00010997_Parametrix_Intent_to_Award.pdf

Level 3 - Restricted

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: May 12, 2025 TO: Proposers and ODOT Project Manager SUBJECT: MINI-RFP/ OregonBuys Bid Solicitation No.: S-73000-00010997

Sisters/Bend/Redmond Active Transportation Plan

Parametrix is the top ranked firm selected for negotiations of a Work Order Contract (WOC) to provide Personal Services as specified in the above referenced Mini-RFP. The scores and rankings of all Proposers are shown in the table below. The award submittal requirements stated in the Mini-RFP are summarized on Attachment 1 of this notice.

Firm Total Rank Parametrix Inc. 220 1 Alta Planning + Design, Inc. 204 2 Kittelson & Associates, Inc. 201 3

Don Morehouse will be the ODOT Project Manager (PM) for this Project. ODOT’s PM will initiate contact with Consultant and will be the primary contact for negotiation of the statement of work (SOW), schedule of performance and costs under the WOC. Following discussion and agreement on the SOW, a Breakdown of Costs (BOC) must be completed (using the BOC or BOC-CPFF as applicable) and submitted to ODOT’s PM. A BOC must demonstrate subcontractor utilization to meet the Disadvantaged Business Enterprise (DBE) goal set forth in the Mini-RFP. To set expectations for the contracting phase, listed below is an anticipated schedule for completing the SOW, preparing a BOC, completing negotiations, and securing approvals for both the Consultant and ODOT to follow:

Activity Responsible Party Business Days

N eg ot ia tio ns

Establish work session to discuss the SOW with

Consultant

ODOT PM Within 5-10 days of this notice (days depend on size and complexity of the project) Respond to work session with comments/edits to

SOW

Consultant Within 5 days of work session

Respond to SOW comments/edits

ODOT PM Within 3 days of receipt of Consultant comments/edits

Submission of BOC Consultant Within 5-10 days of final ODOT scope (days depend on size and complexity of the project)

Activity Responsible Party Business Days Respond to BOC, negotiate, and submit to

OPO

ODOT PM Within 5-10 days of Consultant submission of the BOC (days depend on the size and complexity of the project)

Draft final documents OPO and ODOT PM Up to 20 days of submission of the negotiated SOW and BOC from ODOT

PM

Legal Sufficiency OPO, ODOT PM, and DOJ Within 15 (Mini-Solicitation) days of submission by ODOT PM Signature routing and execution OPO, Consultant, and

ODOT Expenditure Authority (if required)

Within 6-8 days from initial routing

Issue Notice to Proceed (NTP) ODOT PM 1 day after execution

Negotiations are anticipated to be completed (ready to submit to for legal sufficiency) within the schedule set forth in this notice.

If the schedule for negotiations cannot be met and the Consultant and ODOT are negotiating in good faith, additional time may be mutually agreed upon.

If agreement on costs, tasks, or other WOC requirements cannot be reached within this time frame, ODOT may terminate the negotiations and begin negotiations with the next highest ranked firm as provided in the solicitation and governing Oregon Administrative Rules (OARs).

Note that no work is authorized until the WOC is executed and Consultant has received a written NTP from the ODOT PM.

ODOT would like to thank each Proposer for your time and efforts in preparing a response to this solicitation.

Sincerely, Summer Anne Guthrie, OPBC Contract Specialist | ODOT Procurement Office 355 Capitol St. NE, MS 33, Salem, OR 97301 Phone 503.983.4214 Summer.Guthrie@ODOT.Oregon.gov cc: ODOT Project Manager mailto:Summer.Guthrie@ODOT.Oregon

Attachment 1 – Award Submittal Requirements

Please email to me, the Contract Coordinator, the following items (see detailed requirements and due date for each item in Section 2.3 of the Mini-RFP or the associated Price Agreement B38922):

• Mini-RFP Section 2.3.1 - Breakdown of Costs o If selected Consultant does not have billing rates set up with ODOT, contact:

ODOTBillingRateUpdates@odot.oregon.gov

• Certificate(s) of Insurance –provide certificate(s) meeting the requirements of Price Agreement Exhibit C – Insurance

Certificate Holder:

ODOT Procurement Office 355 Capitol St NE, MS #3-3 Salem, OR 97301

• Conflict of Interest (COI) Disclosure – if required under Price Agreement Part II – Terms & Conditions Applicable to and Incorporated into Work Order Contracts, and Applicable Generally to this Price Agreement

Direct Deposit via Automated Clearing House (ACH). For Consultants that receive ongoing monthly payments from Agency on one or more contracts or work orders, Agency prefers making Consultant payments via ACH direct deposit. While not required, if Consultant has not previously authorized ACH direct deposit and would prefer ACH to expedite transfer of payments after invoices are approved, Consultant must complete a Vendor ACH Authorization form and submit to Agency per the instructions on the form. To expedite Consultant’s payments to its subcontractors, if applicable, Consultant should make reasonable efforts to offer ACH direct deposit payments.

mailto:ODOTBillingRateUpdates@odot.oregon.gov https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf

OREGON DEPARTMENT OF TRANSPORTATION