00014584 Mini_RFP_approved_250828.docx

S018-OPO063025

OREGON DEPARTMENT OF TRANSPORTATION

A&E Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00014584 for Work Order Contract (“WOC”) Assignment Under the A&E Full Service Price Agreement (“PA”) series Tier A & B

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.

Project Name: Umatilla River Road Trail (Umatilla County)

Project Location: Region 5, Umatilla County (Tier 2 Local Agency)

ODOT Key Number: 23508

DBE Participation Goal: 10% (see section 1.3 for more information)

LOCAL PUBLIC AGENCY PROJECT. The Oregon Department of Transportation (“ODOT” or “Agency”) is delivering this Project on behalf of Umatilla County. Umatilla County is responsible for the final selection and assignment of consultants, pursuant to ORS 279C.125 and OAR 731-148-0260 (see section 1.4 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 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 offer 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.

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.

LPA means local public agency.

NTE means not-to-exceed.

Proposal means a written response to this Mini-RFP.

Proposer means a vendor which submits a Proposal.

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.

WOC means work order contract issued under a PA.

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

ODOT is requesting Proposals from eligible Price Agreement holders (identified above) regarding specific A&E and Related Services experience relevant to the Umatilla River Trail Project (the “Project”).

Additional Project information can be found in the Oregon Community Paths (“OCP”) 2022 Construction Program Application and the Project Map located in the OregonBuys Bid Solicitation “Attachments” tab. Additional information on Oregon Community Paths and 2022 applications can also be found on the OCP website following the link below.

Oregon Department of Transportation : Oregon Community Paths Program : Programs : State of Oregon.

The objective of the WOC resulting from this Mini-RFP includes the design of approximately two miles of multi-use pathway along the Umatilla River and Umatilla River Road, including three pedestrian bridges connecting Nugent Park and Nobels Park, in the City of Umatilla (the “City”).

The expected outcome of the WOC is to advance the Project from Design Acceptance (DAP) to Final Plans, Specifications & Estimates (PS&E), as well as construction engineering support or Contract Administration/Construction Engineering Inspection (CA/CEI) if required during the construction phase of the Project (the “Services”).

Agency reserves the right to modify the Services as necessary to meet Agency needs. The WOC is anticipated to start Fall/Winter 2025 and is expected to be completed by Summer/Fall of 2028.

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 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 shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto.

Agency anticipates the construction budget for this Project will not exceed $5,523,000.20.

1.2.1 Funding Source(s).

Federal Highway Administration (FHWA) Local

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 Time and Materials, up to a maximum NTE amount.

For further information see PA, Exhibit B, Compensation.

1.2.3 WOC Phases.

The contracted Services are anticipated to be phased as follows:

· Phase I – DAP through PS&E

· Phase II – Construction Engineering Support or CA/CEI 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.

· 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 RESERVED

1.4 LOCAL PUBLIC AGENCY (“LPA”) PROJECT

This is a local agency two-tiered Project being delivered by ODOT for Umatilla County (the “County”). ODOT will evaluate the Proposals received from the PA holders, using the pass/fail criteria to create a list of the qualified Proposers.

From that list of qualified Proposers, the LPA will select the highest-ranked firm identified by LPA by using the evaluation process set forth in Section 3 of this Mini-RFP (“Tier Two”), in accordance with ORS 279C.125 and OAR 731-148-0260.

The WOC will include federal funding.

· A DBE participation goal, as set forth on page 1, has been assigned for the prospective WOC. This goal will apply to the overall WOC including amendments. If a given phase of the WOC (such as CA-CEI) will include little or no opportunity for DBEs, then DBE utilization in other phases of the WOC will need to be sufficient to meet the overall WOC goal. Exceptions for a given WOC or amendment will need to be assessed by Agency on a case-by-case basis. Proposals must include a completed Subcontractor Solicitation and Utilization Form as part of the Agency’s compliance with 49 CFR 26.11 (See section 2.4.8).

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 Single Point of Contact 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.

1.6.1 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 or contract 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.

1.6.2 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.

1.7 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 the 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 a request by Agency. Incomplete items must be delivered via email to the Purchaser as identified in the request 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 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 (see Attachment A and section 2.4.3 below)

· Technical Proposal (see section 2.4.4 below)

· Key Staff Resumes (See section 2.4.5 below)

· Subcontractor Solicitation and Utilization Form (See section 2.4.8 below)

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

The ODOT COI Guidelines and COI Disclosure Form are available on the Consultant Forms and Resources page (https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx under Miscellaneous Procurement Forms).

2.4.2 PROPOSAL FORMAT (REQUIRED)

1 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 total combined size of all files for the Proposal, including the Technical Proposal, Cover Sheet, and any forms or attachments required in this Mini-RFP 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 therein. 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.

The Technical Proposal must not exceed 3 pages.

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

2.4.5 KEY STAFF RESUMES (REQUIRED)

The Proposal must include 3 Key Staff Resumes, each not exceeding 1 page; refer to Section 3.2.1 for specific details on this scored criteria.

2.4.6 REFERENCES (RESERVED)

2.4.7 OTHER MINIMUM REQUIREMENTS (REQUIRED)

Proposer must clearly indicate on Attachment A - Proposal Cover Sheet how they meet each of the minimum requirements listed in this section.

· REGISTERED PROFESSIONAL ENGINEER

In the space provided on the Proposal Cover Sheet (Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

For purposes of any resulting Contract, Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying and must supervise and direct the Services proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract.

· REGISTERED PROFESSIONAL LAND SURVEYOR

In the space provided on the Proposal Cover Sheet (Attachment A), list the name and registration number of at least one PLS intending to perform Services under the Contract.

For purposes of any resulting Contract, when required by Oregon law, Consultants shall place their official Oregon Registered professional land surveyor PLS certified seal and signature on all reports, maps, design drawings, and specifications delivered to Agency or LPAs under Contract.

Licenses Outside of Oregon If the Proposer is an “individual, firm, partnership or corporation offering to practice engineering or land surveying” and “holds a certificate of registration to engage in the practice of professional engineering or land surveying (as applicable) issued by the proper authority of any other state, a territory or possession of the United States, or a foreign country”, the Proposer shall:

· Include a written statement that the Proposer is not registered to practice engineering or land surveying (as applicable) in the State but will comply with ORS 672.002 to 672.325 by having an individual holding a valid certificate of registration in the State in responsible charge of the work prior to performing any engineering or land surveying (as applicable) work within the State. [ORS 672.060(9)(a) and (b)]

· Proposer shall provide, on the Proposal Cover Sheet (Attachment A), the following information:

o The name of the individual employed by Proposer who currently holds a valid certification of registration to practice engineering or land surveying (as applicable), the jurisdiction of the registration and the registration number; and one or both of the following:

o The name of the individual not employed by Proposer who currently holds a valid certificate of registration to practice engineering or land surveying (as applicable) in the State who Proposer has engaged to be in responsible charge of the work; or o The name of the individual employed by Proposer who will be in responsible charge of the work and will obtain a valid certificate of registration to practice engineering or land surveying (as applicable) in the State prior to performance of engineering or land surveying (as applicable) Services under the Contract.

2.4.8. SUBCONTRACTOR SOLICITATION AND UTILIZATION FORM (REQUIRED)

The Proposal must include a completed Subcontractor Solicitation and Utilization Form using the form located on the Agency’s website: https://www.oregon.gov/odot/Forms/2ODOT/2721.pdf.

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.

Local Public Agency Projects: As an LPA Project, the evaluation committee will consist solely of LPA committee members and the evaluation set forth in section 3.2 will be conducted solely by the LPA evaluation committee. ODOT will coordinate and facilitate the evaluation process, but will not review, score, or rank Proposals, interviews, follow-up questions, or references..

The outcome of the Evaluation process may result in:

(a) notice to Proposer(s) of selection or rejection for WOC negotiation and possible award;

The LPA reserves the right to reject any or all Proposals. ODOT reserves the right to cancel this Mini-RFP at any time if doing so would be in the public interest as determined by ODOT. ODOT and the LPA are 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 ODOT and part of the public file without obligation to ODOT.

3.1.2 INTERVIEWS/FOLLOW-UP QUESTIONS

Interviews/follow-up questions may be conducted. 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 LPA.

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

· Interview/follow-up questions scores (up to a maximum of 100 points) will be combined with the other criteria scores to arrive at a total score.

· LPA 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

· Project Management/Cost Effectiveness

· Proposer’s General Qualifications

· Proposer’s Relevant Experience

· Project Team and Qualifications

3.1.3 REFERENCES [RESERVED]

3.1.4 CLARIFICATIONS

Clarifications may be requested if determined necessary to understand the Proposer’s Proposal. Some or all of the clarifications, and any resulting modifications, 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 MAX POINTS: 45

Specific Experience of Key Staff Complete a “Key Staff Resumes” form available at http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx.

Provide information for the proposed Project Manager and other key staff that you believe are most important based on your understanding of the needed Services.

Scoring will be based on the 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 3 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. 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 MAX POINTS: 15

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

3.2.3 EVALUATION ITEM 3 MAX POINTS: 15

Availability Describe Proposer’s current and projected workload and capacity to accomplish the work in the required time. Include workload information for the Project Manager (PM) and key staff proposed for use on this project (including subs, if any).

3.2.4 EVALUATION ITEM 4 MAX POINTS: 25

Project Samples Provide at least 2 project samples comparable to the requested services performed by your firm within the last 4 years. For the sample projects -

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

· 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.

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 and selection by the LPA, ODOT will issue an intent to award notice in OregonBuys and will negotiate the SOW, payment amount and methodology with the top ranked Proposer. If negotiations are not successful, ODOT may terminate negotiations with the top ranked Proposer and may begin negotiations with the next highest ranked Proposer, as selected by the LPA, 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.

3.3 AWARD REQUIREMENTS

If the apparent successful Proposer fails to provide the following required items within 7 calendar days of issuance of the intent to award notice, the Proposal may be rejected, the intent to award notice rescinded, and the next highest ranked firm selected for award, 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”) (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.

3.3.2 COMMITTED DBE BREAKDOWN AND CERTIFICATION FORM-AE

During negotiations of the WOC, Consultant shall submit a Committed DBE Breakdown and Certification Form-AE (one for each DBE subcontractor that will be utilized) if a DBE goal greater than 0% is assigned to the WOC.

The Committed DBE Breakdown and Certification Form-AE will not be required for WOCs with no goal assignment or if a DBE goal is not required (i.e., if WOC includes no federal funding)].

The Committed DBE Breakdown and Certification Form-AE must be submitted to and approved by Agency’s Office of Equity and Civil Rights per form instructions prior to WOC execution and shall be used to determine Consultant’s responsiveness to the DBE requirements. See PA Exhibit E, DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROVISIONS for detailed requirements.

The Committed DBE Breakdown and Certification Form-AE is available at: https://www.oregon.gov/odot/Forms/2ODOT/7345235.pdf.

3.3.3 PROPOSER RESPONSIBILITY, DEBT OWED to STATE

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

An example Menu of Services is shown below. The Menu of Services is a list of Phase 1 tasks that Agency may include in the final Statement of Work of the awarded WOC. The baseline list provided below is not necessarily all inclusive.

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 within the scope of this Mini-RFP and underling PA.

PRELIMINARY ENGINEERING

Task 1. Project Management

· Contract Management

· Subcontractor Management

· Quality Control Plan (must be on file with Agency before work can be authorized under a WOC)

· Project Schedules

· Progress Reviews

· Schedule, coordinate and supervise project work

· Maintain Liaison and Coordination with ODOT, FHWA, FRA, FTA and Outside Agencies

· Prepare Records of Decisions

· Monitor Project Budget

· Prepare, Maintain and Update Project Activity Schedule

· Provide Timely Responses to ODOT Comments

· FHWA funding participation eligibility

Task 2. Survey and Mapping [RESERVED]

Task 3. Environmental Services Hazardous Material Assessments

· Phase 1/Initial Site Assessment

· Phase 2/Preliminary Site Investigation

· Hazardous Materials Corridor Assessment

· Hazardous Materials Technical Report (Site investigation/analysis, and Preliminary Mitigation Statement)

· Sampling as needed to delineate extent of contamination (including probing, drilling, sampling, field testing, monitoring well installation and decommissioning, sample analysis, disposal of investigation derived waste, etc.)

· Lead-based paint testing (on bridges, structures and residences)

· Asbestos containing materials testing

· Wood preservative testing

· Develop all safety documents and procedures required for work on hazardous waste sites or for sampling hazardous materials

· Excavate contaminated soil prior to construction or develop plans and specs for such soil excavation during construction and oversee such work

· Management and disposal of contaminated media (soil and groundwater) conducted prior to construction and develop plans and specs for such work and oversee that work during construction (includes NPDES, local sewer and solid waste permits)

· Hazardous waste determination for all wastes to be generated during construction

· Management of hazardous waste and solid waste in accordance with RCRA

· Create and implement pollution control plan for all hazardous materials stored or used on site

· Develop contingency plans for unexpected contamination encountered during construction

· Oversee removal of contaminated media during construction

· Oversee waste management practices during construction

· Identify safety requirements for work in contaminated areas during construction

· Develop plans and specs for subsurface utilities to be installed in contaminated areas

· Ensure all subsurface linear installations in contaminated areas are designed to avoid preferential migration of contamination along their length Environmental Analysis, Documentation, and Compliance

· Data Collection Draft and Final Environmental Documents for environmental class 1 and 3 projects.

· Draft and Final Technical Reports required for Environmental Class 1, 2, and 3 projects.

· ODOT Environmental Baseline Report

· Environmental Project Management

· Mapping, field data collection, and photo documentation of existing or baseline conditions for all resources present

· Compliance with state and local planning requirements including preparing findings, amendments and variances.

· Compliance with Section 106, including Determination of Eligibility (DOE) and Section 106 Finding of Effect (FOE), and the Memorandum of Agreement (MOA)

· Section 106 Programmatic Agreement (PA)

· Section 4(f) Evaluations

· Section 6(f)(3) Evaluations

· ARPA Permit (federal lands)

· Excavation Permit (SHPO)

· Wetland field delineation and wetland delineation report

· Wetland functional analysis

· Wetland impact assessment

· Compensatory Wetlands Mitigation Plan

· Final wetland mitigation grading and planting plans and specifications

· Oregon Natural Heritage database search and request species lists from USFWS and NMFS.

· Field survey for plants, birds and other species of concern

· Prepare Biological Assessment (BA) and Biological Evaluation

· Federal-Aid Highway Program (“FAHP”) Programmatic Endangered Species Act (“ESA”) Documentation

· Other ESA Programmatic Documentation

· Oregon Fish Passage Legal Requirements

· Fish Passage Compliance Review

· Determine Appropriate Approach to Meet Fish Passage Requirements

· Fish Passage Plan

· Prepare No Effect memo

· Develop mitigation plans for biological species

· Incorporate Terms and Conditions from Biological Opinion (BO) into Specifications

· Water resources assessments

Task 4. Public Involvement

· Public Information Plan

· Design and prepare materials for public meetings, open houses, and hearings

Task 5. Utility Coordination

· Perform tasks according to Chapter 10 and Chapter 11 of the ODOT Right of Way Manual

· Identify and Coordinate with Utility Owners

· Prepare Utility Notifications. Prepare utility notifications and conflict reports per the Procedures for Utility Relocation/Reimbursement for Federally Funded Local Public Agency Projects

· Conflict Assessment

· Utility Company Coordination and Certification

· Utility Relocation Plan Assistance

· Data Collection

· Utility Report

· Notification and Coordination

· On-Site Utility Coordination Meetings

Task 6. Geotechnical Services

· Geologic Site Characterization

· Subsurface Exploration including: Drilling, sampling, in-situ soil testing

· Laboratory Testing of soils and rock material

· Slope Design, embankment design, slide stabilization design

· Material source evaluation

· Foundation evaluation and design.

· Geology and Geotechnical Technical Reports

· Geotechnical element plan and specification preparation

· Construction observation of geotechnical project elements

· Retaining Wall design

· Seismic site evaluation and design including: site response, liquefaction, and soil structure interaction

Task 7. Hydraulics Related Services

· Hydrology

· Roadway & pavement drainage

· Stormwater conveyance systems

· Stormwater quality, quantity, and infiltration

· Bridge hydraulics

· Bank protection and scour mitigation

· Open channel hydraulics

· Sediment transport

· Floodplain hydraulics & FEMA studies

· Fish passage & aquatic habitat improvements

· Temporary water management (in-steam & Stormwater)

Task 8. Traffic Engineering and Management

· Traffic Control Plans (TCP’s)

· Traffic Management Plan (TMP)

· Traffic Control Design

· Signing and Striping Design

· Access Management

Task 9. Pavement Design

· Pavement Field Exploration

· Pavement Design Analysis and Package

· Contract Documents

Task 10. Roadway (Pathway) Design

· Geometric Design

· Typical Sections

· Cut and Fill Lines

· Intersection Details

· Vertical and Horizontal Alignments

· Roadway Profiles of the Existing and Proposed Alignment

· Super-Elevation Diagrams

· Embankment and Excavation Profile Sheets

· 3D Roadway Design consistent with the Highway Design Manual

· Traffic Control Design

· Design Team Coordination and Document Assembly

· Multi-Modal Facility Design

Task 11. Bridge Design/Other Transportation-related Structures Design

· Bridge Load Rating

· Bridge Surface Component Evaluation and Design

· Bridge Design, New or Replacement

· 3D Bridge Design

· Structural component of Bridge & other Transportation-related Structures foundations, ground anchors; scour mitigation

· Prepare Bridge Type Size and Location (TS&L) Report

Task 12. Interchange Design [RESERVED]

Task 13. Design Acceptance Package (DAP)

· Prepare Draft Design Acceptance Package and Narrative

· Design Acceptance Requests

· Prepare Final Design Acceptance Package

· Prepare Preliminary Cost Estimates

Task 14. Right of Way [RESERVED]

Task 15. Prepare Final Plans, Special Provisions and Cost Estimates

· Prepare Final Plans (including Traffic Engineering Design and traffic noise impact mitigation measures, if required)

· Final Quantities and Engineer’s Cost Estimate

· Markup Special Provisions for ODOT Preparation

· Engineers Construction Schedule

· Respond to ODOT comments, if provided, on Advance and Final PS&E;

· Access management plans

· Access Management Technical Report per ODOT requirements

Task 16. Bidding Assistance ODOT (and LPAs) must retain key decision-making functions, in the context of evaluating and awarding contracts to consultants or construction contractors and making decisions on protests filed by proposers/bidders.

Precluded Activities:

· Consultant’s role is to advise and provide information as requested by ODOT or LPAs and shall not involve being a voting member of an evaluation & selection team. ODOT and LPAs shall exercise appropriate supervisory control over the Consultant's actions related to bidding assistance

· If Consultant’s role included developing (or participation in developing) the plans and specs, the procurement documents, or the evaluative factors (if applicable), the Consultant would be precluded from acting as a subcontractor on bids for the resultant construction contract

· Consultant shall not have any contact with bidder community following close of bid for LPA or ODOT bid projects until award of contract or cancellation of bid

Bid Assistance Tasks:

When federal funding is involved, ODOT must conduct the construction bid process for LPAs unless the LPA is certified by ODOT to independently conduct bid. When no federal funding is involved, at ODOT’s discretion, either ODOT or the LPA may perform the construction bid process. The extent of Consultant involvement in the construction bid process is typically limited to any or all of the following:

· When ODOT is conducting construction bid process:

· If assigned as the point of contact, respond to questions from bidders, LPA, and ODOT as directed by LPA or ODOT.

· Maintain log of bidder questions and answers for ODOT and LPA review. Email log to ODOT and LPA by 4:00 p.m. each day until bid closes {All contact with the bid community will cease at a time determined by the Agency and no further contact will be made without express directive and direction from ODOT Procurement Office (“OPO”) and ODOT Project Controls Office (“PCO”)}

· Make revisions to plans as needed for addenda and submit to ODOT for review and approval for distribution

· Prepare draft bid addenda for review and approval for finalization and issue by ODOT

· Provide additional information regarding submitted bids, only when requested by ODOT PCO

· When the LPA is conducting construction bid process:

· Write and submit bid advertisements to LPA and ODOT for review and approval;

· Distribute bid documents, including plans to requesting construction contractors

· If assigned as the point of contact, respond to questions from bidders, LPA, and ODOT as directed by LPA or ODOT.

· Maintain log of bidder questions and answers for ODOT and LPA review. Email log to ODOT and LPA by 4:00 p.m. each day until bid closes

· Make revisions to plans as needed for addenda and submit to LPA and ODOT for review and approval

· Prepare draft bid addenda and submit to LPA and ODOT for review and approval. Issue approved bid addenda;

· Attend and assist with bid openings as requested by LPA or ODOT

· Assist in providing information supporting the evaluation of bids when specifically requested to do so by the LPA or ODOT

· Prepare and provide final…