00012644_2D-23_Mini_RFP_Final.docx

OREGON DEPARTMENT OF TRANSPORTATION

A&E Related Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00012644 [Transportation and Growth Management (“TGM”) File Code: 2D-23] for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series:

Transportation Land Use Planning 2021 (“TLUP ‘21”) TLUP ’21 Discipline (Subject Area): Public Transportation Planning

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

Project Name: LTD Long-Range Mobility Plan

Project Location: Lane County, OR

ODOT Key Number: 21732

DBE Participation Goal: 5% (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.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

In addition to the provisions set forth and linked within this Mini-RFP, this 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).

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.

Project Purpose/Transportation and Relationship The Lane Transit District (“LTD”) Long-Range Mobility Plan project (the “Project”) will create a Long-Range Mobility Plan (“LRMP”) as an update to the current Long-Range Transit Plan. The Long-Range Mobility Plan will be developed using the ODOT Transit Development Plan Guidebook (2018). The Project will assure consistency of the Long-Range Mobility Plan with state policies, plans, and rules, including Oregon Administrative Rules Chapter 660, Division 12, commonly known as the Transportation Planning Rules (“TPR”). The LRMP will update LTD goals and policies and identify investments in the transit system that will facilitate LTD’s efforts to connect its community in a broader mobility context.

The needed services are described below and further described in Section 3.0 (the “Services”). The expected outcome of the WOC is to meet the following objectives:

Project Objectives The LRMP will:

· Update LTD’s goals and policies to guide investments consistent with a broader mobility management framework that focuses on meeting the mobility needs of people through a diverse range of travel modes rather than the provision of specific transportation services.

· Assess the transit level-of-service to identify areas where additional transit services and related capital improvements are needed.

· Assess the connections between transit and land use and identify potential actions to improve support of adopted land use plans, particularly those related to implementation of updated TPR for metropolitan-area jurisdictions.

· Identify opportunities to meet the mobility needs of underserved populations and to provide access to destinations that are important to underserved populations.

· Enhance coordination with other mobility service providers to provide seamless access to transit and mobility options regionally.

· Provide strategic guidance for service and related capital improvements that will meet identified needs and improve the integration between systems in Lane County.

· Investigate a range of options for providing transit services, including, but not limited to, traditional fixed-route service, express services, Bus Rapid Transit, on-demand services, vanpools, micro transit, and shared mobility options.

· Identify priority transit service enhancements and a list of 20-year capital needs to help guide investments in the region’s transit and broader mobility systems.

· Create logical linkages between the LRMP and LTD’s regularly updated plans and policy documents including, but not limited to, the Strategic Business Plan, Long Range Financial Plan, annual budget, Community Investment Plan, and service reviews.

Proposers responding to this Mini-RFP do so solely at their expense. Agency is not responsible for any Proposer expenses associated with this 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 Spring 2025 and is expected to be completed within 16 months following Agency’s issuance of Notice to Proceed (“NTP”). 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):

Federal Highway Administration (“FHWA”) 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 per Deliverable; Fixed Price per Task;

· 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 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.

Insurance Requirements:

As set forth in Exhibit C of the PA, the following Insurance requirements apply to the prospective WOC from this Mini-RFP:

· Professional Liability in the amount of $ 1,000,000 per occurrence and $ 2,000,000 annual aggregate.

· Commercial General Liability in the amount of $ 1,000,000 per occurrence and $ 2,000,000 annual aggregate.

· Automobile Liability in the amount of $ 1,000,000 combined single limit.

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 an Affiliate of Consultant enters into a WOC or other contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that Consultant or an Affiliate of that Consultant shall not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See Oregon Revised Statute (“ORS”) 279C.307, and 279C.307(3) regarding possible Agency applications for exceptions.

· 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).

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 e-mail 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 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 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.

· 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. In order 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 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 in Section 2.2. Be clear and concise.

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

In the space provided on Attachment A, Proposer must list by name all subconsultant firms that, if selected, will be utilized on Proposer’s team for this WOC.

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 (REQUIRED)

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, “Key Staff Resumes” (if required, including any limitations, in Section 2.2), and “Work Samples” (if required, including any limitations, in Section 2.2). 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 (including “Key Staff Resumes” and “Work Samples”) will not be considered. 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 Work Samples 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. Proposers must submit the TGM COI Disclosure form.

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). If hard copies are required, Proposers are to submit Proposals on recycled white paper (stapled only), without binders or cover-stock. If a Proposer submits a Proposal with cover-stock or binding, Agency will remove and recycle them.

1.4.10 TERMS AND CONDITIONS (PASS/FAIL)

Unless otherwise provided in this Mini-RFP, by submitting a Proposal, each Proposer agrees to be bound by and comply with the terms and conditions of the Proposer’s existing PA, as amended. Any Proposal 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.

1. REGISTERED PROFESSIONAL ENGINEER * – An Oregon-registered Professional Engineer (“PE”) (civil or traffic) with expertise in traffic analysis.

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 WOC. 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 WOC.

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, on the Proposal Cover Sheet (Mini-RFP Attachment A), 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)]

* In the space provided on the Proposal Cover Sheet (Mini-RFP Attachment A), list the name and registration number of at least one Oregon Registered Civil or Traffic Engineer in active status intending to perform Services under the WOC. Proposer shall provide the following information:

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

· The name of the individual not employed by Proposer who currently holds a valid certificate of registration to practice engineering 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 Services under the WOC.

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 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.

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 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 20 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:

· Understanding of Requested Services

· Technical Approach

· Project Management/Cost Effectiveness

· Proposer’s General Qualifications

· Proposer’s Capabilities

· Proposer’s Relevant Experience

· 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 the 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

Evaluators will assign a rank for each Scoring Criteria and interview/follow up question (if conducted). The best response to the Scoring Criteria or interview/follow up question will receive a rank of #1, the second best will receive a rank of #2 and so on.

The ranking will correlate with a percentage of the points available for each Scoring Criteria depending on the number of proposals.

Example - 3 proposals are received:

A ranking of #1 will receive 100% of the points available per Scoring Criteria A ranking of #2 will receive 66% of the points available per Scoring Criteria A ranking of #3 will receive 33% of the points available per Scoring Criteria

Example - 5 proposals are received:

A ranking of #1 will receive 100% of the points available per Scoring Criteria A ranking of #2 will receive 80% of the points available per Scoring Criteria A ranking of #3 will receive 60% of the points available per Scoring Criteria A ranking of #4 will receive 40% of the points available per Scoring Criteria A ranking of #5 will receive 20% of the points available per Scoring Criteria

If a Proposer does not respond to a Scoring Criteria the Proposer will receive 0 points for that Scoring Criteria.

The SPC will convert the ranking of each Scoring Criteria to the percentage of the points awarded for the ranking.

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 Score (if conducted) plus Total Reference/Performance Scores (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.

2.2.1 EVALUATION ITEM 1 – Specific Experience of Key Staff MAX POINTS: 30 Using the Key Staff Resumes form (see Mini-RFP Section 1.4.7), provide information to describe the proposed Project Team qualifications, including specific information for the proposed Project Manager and proposed key staff for the following disciplines:

a. Public transit planning that includes traditional services such as fixed-route transit in addition to alternative and/or innovative mobility solutions (max. 10 points)

b. Strategic planning and development of investment strategies to achieve targeted outcomes (max. 10 points)

c. Public involvement with specific focus on underserved communities (max. 10 points)

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. The Key Staff put forward for work on this Project must have availability to do the work. No substitutes will be allowed without prior authorization by Agency and LTD.

Key Staff Resumes are not included in the Proposal page limit identified for this Mini-RFP; however, a maximum of 4 Key Staff Resumes may be submitted (a Project Manager is deemed Key Staff and is therefore among one of the 4 Key Staff Resumes that must 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.

2.2.2 EVALUATION ITEM 2 – Project Approach MAX POINTS: 40

Given the information provided with this Mini-RFP, describe your approach to cost effectively meet the Project Objectives in the timeline needed. Describe the data sources, modeling tools, and other analyses you would use to meet the Project Objectives in addition to or as a substitute for those identified in this Mini-RFP. Describe your approach for:

a. Developing a plan that enables LTD to effectively serve the diverse needs of the community with an integrated suite of mobility services (max. 10 points)

b. Coordinating mobility and land use planning to support sustainable travel choices consistent with recent updates to Oregon’s TPR for metropolitan-area jurisdictions (max. 10 points)

c. Identifying implementation strategies to guide LTD investments (max. 10 points)

d. Soliciting input from underserved communities (max. 10 points)

Scoring will be based on a) relevance of the recommendations to the project and community and b) how the recommendations will advance the Project Purpose and Project Objectives and lead to adoption and implementation.

2.2.3 EVALUATION ITEM 3 – Work Samples MAX POINTS: 20

Provide up to 4 Work Samples. A Work Sample is 1 actual page from a document demonstrating the Consultant’s ability to communicate key information and inform decisions from one or more projects of similar scope and magnitude to the Project described in this Mini-RFP. The projects must be those performed by at least one of the proposed team’s Project Manager and Key Staff, in the same or similar roles.

Provided Work Samples must address how the work relates to the other scoring criteria and must list Key Staff involved with each Work Sample and what role they played.

Each actual page should be marked only to call out a specific section (circle or highlight a particular area of a page); any supplemental explanation must be included within the Proposal page limit set forth in Section 1.4.9. The Proposal should identify the team member(s) who were involved in the project for which the Work Sample(s) were produced.

The Work Samples will be scored by evaluators, up to a total of 20 points maximum for all samples provided, based on applicability to Project as well as format including appropriate use of tables and graphics; clear, concise text; and errors, including misspellings, grammatical, and typographic.

Work Samples are not included in the Proposal page limit identified for this solicitation; however, a maximum of 4 pages may be submitted for this criterion.

Proposers should not provide a written response to the criterion.

Proposals will be scored by evaluators on format including appropriate use of tables and graphics; ease of finding clear, concise responses that correlate with the order of evaluation criteria in the Mini-RFP; errors, including misspellings, grammatical, and typographic; and Proposers’ ability to follow instructions.

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.

2.3.4 RESERVED

[Remainder of page left intentionally blank]

SECTION 3.0 SAMPLE STATEMENT OF WORK

SOLICITATION NOTE: This Section contains a Sample Statement of Work. The selected Proposer shall use the Statement of Work (“SOW”) as a baseline document during WOC negotiations to develop a proposed Statement of Work which must identify all Work and Services described in the Mini-RFP and address all design considerations and requirements described for the Project. The selected Proposer shall add sufficient detail to Tasks and Deliverables that are included in the Services and omit any not needed for the Project. Items left highlighted in this baseline document will be negotiated or filled in at the time of WOC execution.

Solicitation Note. The following proposed work tasks, deliverables, and schedule will be refined during the negotiations process with the selected Proposer.

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

· Text highlighted in yellow provides instructions or guidance. Delete all highlighted instruction language prior to WOC execution.

· Areas with blue highlight will be negotiated and revised or deleted as necessary prior to WOC execution.

Once finalized and approved by ODOT, that document will become the SOW for the WOC for the Project.

TGM 2D-23

LTD Long-Range Mobility Plan

PARTIES CONTACT INFORMATION

Name:

Address:

Phone:

Email:

Agency’s Project Manager (“APM”) for the WOC [Enter name of APM for the WOC. The APM is responsible for the day-to-day oversight and review of Consultant Services/Deliverables. The APM may or may not also be named as the WOC Administrator.]

______@odot.oregon.gov

Email:

Agency’s Contract Administrator for the WOC [The ODOT individual responsible for administration of the WOC must be identified.]

Same as APM

Address:

Phone:

Email:

Consultant’s Project Manager (“PM”) for the WOC

______@_____.com

Email:

Alternate Contact for Consultant [this information is optional]

Email:

Lane Transit District’s Project Manager for the Project Intergovernmental Agreement (“IGA”) [Local Agency individual responsible for administration of the Project IGA must be identified.]

______@_____.com

Email:

Alternate Contact for City

[this information is optional]

Agency may change the APM designation, Agency’s address for invoicing (Section H.5), or both by promptly sending written notice (e-mail notice acceptable) to Consultant, with a copy to tgmcentral@odot.oregon.gov. Changes to Agency's Contract Administrator for the WOC must be done by amendment. Any changes to the PM or CPM must be approved in writing (e-mail acceptable) by Agency. Consultant or City shall provide written notice (email acceptable) to Agency of any changes to alternate contacts.

A. PROJECT DESCRIPTION AND OVERVIEW OF SERVICES

Acronyms and Definitions

Project Purpose/Transportation and Relationship The Lane Transit District Long-Range Mobility Plan project (“Project”) will create a Long-Range Mobility Plan (“LRMP”) as an update to the current Long-Range Transit Plan. The LRMP will update Lane Transit District (“LTD”) goals and policies and identify investments in the transit system that will facilitate LTD’s efforts to connect its community in a broader mobility context.

Project Area Project will focus on the area within LTD’s district boundary where LTD provides fixed-route services, Americans with Disabilities Act (“ADA”) paratransit services, and a Mobility On-Demand service within the city of Cottage Grove. In addition, LTD provides services within Lane County outside of the LTD district boundary in conjunction with local governments. The LTD district boundary is shown in Figure 1.

Figure 1: LTD District Boundary

Background The Eugene-Springfield region has been highly successful at using transit to achieve state and local goals concerning efficient land uses, vibrant communities, housing choice, and climate change mitigation. LTD’s 2014 Long-Range Transit Plan (available at https://www.ltd.org/projects-and-planning/) established a long-range vision for transit service in Lane County. Among other policies, this vision included establishing a frequent transit network and related policies that were intended to provide attractive transportation options, align transit service with growth in the community, and apply a triple bottom line sustainability lens to LTD’s services. This work was later used to inform the development of Eugene’s Envision Eugene comprehensive plan and the transportation system plans of Eugene and Springfield.

Transit is also a key component of Eugene’s Climate Action Plan 2.0 and the 2015 Central Lane MPO Scenario Plan, which will be updated and implemented for consistency with changes to Oregon’s TPR in response to the Climate-Friendly and Equitable Communities (“CFEC”) rulemaking process. The LRMP will align LTD’s long-term mobility investment strategy with TPR implementation in Eugene and Springfield and meeting local and statewide goals for greenhouse gas emission reduction. The Long-Range Mobility Plan will be developed using the ODOT Transit Development Plan Guidebook (2018). The Project will assure consistency of the Long-Range Mobility Plan with state policies, plans, and rules including Oregon Administrative Rules Chapter 660, Division 12, commonly known as the TPR.

Project Objectives The LRMP will:

· Update LTD’s goals and policies to guide investments consistent with a broader mobility management framework that focuses on meeting the mobility needs of people through a diverse range of travel modes rather than the provision of specific transportation services.

· Assess the transit level-of-service to identify areas where additional transit services and related capital improvements are needed.

· Assess the connections between transit and land use and identify potential actions to improve support of adopted land use plans, particularly those related to TPR implementation.

· Identify opportunities to meet the mobility needs of underserved populations and to provide access to destinations that are important to underserved populations.

· Enhance coordination with other mobility service providers to provide seamless access to transit and mobility options regionally.

· Provide strategic guidance for service and related capital improvements that will meet identified needs and improve the integration between systems in Lane County.

· Investigate a range of options for providing transit services, including traditional fixed-route service, express services, Bus Rapid Transit, on-demand services, vanpools, micro transit, and shared mobility options.

· Identify priority transit service enhancements and a list of 20-year capital needs to help guide investments in the region’s transit and broader mobility systems.

· Create logical linkages between the LRMP and LTD’s regularly updated plans and policy documents including, but not limited to, the Strategic Business Plan, Long Range Financial Plan, annual budget, Community Investment Plan, and service reviews.

B. STANDARDS and GENERAL REQUIREMENTS

1. Standards The standards, manuals, directives, and other guidance applicable to Professional Services and Related Services are referenced below or available on Agency’s webpages linked below and are incorporated by this reference with the same force and effect as though fully set forth herein.

The standards, manuals, directives and other guidance listed below or available on Agency’s webpages are not exhaustive and may not include all applicable standards for a given Project. Consultant shall be responsible for determining all applicable practices and standards to be used in performing Professional Services and Related Services. Consultant shall inform and demonstrate to Agency if standards, directives or practices required by Agency in performance of the work are insufficient, in conflict with applicable standards, or otherwise create a problem for the design. Should the requirements of any reference, standard, manual or policy referenced in the PA or WOC conflict with another, Consultant shall, in writing, request Agency to resolve the conflict.

Unless otherwise specified in a given task, the most current version of applicable standards, manuals, directives and other procedural guidance shall apply. Unless otherwise specified, the system of measurement is customary and the language used in all deliverables must be English.

a. Planning, Survey, Preliminary Engineering and Design Manuals, Standards and Guidance:

· Technical Manuals - alphabetical list (https://www.oregon.gov/ODOT/Engineering/Pages/Manuals.aspx)

· Planning Guidance and Resources (https://www.oregon.gov/ODOT/Planning/Pages/Guidance.aspx)

· Planning Analysis (https://www.oregon.gov/ODOT/Planning/Pages/Technical-Tools.aspx)

· Engineering Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Eng-Guidance.aspx)

· Technical Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Technical-Guidance.aspx)

· ODOT Forms Library (https://www.oregon.gov/ODOT/Forms/Pages/default.aspx)

· ADA Compliance – Assessment, Design, Inspection. When the Services under this WOC include assessment or design (or both) for curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), Consultant shall:

a. Use ODOT standards to assess and ensure Project compliance with the ADA, including ensuring that all sidewalks, curb ramps, and pedestrian-activated signals meet current ODOT Highway Design Manual standards; and

b. Follow ODOT’s processes for design, modification, upgrade, or construction of sidewalks, curb ramps, and pedestrian-activated signals, including using the ODOT Highway Design Manual, ODOT Design Exception process, ODOT Standard Drawings, ODOT Construction Specifications, providing a temporary pedestrian accessible route plan and current ODOT Curb Ramp Inspection form.

When the Services under this WOC include inspection of curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), all such inspections shall include inspection for compliance with the standards and requirements in a. and b. above. Inspections must be performed by ODOT certified inspectors (which must include certified environmental inspectors when appropriate). In addition, at Project completion, Consultant shall complete the applicable ramp-specific ODOT Curb Ramp Inspection Form734-5020(A-G) for each curb ramp constructed, modified, upgraded, or improved as part of the Project. Each completed form must be submitted electronically by clicking the “Submit by E-mail” button on the form (and cc APM). The forms are documentation required to show that each curb ramp meets ODOT standards and is ADA compliant. ODOT’s fillable Curb Ramp Inspection Forms and instructions are available at the following address: https://www.oregon.gov/ODOT/Engineering/Pages/Accessibility.aspx

Above references to curb ramps, sidewalks or pedestrian-activated signals also include, when applicable, shared use paths, transit stops, park-and-rides and on-street parking.

b. Website or Web Content Development and Maintenance Standards Consultant shall perform all required web-related Services in conformance with the ODOT Web Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx), which is incorporated into this PA with the same force and effect as though fully set forth herein. ODOT shall have ownership and control of Work Products developed by Consultant as set forth in the terms and conditions of the PA, Part II, Section 7 - Ownership of Work Product.

c. ODOT Communications Standards For any Consultant tasks that require communications functions on behalf of Agency, Consultant shall comply with the ODOT Communications Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx) which is incorporated into this WOC with the same force and effect as though fully set forth herein.

2. Software Requirements In addition to the software requirements set forth in the PA, the following shall apply to this WOC:

· See Section D of this SOW; and

· As otherwise stated within tasks or this WOC.

3. Professional Licenses, Registrations…