Request for Quotes

Facility Conditions Assessment

and Facility Needs Analysis

City of Dayton, Oregon

The City of Dayton (“City”) is requesting quotes from qualified architectural, engineering, planning, or owner’s representative firms to assist the City with evaluating its municipal building facilities and long-term City Hall needs.

This informal request is being issued in accordance with the City’s purchasing policies and applicable state law for personal services at the intermediate procurement threshold. Selection will be made based on what the City determines to be in its best interest.

1.0 Project Background

The City is located in Yamhill County between the cities of McMinnville and Newberg. The City has 13 employees providing the full range of municipal services for a population of around 2,700.

The City’s existing City Hall has exceeded its useful life. For that reason, and due to projected growth, the City Hall is no longer adequate to meet current or future operational needs.

The current City Hall houses the Finance Director, Utility Billing, and Code Enforcement, as well as the Mary Gilkey City Library (“Library”). The City Hall, including the Library, spans approximately 3,040  square feet. The Library has a collection of approximately 10,500 items. This building is located at 416 Ferry Street, and its tax map and lot number from the Yamhill County Assessor is R4317DD 00201.

Other City functions—including the City Manager, City Recorder, Tourism/Economic Development, and City Council chambers/courtroom—are located in the City Hall Annex (“Annex”), which is a separate building on the same campus. This is approximately 6,000 square feet in size. The address for the Annex is 408 Ferry Street, and it is located on the same campus as the City Hall. The total City Hall/Annex campus is 0.63 acre. This campus also includes a trailer that houses the Public Works staff, as well as staff parking and several storage areas for Public Works equipment and materials. The construction dates for City Hall and the Annex are unknown.

In addition, the City owns the Palmer Creek Lodge Community Events Center (“Community Center”), a two-story facility constructed in 1955 with a combined square footage of approximately 8,000. This building is located at 606 4th St, Dayton, OR 97114. The tax map and lot number from the Yamhill County Assessor is R4317DD 01000. The Community Center campus totals 0.66 acre and includes a parking lot.

Photos of the Annex and Community Center are included for reference. Photos of the Annex start on page 7. Photos of the Community Center start on page 28.

In 2022, the City commissioned a “Seismic Retrofit of Dayton City Hall Annex” engineering report. That report estimated that the necessary upgrades to address seismic deficiencies at the Annex total $955,121. The consultant selected pursuant to this request for quotes should review this engineering report and determine which of the identified seismic retrofits are necessary for the selected plan for the Annex. Due to the large file size, this study is posted separately on the City website on the “Bids and Requests for Proposals” webpage under the “Business” grouping.

For the purposes of this project, it is assumed that City Hall and Library functions will be permanently relocated from the existing City Hall/Library facility. The final disposition of the current City Hall/Library is to be determined, though it could include demolition or sale.

Responses are requested by February 11, 2026 at 4:00 pm, but early responses are welcome.

Contact information for responses and questions:

Contact:              Jeremy Caudle, City Manager

Email:                  jcaudle@daytonoregon.gov

Phone:                503-864-2221 ext. 504

Submit responses electronically to the email address listed above. Interested firms are welcome to schedule an in-person site visit prior to submitting their quotes by contacting the City Manager to arrange an appointment.

The City anticipates the following schedule:

Consistent with the informal selection procedure for personal services contracts, the City may select the firm it determines to be in the City’s best interest it or may elect not to make a selection. The City reserves the right to negotiate the final scope of services, schedule, and compensation with the selected firm. Any resulting contract will be executed using the City’s standard “Personal Services Agreement,” which governs the terms and conditions for personal services engagements.

All responses submitted to the City in response to this informal “Request for Quotes” are subject to disclosure under Oregon public records law and may be made available for public inspection.

Firms may identify specific portions of their response that they believe qualify as confidential trade secrets by clearly marking those portions as “Confidential.” The City does not guarantee that such information will be exempt from disclosure and will handle requests for disclosure in accordance with applicable law.

The City appreciates your interest and looks forward to learning more about your firm’s capabilities.

                                                                                                                                                Sincerely,

                                                                                                                                                Jeremy B. Caudle

                                                                                                                                                City Manager

PLEASE SEE FULL TEXT OF REQUEST AND PHOTOS IN THE DOCUMENT LINKED BELOW

INVITATION TO PROPOSE

The City of Dayton, Oregon (“City”) requests proposals from qualified consultants to serve as the City’s System Integrator of Record for its control and telemetry (SCADA) systems. The selected consultant will (1) procure and install control and telemetry systems for existing City infrastructure, (2) procure such systems in connection with future City infrastructure projects, and (3) provide ongoing system maintenance and minor repair services.

Control and telemetry components must be procured from Rockwell Automation, and the selected consultant must be a Rockwell Certified Systems Integrator. The City intends to enter into a Master Services Contract and a Master Procurement and Installation Contract with the selected consultant. The anticipated initial term of the contracts will be five years with the option to extend for two additional 5-year periods.

A mandatory pre-submission meeting and site visit will be held at 2:00 p.m. on January 22, 2026, beginning at the Dayton Water Treatment Plant, 1209 Ferry Street, Dayton, OR 97114. Attendance is required to submit a proposal.

Proposals must be received by 2:00 pm on February 19, 2026 addressed to Westech Engineering, Inc., Attention: Denny Muchmore, P.E., 3841 Fairview Industrial Drive, SE, Salem, OR 97302, in a sealed envelope clearly marked “City of Dayton, System Integrator of Record,” along with the name of the proposer.

Copies of the full RFP, including appendices with the sample contracts and proposer’s response form, may be obtained from Westech Engineering, Inc., Attention: Denny Muchmore, P.E., 3841 Fairview Industrial Dr. SE, Suite 100, Salem, OR 97302, (503) 585-2474, dmuchmore@westech-eng.com.

Requests for clarification must be submitted in writing no later than February 13, 2026, at 10:00 a.m. Protests to the solicitation must be filed no later than February 10, 2026, at 5:00 p.m.

The City reserves the right to reject any or all proposals or to waive irregularities.

Click the link to the PDF below to access the full RFP, including appendices with the sample contracts and proposer’s response form.