PERS HQ Long Range Facilities Plan

PERS HQ Long Range Facilities Plan RFQ LRFP PERS Addendum # 1 PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 1 The State of Oregon Public Employees Retirement System (PERS) Issues the Following Informal Request for Quote (RFQ) PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan Date of Issuance: March 9, 2026 Pre-Bid Conference: March 31, 2026 Site Walk 10:00 AM (Pacific Time) Quotes Due: April 14, 2026 1:00 PM (Pacific Time) Sole Point of Contact: Ryan Ellis, Procurement and Contracts Specialist Oregon Public Employees Retirement System Contracts and Procurement Section 11410 SW 68th Pkwy Tigard, OR 97223 E-mail: ryan.ellis@pers.oregon.gov PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 2 1.0 INTRODUCTION The State of Oregon, acting by and through its Public Employees Retirement System (PERS or Agency), issues this Request for Quote (RFQ) for a Long-Range Facilities Plan for the PERS Headquarters building, located at 11410 SW 68th Parkway, Tigard, OR 97281. 2.0 SOLICITATION PROCESS: 2.1 Procurement Method: PERS is conducting this solicitation as an Intermediate Procurement in accordance with ORS 279B.070 and OAR 125-247-0270. This is an informal solicitation and no protests of the solicitation, or the award will be considered. 2.2 Sole Point Of Contact: All questions about the technical and contractual requirements or the procurement process must be directed to the Sole Point of Contact (SPC) listed on the cover page of this RFQ. 2.3 Addenda and Clarifications: PERS will issue addenda to this RFQ, clarifications, questions and their answers and other RFQ-related notices through email. PERS encourages all prospective Offerors to monitor email regularly through the Quote due date and time to avoid missing any RFQ Addenda, Q & A responses or Announcements. 3.0 CONTRACTUAL OVERVIEW 3.1 Term of Contract: The Contractor shall complete the Long-Range Facilities Plan within approximately 10–12 weeks from contract execution in order to support the Agency’s targeted completion of the LRFP by June 2026. 3.2 Contract Payment & Method of Compensation: Invoicing for basic services shall be submitted to PERS monthly for services completed the prior month. Invoicing for additional services will be itemized and detailed as a separate line item on the invoice and submitted after completion of work unless progress payments have been previously agreed to by both parties. Payment will be made 30 days after receipt of invoice per ORS293.462. Contractor’s payment shall be for completion of tasks and deliverables in conformance with all Contract requirements, applicable standards and applicable acceptance criteria. 3.3 Contractual Obligation: All proposers who submit a quote in response to this solicitation understand, acknowledge and agree that PERS is not obligated to enter into an agreement with any Offeror and further, has absolutely no financial obligation to any Offeror. 3.3 Anticipated Amendments: Contingent upon Agency’s need, availability of approved funding, concurrence by both parties and Contractor’s performance, potential Contract amendments may include, but are not limited PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 3 to the following: 3.3.1 add tasks (within the scope of the basic or additional services described in this RFQ) or delete tasks; 3.4 Contract Terms and Conditions: The contract for services will include: Exhibit 1 - PERS Headquarters Building Long Range Facilities Plan Statement of Work Exhibit 2 - Insurance Requirements Exhibit 3 - Independent Contractor Certification Exhibit 4 - State of Oregon Sample Contract Exhibit 5 – Supplemental Terms and Conditions Reference # 1 – Oregon EO-25-22 Seismic Resilience Reference # 2 – Oregon HB 3409 Reference # 3 – Oregon Space Design and Utilization Policy 107-011-100 4.0 INSTRUCTIONS TO Offerors: 4.1 Mandatory Pre-Bid Conference Agency shall hold a Pre-Bid Conference to clarify Agency expectations and site walk for the Long Range Facilities Plan. Attendance at the Pre-Bid Conference is mandatory and interested offerors must email the Sole Point of Contact by March 26, 2026 to be registered for the mandatory Pre-Bid conference. Only registered Offerors will receive an email invite with further instructions for the Pre-Bid conference. The Pre-Bid conference and site walk will occur on March 31, 2026. Attendance shall be recorded, and only those attending shall be eligible to submit a Quote. Any questions resulting from the site walk must be submitted in writing via email to the Sole Point of Contact. 4.2 Questions If you have any questions prior to submitting your quote, submit them in writing to ryan.ellis@pers.oregon.gov no later than 1:00 PM (Pacific Time) on April 7, 2026. Submittal must reference PERS S-45900-00016237 in the email. 4.2 Quote Submission Submit quote responses by email attachment (PDF or MS Word no later than 1:00 PM (Pacific Time) on April 14, 2026, and reference PERS S-45900-00016237. Submit to: Ryan Ellis, Procurement and Contracts Specialist ryan.ellis@pers.oregon.gov Quotes must be received by PERS prior to the scheduled Closing date and time. Please do not wait until the last minute to send electronic quotes in case there are transmittal problems or delays. Late quotes or modifications will not be considered. Offerors must be able to comply with all requirements of this RFQ and accept the terms and conditions of this RFQ, including those terms and conditions contained in Exhibits 1-5. PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 4 4.5 Quote Format Offerors are required to submit the following documents: ❑ Cover Sheet (Attachment A): The cover sheet must be signed by an authorized representative of the Offeror. Offeror’s signature and submission of a signed quote in response to the RFQ constitutes Offeror’s affirmation that:

• the Offeror, to supply proposed service completion schedule;
• the Offeror, acting through its authorized representative, has read and understands all RFQ

instructions, specifications, and terms and conditions contained within this RFQ and addenda, if any;

• the Offeror certifies that its quote has been arrived at independently and has been submitted without

any collusion designed to limit independent quotes or competition;

• the Offeror is bound by, and will comply with, all requirements, specifications and terms and

conditions contained within this RFQ, including addenda, if any;

• all information provided within its Quote is true, accurate and complete, and

Offeror has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055.

• Specify if an Oregon Minority Business Enterprise, a Women Business Enterprise, Disadvantaged

Business Enterprise, or an Emerging Small Business. ❑ Price Quote (Attachment B): Complete the pricing matrix for PERS Headquarters Building Long Range Facilities Plan. All prices and any other significant statements contained in the Quote must be valid for sixty (60) days from the RFQ closing date. PERS may request that Offerors extend this sixty (60) day period in writing. All pricing will be inclusive of any travel and expenses for PERS Headquarters Building Arc Flash Assessment. Any quotes for additional services will itemize all costs and the final accepted quote or services will be inclusive of all travel and expenses. PERS requests that pricing remain fixed for the first-year contract period. Thereafter, Contractor may seek a price increase reflecting increased operating, labor or material costs for an extension term by submitting a written request to PERS, including all appropriate price documentation. A written request must be received by PERS 60 days prior to contract expiration. No more than one price increase shall be allowed during any twelve-month period regardless of the number of contract extension terms. ❑ Certificate of Insurance per the requirements of Exhibit 2. ❑ Certification of Independent Contractor Status per Exhibit 3. 4.6 Cost of Quotes All costs incurred in preparing, submitting, and delivering a quote in response to this solicitation are the responsibility of the Offeror and will not be reimbursed by PERS. PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 5 5.0 EVALUATION AND AWARD 5.1 Evaluation Each Quote will be reviewed for completeness and compliance with the requirements of this RFQ. Offeror may be asked to provide additional clarification and PERS reserves the right to request amended Quote. The evaluation criteria for selecting the Contractor shall include but are not limited to the following:

• Offeror’s relevant experience
• Demonstrated experience
• Ability to meet agency project schedule
• Price Quote for PERS Headquarters Building Long Range Facilities Plan, miscellaneous fees, and/or

hourly rates for any additional work for this service.

• Acceptance of all contractual terms and conditions including ability to meet the requirements of the

statement of work.

• Registered in OregonBuys (State of Oregon eProcurement system) https://oregonbuys.gov/bso/

Contract Evaluation Criteria Proposals received in response to this RFQ will be evaluated based on the following criteria. The Agency may consider the overall value of the proposal, the Offeror’s qualifications and experience, and the Offeror’s demonstrated understanding of the project requirements. The Agency reserves the right to request clarification of any proposal, request additional information from Offerors, and consider any other information deemed relevant in determining the proposal that best meets the needs and interests of the Agency. 1. Cost / Fee Proposal Evaluation Focus  Total proposed project cost  Cost clarity and completeness  Reasonableness of cost relative to the scope of work  Overall value offered for the services proposed 2. Relevant LRFP Experience Evaluation Focus  Demonstrated experience developing Long-Range Facility Plans (LRFPs), facility master plans, or capital asset plans  Experience performing facility condition assessments and long-term capital improvement planning  Minimum five years of relevant professional experience in facility planning or strategic asset management  Experience working with facilities similar in size, complexity, or operational environment 3. Public Sector Experience Evaluation Focus  Experience performing facility planning work for state agencies, municipalities, or other public PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 6 institutions  Familiarity with government facility planning requirements, compliance considerations, and operational environments  Experience working within public sector stakeholder and procurement environments 4. Project Approach & Methodology Evaluation Focus  Understanding of the scope and objectives of the Long-Range Facilities Plan  Methodology for conducting facility condition assessments and long-term capital planning  Approach to addressing seismic resilience, sustainability planning, hybrid workforce space utilization, and compliance requirements such as HB 3409  Clarity and structure of the proposed planning process 5.2 Award PERS reserves the right to award a contract based solely upon information submitted. PERS may negotiate with an Offeror to clarify its quote or to effect modifications that will make the Quote acceptable or more advantageous to PERS. PERS reserves the right to not award a contract resulting from this Solicitation if PERS finds such a decision to be in the best interest of the state or the Agency. 5.3 INSURANCE REQUIREMENTS Insurance requirements for the Contract are specified in “Exhibit 2 - Insurance Provisions” of Exhibit 2. 5.4 LEGAL COMPLIANCE Offeror must comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes including the Americans with Disabilities Act. 5.5 CERTIFICATION OF COMPLIANCE WITH DISCRIMINATION LAWS Each Proposer, by submitting a Quote in response to this RFQ, thereby certifies that it has not discriminated against minority, women or emerging small business enterprises, or a business enterprise that is owned or controlled by or that employs a disabled veteran, as that term is defined in ORS 408.225, in obtaining any subcontracts, and that the Proposer is not in violation of any discrimination laws. 5.6 CERTIFIED BUSINESS FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to 200.200; ORS 279A.105) Participation By Disadvantaged Business Enterprises, Minority-Owned Businesses, Woman-Owned Businesses, and Emerging Small Businesses. As noted in Executive Order 12-03: “Minority-owned and Woman-owned businesses continue to be a dynamic and fast-growing sector of the Oregon economy. Oregon is committed to creating an environment that supports the PERS # S-45900-00016237 Headquarters Building Long Range Facilities Plan 7 ingenuity and industriousness of Oregon’s Minority Business Enterprise [MBE] and Woman Business Enterprise [WBE]. Emerging Small Business [ESB] firms are also an important sector of the state’s economy.” Any Oregon firm that is certified as a disadvantaged business enterprise, minority-owned business, woman-owned business, business owned by a service-disabled veteran or emerging small business, as defined in ORS 200.005 and pursuant to ORS 200.055 (a “Certified Business Firm”), has an equal opportunity to participate in the performance of contracts financed with State funds. By submitting its Proposal, Proposer certifies that it will make good faith efforts to ensure that Certified Business Firms are provided an equal opportunity to compete for and participate in the performance of any subcontracts resulting from this procurement. Proposer further certifies and agrees that it has not discriminated and will not discr