00010179_Addendum_1.pdf

RFP S-73000-00010179 Page 1 of 4 Addendum #1

Level 3 - Restricted

Date: August 9, 2024 To: Potential Proposers From: Summer Guthrie, Procurement and Contract Specialist Re: RFP/ OregonBuys Bid Solicitation Number: S-73000-00010179

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ADDENDUM # 1

to RFP #S-73000-00010179

This Addendum modifies the Request for Proposal (RFP) document(s) only to the extent indicated herein. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the RFP document. Proposer must be responsive to any requirements of this Addendum as if the requirements were set forth in the RFP. Failure to do so may result in Proposal rejection. See the RFP regarding requests for clarification or change and protests of this Addendum, and the deadlines for the foregoing.

Due date and time for addendum protests:

Protests to this Addendum must be submitted to the Single Point of Contact (“Buyer” for this RFP in OregonBuys) for this RFP via email, no later than 4 calendar days prior to the Bid Opening Date and time in OregonBuys Bid Solicitation page for this RFP, or they will not be considered.

The purpose of this Addendum is to:

1. Update Section 3.2.1 Proposal Submissions and

2. Update Section 3.2.2 Proposal Page Limits and

3. Update Section 3.2.3 Proposal Format and

4. Update Section 3.3.4 Key Persons and their Resumes and

5. Update Section 4.10.1.1 Responsiveness Determination

6. Update Section 4.10.1.3 Scoring Deductions.

Added text is indicated by italicized underlined font, deleted text is indicated by strikethrough font.

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Proposer Information and Certification Sheet (Attachment C)

Form S003-B080715

ODOT Procurement Office 355 Capitol St MS 3-3 Salem, OR 97301 Buyer/Single Point of Contact:

See “Buyer” for this Mini-RFP in OregonBuys.

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• Disclosure Exemption Certification (Attachment B) – submit only 1 copy if applicable – (see RFPProposal Format and Quantity section 3.2.3below)

• Price Proposal Form (Attachment E) – (see RFP section 3.3.3)

• Key Persons and their Resumes – (see RFP section 3.3.4)

• Technical Proposal (Proposer’s responses to evaluation criteria 4.10.2.2 through 4.10.2.4)

3.2.2 Proposal Page Limits [REQUIRED]

The Proposal must not exceed 6 pages. If a Proposer submits a Proposal exceeding this limit, Agency will consider the pages up to that allowable page limit and discard all subsequent pages. The Proposer may choose how to allocate pages between any sections, within the overall page limit. The following items do not count toward the page limit:

• Proposer Information and Certification Sheet (Attachment C)

• Disclosure Exemption Certification (Attachment B)

• Price Proposal (Attachment E)

• Key Staff Resumes

[REQUIRED] Proposals must use 12-point minimum font size for the substantive text (including text in tables) with the following exceptions which must use an 11-point minimum font size: RFP Attachment B – Disclosure Exemption Certification, RFP Attachment C – Proposer Information and Certification Sheet, and Key Staff Resumes. Proposers may use their discretion for the font size of other materials that do not include substantive text (e.g. graphics, picture or graphics captions, and organizational charts).

One page is defined as: one side of a single 8-1/2" x 11" page that meets the font size requirements stated in the preceding paragraph. Any page over this size will be counted as 2 pages. Any page, partial page, tabs, indexes, or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page.

3.2.3 Proposal Format [REQUIRED]

Proposal must be organized in accordance with 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.

• Price information must be submitted via OregonBuys (see RFP section 3.3.3 for detailed format and submittal requirements).

• All other required submittal items must be submitted via OregonBuys in a single Adobe Acrobat (pdf) format file.

• In OregonBuys select the “Confidential” checkbox on the Create Quote page when uploading Proposal and any other files (“Quote”).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall submit a completed and signed Disclosure Exemption Certification (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

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3.3.4 Key Persons and their Resumes [REQUIRED]

Proposer shall specify key persons to be assigned to this project according to 4.10.2.3. Include a current resume (not to exceed 2 pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP. A maximum of 4 resumes can be submitted. If a Proposer submits resumes exceeding this page limit, Agency will consider the pages of each resume up to that allowable page limit and discard all subsequent pages. If a Proposer submits resumes exceeding this maximum, Agency will consider the resumes up to that allowable maximum and discard all subsequent resumes.

Proposer shall use Key Staff Resumes form (using Agency form and minimum 11-point font). Proposer shall keep the identifying footer on the Key Staff Resumes form. Key Staff Resumes form is, available at:

https://www.oregon.gov/odot/Business/Procurement/DocsPSK/keystaff.docx.

4.10.1.1 Responsiveness Determination (PASS/FAIL)

A Proposal received prior to the Bid Opening Date for this RFP will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum Qualifications section and Minimum Submission Requirements section. Items in Section 4.10.2 marked as “PASS/FAIL” that are incomplete (except for minor informalities), not submitted by Proposal due date and time, or are otherwise not in substantial conformance with the requirement, will be rejected as non-responsive.

Proposals must comply with ALL requirements marked as “PASS/FAIL” to be considered for further evaluation.

If the Proposal is unclear, the Purchaser may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the Purchaser finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.3 Scoring Deductions

• Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in Section 4.10.23 marked as “REQUIRED” that is incomplete (except for minor informalities) or not submitted with the Proposal in substantial conformance of the requirement. Incomplete or missing items must be completed and submitted within 2 business days of e-mail request by Agency (this does not apply to “PASS/FAIL” items which must be submitted by Proposal due date and time). Missing or incomplete items must be delivered via e-mail to provide an appropriate time stamp. Failure to complete and deliver missing or incomplete “REQUIRED” items within 2 business days of request by Agency shall result in Proposal rejection. Time limitations will be based upon the time of the e-mail sent by Agency and the time of the e-mail sent in response to Agency notification.

• Proposals not in conformance with the 12-point minimum font requirements for substantive text (including text in tables) and 11-point minimum font size for resumes or Key Staff Resume form (if required) will receive a 3% scoring deduction and will not be sent back to Proposer for correction.

• Scoring deductions are on an average score per Proposal basis and not a deduction per evaluator.

For example, if a Proposer received an average score of 92 points from the evaluation committee, a 2 percent scoring deduction would result in a Proposal score of 90. (Percentage will be rounded to either the lower number if under .5% or to the higher number if .5% or over.)

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***End of Addendum***

Accessibility: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys (see “Purchaser” and “Info Contact”) to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both. Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” and time in OregonBuys).