Active SLED Opportunity · OREGON · CITY OF SWEET HOME
AI Summary
The City of Sweet Home seeks qualified construction firms to renovate the East Wing of City Hall into ADA-compliant office space for the Community Services Consortium. The project includes infrastructure upgrades with a $300,000 budget. Proposals are due by June 26, 2026, with evaluation based on project understanding, team qualifications, experience, and cost.
The City of Sweet Home is seeking proposals from qualified construction firms to renovate the East Wing of City Hall for occupancy by the Community Services Consortium (CSC), a critical regional service provider. This project involves converting an unfinished section of the building into fully functional, ADA-compliant office and service space, including restrooms, kitchenette, HVAC, and other infrastructure improvements.
The selected firm will be responsible for construction of all requested improvements. The City is committed to selecting a partner that can deliver a high-quality, cost-effective, and efficient solution aligned with community values. The available budget for this project is $300,000.
Please note that if you attended the mandatory pre-bid meeting for Project ID RFP-2026-01 on December 3, 2025, you are NOT required to attend the new pre-bid meeting and you will be considered eligible to bid for this solicitation. The attendance sheet for that pre-bid meeting is posted to the Attachments section of this solicitation.
The City of Sweet Home, Oregon (pop. 10,097), is a growing municipality nestled in the foothills of the Cascade Mountains, covering approximately six square miles in Linn County. Operated under a Council-Manager form of government, the City is governed by a Mayor and six at-large Councilors. Sweet Home’s location—25 miles east of I-5 and surrounded by the Willamette National Forest, Foster Lake, and the South Santiam River—makes it a hub for both regional recreation and rural economic activity.
Each summer, the City draws thousands of visitors for outdoor recreation and events. The community also serves as a critical waypoint for travelers headed to Central Oregon and continues to expand with new residential development and growing interest in commercial and industrial investment.
This project supports that growth by preparing a key portion of City Hall for lease to the Community Services Consortium (CSC), which will expand vital workforce and social services to East Linn County. Delivering this project successfully will directly support the City's strategic goals around facility modernization, community partnerships, and workforce development.
Evaluates proposer’s understanding of the City's goals, the operational environment at City Hall, and anticipated challenges. Includes proposed project methodology, schedule and phasing, and coordination with public operations.
Assesses the qualifications and experience of key personnel, including project manager, lead designer, and construction supervisor. Includes licenses, past roles on comparable projects, and proposed team organization.
Evaluates the proposer’s track record in delivering similar public sector projects. Includes past clients, delivery methods (Design-Build, CM/GC), cost and schedule outcomes, and performance with public agencies.
The proposal with the lowest total cost will receive full points. All other proposals will receive proportionally lower scores based on the percentage difference from the lowest cost.
Cost points = (Lowest Total Cost ÷ Proposer’s Total Cost) × Available Points
Each Proposer shall provide the following (no more than 15 pages, minimum 12 point font):
Cover Letter
A signed letter from an officer of the firm authorized to commit the proposer contractually. Include:
The legal name of the proposing firm and any subcontractors or joint ventures
Principal business address, telephone number, and primary email address
A statement of interest in the project and commitment to perform the required services
Brief rationale for why the proposer should be selected
Project Understanding and Approach
Describe the proposer’s understanding of the City’s goals, operational environment, and anticipated project challenges. Include:
A detailed approach to the project delivery method
Proposed phasing and schedule strategies
Coordination with City Hall operations and public meetings
Team Qualifications and Roles
Identify the key team members and their roles. Include:
Summary of individual qualifications, relevant experience, and licenses
An organizational chart showing lines of responsibility and communication
Any proposed subcontractors or consultants
Firm Experience and Relevant Projects
Provide examples of 2–5 completed projects of similar scope, size, and complexity. For each, include:
Project name and location
Public agency/client contact information
Scope of services provided
Project delivery method (Design-Build, CM/GC, etc.)
Original and final cost and schedule
Lessons learned or notable outcomes
Capacity and Availability
Provide a statement confirming:
The proposer’s current workload and ability to begin immediately upon award
Availability of proposed staff throughout the project duration
References
List at least three references from recent, relevant projects, including name, title, phone, and email of the contact person. The City may contact any listed references to evaluate proposer performance. The City also reserves the right to investigate proposer performance on other projects not listed in the proposal.
Proposers shall submit a complete cost proposal as a separate document, clearly labeled, and uploaded in the pricing section of this solicitation. The cost proposal must include the following components:
Standard Hourly Rates
A schedule of hourly rates for all relevant personnel classifications, including subcontractors and consultants, if applicable.
Cost Estimate
A project cost estimate, including design/engineering services, should be submitted. Estimates should clearly be separated into Phase 1 and Phase 2.
Reimbursable Expenses
A not-to-exceed amount for any reimbursable expenses, along with a description of what those may include and how they will be tracked and invoiced (e.g., mileage, printing, permits).
Optional Services or Value-Added Proposals (if applicable)
If the proposer wishes to include any optional or value-added services, those costs shall be clearly separated and identified as optional.
Note: The final scope of work and total compensation will be subject to negotiation with the selected proposer, based on the City's needs and available funding. All costs submitted must be valid for a minimum of 90 days from the proposal deadline.
By submitting a proposal, the undersigned agrees to furnish all services in accordance with the requirements of this RFP, its addenda, and applicable public contracting rules.
The City may request additional cost breakdowns or clarification during the evaluation process. Failure to provide reasonable supporting documentation may result in disqualification.
This will be verified in the Secretary of State Portal. https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login
The undersigned Proposer hereby certifies that it, its’ officers, partners, owners, providers, representatives, employees and parties in interest, including the affiant, has not in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, potential Proposer, firm or person, in connection with this solicitation, to submit a collusive or sham bid, to refrain from bidding, to manipulate or ascertain the price(s) of other Proposers or potential Proposers, or to secure through any unlawful act an advantage over other Proposers or the City. The fees and prices submitted herein have been arrived at in an entirely independent and lawful manner by the Proposer without consultation with other Proposers or potential Proposers or foreknowledge of the prices to be submitted in response to this solicitation by other Proposers or potential Proposers on the part of the Proposer, its officers, partners, owners, providers, representatives, employees or parties in interest, including the affiant.
The undersigned Proposer and each person signing on behalf of the Proposer certifies, and in the case of a sole proprietorship, partnership, or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the City Council, officer, employee, or person, whose salary is payable in whole or in part by the City, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof, except as noted otherwise herein. The undersigned hereby submits this Proposal to furnish all work, services systems, materials, and labor as indicated herein and agrees to be bound by the following documents: Request for Proposal, Professional Services Agreement (upon negotiation and approval), and associated inclusions and references, specifications, Proposal Form, Proposer response, mutually agreed clarifications, appropriately priced change orders, exceptions which are acceptable to the City, and all other Proposer submittals.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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