00011625_Intent_to_Award.pdf

Intent to Award Page 1 of 3

Level 3 - Restricted Level 3 - Restricted

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: February 3, 2026 TO: Proposers and Agency Project Manager SUBJECT: RFP/ OregonBuys Bid Solicitation No.: S-73000-00011625

Crash Data System Replacement (CDSR)

Citian Solutions is the top ranked firm selected for negotiations of a Contract to provide Personal Services as specified in the above referenced RFP. The scores and rankings of all Proposers in the Competitive Range for Solution Demonstrations are shown in the table below. The award submittal requirements stated in the RFP are summarized on Attachment 1 of this notice.

Firm Total Rank Citian Solutions 6487 1 Affinity Global Solutions 4656 2 Tyler Technologies 2997 3

Ben Garvey will be the Agency’s Project Manager (APM) for this Project. APM will initiate contact with Contractor and will be the primary contact for negotiation of the statement of work (SOW) and schedule of performance and costs under the Contract. Following discussion and agreement on the SOW, a Breakdown of Costs (BOC) must be completed and submitted to APM.

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 Contractor and Agency:

Activity Responsible Party Schedule

N eg ot ia tio ns

Establish work session to discuss the SOW with

Contractor

APM Within 3-5 business days of this notice (duration depends on size and complexity of the project) Respond to work session with comments/edits to

SOW

Contractor Within 5-7 business days of work session

Respond to SOW comments/edits

APM Within 5-7 business days of receipt of Contractor comments/edits

Submission of BOC Contractor Within 5-10 business days of final Agency scope (duration depends on size and complexity of the project) Respond to BOC, negotiate, and submit to

OPO

APM Within 5-10 business days of Contractor submission of the BOC (duration depends on the size and complexity of the project)

RFP/ OregonBuys Bid Solicitation No.: S-73000-00011625

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Activity Responsible Party Schedule Draft final documents OPO, APM and

Contractor Estimated 60-90 business days after APM submission of the negotiated SOW and BOC to OPO

Legal Sufficiency review OPO, APM, DOJ Estimated 30 business days after OPO submission to DOJ

Contract signature routing and execution

OPO, Contractor, and Agency Expenditure

Authority (if required)

Within 3-5 days from initial routing by OPO (OPO will send Notice of Execution once complete) Issue Notice to Proceed (NTP) APM Within 1 day after Contract execution

Negotiations are anticipated to be completed (ready to submit for legal sufficiency review) within the schedule set forth in this notice. If the schedule for negotiations cannot be met and Contractor and Agency are negotiating in good faith, additional time may be mutually agreed upon.

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

No work is authorized until a Contract is executed and Contractor has received written NTP from

APM.

Because this notice is being transmitted electronically, the date of this notice will start the protest period for competing proposers to submit a written selection protest (reference Section 5.2 of the RFP). Any proposer who claims to have been adversely affected or aggrieved by the selection of a higher ranked proposer must deliver a written selection protest to my attention and received at the email address below no later than 5:00 p.m. on February 10, 2026. Agency shall not consider a selection protest submitted after the deadline established herein. To be adversely affected or aggrieved, a protestor must demonstrate that the protester was ranked higher than other selected proposers and that higher ranked proposers are ineligible for selection.

Agency appreciates each Proposer’s 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 .gov mailto:Summer.Guthrie@ODOT.Oregon.gov

RFP/ OregonBuys Bid Solicitation No.: S-73000-00011625

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Level 3 - Restricted

Attachment 1 – Award Submittal Requirements

Refer to RFP section 5.3 for a complete list of Contract Award requirements.

Provide or complete the following items required by the RFP as described below:

• RFP section 5.3.1 Insurance o Certificate(s) of Insurance demonstrating proof of insurance according to the negotiated Contract, Exhibit C (email to Summer.Guthrie@ODOT.Oregon.gov prior to execution of the Contract)

• RFP section 5.3.2 W-9 Form o Completed W-9 form (send directly to ODOT Financial Services at Table.Maintenance.ODOT.TEAMS@ODOT.Oregon.gov more information on timing of this submission to follow from APM)

• RFP section 5.3.3 Business Registry o If not already completed, register to transact business in the State of Oregon (complete online at http://sos.oregon.gov/business/pages/register.aspx)

• RFP section 5.3.4 Responsibility Inquiry o RFP Attachment G - Responsibility Inquiry (email to Summer.Guthrie@ODOT.Oregon.gov within 5 business days of this notice if not previously submitted)

• RFP section 5.3.5 Pay Equity Certification o Since this Contract is valued at $500,000 or more, if awarded Proposer has 50 or more employees, take the statutorily required training and obtain Pay Equity certificate (email certificate to Summer.Guthrie@ODOT.Oregon.gov prior to execution of the Contract)

• RFP section 5.3.6: Nondiscrimination in Employment o [already completed on previously submitted Attachment C – Proposer Information and Certification Sheet which was due with the Proposal]

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

Other items will be required of awarded Proposer during negotiations, prior to Contract execution.

APM will provide more information to Contractor at the appropriate time.

Oregon Department of Transportation : Business Opportunities and Resources : Doing Business :

State of Oregon mailto:Summer.Guthrie@ODOT.Oregon.gov https://www.irs.gov/pub/irs-pdf/fw9.pdf mailto:Table.Maintenance.ODOT.TEAMS@ODOT.Oregon.gov http://sos.oregon.gov/business/pages/register.aspx mailto:Summer.Guthrie@ODOT.Oregon.gov https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx mailto:Summer.Guthrie@ODOT.Oregon.gov https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf https://www.oregon.gov/odot/Business/Pages/index.aspx https://www.oregon.gov/odot/Business/Pages/index.aspx

OREGON DEPARTMENT OF TRANSPORTATION