00012619_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 : S-73000-00012619 for

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

B38914; B38916 to B38918; and B38922 to B38924 (Transportation Land Use Planning ‘21 )

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

Project Name: US199 and Redwood Avenue Plan (Grants Pass)

Project Location: Grants Pass, Oregon

ODOT Key Number: 23567

DBE Participation Goal: 7.5% (see Section 1.5.1 for more information)

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

Single Point of Contact: See “Purchaser” and “Info Contact” 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 “Purchaser”) 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 AND 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 Purchaser 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 further described below and further described in Section 3.0 (the “Services”). The expected outcome of the WOC is to develop the US 199 and Redwood Avenue Plan.

Proposers responding to the Mini-RFP do so solely at their expense. Agency is not responsible for any https://oregonbuys.gov/ https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

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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.

Background The Oregon Highway Plan (“OHP”) classifies US 199 (Redwood Highway) as a Statewide Highway, a designated freight route, and as an Oregon Revised Statute (“ORS”) 366.215 Reduction Review Route. The Redwood Highway is also part of the National Highway System. The OHP designates the segment of US 199 between SW Tussey Lane (Mile Point 0.20) and the Applegate River Bridge (Mile Point 6.92) as an expressway. For the past decade, the expressway experienced a crash rate that was consistently higher than the statewide average for similar facilities.

Approximately 20 years ago, work began on the US 199 Expressway Upgrade Project, the purpose of which was to address vehicular and pedestrian safety, and current and future congestion and operational deficiencies along Highway 199. The history of this project is described in more detail in Attachment C – US 199 Expressway Plan. The US 199 Expressway Upgrade Project resulted in the selection of “Alternative A” as the preferred alternative that is shown in the April 2008 Revised Environmental Assessment (“REA)”. The overall alternative covers improvements from Midway Avenue to Tussey Lane (just west of the US199/OR99/OR238 junction). Generally, the improvements include raised medians throughout with related turn restrictions at accesses and intersections, a widened cross-section to 6 through lanes east of Dowell Road, additional turn lanes at intersections, and a realigned intersection of Allen Creek Road with Redwood Avenue. The REA only received a finding of no significant impact for the portion of the alternative extending from Rogue Community College (MP3.18) to Midway Avenue (MP 4.58), Phase 1.

In 2014, the Oregon Transportation Commission adopted the US 199 Expressway Plan (see Attachment C – US 199 Expressway Plan) as the preferred alternative selected from the 2008 REA.

The Grants Pass Transportation System Plan (“TSP”) includes the following proposed projects:

(1)widen US199 from 4 lanes to 6 lanes between Tussey Ln and Dowell Road (project 113); (2) widen Dowell Road to add turn lanes approximately 75 feet north of US199 (project 142); (3) add a shared use path and 2-way cycle track on US 199 (projects 128a and b); and (4) Redwood Avenue realignment (project 134).

In 2021 ODOT, Region 3 planning and the City of Grants Pass (“City”) requested that the ODOT Transportation Analysis Unit (“TPAU”) validate the 2008 REA preferred alternative using the new Southern Oregon Activity-Based model (“SOABM”) with the 2045 future year scenario to see if it would likely still function as intended or if modifications and further investigation may be necessary.

Most of the REA preferred alternative was shown to still function. Increased growth along Redwood Avenue and related capacity issues for traffic traveling between Redwood Avenue and US 199 have

Mini-RFP Template (10/16/2024) 4 shown the need for potential improvements and further analysis at the US 199 & Dowell Road intersection, the Redwood Avenue & Allen Creek Road intersection, and along Redwood Avenue.

In 2022, TPAU was asked to present the results of an operational-level analysis on the preferred alternative from the REA and related improvement concepts. The focus of the analysis was to verify if the queuing on Allen Creek would still require the Redwood Avenue realignment and the identified changes at the US199 & Dowell Road intersection. This scoping-level-analysis built on the previous 2021 analysis by creating and analyzing the 2045 future volume estimates instead of just comparing screening-level travel demand model results. The results showed that preferred alternative could work, however, adding changes to intersections or other roadways introduced variability into the analysis.

Investigations into different concepts or a more detailed dive into the alternative will require a new set of longer-duration (e.g. 16-24 hour) counts across the study area. Comprehensive analyses following current practice (e.g. including predictive safety, multimodal, urban design) would also be needed. The REA did not sufficiently examine Redwood Avenue or consider the potential fourth bridge.

Project Purpose The purpose of this Project is to take a fresh look at the congestion, operations, and safety needs on US199 and Redwood Avenue, examining all modes. The Project will consider a future fourth bridge connection between Lincoln Road and Allen Creek Road (project 1b) as shown in the City’s TSP.

Study Area The Study Area includes the transportation network between Dowell Road to the west, Tussey Lane to the east, US 199/Redwood Highway to the south and Redwood Avenue to the north (the “Study Area).

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Objectives Outcomes of the Project may include recommendations for refinements to the City TSP, the US 199 Expressway Plan, US 199 Expressway Upgrade Project Revised Environmental Assessment, the Middle Rogue Valley Metropolitan Planning Organization (“MRMPO”) Regional Transportation Plan (“RTP”) and the local, regional, and State Transportation Improvement Programs.

The objectives of the US199 and Redwood Avenue Plan (the “Plan”) are to:

• Identify existing transportation deficiencies with updated information;

• Determine if the projects in the Expressway Plan and TSP within the Study Area are the best alternatives considering costs and benefits;

• Evaluate other alternatives within the Study Area to improve transportation network safety and reliability;

• Document the Plan and decision-making process in support of its adoption into local plans;

• Provide policy framework to preserve the safety and function of US 199 and Redwood

Avenue;

• Provide strategies for intra-agency coordination and meaningful public involvement.

Community involvement and coordination with interested parties are critical to the Project’s success.

Interested and affected parties for this Plan could include the Federal Highway Administration (“FHWA”), City, ODOT, Josephine County, MRMPO, Josephine County Transit District, residents, businesses, business associations, elected officials, local advocacy organizations, environmental justice groups and other State and federal agencies.

Rogue River

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Funding Source(s):

FHWA

State of Oregon Local

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”):

• Cost Plus Fixed-fee, up to a maximum Not to Exceed (“NTE”) amount;

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

• Time and Materials, up to a maximum NTE amount; or

• Price per Unit.

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.

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 is awarded a WOC to prepare an Environmental Impact Statement, Environmental Assessment, Categorical Exclusion or designs and plans/specifications for a project, that consultant and its Affiliates will not be eligible to propose/bid on or enter into a contract to construct that project.

1.2 QUESTIONS AND CLARIFICATIONS

1.2.1 PROPOSER QUESTIONS AND AGENCY RESPONSES

The “Purchaser” 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 e-mail to the Purchaser. Failing to follow the foregoing requirements regarding the Single Point of Contact for inquiries may result in Proposal rejection by Agency.

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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 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 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 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 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 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

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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% 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.

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.

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

Mini-RFP Template (10/16/2024) 9 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 Mini-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, and Key Staff Resumes 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).

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

Mini-RFP Template (10/16/2024) 10 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 one Oregon Registered Civil 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:

o 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:

o 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 o 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.

OTHER KEY PERSONNEL

In the space provided on the Attachment A - Proposal Cover Sheet, list the name(s), key staff title, and special licenses or certifications (if any*) that meet the ‘expert’ professional minimum requirements in the mini-RFP for the following key staff:

Project Manager with at least 5 years of experience managing collaborative process working with multiple agencies, interest groups and stakeholders; managing Projects with limited budget, and managing technical teams.

Expert Senior Environmental Specialist with at least 5 years of experience in constrained urban environmental settings.

Expert Transportation Planner with at least 5 years of experience working on urban environmentally sensitive projects.

Expert Facilitator with significant experience working on urban, environmentally sensitive planning projects and large stakeholder groups.

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Transportation Engineer with 5 years of experience on similar transportation project(s).

*If there is no applicable license or certification, annotate “N/A” next to the name and title of the key staff.

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.

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 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.

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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/Follow-Up Questions 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 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.

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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

Using the Key Staff Resume form, describe your team’s qualifications and experience relating to the requested services. Scoring will be based on relevance of the experience, qualifications, and technical competence of the key staff (whether they are from the prime or a sub) proposed for use on this specific project. Include any special certifications or licenses or both (if discipline requires the services of an Oregon licensed professional, note license in resume).

The response must include the following key staff and how each key staff meets the applicable minimum requirements set forth in Mini-RFP Section 1.4.12:

• Project Manager

• Expert Senior Environmental Specialist

• Expert Transportation Planner

• Expert Facilitator

• Transportation Engineer

Key Staff Resumes are not included in the Proposal page limit identified for this Mini-RFP; however, a maximum of 6 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: 40

Given the information provided with this mini-RFP, describe your approach for the Project to cost effectively meet the Agency’s deliverables/objectives. Describe what you believe are the most critical elements of this Project that the design team must address for a successful outcome. Include how your approach will:

• Incorporate planning and environmental linkages; and

• Manage public involvement throughout the project including how you anticipate structuring public involvement and facilitation techniques to successfully integrate public and stakeholder comments into the process.

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: 20

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.

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

Mini-RFP Template (10/16/2024) 14

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.

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

Mini-RFP Template (10/16/2024) 15 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 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 SOW for the Project with the successful Proposer.

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

Task 1 - Project Management and Coordination Consultant shall provide on-going coordination and communication needed to appropriately manage the Services under this Project. Consultant shall provide progress reports with monthly invoices. This task should include, but not be limited to, the following subtasks:

Task 1.1 - Project Schedule and Schedule Updates Consultant shall prepare a detailed draft and final Project schedule for Consultant’s tasks and provide up to 2 Project schedule updates throughout the Project as requested by Agency.

Agency will provide comments on the initial draft Project schedule. Consultant shall incorporate Agency comments into the final Project schedule.

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) 16

Task 1.2 - Master Comment Log Consultant shall coordinate with Agency to establish a master comment log for milestone submittal reviews (“Master Comment Log”). Consultant shall provide the current Master Comment Log with all deliverable submittals.

Consultant shall provide a final Master Comment Log upon completion of the final US199 and Redwood Avenue Plan (Task 6.1).

Task 1.3 - Meetings Consultant shall prepare for and facilitate meetings as identified in the subtasks below. Meeting locations and dates will be collaboratively scheduled between Consultant and Agency. Unless specifically stated, Agency will host meetings with screen and voice sharing software. Meetings must not last longer than 1.5 hours. Consultant shall provide an agenda, presentation materials and a summary for each meeting.

Task 1.3.1 – Project Kick-off Meeting and Site Visit Consultant shall attend 1 in-person Project Kick-Off meeting and 1 site visit in the City of Grants Pass (“Grants Pass”) to identify existing conditions, strategies, and solutions. The Kick-off Meeting and site visit must be conducted on the same day and will last no longer than 4 hours.

Task 1.3.2 - Steering Committee Meetings The purpose of the Steering Committee is to guide the political and policy decisions of the Project. It will include, but not be limited to, representatives from the following: Agency, Federal Highway Administration (“FHWA”), Middle Rogue Metropolitan Planning Organization (“MRMPO”), and Grants Pass. Consultant shall attend up to 5 Steering Committee meetings at the request of APM.

Task 1.3.3 - Project Management Team (“PMT”) Meetings The purpose of the virtual PMT is to discuss technical memorandum deliverables. The PMT will include, but not be limited to: Agency business lines, public works, and planning staff from participating agencies. Consultant shall attend up to 18 virtual PMT meetings at the request of APM.

Task 1.3.4 - Advisory Committee Meetings The purpose of the Advisory Committee is to advise on milestone deliverables. The Advisory Committee will include, but not be limited to: Federally recognized Tribal Governments, special interest groups, commissions, and councils of government. Consultant shall attend up to 10 virtual Advisory Committee meetings at the request of APM.

Task 1.3.5 - Public Involvement Communication Strategy Meeting Consultant shall schedule, prepare for, and facilitate 1 virtual Public Involvement Communication Strategy Meeting with Agency and Grants Pass. Consultant shall review and discuss the Project’s public involvement and communications goals and tasks to gain the PMT’s alignment on overall strategy and responsibilities.

Task 1 Consultant Deliverables/Schedule

• Project management and coordination activities including progress reports and invoices by the 20th of each month.

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• Draft Project schedule within 20 business days after Work Order Contract (“WOC”) Notice to Proceed (“NTP”).

• Final Project schedule within 10 business days after receipt of Agency comments.

• Project schedule updates within 10 business days of Agency request.

• Master Comment Log with deliverable submittals.

• Final Master Comment Log within 15 business days of final US199 & Redwood Avenue Plan submittal to Agency (Task 6.1).

• Meeting agenda for each meeting at least 10 business days prior to each meeting.

• Meeting summary for each meeting within 10 business days after each meeting.

Task 2 – Public Participation Consultant shall work with Agency to develop and implement a robust, equitable community and public engagement strategy to include:

Task 2.1 – Public Involvement and Communications Plan Consultant shall create a draft and final Public Involvement and Communications Plan for the Project that includes the level of public engagement by identifying underserved populations, outreach activities and responsible parties.

Agency will provide comments to Consultant on the draft Public Involvement and Communications Plan. Consultant shall incorporate Agency comments into the final Public Involvement and Communications Plan.

Task 2.2 – Communication Materials Consultant shall prepare draft and final materials to communicate Project deliverables to a broad audience. Materials may include graphics, fact sheets, emails, presentation slides and advertising.

Agency will provide comments to Consultant on the draft communication materials. Consultant shall incorporate Agency comments into the final communication materials.

Task 2.3 - Online Open Houses Consultant shall prepare materials for Agency to post on project tracker website for 2 online open houses. Materials must include Project deliverables to date and executive summary in plain language.

Agency will provide comments to Consultant on the draft online open house materials. Consultant shall incorporate Agency comments into the final online open house materials.

Task 2.4 - Public Involvement Summary Report Consultant shall prepare a report delineating public involvement activities, documenting Project process and outreach for all interested parties to include Title VI and Environmental Justice communities.

Task 2 Consultant Deliverables/Schedule

• Draft Public Involvement Communication Plan within 60 business days after WOC NTP.

• Final Public Involvement Communication Plan within 10 business days after receipt of Agency comments.

https://gis.odot.state.or.us/tpt/

Mini-RFP Template (10/16/2024) 18

• Draft communication materials (graphics, fact sheets, emails, presentation slides, advertising ) within 120 business days after WOC NTP.

• Final communication materials (graphics, fact sheets, emails, presentation slides, advertising ) within 10 business days after receipt of Agency comments.

• Draft online open house materials for 2 online open house events within 10 months after

WOC NTP.

• Final online open house materials for 2 events within 10 business days after receipt of Agency comments.

• Public Involvement Summary report within 30 business days of final US199 and Redwood Avenue Plan submittal (Task 6.1).

Task 3 – Review of Existing Information The purpose of this task is to review and document relevant Project information for evaluating the existing plans, policies, environmental resources, and land uses to include:

Task 3.1 – Plans and Policies Review Technical Memorandum Consultant shall review applicable State and local planning documents for consistency and identify any discrepancies. Consultant shall incorporate relevant sections of plans, policies, regulations, and standards into a draft and final Plans and Policies Review Technical Memorandum.

Agency will provide comments to Consultant on the draft Plans and Policies Review Technical Memorandum. Consultant shall incorporate Agency comments into the final Plans and Policies Review Technical Memorandum.

Task 3.2 – Transportation Methodology and Assumptions Technical Memorandum Consultant shall prepare a Transportation Methodology and Assumptions Technical Memorandum that documents the chosen methodologies, assumptions, and parameters to be used for volume development and in the analysis of existing conditions, future conditions (no-build and build), and alternatives analysis, including traffic, safety, multimodal analysis methods, analysis period(s) and anticipated software. The Transportation Methodology and Assumptions Technical Memorandum must be approved by the Transportation Planning Analysis Unit (“TPAU”) and Region 3 Traffic prior to transportation analysis (Task 4).

Agency will provide comments to Consultant on the draft Transportation Methodology and Assumptions Technical Memorandum. Consultant shall incorporate Agency comments into the final Transportation Methodology and Assumptions Technical Memorandum.

Task 3.3 – Environmental and Land Use Technical Memorandum Consultant shall review the Josephine County and Grants Pass Comprehensive Plans and Zoning Maps to determine and summarize the existing and planned land uses within the Study Area (defined below) into a draft and final Environmental and Land Use Technical Memorandum. Consultant shall also document environmental features to include:

o Land Use;

o Right of Way and Utilities;

o Sensitive Species and Habitats;

o Environmental Justice;

o Socioeconomic;

Mini-RFP Template (10/16/2024) 19 o Section 4(f) of the DOT Act of 1966;

o Section 6(f)(3) of the Land and Water Conservation Fund Act;

o Wetlands and Water Quality;

o Cultural Resources (including archaeology and historical); and o Geological and Hazardous Materials.

Agency will provide comments to Consultant on the draft…