00010742_3B-23_Mini-RFP_Final.docx

OREGON DEPARTMENT OF TRANSPORTATION

A&E “Related Services” MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00010742 (TGM File Code: 3B-23) for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series:

Transportation Land Use Planning 2021 (“TLUP ‘21”) TLUP ’21 Discipline (Subject Area): Land Use Planning

[NOTE: Only Consultants that have been awarded a PA in the above PA series may respond to this Mini-RFP.]

Project Name: Kilkich Area Master Plan

Project Location: Coquille Indian Tribe

ODOT Key Number: 21732

DBE Participation Goal: 3% (see section 1.5.1 for more information)

PROPOSAL SUBMISSION DEADLINE: See “Bid Opening Date” and time for this Mini-RFP in OregonBuys.

Buyer/Single Point of Contact: See “Buyer” for this Mini-RFP in OregonBuys.

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 “Buyer”) 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).

Non-Discrimination Notice: ODOT in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Bidders that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SECTION 0.0 OREGONBUYS, ATTACHMENTS, SOLICITATION SCHEDULE

This Mini-RFP is advertised in OregonBuys (https://oregonbuys.gov/bso/) as a Bid Solicitation, which is open only to registered vendors that have an existing PA with ODOT for the needed Services.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

In addition to the provisions set forth and linked within the Mini-RFP, the Mini-RFP incorporates by this reference the information published on the OregonBuys Bid Solicitation page for this Mini-RFP, including but not limited to:

· The Bid Opening Date and time specified under the Active Bid Solicitation section;

· The Buyer name and contact information specified in the Header Information section;

· Any documents, forms, or other files linked in the Bid Solicitation Attachments section.

0.2 CROSSWALK OF TERMS USED IN OREGONBUYS

Definition of terms used in OregonBuys.

Bid Opening Date means “Closing” as defined in Oregon Administrative Rule (“OAR”) 137-046-0110(6). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required for a Bid Solicitation.

Change Order means A formal change to an existing MBPO (i.e., any form of contract; agreement; price agreement or on-call contract, etc.; purchase order; or WOC).

Master Blanket Purchase Order (“MBPO”) means Any form of contract, agreement (i.e., price agreement, on-call contract, etc.), purchase order or WOC.

Quote means Any form of offer submission by vendors (i.e., Bids, Technical Proposals, Price Proposals, or any other type of offer required by a Bid Solicitation or a Mini-RFP).

Vendor means Any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter into Purchase Orders, MBPOs, or Release Requisitions pursuant to a Bid Solicitation or Mini-RFP advertised in OregonBuys.

0.3 GUIDANCE FOR OREGONBUYS

For quick reference information regarding common questions from vendors when using OregonBuys, see User Guides under “OregonBuys eProcurement System” on the Contracting with ODOT webpage: https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx.

0.4 SOLICITATION SCHEDULE

· Proposer Question Deadline: 5 business days prior to the Proposal Submission Deadline.

· Proposal Submission Deadline: See details on front page of this Mini-RFP (see also Section 1.4.6).

Oregon Department of Transportation (“Agency” or “ODOT") is requesting supplemental information regarding specific A&E and Related Services experience relevant to the above referenced planning project.

Project Purpose and Need The Kilkich Area Master Plan (“Project”) will build upon transportation and land use recommendations from the Coquille Indian Tribe (“CIT”) 2018 Empire Comprehensive Plan (“Empire Plan”). The Project will provide a plan for the development of the Kilkich property to include a variety of housing types and transportation options associated with a livable community. This includes infrastructure, facility and environmental improvements that support CIT Member interests. The Project will result in a set of prioritized improvements for future funding and implementation. The Project will also result in an update to the 2019 CIT Comprehensive Land Use Plan. See Task 3.1 for hyperlinks to these documents and other reference documents.

Project Objectives Develop a Kilkich Area Master Plan that:

· Aligns with the Ko-Kwel Nation 2039 visioning project;

· Includes a transportation system plan that provides a variety of options and supports efficient land management;

· Identifies a safe and efficient transportation network based on existing and planned land uses;

· Includes infrastructure, facility, and physical environment improvements plan that support the protection of watersheds, nearby estuaries, wildlife habitats, and culturally significant CIT interests;

· Includes subdivision plans that support a livable community with a variety of housing types;

· Prioritizes improvement projects for future funding and implementation; and

· Updates the CIT’s Comprehensive Plan.

The expected outcome of the WOC is the development of a Kilkich Area Master Plan which will support the overall development of a transportation network that integrates with current and proposed local and regional transportation systems, and will meet all key objectives identified within the scope of Services set forth in Mini-RFP Section 3.0 – SAMPLE STATEMENT OF WORK. Proposers responding to the Mini-RFP do so solely at their expense. Agency is not responsible for any Proposer expenses associated with the Mini-RFP.

The selected Proposer and Agency will negotiate the delivery schedule, costs and final Statement of Work, within the scope Services set forth below and in Mini-RFP Section 3.0, for inclusion in the final WOC.

A&E and Related Services related to Transportation and Land Use Planning including, but not limited to:

· Project Management

· Inform and Engage

· Planning and Policy Context

· Transportation and Housing Analysis

· Develop and Evaluate Alternatives

· Public Outreach

· Policy and Plan Development and Implementation

The WOC is anticipated to start approximately October 2024 and is expected to be completed within 12 months following Agency’s issuance of Notice to Proceed (“NTP”). Pending successful negotiations, the selected Proposer shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto.

Funding Source(s):

Federal Highway Administration (“FHWA”) WOC Payment. Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with PA requirements and all applicable standards. The method of compensation will be determined by Agency and may be based on any of the following methods (may include more than 1 method – “Mixed”):

· Fixed Price per Deliverable; Fixed Price per Task;

· Time and Materials, up to a maximum NTE amount.

For further information see PA, Exhibit B “Compensation”.

Offer Period: A Proposer's Proposal is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the closing date for this Mini-RFP. Agency may request, either orally or in writing, that Proposer extend the offer period in writing.

Contingent upon Agency need and available funding, Agency may (for up to 9 months following the close of this Mini-RFP), in Agency’s sole discretion, make additional award(s). Agency may select the next ranked responsible Proposer who has submitted a responsive proposal (provided Proposer agrees to an extended offer period, which would cover the balance of the 9 months, if at that time the offer period stated in the paragraph above has expired or soon will expire), issue an intent to award. If agreement with that Proposer is not reached, Agency may offer award to the next ranked Proposer and so on until agreement is reached or until Agency terminates the process. Agency reserves the right to require confirmation of the qualifications of any Proposer.

Insurance Requirements:

As set forth in Exhibit C of the PA, the following Insurance requirements apply to the prospective WOC from this Mini-RFP:

· Professional Liability in the amount of $ 1,000,000 per occurrence and $ 2,000,000 annual aggregate.

· General Liability in the amount of $ 1,000,000 per occurrence and $ 2,000,000 annual aggregate.

· Automobile Liability in the amount of $ 1,000,000 combined single limit.

Future Work Limitations: (For these purposes, “Affiliate” or “Affiliates” of a consultant means any Person or entity that controls, is controlled by or is under common ownership or control with that consultant.)

· If a Consultant or an Affiliate of Consultant enters into a WOC or other contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that Consultant or an Affiliate of that Consultant will not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See ORS 279C.307, and 279C.307(3) regarding possible Agency applications for exceptions.

· If a Consultant or any Associate of Consultant enters into a WOC or other contract with Agency for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, a request for proposals or other solicitation documents and materials related to a given procurement, the Consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by Agency).

The “Buyer” identified in OregonBuys for this Mini-RFP is the Agency’s Single Point of Contact for this solicitation. All inquiries regarding this procurement, whether relating to the Mini-RFP process, administration, deadline or award, potential COI issues, or to the intent or technical aspects of the Services must be submitted in writing via e-mail to the Buyer. Failing to follow the foregoing requirements regarding the Buyer/Single Point of Contact for inquiries may result in Proposal rejection by Agency.

All questions must be received not later than 5 business days prior to the Proposal submission deadline.

Question and Answer documents, if any, will be posted on OregonBuys (in the Bid Solicitation Attachments section for this Mini-RFP) to respond to inquiries that Agency determines, in its sole discretion, do not effect changes to this Mini-RFP. Question and Answer documents provide clarifications and interpretations but do not change Mini-RFP requirements.

1.2.2 ADDENDA

Answers to questions Agency receives and that Agency, in its sole discretion, determines are substantive and provide new information, will be issued as official Addenda to this Mini-RFP. When appropriate, as determined by Agency in its sole discretion, revisions, substitutions, or clarifications of the Mini-RFP will be issued as Addenda to this Mini-RFP. Changes or modifications to this Mini-RFP will be binding on Agency only if in the form of written Addenda issued by the Agency. Any Addenda to this Mini-RFP will be published on OregonBuys in the Bid Solicitation Attachments section for this Mini-RFP.

1.3 PUBLIC RECORDS

After the evaluation/selection and negotiation process is complete, Proposals will be open to public inspection in accordance with Oregon Revised Statute (“ORS”) 279C.107. If a Proposal contains any information that may be considered exempt from disclosure under the various grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the Proposal in whole as exempt from disclosure is not acceptable. If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure and the authority used to substantiate that claim, Proposer is deemed to waive any future claim for non-disclosure of that information.

· Items in Section 1.4 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.

1.4.2 REQUIRED ITEMS AND SCORING DEDUCTIONS

· Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in Section 1.4 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. In order 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.)

1.4.3 PROPOSAL

The Proposal must describe how Proposer meets the requirements that are specified in this Mini-RFP as related to the scoring criteria below in Section 2.2. Be clear and concise.

The Proposal must include a completed Proposal Cover Sheet using the form Mini-RFP Attachment A - Proposal Cover Sheet (located on the Bid Solicitation “File Attachments” section in OregonBuys), with the “APPROVED” checkbox marked to certify approval.

1.4.6 PROPOSAL SUBMISSION DEADLINE (PASS/FAIL)

Agency will not accept Proposals submitted after the Proposal submission deadline, which is specified as the Bid Opening Date and time for this Mini-RFP in OregonBuys.

1.4.7 SUBMITTAL FILE SIZE AND REQUIRED FORMS (REQUIRED)

The total combined size of all files for Proposal, Coversheet and any forms must not exceed 10 megabytes.

· (REQUIRED) Key Staff Resumes form (using Agency form and minimum 11-point font). Key Staff Resumes form is, available at: https://www.oregon.gov/odot/Business/Procurement/DocsPSK/keystaff.docx.

1.4.8 SUBMITTAL VIA OREGONBUYS

All required submittals must be submitted via OregonBuys (submittals by any other means will be rejected).

When submitting a Proposal (“Quote”) in response to this Mini-RFP:

· Do not enter pricing or any other information in the Item Information section.

· Select the “Confidential” checkbox on the Create Quote page when uploading Proposal and any other files (“Quote”).

1.4.9 FORMAT FOR PROPOSAL AND PAGE LENGTH LIMITATION (REQUIRED)

The Proposal must be organized in accordance with the list of Scoring Criteria categories in Section 2.2. The Proposal must not exceed 5 pages, excluding Proposal Cover Sheet, any tabs or indexes, table of contents, “Key Staff Resumes” (if required, including any limitations, in Section 2.2), and “Work Samples” (if required, including any limitations, in Section 2.2). If a Proposer submits a Proposal exceeding this limit, Agency will consider the pages up to the allowable page limit and discard all subsequent pages. Any links to external information included in Proposal, Proposal Cover Sheet, Key Staff Resumes or Work Samples will not be considered. The Proposer may choose how to allocate the number of pages between any sections, within the overall page limit.

One Page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text (including text in tables) and 11-point minimum font size for resumes or Key Staff Resume form. Any page over this size will be counted as 2 pages. Any page, or partial page, tabs, indexes or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page.

· The Proposal Cover Sheet, Proposal, Key Staff Resumes and Work Samples must be submitted as a single combined pdf file.

· Conflict of Interest (“COI”) information (see Mini-RFP Attachment A - Proposal Cover Sheet) must be submitted as a separate pdf file. Proposers must submit the TGM COI Disclosure form.

Proposals must use 12-point minimum font size for the substantive text in Proposals (including text in tables). “Key Staff Resumes” (if required) or other resume formats (if required) must use an 11-point minimum font. Proposers may use their discretion for the font size of other materials that do not include substantive text (e.g. headings, graphics, picture or graphics captions, and org charts). If hard copies are required, Proposers are to submit Proposals on recycled white paper (stapled only), without binders or cover-stock. If a Proposer submits a Proposal with cover-stock or binding, Agency will remove and recycle them.

1.4.10 TERMS AND CONDITIONS (PASS/FAIL)

Unless otherwise provided in this Mini-RFP, by submitting a Statement of Proposal (“SOP”), each Proposer agrees to be bound by and comply with the terms and conditions of the Proposer’s existing PA, as amended. Any SOP that is conditioned on Agency’s acceptance of terms and conditions other than those set forth in the existing PA and the requirements specified in this Mini-RFP (as they may be revised by an addendum to this Mini-RFP) will be rejected as non-responsive.

1.4.11 OTHER MINIMUM REQUIREMENTS (REQUIRED)

Proposer must clearly indicate on Mini-RFP Attachment A - Proposal Cover Sheet how they meet each of the minimum requirements listed in this Section 1.4.11.

1. PROPOSED SUBCONSULTANTS – Proposer must list by name all subconsultant firms that, if selected, will be utilized on Proposer’s team for this WOC.

2. LAND USE PLANNER – Proposer must list by name a member of their proposed staff that, if selected, will be utilized as a land use planner on Proposer’s team for this WOC.

3. REGISTERED PROFESSIONAL ENGINEER * – An Oregon-registered Professional Engineer (“PE”) (civil or traffic) with expertise in traffic analysis.

Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying and must supervise and direct the Services proposed under the WOC. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the WOC.

Licenses Outside of Oregon If the Proposer is an “individual, firm, partnership or corporation offering to practice engineering or land surveying” and “holds a certificate of registration to engage in the practice of professional engineering or land surveying (as applicable) issued by the proper authority of any other state, a territory or possession of the United States, or a foreign country”, the Proposer, on the Proposal Cover Sheet (Mini-RFP Attachment A), shall:

Include a written statement that the Proposer is not registered to practice engineering or land surveying (as applicable) in the State but will comply with ORS 672.002 to 672.325 by having an individual holding a valid certificate of registration in the State in responsible charge of the work prior to performing any engineering or land surveying (as applicable) work within the State. [ORS 672.060(9)(a) and (b)]

* In the space provided on the Proposal Cover Sheet (Mini-RFP Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform Services under the WOC. Proposer shall provide the following information:

· The name of the individual employed by Proposer who currently holds a valid certification of registration to practice engineering), the jurisdiction of the registration and the registration number; and one or both of the following:

· The name of the individual not employed by Proposer who currently holds a valid certificate of registration to practice engineering in the State who Proposer has engaged to be in responsible charge of the work; or The name of the individual employed by Proposer who will be in responsible charge of the work and will obtain a valid certificate of registration to practice engineering or land surveying (as applicable) in the State prior to performance of engineering Services under the WOC.

The WOC will include Federal funding:

· A DBE participation goal, as set forth on page 1, has been assigned for the prospective WOC. This goal will apply to the overall WOC including amendments. If a given phase of the WOC (such as CA-CEI, if applicable) will include little or no opportunity for DBEs, then DBE utilization in other phases of the WOC will need to be sufficient to meet the overall WOC goal. Exceptions for a given WOC or amendment will need to be assessed by Agency on a case-by-case basis.

See PA Exhibit E for:

· information on reporting requirements and how credit toward meeting an assigned DBE participation is determined (for goal and no-goal WOCs), and

· further explanation and description of the DBE program.

Agency will evaluate Proposals in accordance with the Pass/Fail criteria identified in Section 1.4. Proposals meeting those criteria will be forwarded to an evaluation committee to include the Agency PM and 5 representatives of the Coquille Indian Tribe that will independently review, score and rank Proposals according to the Scoring Criteria set forth in Section 2.2.

The outcome of the Evaluation process may, at the Agency’s sole discretion, result in:

(a) notice to Proposer(s) of selection or rejection for WOC negotiation and possible award;

(b) further steps to gather additional information for evaluation, (e.g. checking references, notice of placement on an interview list, requesting clarification); or

(c) cancellation of the Mini-RFP and either re-issuance of the Mini-RFP in the same or revised form or no further action by Agency with respect to the Mini-RFP.

Agency reserves the right to reject any or all Proposals and reserves the right to cancel this Mini-RFP at any time if doing either would be in the public interest as determined by Agency. Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals will become property of Agency and part of the public file without obligation to Agency.

False or Misleading Statements. Any statements, written or verbal, provided by the Proposer deemed by the Agency to be false or misleading will result in all or portions of the proposal to be rejected and removed from consideration in the evaluation for project award.

2.1.2 INTERVIEWS/FOLLOW-UP QUESTIONS

Agency may conduct interviews/follow-up questions. If interviews/follow-up questions are conducted, the following will apply:

· The number of Proposers selected for interviews/follow-up questions is at the sole discretion of Agency.

· A minimum of 3 evaluators shall score the interviews/follow-up questions;

· Interview/follow-up question scores (up to a maximum of 50 points) will be combined with the other criteria scores to arrive at a total score. The total score will be ranked to determine the apparent successful Proposer.

· Interviews normally require physical attendance at Agency’s offices; however, Agency may elect to conduct interviews via teleconference or video conference. Further details will be included with notification of time and date of interviews, if conducted.

· Evaluation and scoring will be based on one or more of the following criteria:

· Understanding of Requested Services

· Technical Approach

· Project Management/Cost Effectiveness

· Proposer’s General Qualifications

· Proposer’s Capabilities

· Proposer’s Relevant Experience

· Project Team and Qualifications

2.1.3 RESERVED

2.1.4 AGENCY QUESTIONS

Agency may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications or modifications which are in the best interest of the Agency may be made before the Proposer is awarded a WOC, and some or all of the clarifications or modifications may become part of the final WOC.

2.1.5 METHOD OF AWARD

The total scores and selection for tentative WOC assignment will be determined as follows:

· Total Proposal Score = Total of all evaluator scores for a given Proposal, divided by the number of evaluators, minus any SCORING DEDUCTIONS received per Section 1.4.

· Total Interview Score (if conducted) = Total of all evaluator scores for a given interviewee, divided by the number of evaluators.

Final Score = Total Proposal Score plus Total Interview Score (if conducted).

Agency will negotiate the payment amount and methodology with the top ranked Proposer (based on Final Scores). If negotiations are not successful, Agency may terminate negotiations with the top ranked Proposer and may begin negotiations with the next highest ranked Proposer and so on, until successful negotiations are completed or Agency determines that cancellation of this Mini-RFP is in the best interest of the State.

2.2 SCORING CRITERIA

Proposal scoring will be based on the criteria stated in the subsections below.

2.2.1 EVALUATION ITEM 1 – Specific Experience of Key Staff MAX POINTS: 45 Using the Key Staff Resumes form (see Mini-RFP Section 1.4.7), provide information for Project Manager and Key Staff proposed roles and experience working as a team with:

a. Housing and land use planning that support a livable community with a variety of housing types (max. 15 points)

b. Innovative community engagement strategies that garner input from a variety of individuals and demonstrate its effectiveness (max. 15 points)

c. Transportation and land use planning to address safe and equitable movement of all ages and abilities (max. 15 points)

Scoring will be based on relevance of experience, qualifications, and technical competence of Project Manager and Key Staff proposed for this specific Project. The Key Staff put forward for work on this Project must have availability to do the work. No substitutes will be allowed without prior authorization by Agency and CIT.

Key Staff Resumes are not included in the Proposal page limit identified for this Mini-RFP; however, a maximum of 4 Key Staff Resumes may be submitted (a Project Manager is deemed Key Staff and is therefore among one of the 4 Key Staff Resumes that must be submitted). Any resumes submitted beyond this limit will be discarded by Agency and will not be included in the evaluation. The fields on the Key Staff Resumes form may be expanded, but may not exceed 1 page per resume.

2.2.2 EVALUATION ITEM 2 – Project Approach MAX POINTS: 45

Given the information provided within this Mini-RFP, describe your approach to efficiently meet the Project’s deliverables/objectives in the timeline needed for the following:

Provide up to 3 Work Samples. A Work Sample is 1 actual page from a document demonstrating Consultant's ability to communicate key information and inform decisions for one or more projects with a scope and magnitude that is similar to the Project described in this Mini-RFP. Each Work Sample must contain a project performed by at least one of the proposed team's Project Manager or Key Staff, in the same or similar roles.

Provided Work Samples must address how the work relates to the other scoring criteria and must list Key Staff involved with each Work Sample and what role they played.

Each actual page should be marked only to call out a specific section or sections demonstrating the applicability to this Project (circle or highlight a particular area of a page); any supplemental explanation must be included within the Proposal page limit set forth in Section 1.4.9.

Work Samples will be scored by evaluators, up to a total of 10 points max. for all samples provided, based on applicability to Project as well as format including appropriate use of tables and graphics; clear, concise text; and errors, including misspellings, grammatical, and typographic.

Work Samples are not included in the Proposal page limit identified for this Mini-RFP; however, a maximum of 3 pages (1 page for each Work Sample) may be submitted for this criterion. Any pages submitted beyond this limit will be discarded by Agency and will not be included in the evaluation.

Following development of the Statement of Work, the selected Proposer shall submit a detailed Breakdown of Costs (BOC or BOC-NBR, as applicable, available at https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx) with cost information as required in the WOC Assignment and Requirements Exhibit of the PA.

2.3.2 COMMITTED DBE BREAKDOWN AND CERTIFICATION FORM-AE

During negotiations of the WOC, Consultant shall submit a Committed DBE Breakdown and Certification Form-AE (one for each DBE subcontractor that will be utilized) if a DBE goal greater than 0% is assigned to the WOC. [Note: The Committed DBE Breakdown and Certification Form-AE will not be required for WOCs with no goal assignment or if a DBE goal is not required (i.e., if WOC includes no federal funding)]. The Committed DBE Breakdown and Certification Form-AE must be submitted and approved prior to WOC execution and shall be used to determine Consultant’s responsiveness to the DBE requirements. See PA Exhibit E, DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROVISIONS for detailed requirements.

The Committed DBE Breakdown and Certification Form-AE is available at: https://www.oregon.gov/odot/Forms/2ODOT/7345235.pdf.

2.3.3 PROPOSER RESPONSIBILITY, DEBT OWED to STATE

Agency may reject an offer and rescind the Intent to Award notice if Agency determines Proposer is not responsible or if Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

2.3.4 RESERVED

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SECTION 3.0 STATEMENT OF WORK (or) SUMMARY of TASKS, DELIVERABLES & SCHEDULE

SOLICITATION NOTE: This Section contains a Sample Statement of Work. The selected Proposer shall use the Statement of Work (“SOW”) as a baseline document during WOC negotiations to develop a proposed Statement of Work which must identify all Work and Services described in the Mini-RFP and address all design considerations and requirements described for the Project. The selected Proposer shall add sufficient detail to Tasks and Deliverables that are included in the Services and omit any not needed for the Project. Items left highlighted in this baseline document will be negotiated or filled in at the time of WOC execution.

Once finalized and approved by ODOT, that document will become the SOW for the WOC for the Project.

This TGM Sample SOW WOC form is for use with PAs labeled “Architectural, Engineering and Land Surveying and Related Services” and PAs labeled “Professional Services and Related Services”.

· Text highlighted in yellow provides instructions or guidance. Delete all highlighted instruction language prior to WOC execution.

· Areas with blue highlight will be negotiated and revised or deleted as necessary prior to WOC execution.

TGM 3B-23

Coquille Indian Tribe, Kilkich Area Master Plan

A. PROJECT DESCRIPTION and OVERVIEW of SERVICES

Definitions and Acronyms

Agency is contracting with Consultant for Services in connection with the following planning project:

Project Purpose and Need The Kilkich Area Master Plan (“Project”) will build upon transportation and land use recommendations from the Coquille Indian Tribe (“CIT”) 2018 Empire Comprehensive Plan (“Empire Plan”). The Project will provide a plan for the development of the Kilkich property to include a variety of housing types and transportation options associated with a livable community. This includes infrastructure, facility and environmental improvements that support CIT Member interests. The Project will result in a set of prioritized improvements for future funding and implementation. The Project will also result in an update to the 2019 CIT Comprehensive Land Use Plan.

Project Area The Project Area (Figure 1) will address the area within the Kilkich property which is located on the west side of the Coos Bay Peninsula. Most of the Kilkich property is within unincorporated Coos County, except for around First Creek and Wisconsin Avenue at the north end of CIT property. This most northerly area is within the City of Coos Bay. The Kilkich property has no direct shoreline or estuary frontage.

The Kilkich property totals approximately 1,075 acres all of which have been placed in trust and are not subject to City of Coos Bay or Coos County land use regulations.

The Coquille Indian Tribe is a federally recognized sovereign nation, retaining their original natural rights in matters of self-government. This includes the right to self-govern land and establish their own laws on its lands, dependent on land status (fee or trust). The Kilkich property is held in trust for the benefit of the Coquille Indian Tribe.

The Project Area will be split into 2 distinct sections, the North and South parcels.

The North Parcel encompasses much of First and Second Creeks running approximately from Marshall Avenue to the north to Grinnell Lane to the south.

The South Parcel includes the Fourth Creek and Tarheel Reservoirs and the CIT’s Kilkich community. It spans approximately from Grinnell Lane to the northern edge of Libby Lane to the south. This excludes area inside the Coquille Indian Housing Authority Lease Boundary.

The entire North Parcel and most of the South Parcel are forested lands going through early and mid-stages of timber succession. These areas were almost completely logged as pre-requisite to the CIT’s 1993 acquisition.

Figure 1

Background This Project is a small part of an overall visioning process the CIT is undertaking called Ko-Kwel Nation 2039. This visioning process will be directed by Tribal members and unfold in 3 phases. The first phase is a vision for the Ko-Kwel nation in the year 2039 including specific, measurable indicators. The second phase will be an inventory of existing conditions and the third phase will include this Project. Specifically, housing and program services for Tribal members that reflect land use and transportation choices needed to achieve the 2039 vision.

Numerous ideas and plans for the development of the Kilkich property have been put forward over the years, but at present only the Kilkich Village has been developed. The Kilkich Village includes dwelling units, office buildings, and several Tribal service buildings that are situated on Miluk Drive and along Mexeye Loop at the northwest corner of the South Parcel.

There are a variety of families and individuals who live in the region and on Kilkich property that need safe and efficient transportation choices that are accessible for every ability. Tribal members have specifically requested pedestrian system upgrades that include a multi-use path along Cape Arago Highway, sidewalks along roadways, and a protected mixed-use path along Libby Lane.

As noted in the Empire Plan, a total of 282 acres of the North and South Parcels have been identified as developable lands after the removal of specific environmental constraints (stream riparian corridors, wetlands and areas sloped greater than 15%). Most of those developable acres have been assigned for residential use, including 206 net acres that have been designated as Village which includes a variety of residential uses as well as government facilities.

This Project for the North and South parcels must include solutions that protect valuable natural resources, which is at the forefront of any CIT planning process due to the CIT's Core Values - "practicing responsible stewardship of Tribal resources," and "considering the impacts to our people, land, water, air and all living things."

To that end, a review of energy resilience and site adaptation is desired to provide a more resilient and sustainable development of the Kilkich property. This aligns with the State of Oregon’s newly adopted Transportation Plan which includes policies to “increase the resiliency of the transportation system to better withstand and recover from the anticipated impacts of climate change, extreme weather, seismic and other natural disasters, and adapt to changing needs.”

The Kilkich Area Master Plan will support the overall development of a transportation network that integrates with current and proposed local and regional transportation systems. This will increase the ability to supply housing that accommodates a more diverse group of income levels and household sizes. The expansion of housing opportunities supports the CIT’s economic vitality needs to grow the local community and provide stability for those wanting to live in the area permanently.

Project Objectives Develop a Kilkich Area Master Plan that:

· Aligns with the Ko-Kwel Nation 2039 visioning project;

· Includes a transportation system plan that provides a variety of options and supports efficient land management;

· Identifies a safe and efficient transportation network based on existing and planned land uses;

· Includes infrastructure, facility, and physical environment improvements plan that support the protection of watersheds, nearby estuaries, wildlife habitats, and culturally significant CIT interests;

· Includes subdivision plans that support a livable community with a variety of housing types;

· Prioritizes improvement projects for future funding and implementation; and

· Updates the CIT’s Comprehensive Plan.

B. STANDARDS and GENERAL REQUIREMENTS

1. Standards The standards, manuals, directives and other guidance applicable to Professional Services and Related Services are referenced below or available on Agency’s webpages linked below and are incorporated by this reference with the same force and effect as though fully set forth herein.

The standards, manuals, directives and other guidance listed below or available on Agency’s webpages are not exhaustive and may not include all applicable standards for a given Project. Consultant shall be responsible for determining all applicable practices and standards to be used in performing Professional Services and Related Services. Consultant shall inform and demonstrate to Agency if standards, directives or practices required by Agency in performance of the work are insufficient, in conflict with applicable standards, or otherwise create a problem for the design. Should the requirements of any reference, standard, manual or policy referenced in the PA or WOC conflict with another, Consultant shall, in writing, request Agency to resolve the conflict.

Unless otherwise specified in a given task, the most current version of applicable standards, manuals, directives and other procedural guidance shall apply. Unless otherwise specified, the system of measurement and language used in all deliverables must be English.

a. Planning, Survey, Preliminary Engineering and Design Manuals, Standards and Guidance:

· Technical Manuals - alphabetical list (https://www.oregon.gov/ODOT/Engineering/Pages/Manuals.aspx)

· Planning Guidance and Resources (https://www.oregon.gov/ODOT/Planning/Pages/Guidance.aspx)

· Planning Analysis (https://www.oregon.gov/ODOT/Planning/Pages/Technical-Tools.aspx)

· Engineering Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Eng-Guidance.aspx)

· Technical Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Technical-Guidance.aspx)

· ODOT Forms Library (https://www.oregon.gov/ODOT/Forms/Pages/default.aspx)

· ADA Compliance – Assessment, Design, Inspection. When the Services under this WOC include assessment or design (or both) for curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), Consultant shall:

a. Use ODOT standards to assess and ensure Project compliance with the Americans with Disabilities Act of 1990 (“ADA”), including ensuring that all sidewalks, curb ramps, and pedestrian-activated signals meet current ODOT Highway Design Manual standards; and

b. Follow ODOT’s processes for design, modification, upgrade, or construction of sidewalks, curb ramps, and pedestrian-activated signals, including using the ODOT Highway Design Manual, ODOT Design Exception process, ODOT Standard Drawings, ODOT Construction Specifications, providing a temporary pedestrian accessible route plan and current ODOT Curb Ramp Inspection form.

When the Services under this WOC include inspection of curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), all such inspections shall include inspection for compliance with the standards and requirements in a. and b. above. Inspections must be performed by ODOT certified inspectors (which must include certified environmental inspectors when appropriate). In addition, at Project completion, Consultant shall complete the applicable ramp-specific ODOT Curb Ramp Inspection Form734-5020(A-G) for each curb ramp constructed, modified, upgraded, or improved as part of the Project. Each completed form must be submitted electronically by clicking the “Submit by E-mail” button on the form (and cc APM). The forms are documentation required to show that each curb ramp meets ODOT standards and is ADA compliant. ODOT’s fillable Curb Ramp Inspection Forms and instructions are available at the following address: https://www.oregon.gov/ODOT/Engineering/Pages/Accessibility.aspx

Above references to curb ramps, sidewalks or pedestrian-activated signals also include, when applicable, shared use paths, transit stops, park-and-rides and on-street parking.

b. Website or Web Content Development and Maintenance Standards Consultant shall perform all required web-related Services in conformance with the ODOT Web Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx), which is incorporated into this PA with the same force and effect as though fully set forth herein. ODOT shall have ownership and control of Work Products developed by Consultant as set forth in the terms and conditions of the PA, Part II, Section 7 - Ownership of Work Product.

c. ODOT Communications Standards For any Consultant tasks that require communications functions on behalf of Agency, Consultant shall comply with the ODOT Communications Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx) which is incorporated into this WOC with the same force and effect as though fully set forth herein.

2. Software Requirements In addition to the software requirements set forth in the PA, the following shall apply to this WOC:

· See Section D of this SOW; and

· As otherwise stated within tasks or this WOC.

3. Professional Licenses, Registrations and Qualifications

a. Registered Professional Engineer (Civil or Traffic)

b. Land Use Planner

4. General Requirements

a. Endorsement of Data. Consultant shall place their official Oregon Registered Engineer seal and signature on all engineering design drawings and specifications furnished to ODOT, as well as any other materials specified in ORS 671.025, 671.379, 672.020(2), 672.025(2), 672.028(2) and 672.605, as applicable, that require such seal and signature.

b. Electronic Documents, Digital Seal and Signature. If required under the WOC, Consultant shall use Agency’s Project Manager (“APM”) email for electronic submittal and receipt of files as necessary for the Project, unless otherwise agreed upon. All final documents identified in ORS 671.025, 671.379, 672.020(2), 672.025(2), 672.028(2) and 672.605, as applicable, must bear the digital seal and signature of the Oregon registered professional under whose supervision and control they were prepared. Documents must be submitted in the format specified in the WOC for each deliverable and must comply with OAR 804-030, OAR 806-010, OAR 809-050 and OAR 820-025 requirements, as applicable, for digital seal and signature capable of independent verification, final and draft documents, modifications to designs, and dual stamping of documents.

c. Safety Equipment. Consultant shall provide and use all safety equipment including (but not limited to) hard hats, safety vests and clothing if required by State and federal regulations and ODOT policies and procedures for the Services under the WOC.

d. Personnel, Materials, and Equipment. Consultant shall provide competent personnel and shall furnish all supplies, equipment, tools, and incidentals required to accomplish the work. All equipment and tools must be in good operating condition and shall be kept in proper adjustment throughout the duration of the WOC. All materials and supplies must be of good quality and suitable for the assigned work.

e. State Owned Assets. All State-owned assets, if any, in Consultant’s possession must be promptly returned to Agency when the Services are complete, when the WOC is terminated, or when requested by Agency, whichever occurs first.

f. Legal Services and Fees. If Consultant uses legal services to support the Consultant’s performance of any Services under this WOC, that is a decision within the Consultant’s discretion; however, no charges for Consultant legal counsel or for legal services shall be charged to Agency as a subconsultant cost or other cost and any such costs or charges shall be paid for by the Consultant at the Consultant’s sole expense and at no cost to the Agency.

g. General Requirements for Project Management Consultant and CIT shall each provide a project manager throughout the Project and other adequate staff to complete the Project in accordance with the anticipated timeline. APM, CIT Project Manager (or alternate), and Consultant Project Manager (“PM”) shall serve as the Project Management Team (“PMT”) and may invite others to participate.