00012193_Mini_RFP_Final.pdf

Mini-RFP Template (10/16/2024) 1

OREGON DEPARTMENT OF TRANSPORTATION

A&E “Related Services”

MINI-RFP/ OregonBuys Bid Solicitation Number: 73000-00012193 for

Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series B38909; B38913;

B38914; B38916 to B38918; and B38922 to B38924 (Transportation Analysis System Planning)

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

Project Name: Cape Arago Highway Corridor Plan: Coos Bay to Charleston

Project Location: Coos County, Oregon

ODOT Key Number: 21786

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.

https://oregonbuys.gov/bso/

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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).

SECTION 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 SUMMARY OVERVIEW AND WORK ORDER CONTRACT (“WOC”) OBJECTIVES

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. The needed services are described below and further described in Section 3.0 (the “Services”). The prospective WOC is to prepare a State of Oregon (“State”) facility plan for Cape Arago Highway (No. 540) from the City of Coos Bay (“City”) city limits to the unincorporated https://oregonbuys.gov/ https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

Mini-RFP Template (10/16/2024) 3 community of Charleston in Coos County (“County”), Oregon.

Project Purpose and Overview of Services Agency is contracting with Proposer for Services in connection with preparing a Cape Arago Highway Corridor Plan (the “Project” or the “Plan”) which will be a minor amendment to the Oregon Highway Plan (“OHP”) and Coos County Transportation System Plan (“TSP”). The Plan must include, but is not limited to:

• Executive summary, that serves as a stand-alone summary of the most important aspects of the Plan;

• Goals and objectives;

• Existing and future year transportation conditions;

• Plan elements describing the preferred multimodal solutions with maps, tables, and descriptions of the preferred projects; and

• Implementation plan.

All supporting documentation must include, but not be limited to the following in an appendix:

• Technical Memoranda (“TM”);

• Alternatives analyses and evaluations;

• Title VI and Equitable Engagement Report and documentation;

• Comment Log; and

• Ordinance revisions.

Project Purpose and Need Previous planning efforts have identified a lack of adequate bicycle, pedestrian, and transit facilities along the nearly 4-mile stretch of highway between the City and the unincorporated community of Charleston in the County.

The Plan will identify and prioritize transportation system improvements and access management strategies to make multimodal travel safer and more efficient along this regional recreation corridor.

Project Area The Project Area includes roadway facilities within State right of way from mile point 4.49 near the City limits to mile point 8.2 at the east extent of the South Slough Bridge (the “Project Area”). See Figure below. Mile points listed in green.

Mini-RFP Template (10/16/2024) 4

Background Recent improvements by the City, near the Project Area, include landscaping, benches, lighting, sidewalks, ADA compliant curb ramps and striped bike lanes on both sides of Cape Arago Highway from the intersection of Newmark Ave at S Empire Blvd to city limits where the Project Area begins.

There are currently no dedicated bike or pedestrian facilities in the Project Area other than a short, unmarked multiuse path on the east side of the highway.

There are currently 4 unmarked transit stops in the Project Area operated by Coos County Area Transit. There are no bus pullouts and pedestrians cross 2 lanes of traffic to reach retail and residential areas to the east of the highway.

The paved shoulder and right of way widths within the Project Area vary greatly. There are numerous driveway accesses on the east of the highway within the Project Area. Many are the length of the property which creates additional conflicts between travel modes.

Tourism is a major part of the State’s coastal economy, which requires safe travel and transportation choices. Planning for the regional movement of people and goods along with the local need for a strong and vibrant business community requires trade-offs.

Meaningful public outreach and feedback is necessary to meet the needs of the community and prioritize improvements. The Project will focus on a multimodal network where residents and visitors can access their destinations safely and efficiently, while supporting the place-based vibrancy that

Mini-RFP Template (10/16/2024) 5 makes those destinations worth visiting. There is an opportunity to create better connections to the City’s Empire District, the Coquille Tribe’s Kilkich property, and Charleston.

Project Objectives

• Develop transportation goals for the Project Area;

• Develop a 20-year transportation plan with context-sensitive solutions;

• Develop measures to implement suggested Plan improvements, such as code and ordinance amendments;

• Identify a safe, efficient, well-connected multimodal transportation network that meets the travel needs of all users, based on existing and planned land uses;

• Preserve the function and capacity of the State transportation facility;

• Ensure the Plan is consistent with applicable laws and adopted plans, including the

Transportation Planning Rule, Oregon Transportation Plan, Oregon Modal Plans, Oregon Facility Plans, and County Plans, policies, and ordinances; and

• Meets all key objectives and expected outcomes identified within the Statement of Work

(“SOW”).

The expected outcome of the WOC is to prepare the Cape Arago Highway Corridor Plan. 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 of what is advertised here, for inclusion in the final WOC.

The WOC is anticipated to start June 2025 and is expected to be completed by June 2027. 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):

FHWA State Planning and Research Program.

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 for all Services; Fixed Price per Deliverable; Fixed Price per Milestone; or

• Time and Materials, up to a maximum Not to Exceed (“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

Mini-RFP Template (10/16/2024) 6 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.

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 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).

1.2 QUESTIONS AND CLARIFICATIONS

1.2.1 PROPOSER QUESTIONS AND AGENCY RESPONSES

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 Conflict of Interest (“COI”) issues, or to the intent or technical aspects of the Services must be submitted in writing via email 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 on or before the Proposer Question Deadline set forth in Mini-RFP Section 0.4.

Question and Answer documents, if any, will be posted on OregonBuys (in the Bid Solicitation File 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 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 Statutes (“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

Mini-RFP Template (10/16/2024) 7 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.

1.4 PROPOSAL AND SUBMISSION REQUIREMENTS (“PASS/FAIL” AND “REQUIRED” ITEMS)

1.4.1 PASS/FAIL

• 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 email 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 email to the SPC 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 email sent by Agency and the time of the email 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% 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. Be clear and concise.

1.4.4 PRICE INFORMATION (RESERVED)

1.4.5 PROPOSAL COVER SHEET (REQUIRED)

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

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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, Cover Sheet and any forms must not exceed 5 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.

• (REQUIRED) Reference forms as required in Section 2.13.

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

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, BOC or other price information (if applicable), “Key Staff Resumes” (if required, including any limitations, in Section 2.2), and Reference Forms (if required). 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 the Proposal and any Proposal attachments will not be considered, unless specified in the RFP. 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 Reference Forms must be submitted as a single combined pdf file.

• COI information (see Attachment A, Proposal Cover Sheet) must be submitted as a separate pdf file.

(REQUIRED) 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).

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

Mini-RFP Template (10/16/2024) 9

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 FAILURE OF ELECTRONIC PROCUREMENT SYSTEM OR EMAIL SYSTEM

Per OAR 731-146-0150(4), in the event of a failure of an Electronic Procurement System or email system that interferes with the ability to submit electronic Proposals or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of electronic Proposals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

1.4.12 OTHER MINIMUM REQUIREMENTS (REQUIRED)

Proposer must clearly indicate on Attachment A - Proposal Cover Sheet how they meet each of the minimum requirements listed in this Section 1.4.12.

• REGISTERED PROFESSIONAL ENGINEER

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 Contract. 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 Contract. In the space provided on the Attachment A - Proposal Cover Sheet, list the name and registration number of at least 1 Oregon Registered Civil or Traffic Engineer in active status intending to perform engineering Services under the Contract.

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 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)]

Proposer shall provide, on the Attachment A - Proposal Cover Sheet, the following information:

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

Mini-RFP Template (10/16/2024) 10

• The name of the individual not employed by Proposer who currently holds a valid certificate of registration to practice engineering or land surveying (as applicable) 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 or land surveying (as applicable) Services under the Contract.

1.5 DBES AND CERTIFIED SMALL BUSINESSES

1.5.1 DISADVANTAGED BUSINESS ENTERPRISE (“DBE”)

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 construction Contract Administration/Construction Engineering Inspection (“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.

• A DBE participation goal is not being assigned to the proposed WOC (“No-Goal” assignment).

See PA Exhibit E or, for No-Goal WOCs, Exhibit E.1 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.

SECTION 2.0 PROPOSAL EVALUATION & CONSULTANT SELECTION

2.1 EVALUATION PROCESS

2.1.1 EVALUATION

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 of at least 3 members 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

Mini-RFP Template (10/16/2024) 11 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 including demonstrations 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:

o Understanding of Requested Services o Technical Approach o Project Management/Cost Effectiveness o Proposer’s General Qualifications o Proposer’s Capabilities o Proposer’s Relevant Experience o Project Team and Qualifications

2.1.3 REFERENCES (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 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/Follow-Up Questions 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

Mini-RFP Template (10/16/2024) 12 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: 30

The “Key Staff Resumes” form that is available online at:

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

Provide information for the proposed Project Manager and other key staff that you believe are most important based on your understanding of the needed Services.

Scoring will be based on relevance of the experience, qualifications, and technical competence of Project Manager and key staff proposed for use on this specific project.

Key Staff Resumes are not included in the Proposal page limit identified for this Mini-RFP; however, a maximum of 3 Key Staff Resumes may 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 and must use a minimum of 11-point font for substantive text. Any pages beyond the 1 page per resume will be discarded by Agency and not be included in the evaluation. The maximum score possible for Evaluation Item 1 will apply overall and will not be broken down into a per Key Staff Resume score.

2.2.2 EVALUATION ITEM 2 – APPROACH MAX POINTS: 30

Given the information provided with this solicitation, describe your approach for the prospective Project to cost effectively meet the Agency’s deliverables/objectives in the timeline needed. Describe what you believe are the most critical elements of this Project that the project team must address for a successful outcome.

Provide a simple Project schedule that illustrates major Project elements with key milestones and decision points.

2.2.3 EVALUATION ITEM 3 – PROJECT SAMPLES MAX POINTS: 30

Using Attachment B - Project Samples form, provide 2 project samples comparable to the requested services performed by your firm preferably within the last 5 years to demonstrate Proposer’s project experience. The fields on the Project Samples form may be expanded. The maximum score possible for Evaluation Item 3 will apply overall and will not be broken down into a per project sample score.

For the sample projects:

• Include a brief description of project type, location, size, duration and objectives; a list of key project staff roles; tasks performed by the Proposer to fulfill the project objectives; and whether the schedule and budget were met.

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

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• Describe the relevance of each sample project to the prospective Project and Services included in this solicitation, including descriptions of how any outstanding issues and project constraints were addressed and resolved.

2.2.4 EVALUATION ITEM 4 – CLARITY OF PROPOSAL AND CONFORMITY WITH REQUIREMENTS

MAX POINTS: 10

Proposers do not need to provide a written response to this criterion.

The Proposal must be organized in accordance with the list of Scoring Criteria categories in Section

2.2. Proposals will be scored by evaluators on the following factors: Proposal format; ease of finding clear, concise responses that correlate with the order of evaluation criteria in this Mini-RFP;

responses are free of excessive formatting informalities such as typographical or grammatical errors, or both; and Proposers ability to follow instructions.

2.2.5 PROPOSAL SCORE SUMMARY

Total Maximum Points for Proposal 100 Maximum Points for Interviews/Follow-up Questions (if conducted) 50 Maximum Possible Total Score 150

2.3 AWARD REQUIREMENTS

2.3.1 COST DATA

Following development of the SOW, 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.

https://www.oregon.gov/odot/Forms/2ODOT/7345235.pdf

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2.3.4 CONSULTANT QUALITY PLAN (“CQP”)

A CQP consistent with the requirements of Agency’s “Consultant Quality Plan Guidance” (linked below) must be on file with Agency. The apparent successful Proposer shall provide a CQP for Agency’s review and approval if:

• An approved CQP for the applicable PA is not on file at Agency;

• The CQP on file is not in conformance with the requirements of the current Consultant Quality

Plan Guidance linked below;

• The CQP on file is not applicable to the Services required for this Project; or

• There are changes to quality management processes or organizational structure from what is in the approved CQP while the PA is in effect.

If required per the above criteria, submit a new/updated CQP (in PDF format) within 7 calendar days of Intent to Award notice (see instructions and email box for submittal in Section 4.1 of the Consultant Quality Plan Guidance linked below). Agency may rescind the award for any apparent successful Proposer that does not submit an updated CQP, if applicable, in the time requested and may select the next highest ranked firm for award.

The CQP must be developed consistent with requirements of Agency’s “Consultant Quality Plan Guidance” (https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance.pdf).

A sample CQP template, as referenced in the Consultant Quality Plan Guidance, is available at:

https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx.

The above documents and other QA/QC guidance can be found on the Quality Plans and Guides webpage at: https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx.

SECTION 3.0 SUMMARY of TASKS, DELIVERABLES & SCHEDULE Solicitation Note: Agency reserves the right to modify the SOW as necessary to meet Agency’s needs during negotiations. Project tasks and deliverables may include, but are not limited to, those listed in the sections below. ODOT will negotiate a complete, final Statement of Work (“SOW”) for the Project with the successful Proposer. Blue highlighted areas in the SOW will be fully negotiated with the successful Proposer.

“Consultant” as used in Section 3.0 refers to the apparent successful Proposer.

Task 1 - Project Management This task is to implement a project management strategy through meetings, schedules, coordination, and project management related deliverables to properly manage the Project between Agency and Consultant.

1.1 Project Management and Coordination

Consultant shall provide ongoing coordination and communication as needed to appropriately manage the Services under this Contract.

Consultant shall guide and direct the Services and Consultant’s team in conformance with all applicable requirements of the Work Order Contract (“WOC”), Statement of Work (“SOW”) and the Project’s goals and objectives. Consultant’s Project Manager (“PM”) shall be Consultant’s primary point of contact and shall communicate with Agency regarding the status of Services being https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance.pdf https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx

Mini-RFP Template (10/16/2024) 15 performed. Consultant PM shall document issues or concerns that may impact the Project and shall conduct bi-weekly check-ins with the Agency Project Manager (“APM”).

Consultant shall provide leadership, direction and control of these Services and maintain communication, and coordination among Consultant’s staff, APM, and Agency staff to facilitate timely, efficient operations for all involved.

Consultant shall monitor progress of the Project and Services including, but not limited to, budget and expenditures.

Consultant shall maintain Project files including, but not limited to: engineering analysis, meeting agendas and minutes, exhibits, progress reports, correspondence and memoranda. Compiling the Project files must be an ongoing task, commencing upon receipt of the notice to proceed (“NTP”), and incorporating documents as they are generated throughout the Services for this Project.

Task 1.1 Consultant Deliverables / Schedule

Project files as requested by Agency - Due to APM within 10 business days of request.

1.2 Project Schedule and Schedule Updates

Consultant shall prepare a detailed Project Schedule for Consultant’s tasks. Consultant’s Project Schedule must have, as a minimum, the following milestones with associated submittal dates:

• NTP;

• Meetings; and

• Deliverables.

Consultant shall submit the draft Project Schedule for Agency review and comment. Agency will consolidate all comments and submit to Consultant. Consultant shall address and incorporate Agency comments, then deliver the final Project Schedule to Agency for approval. Consultant shall provide schedule updates throughout the Project as requested by Agency. If the Project Schedule would change any of the due dates or timeframes required for Services or deliverables, an amendment to this Contract will be required to make those changes.

Task 1.2 Consultant Deliverables / Schedule

Draft Project Schedule - Due to APM within 15 business days after WOC NTP.

Final Project Schedule – Due to APM within 10 business days from receipt of Agency comments.

Project schedule updates - Due to APM within 10 business days of Agency request.

1.3 Comment Log

Consultant shall develop and maintain a log of comments, questions, and concerns received throughout the Project (“Comment Log”). Consultant shall include in the Comment Log comments received on all deliverables and how they were addressed. Consultant shall submit an up-to-date Comment Log with each deliverable and a final Comment Log upon Project completion.

Task 1.3 Consultant Deliverables / Schedule

Comment Log updates with each deliverable.

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Final Comment Log within 15 business days of Consultant submittal of final Cape Arago Highway Plan.

Task 2 - Meetings Consultant shall prepare for and lead meetings as identified in the subtasks below. Meeting locations must be collaboratively scheduled between Consultant and APM. Unless specifically stated otherwise, Consultant shall schedule and host meetings with screen and voice sharing software capable of running concurrently for use by Agency, Consultant staff, and subconsultant staff, at the discretion of the APM.

For each meeting, Consultant shall prepare a meeting agenda and provide draft meeting summary notes, which must include draft action items and record of any decisions from the meetings (“action item and decision log”). Consultant shall maintain the action item and decision log (as part of meeting summary notes) to track action items and decisions discussed at Project meetings. The action item and decision log must include a description of the item or decision and who is assigned the action.

Unless otherwise stated in this SOW, Consultant shall submit the draft meeting summary notes for Agency review and comment. Agency will consolidate all comments and submit to Consultant.

Consultant shall address and incorporate Agency comments, then deliver the final meeting summary notes to Agency for approval.

Consultant shall verify Consultant staff member and subconsultant meeting attendance with APM in writing (email acceptable).

2.1 Kickoff Meeting

Consultant shall lead 1 Project kickoff meeting within 30 business days of WOC NTP. Up to 4 Consultant staff shall attend the meeting, which is estimated to be 2 hours in length. Consultant shall prepare a meeting agenda and draft and final meeting summary notes for the meeting.

Task 2.1 Consultant Deliverables / Schedule

Draft kickoff meeting agenda – Due to APM at least 10 business days before the meeting.

Final kickoff meeting agenda – Due to APM at least 5 business days before the meeting.

Draft kickoff meeting summary notes – Due to APM within 5 business days after the meeting.

Final kickoff meeting summary notes – Due to APM within 5 business days from receipt of

Agency comments.

Kickoff meeting attendance – No tangible deliverable for this task. Verify by email with APM.

2.2 Project Site Visit

Consultant shall schedule and lead 1 Project Site Visit to the Project Area with Agency staff to identify existing conditions, strategies, and solutions. Up to 2 Consultant staff shall attend the Project Site Visit which must be no more than 4 hours in length. Consultant shall prepare the draft and final Project Site Visit meeting agenda and draft and final Project Site Visit summary notes.

Task 2.2 Consultant Deliverables / Schedule

Draft Project Site Visit meeting agenda – Due to APM at least 10 business days before the meeting.

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Final Project Site Visit meeting agenda – Due to APM at least 5 business days before the meeting.

Draft Project Site Visit meeting summary notes – Due to APM within 5 business days after the meeting.

Final Project Site Visit meeting summary notes – Due to APM within 5 business days from receipt of Agency comments.

Project Site Visit meeting attendance – No tangible deliverable for this task. Verify by email with APM.

2.3 Project Management Team (“PMT”) Meetings

PMT meetings are meant to address issues and allow technical discussions between Agency and Consultant. Consultant shall lead bi-monthly PMT meetings during performance of the work. PMT meetings may be cancelled at APM’s discretion. Consultant shall draft the agenda in collaboration with the APM. Up to 2 Consultant staff shall attend the PMT meetings, which are estimated to be 1 hour in length and will focus on, but not be limited to, agenda topics. Consultant shall prepare PMT meeting agendas and draft and final meeting summary notes for the meetings.

Task 2.3 Consultant Deliverables / Schedule

Draft PMT meeting agenda – Due to APM at least 10 business days before each PMT meeting.

Final PMT meeting agenda – Due to APM at least 5 business days before each PMT meeting.

Draft PMT meeting summary notes – Due to APM within 5 business days after each PMT meeting.

Final PMT meeting summary notes – Due to APM within 5 business days after receipt of

Agency comments.

PMT meeting attendance – No tangible deliverable for this task. Verify by email with APM.

2.4 Advisory Committee (“AC”) Meetings

Consultant shall prepare for and attend up to 4 AC Meetings. The meetings will be scheduled by the Agency. Agency will advise Consultant if each AC meeting is to be held virtually or in-person. The purpose of the meetings is to inform the committee of various aspects of the Project and gather their feedback. Consultant shall draft the agenda in collaboration with the APM. Up to 2 Consultant staff shall attend the AC Meetings, which are estimated to be 1.5 hours in length and will focus on, but not be limited to, agenda topics. Consultant shall prepare the AC meeting draft and final agendas and draft and final meeting summary notes for each AC meeting.

Task 2.4 Consultant Deliverables / Schedule

Draft AC meeting agenda – Due to APM at least 10 business days before each AC meeting.

Final AC meeting agenda – Due to APM at least 5 business days before each AC meeting.

Draft AC meeting summary notes – Due to APM within 5 business days after each AC meeting.

Final AC meeting summary notes – Due to APM within 5 business days after receipt of Agency comments.

AC meeting attendance – No tangible deliverable for this task. Verify by email with APM.

2.5 Alternative Solutions Development (“ASD”) Meeting

Consultant, in coordination with APM, shall schedule an ASD meeting to function as a “brainstorming session” to develop solutions for identified deficiencies. Agency anticipates the ASD meeting will be

Mini-RFP Template (10/16/2024) 18 held virtually. Participants invited should include, at a minimum, Region 3 Traffic, Region 3 Planning, Region 3 Active Transportation Liaison, Region 3 Transit Coordinator, County Public Works, City Public Works, and Consultant. Other units and departments may also be included as needed. As potential alternatives are discussed, each business line can indicate the level of support for the Project and conditions, if any.

The goal of this meeting is to eliminate potential alternatives that would be infeasible, would not meet standards, and that the relevant roadway authority will not support. Consultant shall document dismissal of alternatives in meeting summary notes. Consultant shall prepare the ASD meeting draft and final agendas and draft and final meeting summary notes for each ASD meeting.

Task 2.5 Deliverables and Schedule

Draft ASD meeting agenda – Due to APM at least 10 business days before the ASD meeting.

Final ASD meeting agenda – Due to APM at least 5 business days before the ASD meeting.

Draft ASD meeting summary notes – Due to APM within 5 business days after the ASD meeting.

Final ASD meeting summary notes – Due to APM within 5 business days after receipt of

Agency comments.

ASD meeting attendance – No tangible deliverable for this task. Verify by email with APM.

C2.6 – Additional AC Meetings [Contingency Task] If specifically authorized by APM, Consultant shall prepare for and facilitate up to 2 additional AC meetings, according to standards for the AC meetings above. Number and schedule of meetings must be determined in consultation with APM.

Task C2.6 Deliverables and Schedule

Draft meeting agenda(s) – Due to APM at least 10 business days before each meeting.

Final meeting agenda(s) – Due to APM at least 5 business days before each meeting.

Draft meeting summary notes – Due to APM within 5 business days after each meeting.

Final meeting summary notes – Due to APM within 5 business days after receipt of Agency comments.

Meeting attendance – No tangible deliverable for this task. Verify by email with APM.

Task C2.7 – In-person Meetings [Contingency Task] If specifically authorized by APM, Consultant shall attend up to 2 meetings (listed in Task 2.4 or Task 2.5) in-person. Date and location of meetings will be determined in consultation with APM.

Task C2.7 Deliverables and Schedule

Meeting attendance within 10 business days of Contingency Task C2.7 NTP. No tangible deliverables are required for this task.

Task 3 - Community Engagement

3.1 Community Profile

Consultant shall, in coordination with Agency, prepare the Draft Technical Memorandum #1:

Community Profile (“TM #1”). To inform development of the Draft TM #1, Agency will provide

Mini-RFP Template (10/16/2024) 19 analysis and data relating to population and demographics. Consultant shall include the following in the Draft TM #1:

• Summary of current population locations and characteristics;

• Summary of historic and projected population growth patterns;

• Identification of geographic areas with significantly disproportionate concentrations of underserved and transportation-disadvantaged populations; and

• Identification of existing activity centers and key destinations as defined in OAR 660-012-0360 and the types of trips…