00013144_QA_Vol3_Final.docx

ODOT Procurement Office

ODOT Procurement Office 355 Capitol St MS 51 Salem, OR 97301

Email: jennifer.barrett@odot.oregon.gov

Questions and Answers #3

Q1 Could you please confirm whether proposers should use 11-point or 12-point font on required forms such as the References and Project Sample Forms?

Response: Please refer to RFP Sections 1.5.3, 2.2.1 and 2.2.3 regarding font size. Please refer to Addendum #3 regarding references.

Q2 Can we raise our rates each year, or should we provide a flat rate for the duration of the Price Agreement? If escalated rates are allowed, what is the process for submitting revised rates?

Response: Please refer to RFP Section 3.1. For additional questions related to billing rates, please refer to ODOT’s Billing Rate Policy available here: Oregon Department of Transportation : Consultant Billing Rates : Procurement : State of Oregon. Detailed discussions related to billing rate questions will occur after Notice of Intent to Award, as necessary.

Q3 Could you please post a PDF copy of the required Subcontractor Solicitation and Utilization Report on the bidding portal?

Response: Yes. See Attachment.

Q4 The Consultant Forms and Resources page notes that the listed forms are typically required. Could you please confirm which specific forms are required for this proposal submission?

Response: Please refer to the RFP (73000-00013144), for this Solicitation, including all Addenda, for Proposal submission requirements.

Q5 Section 1.5.6 is marked “Reserved.” Can you confirm whether the Reference Questionnaire Form is required? If so, can ODOT provide proposers with a copy?

Response: Please refer to Addendum #3 for clarification.

Q6 Do proposers need to submit insurance certificates with the proposal, or only after selection? Are project-specific certificates required for each WOC, or is general coverage sufficient?

Response: Please refer to RFP Section 3.2.

Q7 Are the Subcontractor Solicitation and Utilization Report and Subconsultant/Subcontractor List separate forms, and if so, do the forms have a different purpose?

Response: Yes, the Subcontractor Solicitation and Utilization Report and Subconsultant/Subcontractor List are separate forms and do have a different purpose.

Q8 Do proposers need to submit their Oregon Business Registry number and W-9 with the proposal, or only after selection?

Response: Please refer to RFP Section 3.0.

Q9 Attachment A (Sample PA) outlines potential WOCs under Section E, Tasks and Deliverables (or Scope of Services), and includes a list of anticipated tasks and deliverables. We’d like to better understand what ODOT is seeking at this stage of the proposal process. Are you looking for a general description of our approach to these tasks, or are you specifically requesting qualifications? We ask because Section 2.1.2, Interviews/Follow-Up Questions, indicates there may be an opportunity to present our approach in more detail if selected for an interview.

Response: Proposals submitted in response to the RFP will be evaluated and scored based on the evaluation criteria in RFP Section 2.2. ODOT intends to issue a future addendum clarifying the first paragraph in Section 2.2. If ODOT chooses to conduct interviews or follow-up questions pursuant to RFP Section 2.1.2, information will be provided to the Proposers selected for Interviews/Follow-up Questions regarding the Evaluation and Soring Criteria for the Interviews/Follow-up Questions.

Q10 Do proposers need to include photocopies of professional registrations and certifications with the proposal?

Response: No.

Q11 Should we include our subconsultant’s COBID certificate with the proposal? If so, does it count toward the page limit?

Response: Subconsultant’s COBID certificates are not a required submission with the Proposal. If submitted, the COBID certificate(s) will count towards the Proposal page limit.

Q12 The QA/QC guidance requests an example of a certification documentation form. Is there a preferred format or template ODOT would like proposers to use for this?

Response: Questions related to the Quality Plan will be addressed after Notice of Intent to Award with Proposers that receive an Intent to Award Notice.

Q13 If our firm uses internal QA/QC forms that differ from ODOT’s standard templates, should we submit those with the proposal? Do they count toward the page limit?

Response: QA/QC forms are not a required submission with the Proposal. If submitted with the Proposal, the QA/QC forms will count towards the Proposal page limit. Questions related to the Quality Plan will be addressed after Notice of Intent to Award with Proposers that receive an Intent to Award Notice.

Q14 The QA/QC guidance references compliance with ODOT’s ProjectWise protocols. Is it necessary to address this in the proposal, or only after award?

Response: Questions related to the Quality Plan will be addressed after Notice of Intent to Award with Proposers that receive an Intent to Award Notice. It is not a requirement to address compliance with ODOT’s ProjectWise protocols in the Proposal.

Q15 If we have no former ODOT employees or relatives of current employees involved, do we still need to submit the “Relatives and Former Agency Employees” table as part of the COI form?

Response: Please refer to the instructions in Section 1. of the Conflict of Interest (COI) Disclosure Form.

Q16 Could you clarify the distinction between the references listed in the Reference Form and those included in the Sample Projects Form? Will ODOT only contact references listed on one form, or both? Additionally, is it acceptable to list the same client in both forms if they are relevant to multiple sections?

Response: Please refer to Addendum #3.

Q17 For the scope section of the proposal, is ODOT looking for general qualifications and capabilities, or are there specific services, approaches, or examples they would like proposers to address in more detail.

Response: Please refer to RFP Section 2.2 for the Evaluation and Scoring Criteria.

Q18 Is it possible to propose on this RFP as an archeological consultant to provide the archeological services only?

Response: All proposers are expected to meet the Minimum Qualifications as stated in RFP Section 1.5.2, which includes Archeology and Architectural History.

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