00016025_4B-24_Sample WOC_Final.docx

Form C004-B122723R1

SAMPLE Work Order Contract

WORK ORDER CONTRACT #: (ORBuys PO #: )

PRICE AGREEMENT (“PA”) #: (ORBuys #: ) Project Name/Location:

This Work Order Contract (“WOC”) is entered into by and between the State of Oregon, by and through its Oregon Department of Transportation (“Agency” or “ODOT”), and an corporation (“Consultant” or “Contractor”).

This WOC incorporates by this reference:

a. all of the Terms and Conditions contained in Part II of the above referenced PA;

b. the provisions from the PA Exhibits with the exception of: E, E.1, K, L, O;

c. the attached Statement of Work and Delivery Schedule;

d. Attachment A - Acronyms & Definitions;

e. Attachment B - Breakdown of Costs (“BOC”) {except for Fixed-Price, file copy only}; and

f. Attachment C - DBE Provisions.

WOC EXPIRATION DATE: ____________. The required schedule for performance under the WOC is specified in the Statement of Work and Delivery Schedule.

Certified Small Business Aspirational Target (for State-only funded WOCs over $100,000, including as amended; see PA Exhibit K): N/A

The Total Not-to-Exceed (“NTE”) amount for this WOC. This total includes: all allowable costs, profit, and fixed-fee amount (if any), shown in section H.4; and $__________ for contingency tasks, each of which must be separately authorized by Agency.

This WOC is effective on the date it has been signed by the Parties and all required State of Oregon approvals have been obtained. No Payment shall be made for Services that are performed before: i) the WOC effective date and ii) a Notice-To-Proceed has been issued by Agency.

CONSULTANT CERTIFICATION:

A. Any individual (the undersigned) signing on behalf of Consultant hereby certifies under penalty of perjury:

(1) Consultant has provided its correct taxpayer identification number to Agency for the above-referenced PA.

(2) Consultant is not subject to backup withholding because (a) Consultant is exempt from backup withholding, (b) Consultant has not been notified by the IRS that Consultant is subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified Consultant that Consultant is no longer subject to backup withholding.

(3) The undersigned is authorized to act on behalf of Consultant, the undersigned has authority and knowledge regarding Consultant’s payment of taxes, and to the best of the undersigned’s knowledge, Consultant is not in violation of any Oregon tax laws. For purposes of this certification, "Oregon tax laws" means: (i) i) any state taxes administered by the Oregon Department of Revenue (DOR) under the tax laws of this state and local taxes administered by DOR under ORS 305.620and (ii) any tax provisions imposed by a political subdivision of this state that apply to Consultant, to Consultant’s property, operations, receipts, or income, or to Consultant’s performance of or compensation for any work performed by Consultant; and (iii) any tax provisions imposed by a political subdivision of this state that apply to Consultant, or to goods, services, or property, whether tangible or intangible, provided by Consultant; and (iv) any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions.

B. Any individual (the undersigned) signing on behalf of Consultant hereby certifies the undersigned is authorized to sign this WOC and that:

(1) Consultant has read, understands and agrees to comply with the requirements set forth in the PA and in all Exhibits and other documents incorporated by reference in the PA.

(2) Consultant understands and agrees that any exhibits or other documents not physically attached to the PA that are incorporated by reference have the same force and effect as if fully set forth herein.

(3) Consultant has made all required Conflict of Interest (COI) disclosures, if any.

(a) Consultant understands and has provided to all Associates (as defined in the COI Guidelines) the ODOT COI Guidelines and COI Disclosure Form available at: https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx. Consultant and, to the best of the undersigned’s information, knowledge and belief, Consultant’s Associates, are in compliance with and have no disclosures required per the COI Guidelines (as may revised from time to time by Agency); or

(b) If disclosures regarding this WOC or the related Project are required per the ODOT COI Guidelines, Consultant has made such disclosures to Agency on a properly prepared and submitted COI Disclosure Form and, if determined necessary by Agency, a mitigation plan has been approved by Agency.

(4) (a) No Federal appropriated funds have been paid or will be paid, by or on behalf of Consultant, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this WOC, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," (https://www.gsa.gov/system/files/SFLLL_1_2_P-V12b.pdf) in accordance with its instructions.

(c) This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

(d) Consultant shall require that the language of this certification be included in all subcontracts in excess of $100,000 at all tiers and that all such subcontractors shall certify and disclose accordingly.

(5) Consultant has, and gives employees a written notice of, a policy and practice that meets the requirements described in ORS 279A.112. Such policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault and discrimination against employees who are members of a protected class. Consultant agrees, as a material term of the WOC, to maintain the policy and practice in force during the entire WOC term (see additional information and sample policy template at https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx).

(6) Consultant has no undisclosed liquidated and delinquent debt owed to the State or any department or agency of the State.

(7) Consultant is an independent contractor as defined in ORS 670.600 and as described in IRS Publication 1779 (https://www.irs.gov/pub/irs-pdf/p1779.pdf).

(8) In the event that Consultant is a general partnership or joint venture, Consultant signature(s) on this WOC constitutes certifications to the above statements pertaining to the partnership or joint venture, as well as certifications of the above statements as to any general partner or joint venturer signing this WOC.

Electronic Signatures.

The Parties agree that signatures showing on PDF documents, including but not limited to PDF copies of the PA, WOC and amendments, submitted or exchanged via email are “Electronic Signatures” under ORS Chapter 84 and bind the signing Party and are intended to be and can be relied upon by the Parties. Agency reserves the right at any time to require the submission of the hard copy originals of any documents.

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. To request reasonable accommodation for access, due to a disability, to information related to this document, please contact the Oregon Department of Transportation’s Procurement Office at OPOAdministration@odot.oregon.gov or phone #503-986-2710.

CONSULTANT:

Signature Title Date

DOJ LEGAL REVIEW for ODOT: (Approved by via email dated _____)

ODOT (Procurement Authority)

Signature Print Name Date

STATEMENT of WORK and DELIVERY SCHEDULE for WOC # __________ under PA # __________

SOLICITATION NOTE: This Section contains a Sample Statement of Work. The selected Proposer shall use the Statement of Work (“SOW”) as a baseline document during WOC negotiations to develop a proposed Statement of Work which must identify all Work and Services described in the Mini-RFP and address all design considerations and requirements described for the Project. The selected Proposer shall add sufficient detail to Tasks and Deliverables that are included in the Services and omit any not needed for the Project. Items left highlighted in this baseline document will be negotiated or filled in at the time of WOC execution.

The following proposed work tasks, deliverables, and schedule will be refined during the negotiations process with the selected Proposer.

“Consultant” as used in this section refers to the apparent successful Proposer.

· Text highlighted in yellow provides instructions or guidance. Delete all highlighted instruction language prior to WOC execution.

· Areas with blue highlight will be negotiated and revised or deleted as necessary prior to WOC execution.

Once finalized and approved by ODOT, that document will become the SOW for the WOC for the Project.

TGM 4B-24

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

PARTIES CONTACT INFORMATION

Name:

Address:

Phone:

Email:

Agency’s Project Manager (“APM”) for the WOC

______@odot.oregon.gov

Agency’s Contract Administrator for the WOC

Address:

Consultant’s Project Manager (“PM”) for the WOC

______@_____.com

Alternate Contact for Consultant

Local Agency Contact (“LAC”) for the Project IGA

______@_____.com

Alternate Contact for Local Agency

Agency may change the APM designation, Agency’s address for invoicing (section H.5), or both by promptly sending written notice (e-mail notice acceptable) to Consultant, with a copy to tgmcentral@odot.oregon.gov. Changes to Agency's Contract Administrator for the WOC must be done by amendment. Any changes to the PM or LAC must be approved in writing (e-mail acceptable) by Agency. Consultant or City shall provide written notice (email acceptable) to Agency of any changes to alternate contacts.

A. PROJECT DESCRIPTION and OVERVIEW of SERVICES Agency is contracting with Consultant for Services in connection with the following planning project:

Project Purpose/Transportation and Relationship The purpose of the anticipated WOC is to update Wasco County’s (“County”) existing TSP, last updated in 2009 (“Current TSP”). The County has experienced continued population growth and economic development since then, resulting in additional demands on transportation infrastructure. These demands include agricultural users, freight, residential and commercial development, industrial, tourists, and cycling. Wasco County’s transportation system includes several key freight routes and serves many commuters travelling to and from neighboring communities.

The TSP Update (“Project” or “Updated TSP”) must provide an assessment of the community’s transportation system priorities for the 20-year planning period. A key purpose of the assessment is to revisit transportation system priorities in an era of declining federal, state, and local transportation funding. An Updated TSP will address all modes of transportation and incorporate intelligent transportation systems (“ITS”) to enhance traffic safety and efficient movement of freight and system users. Updated TSP will also ensure consistency with federal and state transportation planning requirements and design standards including but not limited to Statewide Planning Goal 12 (Transportation), Oregon Administrative Rules chapter 660 division12, also known as the Transportation Planning Rules (“TPR”), and the Oregon Highway Plan.

Project Area Project Area is Wasco County, which includes the Cities of The Dalles, Mosier, Dufur, Maupin, Antelope and Shaniko. The County also includes the unincorporated communities of Rowena, Sportsman’s Paradise, Friend, Boyd, Pine Hollow, Tygh Valley, Wamic, Sportsman Park, Walter’s Corner, Wapinitia, Pine Grove, and Clarno. Additionally, the Big Muddy Ranch Young Life Youth Camp hosts a summer camp of approximately 7,000 students, and also hosts year-round various guest groups. Outside the 6 incorporated cities, roadways in the County are under the jurisdiction of either County or ODOT. Roads on federal lands (U.S. Bureau of Land Management and the U.S. Forest Service) are under the jurisdiction of the relevant federal agency. Segments of state highways on the Confederated Tribes of Warm Springs Reservation.

Problem Statement and Background The County has experienced additional demands on the transportation system due to increased population, economic development and changes to commuting patterns throughout the North Central Oregon region since the preparation and adoption of the Current TSP. Freight traffic has significantly increased, including over-sized loads from renewable energy projects. This places additional stress on the County’s transportation system and creates potential conflicts with other system users.

The County needs to re-evaluate and prioritize transportation systems needs while recognizing that federal, state, and local funding for transportation infrastructure has declined. Funding is insufficient to address all system improvements and maintenance needs. The County will be able to identify the highest priority needs and likely funding options through this project.

Other regional transportation and land use plans have been adopted since 2009 and will be considered during the Project. The city of The Dalles Transportation System Plan (adopted 2017), the city of Mosier Transportation Plan (adopted 2019), Wasco County Transit Development Plan (adopted 2022), Wasco County 2040 Comprehensive Plan (COMPLAN) (adopted 2020), the Wasco County Multi-Jurisdictional Natural Hazard Mitigation (draft adoption 2025), the Confederated Tribes of Warm Springs Transportation Plan (2014), and the Confederated Tribes of Warm Springs Comprehensive Plan (2020). The data from the Current TSP and these other plans will help the County assess current needs and identify existing and potential deficiencies. By incorporating information from these plans, the County will be able to ensure that it is not duplicating efforts and that potential partners are identified and engaged to help with future transportation project implementation.

The County has recently updated its COMPLAN, and continues to update its land use regulations as necessary under state law. Goal 12 within the COMPLAN provides transportation system polices that include:

Policy 12.1.1. Plan for and maintain an interconnected system of roads that will link communities for all users and that will provide for the existing and future needs for transportation of goods and people in the region.

Policy 12.1.2. Provide a transportation system that promotes the safety of current and future travel models for all users.

Policy 12.1.3. Provide a multimodal transportation system that permits the safe and efficient transport of goods and people.

Policy 12.1.4. Provide a transportation system that balances transportation services with the need to protect the environment.

Policy 12.1.5. Maintain the safety, physical integrity, and function of the County transportation network.

Policy 12.1.6. Ensure transparency of infrastructure requirements and ongoing costs for future development.

Policy 12.1.7. Future updates to the Transportation System Plan should include recreational development and impact to the transportation network.

The Updated TSP will allow the County to align specific transportation guidelines and projects with its broader transportation policies. It will also ensure that the County complies with state and federal regulations related to design standards and transportation system planning and implementation that have been adopted since the Current TSP, including updates to the TPR and ODOT design, mobility and access standards.

Project will allow the County to align the County’s access management policies with changes in State access management policy to ensure mobility and safety while meeting the needs of businesses along State highways.

The Current TSP did not reference State policies and guidance such as Transportation System Management and Operations (“TSMO”) strategies that enhance safety, mobility, and the reliability of transportation systems. Furthermore, in 2009, policies and project discussion related to transportation related-technology was significantly lacking. This project will allow the County to evaluate opportunities to use ITS to address traffic safety by providing real-time information to drivers and to enhance transportation efficiency for all modes of travel.

The Current TSP discussed non-vehicular transportation options, but the Project must provide the opportunity to identify deficiencies and to provide support for a variety of transportation system enhancements across all modes of transportation. Project will respond to shifts in the County’s land use patterns and shifts in demand for transportation options. It will also provide an opportunity for the County to create a framework to review land-use planning and transportation decisions that directly and indirectly affect human health and the social determinants of health.

Project Objectives The County has adopted the following key objectives and expected outcomes for Project. The County’s overall objective is to provide a safe, efficient and economical transportation system that reflects the regional nature of how people and products move throughout North Central Oregon. The objectives are also intended to help address the issues identified in the problem statement. Desired outcomes of the Updated TSP include:

· Outline projects, programs, and policies to ensure the County can meet the current and future transportation needs of the community based on community goals.

· Updated plans and policies to ensure compliance with the TPR, Oregon Transportation Plan and Oregon Highway plan. Project will review recent changes to the TPR and other OARs, and state policies related to access management. Project will identify potential opportunities to address significant issues through the application of alternative, local standards.

· Improved cost effectiveness in delivering transportation services through incorporation of information from other state, regional and local transportation planning efforts and coordination with on-going regional transportation planning efforts. Project will consider identification of areas where refinement plans or interim measures will increase the life of a facility or delay the need for improvements.

· Enhanced public safety through assessment of the appropriate means for managing the state highways and major arterials to meet the needs of both local and through traffic while improving safety and mobility. Project will evaluate opportunities to use ITS to address traffic safety by providing real-time information to drivers and to enhance transportation efficiency for all modes of travel.

· Improved transportation options for underserved populations. Project will solicit information from local public service agencies and under-served populations to obtain input from and address the needs of all transportation system users. Project will evaluate gaps in service provision and identification of alternative transportation modes for underserved populations.

· Considering the large, rural nature of the County, seek opportunities for active transportation. Project will incorporate practical plan elements to guide pedestrian and bicycle facilities to achieve maximum connectivity between bicycle, pedestrian, transit, and vehicle routes and facilities with the goal of providing an intermodal network of safe access for all users. Provide opportunities to increase awareness about the links between active transportation and public health.

· Considering the large, rural nature of the County, seek opportunities to maximize use of multimodal transportation options.

County Participation The County has significant responsibilities related to, and involvement with, the Project. As such Agency plans to enter into a separate Intergovernmental Agreement (“Project IGA”) with the County to provide services to the Project as described in this SOW that are not the responsibility of the Consultant. Information regarding the County tasks, deliverables, and responsibilities is for informational purposes only.

B. STANDARDS and GENERAL REQUIREMENTS

1. Standards The standards, manuals, directives and other guidance applicable to Professional Services and Related Services are referenced below or available on Agency’s webpages linked below and are incorporated by this reference with the same force and effect as though fully set forth herein.

The standards, manuals, directives and other guidance listed below or available on Agency’s webpages are not exhaustive and may not include all applicable standards for a given Project. Consultant shall be responsible for determining all applicable practices and standards to be used in performing Professional Services and Related Services. Consultant shall inform and demonstrate to Agency if standards, directives or practices required by Agency in performance of the work are insufficient, in conflict with applicable standards, or otherwise create a problem for the design. Should the requirements of any reference, standard, manual or policy referenced in the PA or WOC conflict with another, Consultant shall, in writing, request Agency to resolve the conflict.

Unless otherwise specified in a given task, the most current version of applicable standards, manuals, directives and other procedural guidance shall apply. Unless otherwise specified, the system of measurement and language used in all deliverables must be English.

a. Planning, Survey, Preliminary Engineering and Design Manuals, Standards and Guidance:

· Technical Manuals - alphabetical list (https://www.oregon.gov/ODOT/Engineering/Pages/Manuals.aspx)

· Planning Guidance and Resources (https://www.oregon.gov/ODOT/Planning/Pages/Guidance.aspx)

· Planning Analysis (https://www.oregon.gov/ODOT/Planning/Pages/Technical-Tools.aspx)

· Engineering Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Eng-Guidance.aspx)

· Standard Drawings and Details (https://www.oregon.gov/ODOT/Engineering/Pages/Standards.aspx)

· Technical Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Technical-Guidance.aspx)

· Access Management Manual & Guidance (https://www.oregon.gov/odot/engineering/pages/access-management.aspx)

· ODOT Forms Library (https://www.oregon.gov/ODOT/Forms/Pages/default.aspx)

· ADA Compliance – Assessment, Design, Inspection. When the Services under this WOC include assessment or design (or both) for curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), Consultant shall:

a. Use ODOT standards to assess and ensure Project compliance with the Americans with Disabilities Act of 1990 (“ADA”), including ensuring that all sidewalks, curb ramps, and pedestrian-activated signals meet current ODOT Highway Design Manual standards; and

b. Follow ODOT’s processes for design, modification, upgrade, or construction of sidewalks, curb ramps, and pedestrian-activated signals, including using the ODOT Highway Design Manual, ODOT Design Exception process, ODOT Standard Drawings, ODOT Construction Specifications, providing a temporary pedestrian accessible route plan and current ODOT Curb Ramp Inspection form.

When the Services under this WOC include inspection of curb ramps, sidewalks or pedestrian-activated signals (new, modifications or upgrades), all such inspections shall include inspection for compliance with the standards and requirements in a. and b. above. Inspections must be performed by ODOT certified inspectors (which must include certified environmental inspectors when appropriate). In addition, at Project completion, Consultant shall complete the applicable ramp-specific ODOT Curb Ramp Inspection Form734-5020(A-G) for each curb ramp constructed, modified, upgraded, or improved as part of the Project. Each completed form must be submitted electronically by clicking the “Submit by E-mail” button on the form (and cc APM). The forms are documentation required to show that each curb ramp meets ODOT standards and is ADA compliant. ODOT’s fillable Curb Ramp Inspection Forms and instructions are available at the following address: https://www.oregon.gov/ODOT/Engineering/Pages/Accessibility.aspx

Above references to curb ramps, sidewalks or pedestrian-activated signals also include, when applicable, shared use paths, transit stops, park-and-rides and on-street parking.

b. Website or Web Content Development and Maintenance Standards Consultant shall perform all required web-related Services in conformance with the ODOT Web Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx), which is incorporated into this PA with the same force and effect as though fully set forth herein. ODOT shall have ownership and control of Work Products developed by Consultant as set forth in the terms and conditions of the PA, Part II, Section 7 - Ownership of Work Product.

c. ODOT Communications Standards For any Consultant tasks that require communications functions on behalf of Agency, Consultant shall comply with the ODOT Communications Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx) which is incorporated into this WOC with the same force and effect as though fully set forth herein.

2. Software Requirements In addition to the software requirements set forth in the PA, the following shall apply to this WOC:

a. See Section D of this SOW; and

b. As otherwise stated within tasks or this WOC.

3. Professional Licenses, Registrations and Qualifications

a. Registered Professional Engineer (“PE”) (Civil or Traffic)

4. General Requirements The APM (or such other individual identified in specific tasks or as designated in writing to Consultant) is the primary contact on behalf of Agency for this Project.

To the extent possible, all transmittals from Consultant to Agency must include as applicable the Project name and the Project file code.

a. Endorsement of Data. Consultant shall place their official Oregon Registered Engineer seal and signature on all engineering design drawings and specifications furnished to ODOT, as well as any other materials specified in ORS 671.025, 671.379, 672.020(2), 672.025(2), 672.028(2) and 672.605, as applicable, that require such seal and signature.

b. Electronic Documents, Digital Seal and Signature. If required under the WOC, Consultant shall use APM’s email for electronic submittal and receipt of files as necessary for the Project. All final documents identified in ORS 671.025, 671.379, 672.020(2), 672.025(2), 672.028(2) and 672.605, as applicable, must bear the digital seal and signature of the Oregon registered professional under whose supervision and control they were prepared. Documents must be submitted in the format specified in the WOC for each deliverable and must comply with OAR 804-030, OAR 806-010, OAR 809-050 and OAR 820-025 requirements, as applicable, for digital seal and signature capable of independent verification, final and draft documents, modifications to designs, and dual stamping of documents.

c. Personnel, Materials, and Equipment. Consultant shall provide competent personnel and shall furnish all supplies, equipment, tools, and incidentals required to accomplish the work. All equipment and tools must be in good operating condition and shall be kept in proper adjustment throughout the duration of the WOC. All materials and supplies must be of good quality and suitable for the assigned work.

d. State Owned Assets. All State-owned assets, if any, in Consultant’s possession must be promptly returned to Agency when the Services are complete, when the WOC is terminated, or when requested by Agency, whichever occurs first.

e. Legal Services and Fees. If Consultant uses legal services to support the Consultant’s performance of any Services under this WOC, that is a decision within the Consultant’s discretion; however, no charges for Consultant legal counsel or for legal services shall be charged to Agency as a subconsultant cost or other cost and any such costs or charges shall be paid for by the Consultant at the Consultant’s sole expense and at no cost to the Agency.

f. General Requirements for Project Management County shall provide a project manager throughout the Project and other adequate staff to complete the Project in accordance with the anticipated timeline. County shall maintain effective communication and coordination between Agency and Consultant throughout the Project.

Communication is an important element to the successful completion of the Project. Staff changes to Consultant’s Project Manager are subject to Agency’s approval and require written notice to the Agency. All communication and deliverables must be directed to APM (or such other individual as designated in writing to the Consultant).

To the extent possible, all transmittals from Consultant to Agency must include the Price Agreement or Contract Number, Work Order Contract Number (if applicable), Project Name, and the TGM File Code: 4B-24. The TGM File Code will be used as part of the document control system established by the Agency and the Consultant. Formats for the document control system shall be discussed at the initial meeting between the Agency and Consultant.

g. General Requirements for Written and Graphic Deliverables All documents must be written concisely, in plain language, and use an easily understood format. Where possible, Consultant shall present information in tabular or graphic format, with a simple and concise accompanying narrative. All documents must be readable and usable in non-colorized text.

Consultant shall write materials intended for the public, such as meeting presentations, at no higher than a high school grade level using the Flesch–Kincaid Grade Level Formula.

Written deliverables must include the Project name, a title that refers to the WOC deliverable, draft number, subtask number, and date of preparation.

Engineering documents must follow the Guidelines for Drafting Liability Neutral Transportation Engineering Documents and Communication Strategies.

The Consultant shall provide all traffic analysis work in electronic format (e.g., Synchro, Excel, Vissum, etc.)

h. General Requirements for Final Deliverables Final recommendations, plans, and amendments must not include names and logos of Consultant, the Transportation and Growth Management (“TGM”) Program, ODOT, Oregon Department of Land Conservation and Development (“DLCD”), or project codes. These items are only allowed on the acknowledgements page.

Final recommendations, plans, and amendments must include the following statement:

“This Project is partially funded by a grant from the Transportation and Growth Management (TGM) Program, a joint program of the Oregon Department of Transportation and the Oregon Department of Land Conservation and Development. This TGM grant is financed, in part, by Federal Highway Administration, local government, and State of Oregon funds.

The contents of this document do not necessarily reflect views or policies of the State of Oregon.”

i. General Requirements for Meetings and Public Events:

Consultant shall coordinate with County and APM to review and approve the format for meetings and public events.

“Arrange” meetings and public events includes but is not limited to: scheduling dates and times with participants, distribution of agendas and relevant materials in advance of the meeting or event, reserving a suitable location, placing advertisements in local media, and posting notices in public locations. Unless otherwise stated within specific tasks, “arrange” includes attendance.

“Conduct” meetings and public events includes but is not limited to: preparing agendas and materials, making presentations, and facilitating discussion of relevant issues, and preparing summaries.

County shall ensure that all meetings are noticed and held in accordance with County standards and ORS Chapter 192 - Records, Public Reports and Meetings.

Meeting locations must be accessible by people with disabilities. Meeting notices must include an offer to make accommodations for people with disabilities with sufficient advance notice, and translation services upon request, with contact information for such notification.

The Technical Advisory Committee (“TAC”) is the primary technical review body and provides guidance to the Consultant’s efforts. The Public Advisory Committee (“PAC”) must consist of a broad cross-section of Wasco County, representing a variety of transportation interests. The PAC provides a primary public input mechanism, along with public hearings and workshops.

j. General Requirements for Wasco County Planning Commission and Wasco County Board of Commissioner Meetings County shall arrange regular update meetings for the Wasco County Planning Commission and Wasco County Board of Commissioners. Updates must be provided monthly at regularly scheduled Planning Commission and County Board of Commissioners meetings and must be noticed and open to the public to ensure compliance with Statewide Planning Goal 1 (Citizen Involvement). The County shall distribute notices, agendas, and relevant materials in accordance with County standards. Wasco County Geographic Information Systems (“GIS”) shall update the Project Website to reflect meeting schedules and agendas.

County staff shall be responsible for providing updates. It is expected that the same meeting materials presented to the TAC and the PAC will be used at these meetings. Consultant is not expected to attend. However technical questions raised by planning commission members or County Board of Commissioners will be relayed to the Consultant. Consultant shall respond to questions in writing within 2-weeks and County staff shall report back to the Planning Commission and County Board of Commissioners, as necessary.

k. General Requirements for Public Involvement Public Involvement must allow residents and business owners of County and its environs an opportunity to provide input into the Project.

The public involvement must include, but is not limited to, specific steps to provide opportunities for participation by federal Title VI communities. County and Consultant shall utilize the ODOT Title VI (1964 Civil Rights Act) Plan guidance to identify Title VI populations, formulate public involvement strategies, and report outreach efforts to and participation by Title VI communities.

l. General Requirements for Civil/Traffic Analyses and Land Use Planning: Consultant, by and through an Oregon registered PE, shall perform or oversee all traffic analysis services. Final memoranda containing traffic analysis must be stamped by a PE with license being current and in good standing, with expertise in civil or traffic engineering.

A Land Use Planner shall conduct analysis appropriate for those disciplines.

Intersection performance must be determined using the Highway Capacity Manual 7th Edition (“HCM”) [published by the Transportation Research Board with manual calculations for signalized intersection Volume to Capacity (“V/C”)]. All traffic analysis software programs used must be consistent with HCM procedures. The County Engineer may approve a different intersection analysis method prior to use when the different method can be justified for City intersections.

Traffic analysis software must follow HCM procedures. Signalized intersection V/C ratios must be manually calculated. Traffic analysis must be consistent with Oregon’s Analysis Procedures Manual (“OAPM”).

Traffic analysis at non-State intersections must be compatible with Agency procedures and must follow standard engineering procedures and practices.

Future build conditions (alternatives) must be consistent with County and Agency design standards. Alternative improvements may be proposed subject to the approval of the facility’s jurisdiction.

Consultant shall submit all data and calculations to County and Agency for review and record-keeping. Consultant shall provide electronic file copies of analysis data. These written and electronic products must be in Agency and County compatible formats.

5. Compliance with Applicable Law (in addition to those identified elsewhere in the PA.)

[RESERVED]

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

1. Consultant shall coordinate with County and Agency staff as necessary and shall revise deliverables to incorporate review comments. APM will evaluate and determine whether a revision resulting from the review comments requires a WOC Amendment. In such case, Consultant shall not proceed with such revision until a WOC amendment is approved and executed. This provision does not limit the right of Agency to require correction of deliverables that do not meet the standards and specifications outlined in this SOW.

2. Unless otherwise specified in a given task,

a. Draft and Revised Deliverables

i. Consultant shall provide a draft of written and graphic deliverables to the County and APM, in electronic format at least 20 business days prior to broader distribution to the PAC or public. Consultant draft deliverables must be substantially complete, and any changes or revisions needed to address comments are expected to be minor.

ii. County shall and APM will review the draft deliverables and submit 1 set of consolidated, non-conflicting written comments on draft materials from its reviewers to Consultant within 5 business days from the date a deliverable is received.

iii. Based on comments received, Consultant shall return the revised deliverables to County and APM, with comments incorporated, within 5 business days of Consultant’s receipt of County’s and Agency’s comments, unless a different timeframe is approved in writing by APM.

b. Final Deliverables

i. County shall provide consolidated non-conflicting written comments of public and other reviewers to Consultant before preparation of final deliverables. If County cannot reconcile conflicting comments, APM will determine which comments will be kept.

c. Materials for Meetings and Public Events

i. Materials includes agendas, presentation materials, and graphics such as poster boards, maps, or brochures as deemed appropriate and necessary by the PAC or APM. Consultant shall provide a draft of materials for meetings and public events to the County and APM in electronic format at least 15 business days prior to the associated meeting or event, unless another timeframe is approved in writing by APM. If changes are required, County shall and Agency will provide comments to Consultant within 5 business days following receipt of the materials. Consultant shall revise materials as directed prior to use and electronically transmit to County and APM at least 2 business days before the associated meeting or public event. Consultant shall submit summary materials (including minutes) to County and APM within 10 business days following each meeting or public event.

D. FORMAT REQUIREMENTS

· Written (text) and graphic deliverables must be provided in electronic format. Electronic versions of written (text) deliverables must be in Microsoft Word. Text shall be type written with the body text consisting of a serif or sans serif font style. Font size shall be a minimum of 11-point.

· Written deliverables must include the Project name, a title that refers to the contract deliverable, draft number, subtask number, and date of preparation.

· Graphic deliverables must be in software compatible with AutoCAD, SketchUp, Adobe Illustrator, or Environmental Systems Research Institute, Inc. (“ESRI”) compatible GIS software, as appropriate to the deliverable. All graphic deliverables must be well documented, with Project name, a title that corresponds to the contract deliverable, draft number, a legend, and the date of preparation. Electronic versions of base and plan maps must be in color and display-sized maps must be printed in color when important to public comprehension. Color deliverables must be readable when reproduced in black and white.

· Each draft and final spreadsheet-based deliverable must be provided in MS Office file formats (i.e., MS Word, Excel, etc.) and must be fully compatible with version used by Agency.

· Maps must be at scale legible in the final document and include details necessary to ensure usability, such as City limits, UGBs, street names, relevant environmental and cultural features, legend, date, etc.

· Consultant shall also submit all graphic files accompanying reports separately in .jpg or .tif formats unless specified differently by Agency.

· Consultant shall provide County and APM with any GIS data sets or updated data sets developed for this Project.

· All deliverables must be formatted to 8 ½-inch by 11-inch or 11-inch by 17-inch paper.

· Additional format requirements may be listed with specific tasks/deliverables in the SOW or in the PA.

E. TASKS, DELIVERABLES and SCHEDULE Unless the WOC is terminated or suspended, Consultant shall complete the Services included in this WOC and in accordance with the performance requirements and delivery schedules included in this WOC. For purposes of standardization, the task numbering in this SOW may be non-sequential.

Unless otherwise stated in a specific task or deliverable, “up to” in this SOW will be as determined or approved by APM if the quantity requires less than the specified maximum to meet the Project need.

As stated in Section A, content in this WOC regarding the County deliverables and responsibilities is for informational purposes only.

For tasks or subtasks labeled as [COUNTY TASK], Consultant has no tangible deliverables associated with these tasks. If a County Task indicates Consultant will provide coordination, then Consultant shall provide support services and feedback as needed.

For meeting requirements, including the defined meanings of “conduct” and “arrange”, see Section B, part 4 of this SOW, under General Requirements for Meetings.

The General Project Delivery Schedule is consolidated in a table at the end of Section E.

TASK 1: PROJECT MANAGEMENT

Objective: To provide the foundational Project management tools necessary for successful development of the Updated TSP.

1.1 Committee Rosters [COUNTY TASK]

County shall establish and prepare Committee Rosters for the TAC and PAC

TAC Roster – At a minimum, the TAC must include:

a) County planner

b) Wasco County Public Works representative

c) Public safety (Wasco County Emergency Management or Sheriff)

d) Transit representative

e) Recreational Representative

f) Agricultural Industry Representative

g) Local Freight Industry (carriers/shippers/railroad) Representative

h) ODOT Representative

i) Oregon Department of Land Conservation and Development – Regional Representative

Other members may be invited to participate in individual meetings or throughout the Project

PAC Roster – At a minimum, the PAC must include representatives of:

a) Board of County Commissioners

b) City of The Dalles Public works/Engineering representatives

c) Local businesses or selected representative(s)

d) Rural residential neighborhoods or selected representative(s)

e) Bicycle and pedestrian advocates

f) Transportation disadvantaged

g) Chamber of Commerce: The Dalles, Mosier, Maupin, Dufur

h) Small Cities (Mosier, Maupin, Dufur, Antelope, and Shaniko) representatives

i) County Parks and Recreation

j) ODOT Tribal Liason

k) Local School Representatives

A single member may serve as the representative for multiple categories listed above. Other members may be invited to participate in individual meetings when a certain specialty is required or throughout the Project.

1.2 Kickoff Meeting Conference Call

County shall arrange and Consultant shall conduct a Kickoff Meeting Conference Call to review Project Objectives, processes and timelines. The Kickoff Meeting Conference Call must be held within 2-weeks following Agency’s issuance of the Notice to Proceed (“NTP”). Consultant shall provide an agenda at least 2 business days prior to the Kickoff Meeting Conference Call and provide a meeting summary no later than 1 week following the Kickoff Meeting Conference Call.

1.3 Video & Teleconferences

Consultant shall arrange and conduct up to 6 video or teleconferences with County, APM (or other appropriate Agency representatives, as applicable) both scheduled and as required to address a specific issue. Dates and times of scheduled teleconferences will be determined at the Kickoff Meeting Conference Call. Consultant shall arrange a standard call-in number. Consultant shall develop an agenda for each teleconference, and shall disseminate the agenda to County and APM no later than the evening prior to the teleconference. Consultant shall develop a teleconference summary, and distribute no later than 2 days following each teleconference.

1.4 Project Website [COUNTY TASK]

County shall develop and maintain the Project Website during the entire Project. County GIS Department shall coordinate with the County Community Development Department and Agency to link the Project Website with County website and Agency website. County GIS Department shall be responsible for all aspects of the Project Website, including: development, registration, hosting, content and controls as required by the County and Agency. The Project Website must be accessible within 2 weeks after the Kickoff Meeting Conference Call and remain active for a minimum of 6 months following Project completion.

The Project Website must include, at a minimum: Draft and Revised Technical Memos; all maps and graphics developed for this Project in PDF or JPG format and meeting information (times, locations, agendas, summaries and materials). Consultant shall provide materials in electronic format at the County’s request for posting on the Project Website.

The Project Website must include an interactive on-line mapping tool element that allows anyone with internet access to provide public input and pinpoint issues, ideas and comments directly on a Google map of the County. County GIS team shall develop the online mapping tool. Project Website updates must occur at least twice per month or as new materials become available.

1.5 Refined Project Schedule

Consultant shall prepare a Refined Project Schedule and deliver it to County and APM within 2 weeks after the Kickoff Meeting Conference Call. Where reasonable, Consultant shall schedule and perform tasks concurrently, to minimize time. Refined Project Schedule must show the initial TAC meetings and identify dates for up to 4 joint TAC/PAC meetings after the Kickoff Meeting Conference Call. Consultant shall update the Refined Project Schedule as needed, at APM’s request, and distribute the updated schedule to County and APM.

Anticipated County Deliverables:

Consultant Deliverables

TASK 2: PUBLIC INVOLVEMENT and OUTREACH Objective: Distribute Project information to citizens, solicit input, seek out and facilitate the involvement of those potentially affected, including federal Title VI communities.

2.1 TAC and PAC Meetings

County shall arrange and Consultant shall conduct 2 TAC Meetings and 3 joint TAC/PAC Meetings. Meetings will be held up to 5 times throughout the Project. All meetings must be held in The Dalles.

TAC and TAC/PAC joint meetings may last up to 3 hours. County shall arrange meeting facilities for TAC and PAC meetings. Consultant shall attend and facilitate all meetings with assistance provided by the County. County shall attend all meetings and be responsible for recording attendance at meetings.

Consultant shall prepare agendas and meeting materials at least 10 business days prior to each TAC or TAC/PAC joint meeting and public meetings and provide to County and APM. County shall distribute agenda and meeting materials seven days prior to the scheduled meeting (unless an alternate timeframe is mutually agreed upon) to allow sufficient time for review and comment. County shall publish notices, agendas, and relevant materials in accordance with County standards regarding TAC or TAC/PAC joint meetings.

Consultant shall prepare and distribute meeting summaries and compilation of input to County and APM within 1 week after each TAC or TAC/PAC joint meeting. County shall distribute meeting summaries to committees within 10 days after each meeting.

Upon request by APM, or as required in specific tasks, the Consultant shall provide meeting agendas and minutes to the APM for review prior to distribution.

2.2 Meeting Mailers

Consultant shall prepare 2 Meeting Mailers to identify work performed to date, work to be done, upcoming meetings, public website links, and points of contact in advance of the 2 Virtual Open Houses (“VOH”) and Public Workshops.