00015550 Mini RFP 251215.docx

S018-OPO063025

OREGON DEPARTMENT OF TRANSPORTATION

A&E and Related Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00015550 for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series TLUP ’21 Land Use Planning PAs

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: TGM 1C-24 Hood River Historic Columbia Highway Integrated Land Use Area and Transportation Plan

Project Location: Region 1, City of Hood River

ODOT Key Number: 21733

LOCAL PUBLIC AGENCY PROJECT. The Oregon Department of Transportation (“ODOT” or “Agency”) is delivering this Project on behalf of the City of Hood River (the “City”). The City 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 Bidders that it will affirmatively ensure 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 TGM 1C-24 Hood River Columbia Highway Integrated Land Use Area and Transportation Plan (the “Project”), and as further described in the attached Statement of Work (“SOW”).

The purpose of the Project is to synchronize local, state, and federal investments along the Historic Columbia River Highway (“HCRH”) Cascade Avenue and Westcliff Drive (“Project Corridor”) in the City of Hood River (“City”) to lay the policy groundwork for new multi-modal, mixed-use redevelopment along the corridor. Much planning has already been completed to this end including the Historic and Commercial Gateway, and updated land use regulations. The Project will build on these previous and on-going efforts and integrate key elements into updated land use, development code and Transportation System Plan amendments. These ongoing projects or initiatives include:

· Westside Area Concept Plan (https://digitalcollections.library.oregon.gov/nodes/view/204469);

· Westside Urban Renewal District (cityofhoodriver.gov/urban-renewal/westside/);

· Hood River Multi-Jurisdictional Parks (hoodriverparksandrec.org/master-plan);

· Hood River Affordable Housing Strategy (https://cityofhoodriver.gov/wp-content/uploads/2022/05/HR-AHS_final%C2%AD_5-5-2022.pdf

· Transportation System Plan (https://cityofhoodriver.gov/wp-content/uploads/bsk-pdf-manager/2021/07/Hood-River-TSP-Amended-4_2021.pdf): and

· Cascade Avenue Design Refinement Plan.

The Project must establish an adoption-ready streetscape cross section, zoning overlay, and implementation plan with planning level budget estimates. The Project must align transportation investments and corridor planning/place making strategies to create a vibrant and active multimodal corridor redevelopment area. The Project must embrace the historic nature of the Columbia River Highway, while promoting cohesive mixed use development pattern, supports the community's growth, and creates a gateway identity when entering the City.

The WOC is anticipated to start Winter 2026 and is expected to be completed by Spring 2027.

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 reserves the right to modify the Services as necessary to meet Agency needs.

1.2.1 Funding Source(s).

Federal Highway Administration (“FHWA”)

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

· Fixed Price per Deliverable For further information see PA, Exhibit B, Compensation.

1.2.3 RESERVED.

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).

1.3 RESERVED

1.4 LOCAL PUBLIC AGENCY (“LPA”) PROJECT

This is a local agency two-tiered Project being delivered by ODOT for City of Hood River (the “City”). 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 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.

In accordance with the U.S. Department of Transportation’s Interim Final Rule, effective October 3, 2025 and published at 90 Fed Reg 47,969 (2025), modifying the certification, compliance and reporting requirements of the Disadvantaged Business Enterprise program (DBE IFR), ODOT’s DBE requirements that were applicable to federally funded projects prior to the 10/03/2025 effective date of the rule are no longer in effect, and the associated DBE contractual requirements have been suspended pending implementation of the DBE IFR.

In accordance with the DBE IFR, for this prospective WOC, ODOT has not set a DBE goal and the DBE reporting and compliance requirements are suspended as prescribed in Attachment C to the sample WOC attached hereto. Proposer acknowledges that the DBE requirements set forth in Attachment C of the WOC may be modified throughout the WOC term for purposes of compliance with federal law. Proposer acknowledges and agrees that if awarded the prospective WOC, it will cooperate in processing any contractual modifications ODOT deems necessary or appropriate to effectuate the DBE Program requirements that may result from the DBE IFR implementation or future modifications to the DBE Program and corresponding regulations.

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, by the stated deadline, 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 1.6.2, 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 the 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 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%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 and 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 (See section 2.4.5 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 (PASS/FAIL)

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 attachment 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 4 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 4 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.

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, or follow-up questions.

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 – Key Staff Experience MAX POINTS: 25 Please provide information for the proposed Project Manager and proposed Key Staff for the following disciplines and provide a maximum of 4 Key Staff resumes and their anticipated percentage of involvement on the Project: (25 points)

1. Updates to local zoning, development code, or street standards focused on creating mixed-use districts that are walkable and feature complete streets (10 points)

1. An understanding of real estate (re)development and how local policies and incentives determine outcomes (10 points)

1. Public engagement and outreach utilizing clear communication and storytelling (5 points) Key Staff Resumes are not included in the 4-page Technical Proposal page count.

3.2.2 EVALUATION ITEM 2 – Project Approach MAX POINTS: 40

Given the information in this solicitation, describe your firm’s approach to effectively meet ODOT and City of Hood River’s deliverables and objectives. Please describe the following:

0. Recommend a set of analysis or design tools that your firm would deploy (15 points)

0. Recommend strategies to effectively and clearly communicate Project vision to a diverse set of community partners and demographics through storytelling, graphic design and engaging materials (15 points)

0. Recommend strategies for managing and facilitating conversations that lead to actionable decisions between multi-jurisdictional partners, agencies, and decision makers (10 points)

3.2.3 EVALUATION ITEM 3 – Work Samples MAX POINTS: 25

Please provide no more than 4 work samples, each up-to 4 pages total (these are not included in the 4-page Technical Proposal page count), demonstrating your firm’s ability to communicate key project information and inform key decisions from one or more projects similar in scope and scale to this solicitation. Please provide work samples that demonstrate the following: (25 points)

a. Policy analysis, assessment and presentation of information in a manner that elicits decision making

b. Mixed-use district master planning

c. Complete streets plan views or cross sections

d. Economic opportunities or real estate feasibility analysis

3.2.4 EVALUATION ITEM 4 – Clarity of Proposal & Conformity with Requirements MAX POINTS: 10 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 the following factors: ease of finding clear, concise responses that correlate with the order of evaluation criteria in this Mini-RFP; and Proposers ability to follow instructions.

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) plus Total Reference/Performance Scores (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.

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.

SECTION 4.0 STATEMENT OF WORK

See Sample WOC attachment in Oregon Buys.

Mini-RFP Template – OPO Approved 1 (07/15/2025)