S018-OPO063025

OREGON DEPARTMENT OF TRANSPORTATION

A&E and Related Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00016025 [Transportation and Growth Management (“TGM”) File Code: 4B-24] for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series:

Transportation Land Use Planning 2021 (“TLUP ‘21”) TLUP ’21 Discipline (Subject Area): Transportation System Planning

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: Wasco County, Transportation System Plan (“TSP”) Update

Project Location: Region 4, Wasco County

ODOT Key Number: 21733

LOCAL PUBLIC AGENCY PROJECT. The Oregon Department of Transportation (“ODOT” or “Agency”) is delivering this Project on behalf of Wasco County (the “County”). The 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 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: The Oregon Department of Transportation 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

The 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 or a Mini-RFP.

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.

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

1.2 SUMMARY OVERVIEW AND WOC OBJECTIVES

ODOT is requesting Proposals from eligible Price Agreement holders (identified above) regarding specific A&E and Related Services experience relevant to the Wasco County (“County”) TSP Update, and as further described in section 4. The expected outcome of the WOC is to update the County TSP adopted in 2009 (“Current TSP”) in accordance with state policies, plans, laws and rules. The TSP update (the “Project” or “Updated TSP”) must provide a safe, efficient and economical transportation system that reflects the regional nature of how people and products move throughout North Central Oregon. Agency reserves the right to modify the Services as necessary to meet Agency needs.

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

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 determined by Agency and may be based on any of the following methods (may include more than 1 method – “Mixed”):

· Fixed Price per Deliverable;

· Fixed Price per Task; and

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

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.

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 COI 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

Tier 1:

ODOT will conduct the first-tier evaluations from the Proposals received from the PA holders, using the pass/fail criteria to create a list of the qualified Proposers.

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 to create a list of the qualified Proposers. The County’s two-tier selection will be the highest-ranked firm identified by the County during the Mini-RFP process, pursuant to ORS 279C.125 and OAR 731-148-0260. ODOT will negotiate the payment amount and methodology with the top-ranked Proposer (based on Final Score) that submits a responsive Proposal. 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.

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.

1.5.2 RESERVED

1.6 QUESTIONS, CLARIFICATIONS, CHANGES, AND ADDENDA

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 1.6.2, 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.

The Proposal must be organized as directed herein. 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.

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 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 (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 (See section 2.4.5 below)

COI disclosures, if any, must be submitted as a separate PDF file. See Attachment A Proposal Coversheet. The ODOT COI Guidelines and TGM 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)

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 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.

In the space provided on Attachment A, Proposer must list all subconsultant firms by name and the discipline/type of work to be performed that, if selected, will be utilized on Proposer’s team for this WOC.

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.

The Technical Proposal must not exceed 4 pages. 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. 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 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.

1. REGISTERED PROFESSIONAL ENGINEER * – An Oregon-registered Professional Engineer (“PE”) (civil or traffic) with expertise in traffic analysis.

For purposes of any resulting WOC, 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 WOC. 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 WOC.

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, on the Proposal Cover Sheet (Mini-RFP Attachment A), 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)]

* In the space provided on the Proposal Cover Sheet (Mini-RFP Attachment A), list the name and registration number of at least one Oregon Registered Civil or Traffic Engineer in active status intending to perform Services under the WOC. Proposer shall provide the following information:

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

· The name of the individual not employed by Proposer who currently holds a valid certificate of registration to practice engineering in the State who Proposer has engaged to be in responsible charge of the work; or

· 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 Services under the WOC.

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: For LPA two-tier selection projects, the evaluation committee under this section will consist solely of LPA committee members. ODOT will coordinate and facilitate the evaluation process, but not review, score and rank Proposals, interviews, or follow-up questions. Any reference to “Agency” in the entirety of all Section 3, means ODOT coordinating with the LPA for the evaluation process.

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 which 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

· 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, 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 – Relevant Experience of Key Staff MAX POINTS: 45 Provide information to describe the proposed Project Team qualifications, including specific information for the proposed Project Manager and proposed Key Staff. The Key Staff put forward for work on this Project must have availability to do the work. No substitutes will be allowed without prior authorization by Agency and County.

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 set forth in Section 2.4.4; however, a maximum of 4 Key Staff Resumes may be submitted (a Project Manager is deemed Key Staff and is therefore among one of the 4 Key Staff Resumes that must be submitted) for this criterion. Any resumes submitted beyond this limit will be discarded by Agency and will not be included in the evaluation. The submitted Key Staff Resumes must not exceed 1 page per resume and must use a minimum of 11-point font for substantive text.

3.2.2 EVALUATION ITEM 2 – Project Approach MAX POINTS: 45

Given the information provided with this Mini-RFP, describe your approach to cost effectively meet the Agency’s deliverables and objectives. Also describe what you believe are the most critical elements that the team must address for a successful outcome.

3.2.3 EVALUATION ITEM 3 – Work Samples MAX POINTS: 10

Provide up to 3 Work Samples. A Work Sample is 1 actual page from a document demonstrating the Proposer’s ability to communicate key information and inform decisions from one or more projects of similar scope and magnitude to the Project described in this Mini-RFP. The projects must be those performed by at least one of the proposed team’s Project Manager and Key Staff, in the same or similar roles.

Provided Work Samples must address how the work relates to the other scoring criteria and must list Key Staff involved with each Work Sample and what role they played.

Each actual page should be marked only to call out a specific section (circle or highlight a particular area of a page); any supplemental explanation must be included within the Proposal page limit set forth in Section 2.4.4. The Proposal should identify the team member(s) who were involved in the project for which the Work Sample(s) were produced.

The Work Samples will be scored by evaluators, up to a total of 10 points maximum for all samples provided, based on applicability to Project as well as format including appropriate use of tables and graphics; clear, concise text; and errors, including misspellings, grammatical, and typographic.

Work Samples are not included in the Proposal page limit identified for this solicitation; however, a maximum of 3 pages may be submitted for this criterion.

Evaluators will assign a rank for each Scoring Criteria and interview/follow up question (if conducted). The best response to the Scoring Criteria or interview/follow up question will receive a rank of #1, the second best will receive a rank of #2 and so on.

The ranking will correlate with a percentage of the points available for each Scoring Criteria depending on the number of proposals.

Example - 3 proposals are received:

A ranking of #1 will receive 100% of the points available per Scoring Criteria A ranking of #2 will receive 66% of the points available per Scoring Criteria A ranking of #3 will receive 33% of the points available per Scoring Criteria

Example - 5 proposals are received:

A ranking of #1 will receive 100% of the points available per Scoring Criteria A ranking of #2 will receive 80% of the points available per Scoring Criteria A ranking of #3 will receive 60% of the points available per Scoring Criteria A ranking of #4 will receive 40% of the points available per Scoring Criteria A ranking of #5 will receive 20% of the points available per Scoring Criteria

If a Proposer does not respond to a Scoring Criteria the Proposer will receive 0 points for that Scoring Criteria.

The SPC will convert the ranking of each Scoring Criteria to the percentage of the points awarded for the ranking.

The total scores and selection for tentative WOC assignment will be determined as follows:

· Total Proposal Score = Total of all awarded points (as converted based on the ranking % for each Scored Criteria) within a given Proposal, divided by the number of evaluators, minus any SCORING DEDUCTIONS received per Section 2.2.

· Total Interview Score (if conducted) = Total of all awarded points (as converted based on the ranking % for each Scored Criteria) for a given interviewee, divided by the number of evaluators.

Final Score = Total Proposal Score plus Total Interview Score (if conducted).

Based on Final Scores, Agency 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, Agency 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 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”) and 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.

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

See Sample WOC attachment in OregonBuys.

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