes to task timeframes occur.
Plan, attend, provide agendas for and notes from regular project status meetings, conference calls,
other communications needed to coordinate activities with staff, owners' advisory team, and other
project stakeholders.
Prepare materials for meetings and participate in up to four (4) City Council work sessions, two
for each city, as requested by staff.
Task 2 - Procurement Strategy
Develop the overall Operations and Maintenance (O&M) procurement strategy for the Project.
Identify and compare different approaches to Operations procurement in terms of contract scope
and price, and selection criteria, opportunities, level of effort and risk to complete. Develop a
detailed Procurement schedule. Identify the most important qualifications and experience.
Facilitate workshops to summarize and confirm the project goals, objectives and overall strategy
for the implementation of the procurement process.
Task 3 - Data Collection and Recommendations
Conduct a review of the current O&M contract, performance history and other relevant
documentation including but not limited to operational metrics, compliance data, maintenance
logs and financial report of the water treatment facility. Provide feedback, suggestions and
discuss proposed changes and modifications with stakeholders.
Identify areas of opportunity for service improvement, cost reductions, and improved risk
sharing and/or risk transfer. Best practices should be identified and presented as a part of the
review process. Identify best practices in the areas of contractor performance requirements
and method for contractor payment.
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Task 4 - Request of Qualifications (RFQ) Development
Develop and execute a qualification process for prospective O&M proposers with the goal of
maximizing the participation of qualified contract O&M firms and receiving responsive, high-
quality, cost-effective proposals for consideration from firms qualified to perform.
Prepare an outline of RFQ documents, summarizing RFQ objectives, required minimum
qualifications, any additional qualifications and short-listing process.
Work products may include project description, key success factors, scope of work,
performance specifications, statement of qualifications submittal requirements, evaluation
criteria, risk assignment & guarantee provisions, quality assurance requirements and
procedures, operational and staff transitions, and facility operation requirements.
Coordinate with legal counsel, as needed, for development of a contract document to be
included with the solicitation.
Prepare preliminary RFQ, incorporating the owners' advisory team comments into final RFQ.
Assist in responding to requests for clarification and questions from prospective proposers
subject to the communication requirements in the solicitation documents. Prepare any
addenda to the RFQ, as needed.
Task 5 - Statement of Qualifications (SOQ) Evaluation
Participate in proposal evaluations in accordance with the RFQ requirements to yield a short-
list of the most qualified proposers to participate in the subsequent RFP process.
Develop an evaluation model for tabulating scores from the evaluation committee members.
Review Statement of Qualifications (SOQ) for completeness in accordance with RFQ
requirements.
Develop a questionnaire to be used during reference check. Conduct due diligence and
reference checks of proposers including firm's financial stability.
Prepare SOQ evaluation summary report.
Task 6 - Request for Proposals (RFP) Development
Prepare RFP documents for most qualified proposers identified through the RFQ process.
Work products may include background technical information, minimum technical
requirements and standards, scope of services, proposal submittal requirements and evaluation
criteria, communication protocol, and budget information.
Coordinating with legal counsel, assist in the revision or development of the O&M Service
contract that describes all the terms of the public-private partnership. Terms including and
not limited to operational guarantees, limits of liability, liquidated damages, uncontrolled
circumstances, asset management and condition assessment and distribution of maintenance
activities.
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Prepare preliminary RFP, incorporating owners' advisory team comments into final RFP.
Assist in responding to requests for clarification and questions from prospective proposers
subject to the communication requirements in the solicitation documents. Prepare any
addenda to the RFP, as needed.
Task 7 - RFP Evaluation
Participate in the evaluations of the RFP submittals and interviews to assist in the selection of
the O&M firm.
Conduct a comprehensive evaluation of the financial and organizational merits of Proposal
submittals. This may require the re-validation of information provided in the RFQ process.
Tasks will include an evaluation of financial strength and soundness of the O&M firm,
experience of key team members, anticipated compliance with all relevant RFP performance
requirements, acceptance/exception of/to applicable terms and conditions of service contract.
Develop and implement a due diligence plan that includes reference checks and site visits to
comparable facilities (subject to budget assumptions). Prepare summary memo describing
process and findings.
Prepare materials and facilitate interviews with up to three (3) O&M firms. Summarize
interviews as appropriate.
Provide Proposal evaluation summary report.
Task 8 - Negotiation
Provide technical assistance in negotiating a professional service agreement with the selected
vendor. Participate in validation and negotiation of pricing related to O&M services, financial and
other support to legal staff and outside counsel during negotiations of the O&M Service
Agreement.
Provide a summary of key negotiation topics and outcomes to support negotiations.
Task 9 - Project Transition
Provide project/program management services to include technical, operational, financial, and
management expertise during the Contract O&M implementation to include assistance to the
City for operational transitions. Develop a six-month transition plan.
III. MINIMUM QUALIFICATIONS
To be considered for award of the contract for this Project, Proposers must demonstrate the
following minimum criteria as part of their Proposal.
1. Proposer shall demonstrate experience serving as an owner's representative providing
procurement services for water or wastewater infrastructure that preferably includes
operations and maintenance services.
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2. Proposer shall demonstrate a minimum of 8 years' experience providing the types of
services described within the Scope of Work of this Request for Proposals for public
agencies.
3. Proposers with a record of substandard workmanship, as verified by the City by
communication with licensing authorities, former clients and references, and other means
as the City deems appropriate, will not be considered.
IV. PROPOSAL REQUIREMENTS
Proposers shall prepare and submit Proposals in accordance with the requirements stated within
this RFP. Adherence to these requirements will ensure a fair and objective analysis of submitted
Proposals. Proposals should provide a clear, concise description of the Proposer's capabilities to
satisfy the requirements of this RFP. Emphasis should be placed on completeness, brevity, and
clarity of content. Failure to comply with or complete any part of the RFP may result in rejection
of the Proposal. The ability to follow these instructions demonstrates attention to detail.
Proposal Format
Proposals shall be typewritten with a standard body text font (e.g., Calibri, Times New Roman,
Garamond) of at least 12-point. Hard copies of Proposals shall be preferable double sided and
stapled or bound in the upper left-hand corner. The City requests that submittal material contains
post-consumer recycled content and is readily recyclable. The City discourages the use of materials
that cannot be readily recycled, such as PVC binders, spiral bindings, and plastic or glossy covers
or dividers. Electronic Proposals shall be combined into a single pdf file. One page is considered
to be one side of a single 812" x 11" sheet.
Proposals shall be organized in accordance with the listed Proposal contents and shall not exceed
10 sheets (20 total pages). Supporting Information, as defined below, shall be provided in a
separate section at the end of the Proposal, and not counted in the page limit requirements. A front
cover sheet and one-page table of contents (if included) are not counted in the page limit
requirements.
Proposals exceeding the specified number of pages or text font size may be considered non-
responsive and the Proposal may be rejected. Pages exceeding the maximum page limit may not
be reviewed.
Introductory Letter
The introductory letter should address the Proposer's willingness and commitment, if selected, to
provide the services offered and a description of why the Proposer believes it should be selected.
The letter shall be addressed to the City's Project Manager and include the name of the firm, as
well as the printed name, title, telephone number, and email address of the officer authorized to
represent the Proposer in any correspondence, negotiations, and signing of any contract that may
result. Include the address of the office that will be providing the service and the project manager's
name, title, telephone number, and e-mail address. The Proposer's federal and state tax ID
numbers and the state of incorporation, if applicable, shall also be included. The letter must be
signed by the Proposer, if an individual, or by a legal representative of the Proposer's entity,
authorized to bind the entity in contractual matters.
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The letter of interest shall specifically stipulate the following statements:
"Proposer has received and examined, as part of the Proposal, Addenda No. __
through __. Proposer accepts all terms and conditions contained in the Request
for Proposal and the Professional Services Agreement, except as otherwise
specifically noted as an Exception in the Proposal."
"The submitted Proposal is valid for a period of ninety (90) days from the time and
date Proposals are due."
"All materials and documents acquired or produced by the consultant in
conjunction with the resulting contract shall be delivered to and become property
of the City of Wilsonville, without restriction or limitation of future use."
Project Understanding
Proposals shall demonstrate the Proposer's understanding of the Project by providing a clear and
concise description of the Project, discussion of the anticipated primary issues and milestones, and
identification of key stakeholders, based on the information provided in the RFP.
Project Approach
Proposals shall clearly define the tasks and activities necessary to meet the objectives outlined in
the Scope of Work of the RFP. Proposers should demonstrate knowledge of the type of work
requested, ability to solve the anticipated Project issues, and ability to offer innovative ideas.
Proposer's ability to expeditiously complete the work should be made evident. The Proposal
should include the following:
1. Describe overall approach to project management.
2. Describe Proposer's approach and methodology for preparing project cost estimates,
including the services being solicited by the RFP.
3. Describe approach to organize and accomplish each of the tasks and activities of this RFP,
including addressing the anticipated primary issues and milestones.
4. Identify Proposer's specific team members, including any sub-consultants, and resources
assigned to each task and activity of the RFP.
5. Describe Proposer's approach to complete the tasks and activities of this RFP in a timely
manner and control costs.
6. Describe Proposer's approach to unanticipated issues that may arise during the Project.
7. Describe Proposer's quality assurance and quality control procedures to be implemented
on this Project.
8. Describe Proposer's approach and abilities to interact and engage stakeholders.
9. Identify and describe the deliverables that will result from each task and activity.
10. Identify key points of input and review with City staff.
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