00013556 Questions and Answers 1.pdf
PDF 202 KB Posted
- Attached to
- RFP for Turnkey Vanpool Services
- Solicitation number
- S-73000-00013556
- Issued by
- Oregon
About this file
This is a Questions and Answers Addendum issued by the Oregon Department of Transportation (ODOT) for a Turnkey Vanpool Services Request for Proposal (RFP No. S-73000-00013556). The procurement seeks a qualified vendor to provide vanpool services for commuters in urban and rural areas statewide at competitive and reasonable costs. The addendum addresses 12 questions and answers clarifying RFP requirements, including sections on corporate overview, references, and contract terms. The buyer is Terri Sinclair-Olson, reachable at Terri.Sinclair-Olson@odot.oregon.gov or 541-530-9480. The bid submission deadline and bid opening date are referenced in OregonBuys. The contract will establish terms between the selected vendor and ODOT for subsidy administration, with separate agreements between the vendor and individual lease holders permitted to use the vendor's form.
The project is entirely federally funded through a combination of Surface Transportation Block Grant (STBG) and Congestion Mitigation and Air Quality (CMAQ) funds, with subsidies intended to cover up to 50% of total vanpool costs, subject to monthly maximums that vary by vehicle size as outlined in the Sample Contract Table 1. ODOT confirmed willingness to negotiate subsidy amounts during contract negotiations and to reassess them annually, though the agency reserves the right to maintain the maximum subsidy levels based on program priorities and market research. Co-branded marketing will be used. Pricing will be reviewed annually, and ODOT's standard state contract language for indemnification cannot be modified. The agency declined requests to make termination for convenience and termination for cause clauses mutual, and refused to modify record retention language to reset periods with each renewal term. ODOT agreed to update driver safety training language to "driver safety education" in the Statement of Work.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Notice of Intent to Award~19.pdf | ||
| AttD Reference Check Form.doc | DOC document | |
| AttB Disclosure Exemption Certification.doc | DOC document | |
| 00013556_ATT A Sample Contract.pdf | ||
| AttC Information and Cert Sheet.doc | DOC document | |
| 00013556 Exhibit A Statement of Work.pdf | ||
| 00013556 RFP.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
ITB_ADDENDUM, S006-G031521
DATE: November 13, 2025 OREGON DEPARTMENT OF TRANSPORTATION Turnkey Vanpool Services
Question & Answers NO. 1
RFP NO.: S-73000-00013556 BID SUBMISSION
DEADLINE:
See “Bid Opening Date” and time for this Competitive Quote in OregonBuys
DESCRIPTION
Turnkey Vanpool Service
BUYER: Terri Sinclair-Olson EMAIL
Terri.Sinclair-Olson@odot.oregon.gov PHONE: 541-530-9480
1. Question: Will any federal capital dollars be used?
Yes, this project is entirely federally-funded with a mix of STBG and CMAQ and the intent is for the subsidies to cover the capital portion of the vanpool cost, up to 50% of the total cost, limited by the monthly maximum for each vehicle size.
2. Question: Will the program use co-branded marketing?
Yes. We plan to use co-branded marketing.
3. Question: Will the Agency consider using the selected vendor’s form agreement?
Agreement between vendor and lease holder can use the vendors form. Agreement between vendor and ODOT for subsidy must use ODOT contract.
4. Question: In the RFP document, section 3.3.4 “Corporate Overview” there is no text beneath that section. Can ODOT please confirm the intent of that section or is it intended to be open ended?
Open Ended.
5. Question: In the RFP document, we noticed that references were requested in sections 3.3.2 and in section 3.3.5. Was it the intent of ODOT to duplicate this request or should we just respond in one section and reference the other?
The intent is to supply references per 3.3.2 and also describe the experience with the listed references as defined in 3.3.4. So, provide the references and describe the role in the projects with said references in response to 3.3.4.
6. Question: In attachment A, “Sample Contract” Table 1. “Maximum Monthly Capital Subsidy by Vehicle Capacity,” would ODOT be willing to negotiate the subsidy amounts with the selected vendor:
a. in contract negotiations?
Yes. See below.
b. add in an option to assess subsidies on an annual basis?
ODOT is willing to have a conversation with the selected vendor in contract negotiations about the maximum subsidy amount and to reassess with the vendor annually, but reserves the right to keep the maximum subsidy at the amounts listed in Attachment A, “Sample
Contract” Table 1 depending on ODOT’s program priorities and market research
7. Question: In attachment A, “Sample Contract” Section 4.4 “Firm Prices,” Would ODOT be amendable to considering reviewing pricing on an annual basis with the selected vendor?
Yes. See above.
8. Question: In attachment A, “Sample Contract” Section 6.8.2 “ODOT’s Right To Terminate For Convenience,” Would ODOT be amenable to making the termination for convenience mutual for both parties and update to 90 days’ notice in order to give vanpool groups proper notice if there is a change?”
mailto:Terri.Sinclair-Olson@odot.oregon.gov
ITB_ADDENDUM, S006-G031521
No.
9. Question: In attachment A, “Sample Contract” Section 6.8.3 “ODOT’s Right To Terminate For
Cause,” Would ODOT be amenable to making this clause mutual for both parties?
No.
10. Question: In attachment A, “Sample Contract” Section 6.13 “Indemnification” Can ODOT mutually indemnify the selected vendor?
The language in 6.13 is Standard State of Oregon approved Contract language and cannot be changed.
11. Question: In attachment A, “Sample Contract” Section 6.18 “Access To Records” Would ODOT be amendable to adding the following sentence at the end of this section? “For the purposes of record retention requirements, each renewal term shall be considered a new contract period.”
No.
12. Question: In Exhibit A “Statement of Work” Section iii., “Training” Would ODOT be amenable to updating the language of “Driver safety training” to “Driver safety education?”
Yes.
End of Questions and Answers.
File details come from the government source that posted it. Updated .