00014024_Mini-RFP_Final.docx

OREGON DEPARTMENT OF TRANSPORTATION

A&E Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00014024 for Work Order Contract (“WOC”) Assignment Under A&E Full Services Tier A and Tier B Price Agreement (“PA”) series: B39382 to B39414

NOTE: Only Consultants that have been awarded a PA in the above PA series for the services identified in this Mini-RFP are eligible to respond to this Mini-RFP.

Projects: Sitkum Ln, MP 6.7 and Fairview-Sumner Ln, MP 4.7 ER Repair

Project Location: Coos County

ODOT Key Number: N/A

DBE Participation Goal: 0% (see section 1.4 for more information)

LOCAL PUBLIC AGENCY PROJECT. The Oregon Department of Transportation (“ODOT” or “Agency”) is delivering this Project on behalf of Coos County (“County”). County is responsible for the final selection and assignment of consultants, pursuant to ORS 279C.125 and OAR 731-148-0260 (see section 1.3 for more information).

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

Single Point of Contact (“SPC”): See “Purchaser” and “Info Contact”, including email address, for this Mini-RFP in OregonBuys. This is the only point of contact for this Mini-RFP. 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.

Accessibility: ODOT 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 SPC identified in OregonBuys as the “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” in OregonBuys).

GOVERNING LAW: This Mini-RFP and the resulting WOC shall be governed by and construed and enforced in accordance with the laws of the State of Oregon without regard to principles of conflicts of law. Specific laws and rules that govern the solicitation process are found in Chapters 279A and 279C of the Oregon Revised Statutes (“ORS”), and Chapter 731, Divisions 146 and 148 of the Administrative Rules (“OAR”) of the Oregon Department of Transportation. The solicitation and resulting WOC may be subject to other laws and rules.

Commitment to Diversity, Equity, and Inclusion: The State of Oregon (“State”) is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and veteran-owned businesses by reducing barriers to compete for and be awarded state contracts. All eligible interested businesses are encouraged to submit bids for this contracting opportunity.

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 eligible Bidders that it will affirmatively ensure that all eligible 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; SOLICITATION SCHEDULE

OregonBuys is the electronic procurement system used by Agency. 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, as identified on page 1, with Agency for the needed Services.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

This Mini-RFP includes all documents, whether attached or incorporated by reference, and any addenda thereto, used for soliciting Proposals. 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:

· Details entered in the Header Information section of the Summary Tab; and

· All attachments, Amendments, notices, question and answer documents, and any other files linked in the Attachments section.

0.2 CROSSWALK OF TERMS USED IN OREGONBUYS

Definition of terms used in OregonBuys.

Amendment means “Addendum” or “Addenda” as defined in OAR 137-046-0110(1).

Bid Opening Date means “Closing” as defined in OAR 137-046-0110(6).

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, Proposals, Price Proposals, or any other type of in response to a Bid Solicitation.

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 MINI-RFP SCHEDULE

All dates listed are subject to change.

Deadline for Proposal submittal See Bid Opening Date identified in OregonBuys for this Mini-RFP

1.1 ACRONYMS AND DEFINITIONS

Agency means the Oregon Department of Transportation.

BOC means breakdown of costs.

BOC-NBR means breakdown of costs using negotiated billing rates.

CA/CEI means construction contract administration / construction engineering inspection services.

Consultant means an architect, engineer, photogrammetrist, transportation planner, land surveyor or provider of related services, or entity which employes any of the foregoing, performing Services for Agency under a contract or WOC.

County means Coos County.

CQP means Consultant Quality Plan; see section 3.3.4 for applicability.

DAP means Design Acceptance Package.

DBE means disadvantaged business enterprise as that term is used by US Department of Transportation.

DDIR means Detailed Damage Inspection Report.

Final Score means the total points awarded to a Proposer under the Mini-RFP per section 3.1.5.

LPA means local public agency.

Mini-RFP means a stream-lined request for proposals available to eligible PA holders.

Menu of Services means menu of services.

NTE means not-to-exceed.

OAR means Oregon Administrative Rules.

ODOT means the Oregon Department of Transportation.

OregonBuys means the electronic procurement system used by Agency.

ORS means Oregon Revised Statutes.

PA means price agreement as defined in ORS 279A.010(1)(v).

PDF means portable digital format.

Project means the public improvement, public works, or planning project for the WOC.

Proposal means a written response to the Mini-RFP.

Proposer means a vendor which submits a Proposal.

PS&E means Plans, Specifications and Estimate.

Services means the architectural, engineering, photogrammetrist, planning, land surveying or provider of related services, or combination of the foregoing, to be provided by the Consultant for the resulting WOC.

SOW means statement of work; part of a contract that outlines the tasks, deliverables, and timeline for the Project.

SPC means single point of contact; the Purchaser identified in OregonBuys.

State means the State of Oregon.

Technical Proposal means Proposer’s response to the evaluation items in section 3.2 Scoring Criteria.

WOC means work order contract; a contract issued under a PA.

1.2 SUMMARY OVERVIEW AND WORK ORDER CONTRACT (“WOC”) OBJECTIVES

Oregon Department of Transportation (“Agency” or “ODOT") is requesting Proposals from eligible PA Holders (identified above) regarding specific A&E and Related Services experience relevant to the Sitkum Ln, MP 6.7 and Fairview-Sumner Ln, MP 4.7 ER Repair projects (the “Projects”), and as further described in section 4. The expected outcome of the resulting WOC(s) is design of a permanent repair for the landslides, which occurred at Fairview-Sumner Ln (approximately Mile Post (“MP”) 4.7) and at Sitkum Lane (approximately MP 6.7). The Detailed Damage Inspection Report (“DDIR”) for the Fairview-Sumer Project is included as Attachment D. The DDIR for the Sitkum Lane Project is included as Attachment E. Shannon & Wilson, Inc. was previously hired by County to provide justification related to the proposed mitigation alternative (tieback soldier pile walls). The documentation provided by Shannon & Wilson, Inc. is provided in Attachment F. The current preferred mitigation alternative for both projects are tieback soldier pile walls. The final mitigation design will be decided during design.

At its discretion, the Agency may award 1 WOC for the Projects or elect to award a separate WOC for each project. The WOC(s) is anticipated to start in July 2025, and the Final Plans, Specifications, and Estimate (“PS&E”) Submittal Package is expected to be complete by August 2026.

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(s) 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.

Pending successful negotiations, the selected Proposer(s) shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto. ODOT intends to process this procurement through WOC execution in an expedited manner due to the necessity of going to construction in 2026.

Agency anticipates the construction budget for the Fairview-Sumner Project will not exceed $1,400,000.00. Agency anticipates the construction budget for the Sitkum Lane Project will not exceed $579,905.00.

1.2.1 Funding Source(s).

Federal Highway Administration (Emergency Relief Funding)

1.2.2 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 NTE amount;

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

· Time and Materials, up to a maximum NTE amount; and

· Price per Unit.

For further information see PA, Exhibit B “Compensation”.

WOC Phases. The contracted Services are anticipated to be phased as follows:

· Phase I – Design Acceptance Package (“DAP”) through Final “PS&E”. Agency is not obligated to proceed with final design for any alternative; all reasonable alternatives will be evaluated and given appropriate consideration, and the Consultant under the WOC may not proceed with final design until the relevant NEPA decision documents have been issued.

· Phase II – Construction contract Administration/Construction Engineering Inspection (“CA/CEI”) Services. Agency may, at its discretion:

· Amend this WOC to add Phase II tasks – or

· Elect to complete Phase II tasks with in-house staff, or

· Award Phase II tasks to another consulting firm.

Agency and Consultant shall negotiate the detailed tasks, deliverables, schedule and costs for each phase Agency elects to add. Each added phase will be authorized only by written WOC amendment with all required approvals and signatures.

1.2.4 Offer Period.

A Proposer's Proposal in response to this Mini-RFP is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the Bid Opening 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.

· If a Consultant is performing or has performed preliminary or on-going services related to the Project for ODOT or a local agency in which ODOT is delivering the Project, the Consultant may be precluded from future work. See ODOT Conflict of Interest Guidelines.

· 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 will 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 ORS 279C.307 regarding possible Agency applications for exceptions.

· If a Consultant or any Affiliate 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).

· 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.

· If preliminary engineering and final design will be performed under the prospective WOC, Agency is not obligated to proceed with final design for any alternative. All reasonable alternatives will be evaluated and given appropriate consideration, and Consultant may not proceed with final design until the relevant NEPA decision documents have been issued (e.g., Categorical Exclusion, Finding of No Significant Impact, or Record of Decision).

· If a Consultant is awarded a WOC to prepare an Environmental Impact Statement, Environmental Assessment or Categorical Exclusion for a project, that Consultant and its Affiliates may prepare the designs/plans/specifications for the project or may propose under a separate solicitation to prepare designs/plans/specifications for the project only if Agency concludes that the NEPA document was prepared with objectivity. Agency is not obligated to proceed with final design for any alternative. All reasonable alternatives will be evaluated and given appropriate consideration, and Consultant may not proceed with final design until the relevant NEPA decision documents have been issued (e.g., Categorical Exclusion, Finding of No Significant Impact, or Record of Decision).

1.3 LOCAL PUBLIC AGENCY (“LPA”) PROJECT

Tier 1:

This is a local agency two-tiered Project being delivered by ODOT for the County. ODOT will conduct the first-tier evaluation from the proposals received from the PA holders, using the pass/fail criteria and the evaluation process in Section 3 to identify a list qualified Proposers and the highest ranked firm.

Tier 2:

For purposes of this Mini-RFP, the tier-two process adopted by the LPA is selection of the highest-ranked firm(s) identified by ODOT in Tier 1.

ODOT will negotiate the payment amount and methodology with the top-ranked Proposer (based on Final Score). If negotiations are not successful, ODOT 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 ODOT determines that cancellation of this Mini-RFP is in the best interest of the State.

The WOC will include federal funding.

· A DBE participation goal is not being assigned to the proposed WOC (“No-Goal” assignment).

See PA Exhibit E and 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.

The “Purchaser” identified in OregonBuys for this Mini-RFP is the Agency’s SPC for this solicitation. All inquiries regarding this procurement, whether relating to the Mini-RFP process, administration, deadlines, award, potential 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 may result in Proposal rejection by Agency.

1.5.1. PROPOSER QUESTIONS, REQUESTS FOR CLARIFICATIONS/CHANGES, AND AGENCY RESPONSES

All questions and requests for clarifications and changes must be received by the Purchaser via email on or before the deadline for Proposer Questions/Clarifications/Changes set forth in section 0.4.

Agency Answers to questions received by the Purchaser will be posted in OregonBuys to ensure that all Proposers base their Proposals on the same information. Agency answers to questions will provide clarifications and interpretations but will not change Mini-RFP requirements, unless an Addendum is issued (see section 1.4.2, below).

QUESTIONS AND ANSWERS POSTED ON OREGONBUYS DO NOT AFFECT THE PROVISIONS OF THIS MINI-RFP. PLANS, SPECIFICATIONS, CONTRACTUAL TERMS, AND PROCUREMENT REQUIREMENTS SET FORTH IN THIS MINI-RFP CAN ONLY BE CHANGED VIA ADDENDA ISSUED BY AGENCY AND POSTED ON OREGONBUYS.

1.5.2 ADDENDA

Answers to questions or requests for clarifications or changes that 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. Changes or modifications to this Mini-RFP will be binding on Agency only if in the form of official Addenda issued by the Agency and published on OregonBuys in the Bid Solicitation Attachments section for this Mini-RFP.

1.6 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. Proposer must also submit a second version of the Proposal with the text claimed as exempt from disclosure redacted. 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.

SECTION 2.0 PROPOSAL AND SUBMISSION REQUIREMENTS

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 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.

2.1 PASS/FAIL

Items in Section 2 marked as “PASS/FAIL” that are incomplete (except for minor informalities), not submitted by the Bid Opening Date, or are otherwise not in substantial conformance with this Mini-RFP requirements, will be rejected as non-responsive. Proposals must comply with ALL requirements marked as “PASS/FAIL” to be considered for further evaluation.

2.2 REQUIRED ITEMS AND SCORING DEDUCTIONS

Notwithstanding any scoring deductions, to be considered responsive, the Proposer must substantially comply in all material respects with applicable solicitation procedures and requirements and the solicitation documents.

· Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in section 2 marked as “REQUIRED” that is incomplete (except for minor informalities). Incomplete items must be completed and submitted within 2 business days of e-mail request by Agency. Incomplete items must be delivered via e-mail in order to provide an appropriate time stamp. Failure to complete and deliver 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 request e-mail sent by Agency and the time of the e-mail sent in response to Agency request.

· 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 percent 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.)

2.3 PROPOSAL DEADLINE AND SUBMISSION FORMAT (PASS/FAIL)

Agency will not accept Proposals submitted after the Bid Opening Date for this Mini-RFP in OregonBuys.

Proposals, including all attachments, forms, and other required items must be submitted via OregonBuys. Submittal by any other means will be rejected.

Proposals must be organized as follows in a single PDF file:

· Proposal Cover Sheet (Attachment A)(See section 2.4.3 below)

· Technical Proposal (responses to Evaluation Criteria described in section 3.2 (See section 2.4.4 below)

· Key Staff Resumes (Attachment B)(See section 2.4.5 below)

Conflict of Interest disclosures, if any, must be submitted as a separate PDF file. See Attachment A Coversheet.

2.4.2 PROPOSAL FORMAT (REQUIRED)

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 the Key Staff Resume and References forms. 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.

If a Proposer submits a Proposal exceeding a set page limit, Agency will consider the pages up to the allowable page limit and discard all subsequent pages subject to that limit.

Any links to external information included in the Proposal and any Proposal attachments will not be considered or evaluated, unless specified in this Mini-RFP. The Proposer may choose how to allocate the number of pages between any sections within the overall page limit(s).

The total combined size of all files for the Proposal, including the Technical Proposal, Coversheet and any forms must not exceed 5 megabytes.

2.4.3 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 Attachments section in OregonBuys). The Proposal Cover Sheet is excluded from the page limit under section 2.4.4 below.

2.4.4 TECHNICAL PROPOSAL (REQUIRED)

The Technical Proposal must include written responses to the Evaluation Criteria set forth in section 3.2, in the order the criteria are presented in section 3.2. Technical Proposals must describe how Proposer meets the requirements that are specified in this Mini-RFP as related to the scoring criteria. The Technical Proposals must be clear and concise. Responses to the Evaluation Criteria in section 3.2 must not exceed 5 pages.

Page limitations for Key Staff Resumes, if required under section 3.2, are described separately below and are excluded from the page limit in this section 2.2.4.

2.4.5 KEY STAFF RESUMES (REQUIRED)

The Proposal must include 4 Key Staff Resumes for each project, each not exceeding 1 page, using the form Attachment B - Key Staff Resumes (located on the Bid Solicitation Attachments section in OregonBuys). See section 3.2.1, below, for additional instruction regarding Key Staff Resumes.

2.4.6 REFERENCES (RESERVED)

2.4.7 OTHER MINIMUM REQUIREMENTS (RESERVED)

2.5 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 response to section 3.1.2 Interviews/Follow Up Questions, if any, to be rejected and removed from consideration in the evaluation for WOC award.

2.6 ELECTRONIC PROPOSAL PROVISIONS

2.6.1 Agency reserves the right to reject any Proposal that is unreadable.

2.6.2 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 or email system becomes available.

Proposals meeting Pass/Fail 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 3.2.

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;

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.

3.1.2 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.

· Interviews/follow-up questions responses may be evaluated by individuals that evaluated the written Proposals or by individuals that did not evaluate the written Proposals, at Agency’s discretion.

· Interview/follow-up questions scores (up to a maximum of 50 points) will be combined with the other criteria scores to arrive at a total score.

· Agency may conduct interviews/follow-up questions via teleconference, video conference, or in-person. Further details will be included with notification of time and date of interviews/follow-up questions, 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; and

· Project Team and Qualifications.

3.1.3 REFERENCES (RESERVED)

3.1.4 AGENCY CLARIFICATIONS

Agency may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications 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 may become part of the final WOC.

3.2 SCORING CRITERIA

Proposal scoring will be based on the criteria stated in the subsections below.

3.2.1 EVALUATION ITEM 1 – SPECIFIC EXPERIENCE OF KEY STAFF MAX POINTS: 30

Complete a “Key Staff Resumes” form for each proposed key staff listed below for each project using Attachment B. Only Key Staff Resumes for the 4 positions listed below will be evaluated for each project.

Provide information for the proposed Project Manager (for each project) and proposed key staff (for each project) for the following disciplines:

1. Geology

1. Geotech;

1. Environmental; and

1. Roadway.

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.

Key Staff Resumes are not included in the Proposal page limit identified for this solicitation; however, a maximum of 8 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.

A maximum of 4 key staff resumes may be submitted for:

· Fairview-Sumner Project 1 (Maximum 15 points)

· Sitkum Project (Maximum 15 points)

Consultant may submit the same Key Staff resume for both projects. On each resume, please identify the project(s) the Key Staff will be working on. 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.

3.2.2 EVALUATION ITEM 2 – APPROACH MAX POINTS: 30

Given the information provided with this solicitation, describe your approach for the prospective Projects to cost effectively meet the Agency’s deliverables/objectives in the timeline needed. Describe what you believe are the most critical elements of the Projects that the design team must address for a successful outcome. What percentage of the work will be done by the prime versus subconsultants?

Evaluation Item 2 is worth a maximum of 15 points for each separate project.

3.2.3 EVALUATION ITEM 3 – PROJECT SAMPLES MAX POINTS: 20

Using the Attachment C - Project Samples form, provide 2 project samples comparable to the requested services performed by your firm preferably within the last 5 years.

For each of the sample projects:

· Include a brief description of project type, location, size, duration and objectives; a list of key project staff and their roles; tasks performed by the Proposer to fulfill the project objectives; the project budget, and whether the schedule and budget were met.

· Describe the relevance of each sample project to the Projects and Services included in this solicitation, including descriptions of how any outstanding issues and project constraints were addressed and resolved.

· Include 2 reference contacts for each project with valid contact information. References will not be contacted by the evaluation committee for scoring purposes.

· If possible, at least 1 Project sample should be an ODOT delivered local agency project.

· If possible, at least 1 Project sample should include services for soldier pile wall to address landslide mitigation.

Each project sample is worth a maximum of 10 points.

· Describe your firm’s management and organizational structure, and how that structure aids the delivery of Project Services - including the firm’s chain of command. Describe Proposer’s branch or satellite offices located within the State and the types of services these locations are capable to perform. Describe how subcontractors will be selected, utilized and managed to complete the Project. Include a list or organization chart showing all subconsultants and their proposed roles/disciplines.

· Describe your firm’s methods of coordinating and expediting all elements of projects to meet delivery schedules without sacrificing quality. Describe your firm’s approach to adjusting schedules when needed, or adjusting your level of effort in order to meet a schedule while keeping a project within a stated budget.

Each bullet point is worth a maximum of 10 points.

3.2.5 EVALUATION ITEM 5 – CLARITY OF PROPOSAL MAX POINTS: 20

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 3.2. Proposals will be scored by evaluators on: Proposal format; ease of finding clear, concise responses that correlate with the order of the evaluation criteria in this RFP; and Proposers ability to follow instructions.

3.2.6 METHOD OF AWARD AND TWO-TIER SELECTION

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 2.2.

· 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).

Based on Final Scores, Agency will rank the firms, identifying the highest ranked firms for the LPA’s selection pursuant to the LPA’s adopted process for this Mini-RFP. Agency will then issue an intent to award notice in OregonBuys and will negotiate the SOW, payment amount and methodology with the top ranked Proposer(s). If negotiations are not successful, Agency may terminate negotiations with the top ranked Proposer(s) 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.

3.3 AWARD REQUIREMENTS

Agency may reject a Proposal, rescind the intent to award notice, and select the next highest ranked firm for award if the apparent successful Proposer fails to provide the following required items within 7 calendar days of issuance of the intent to award notice, unless another date is specified in the intent to award notice.

3.3.1 COST DATA

Following development of the SOW, the selected Proposer shall submit a detailed Breakdown of Costs (“BOC” or BOC-Negotiated Billing Rate “BOC-NBR”) templates, as applicable, are 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.

Agency shall 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.

3.3.4 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) 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 4.0 MENU OF SERVICES

The anticipated Task list for both projects is included as Mini-RFP Attachment G. The Task list is a list of Phase 1 tasks that Agency may include in the final Statement of Work of the awarded WOC(s). The baseline list provided in Attachment G is not necessarily all inclusive.

Agency intends to use the most current version of the CA/CEI template available for Phase II.

Agency reserves the right to modify the Menu of Services as necessary to meet Agency’s needs.

Agency will negotiate the final Statement of Work with the successful Proposer(s).

Mini-RFP Template (05/01/2025)