00011666_ITA.pdf
PDF 335 KB Posted
- Solicitation number
- S-X34350-00011664
- Issued by
- Oregon
About this file
This is a Notice of Intent to Award issued by the Oregon Department of Transportation (ODOT) Procurement Office to DKS Associates for a Work Order Contract (WOC) to provide personal services for the City of Salem Transportation System Plan (TSP) Update project (S-00011666). DKS Associates was selected as the top-ranked firm from a competitive solicitation and will proceed to the negotiation phase. The project timeline follows a structured schedule with multiple phases: ODOT's Project Manager Brandon Williams will initiate contact within 5-10 business days to discuss the Statement of Work (SOW); the consultant must respond with comments within 5 days; ODOT will respond to those comments within 3 days; the consultant must submit a Breakdown of Costs (BOC) within 5-10 business days of the final scope; and ODOT and the Procurement Office will respond to and negotiate the BOC within 5-10 business days. Legal sufficiency review will occur within 15-20 business days, followed by signature routing and execution within 6-8 business days, and issuance of a Notice to Proceed within 1 day of execution. No work is authorized until the WOC is fully executed and the consultant receives written NTP from the ODOT PM.
The consultant must submit a Breakdown of Costs, Certificates of Insurance, COI Disclosure, and Committed Disadvantaged Business Enterprise (DBE) Breakdown and Certification Forms to the Contract Coordinator. The contract must demonstrate subcontractor utilization to meet the DBE goal established in the Mini-Solicitation. ODOT prefers payments via ACH direct deposit and provides a Vendor ACH Authorization form for consultants not previously enrolled. If negotiations cannot be completed within the stated timeline and parties are negotiating in good faith, additional time may be mutually agreed upon; however, if agreement cannot be reached, ODOT reserves the right to terminate negotiations with DKS Associates and begin negotiations with the next highest-ranked firm. All proposers were thanked for their participation in the competitive solicitation process.
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Text version
Department of Transportation Procurement Office
355 Capitol St NE, MS#3-3 Salem, OR, 97301
Phone: (503) 986-2710 Fax: (503) 986-5790
OREGON DEPARTMENT OF TRANSPORTATION
Notice of Intent to Award
DATE: 04/10/2025
TO: DKS Associates SUBJECT: S-00011666 City of Salem TSP Update
DKS 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-Solicitation. The scores and rankings of all Proposers are shown in the score matrix accompanying this notice. The award submittal requirements stated in the Mini-Solicitation are summarized on Attachment 1 of this notice.
Brandon Williams 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, BOC-CPFF or BOC-NBR 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-Solicitation. To set expectations for the contracting phase, listed below is a 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 / Local Agency
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 / Local
Agency 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 for legal sufficiency
ODOT PM / Local Agency
OPO
Within 5-10 days of Consultant submission of the BOC (days depend on the size and complexity of the project) Legal Sufficiency OPO, ODOT PM, and DOJ Within 15 (Mini- Solicitation) & 20 (Formal) 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, Megan Hodges Contract Coordinator | ODOT Region 2 355 Capitol Street NE, MS 33, Salem, OR 97301 Phone: 503.779.8611|Megan.Hodges@odot.oregon.gov mailto:Megan.Hodges@odot.oregon.gov http://www.oregon.gov/odot/business/procurement/pages/index.aspx
Attachment 1 – Award Submittal Requirements
Please email to me, the Contract Coordinator, the following items if marked as “REQUIRED” in the Mini-Solicitation (see detailed requirements and due date for each item in Section 2.3 of the Mini-Solicitation).
• Breakdown of Costs
• Certificates of Insurance
• COI Disclosure
• Committed DBE Breakdown & Cert. Form(s)
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.
https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf
Committed DBE Breakdown & Cert. Form(s)
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