00014090_ITA.pdf
PDF 368 KB Posted
- Solicitation number
- S-62900-00014089
- Issued by
- Deschutes County, Oregon
About this file
This is a Notice of Intent to Award issued by the Oregon Department of Transportation (ODOT) Procurement Office for an Organizational Change Management (OCM) Planning and Execution Project. Pivotal Resources has been selected as the top-ranked firm for negotiations of a Service Order Contract (SOC) to provide personal services under Opportunity Notice S-73000-00014090. Chris Wright will serve as the ODOT Project Manager and primary contact for negotiations. The contracting phase is expected to proceed according to a structured timeline, with initial work sessions to be established within 5-10 business days of the notice date (November 25, 2025), followed by consultant response within 5 days and ODOT PM response within 3 days. Submission of a Breakdown of Costs (BOC) is due within 5-10 business days of the final ODOT scope, with response and negotiation anticipated within 5-10 business days thereafter. Legal sufficiency review by the Oregon Procurement Office and Department of Justice is expected within 15-20 business days, signature routing and execution within 6-8 days, and Notice to Proceed issuance one day after execution. The protest period for competing proposers runs through December 2, 2025, at 3:00 p.m. No work is authorized until the SOC is executed and written Notice to Proceed is issued.
Award submittal requirements include submission of a Breakdown of Costs, Certificates of Insurance, and Direct Deposit via Automated Clearing House (ACH) authorization forms. While ACH direct deposit is not required, ODOT prefers this payment method for ongoing monthly payments and provides a Vendor ACH Authorization form to expedite processing. The notice indicates that if negotiations cannot be completed within the prescribed timeline and the parties are negotiating in good faith, additional time may be mutually agreed upon. However, if agreement cannot be reached within the established timeframe, ODOT reserves the right to terminate negotiations with Pivotal Resources and begin negotiations with the next highest-ranked proposer. The score matrix ranking all proposers is included as Attachment 2 to the notice.
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Department of Transportation Procurement Office
355 Capitol St NE, MS#3-3 Salem, OR, 97301
Phone: (503) 986-2710 Fax: (503) 986-5790
OREGON DEPARTMENT OF TRANSPORTATION
Notice of Intent to Award
DATE: November 25, 2025 SUBJECT: Intent to Award for Organizational Change Management (OCM) Planning and
Execution Project Opportunity Notice (S-73000-00014090)
Pivotal Resources is the top ranked firm selected for negotiations of a Service Order Contract (SOC) to provide Personal Services as specified in the above referenced Opportunity Notice. The award submittal requirements stated in the Opportunity Notice are summarized in Attachment 1 of this notice. The scores and rankings of all Proposers are shown in the score matrix in Attachment 2 of this notice.
Chris Wright 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 SOC. 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. 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 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 Respond to SOW comments/edits ODOT PM / OPO Within 3 days of receipt of Consultant comments/edits
Submission of BOC Consultant Within 5-10 days of final ODOT scope (days depend on size and
Activity Responsible Party Business Days complexity of the project) Respond to BOC, negotiate, and
Submit for legal sufficiency
ODOT PM / OPO
OPO
Within 5-10 days of Consultant submission of the BOC (days depend on the size and complexity of the project) Legal Sufficiency OPO, ODOT PM, and DOJ Within 15 (Mini- Solicitation) & 20 (Formal) days of submission by ODOT PM Signature routing and execution OPO, 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
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 SOC is executed and Consultant has received a written NTP from the ODOT PM.
The date of this notice will start the protest period for competing proposers to submit a written award protest (Page 5-6 of the Opportunity Notice). Any proposer who claims to have been adversely affected or aggrieved by the selection of a higher ranked proposer must deliver a written selection protest to my attention and received at the email address below no later than 3:00 p.m. on December 2, 2025. ODOT shall not consider an award protest submitted after the deadline established herein. To be adversely affected or aggrieved, a protestor must demonstrate that the protester was ranked higher than other selected proposers and that higher ranked proposers are ineligible for selection.
ODOT would like to thank each Proposer for your time and efforts in preparing a response to this solicitation.
Sincerely, Sarika Herigstad, OPBC
Procurement & Contract Specialist | ODOT Procurement Office
355 Capitol Street NE, MS 33, Salem, OR 97301
Sarika.Herigstad@odot.oregon.gov mailto:Sarika.Herigstad@odot.oregon.gov https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.oregon.gov%2Fodot%2Fbusiness%2Fprocurement%2Fpages%2Findex.aspx&data=05%7C02%7CSarika.HERIGSTAD%40odot.oregon.gov%7C738ab5e950bf492abe6008de2b8a83ef%7C28b0d01346bc4a648d861c8a31cf590d%7C0%7C0%7C638996071394504002%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qylEKa7WsbGEgOwTV9E1rXJrKhzBUlrOElG%2FxMuRUfw%3D&reserved=0
Attachment 1 – Award Submittal Requirements
Please email to me, the Contract Coordinator, the following items:
• Breakdown of Costs
• Certificates of Insurance
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
Attachment 2 – Score Matrix
File details come from the government source that posted it. Updated .