00012644_2D-23_Parametrix_Intent to Award.pdf

Department of Transportation Transportation and Growth

Management (TGM) Program 355 Capitol St NE, MS#42

Salem, OR, 97301

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: June 18, 2025 TO: Ryan Farncomb SUBJECT: Intent to Award

Mini-RFP – OregonBuys Bid Solicitation #: S-73000-00012644

Project: LTD Long-Range Mobility Plan

WOC Number: PO-73000-00005662:5 / B38922 WOC #11

Parametrix is the top ranked firm selected for negotiations of a Work Order Contract (WOC) to provide Personal Services as specified in the above referenced Mini-Solicitation / RFP. The scores and rankings of all Proposers are shown in the score matrix accompanying this notice. The award submittal requirements stated in the Mini-Solicitation / RFP are summarized on Attachment 1 of this notice.

David Helton will be the ODOT Project Manager (PM) for this Project. ODOT’s PM will initiate contact with Consultant and will be the primary contact for negotiation of the statement of work (SOW), schedule of performance and costs under the WOC. Following discussion and agreement on the SOW, a Breakdown of Costs (BOC) must be completed (using the BOC, BOC-CPFF or BOC-NBR as applicable) and submitted to ODOT’s PM. A BOC must demonstrate subcontractor utilization to meet the Disadvantaged Business Enterprise (DBE) goal set forth in the Mini-Solicitation / RFP. To set expectations for the contracting phase, listed below is a schedule for completing the SOW, preparing a BOC, completing negotiations, and securing approvals for both the Consultant and ODOT to follow:

Activity Responsible Party Business Days

N eg ot ia tio ns

Establish work session to discuss the SOW with Consultant

ODOT PM / TGM Within 5-10 days of this notice (days depend on size and complexity of the project)

Respond to work session with comments/edits to SOW

Consultant Within 5 days of work session

Activity Responsible Party Business Days

Respond to SOW comments/edits ODOT PM / TGM Within 3 days of receipt of Consultant comments/edits Submission of BOC / Billing Rates Consultant Within 5-10 days of final

ODOT scope (days depend on size and complexity of the project) Respond to BOC, billing rates, negotiate, and

Submit for legal sufficiency

ODOT PM / TGM

TGM

Within 5-10 days of Consultant submission of the BOC (days depend on the size and complexity of the project) Legal Sufficiency TGM, ODOT PM, and DOJ Within 15 (Mini-

Solicitation) & 20 (Formal) days of submission by

ODOT PM

Signature routing and execution TGM, Consultant, and ODOT Expenditure Authority (if required)

Within 6-8 days from initial routing

Issue Notice to Proceed (NTP) ODOT PM 1 day after execution of both WOC & Project IGA

Negotiations are anticipated to be completed (ready to submit to for legal sufficiency) within the schedule set forth in this notice.

If the schedule for negotiations cannot be met and the Consultant and ODOT are negotiating in good faith, additional time may be mutually agreed upon.

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

Note that no work is authorized until the WOC is executed and Consultant has received a written NTP from the ODOT PM.

ODOT would like to thank each Proposer for your time and efforts in preparing a response to this solicitation.

Sincerely, Kelsey Maffei Procurement Contract Specialist, OPBC TGM Grants/Contracts Program Manager ODOT Policy Data & Analysis Division 355 Capitol St NE, MS42 | Salem, OR 97301 Email: kelsey.m.maffei@odot.oregon.gov mailto:kelsey.m.maffei@odot.oregon.gov

Attachment 1 – Award Submittal Requirements

Please email to me, the Contract Coordinator, the following items if marked as “REQUIRED” in the Mini-Solicitation / RFP (see detailed requirements and due date for each item in Section XX of the Mini-Solicitation / RFP).

• Billing Rate Information (if required for LOCUS Data)

• Cost Disclosure Questionnaire (if required for LOCUS Data)

• Breakdown of Costs

• Certificates of Insurance

• COI Disclosure (if any changes from your proposal submission)

• Committed DBE Breakdown & Cert. Form(s) (submission following acceptance of negotiated

BOC)

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

https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf