00016737 Mini Final.docx

S017-DOJ061925

OREGON DEPARTMENT OF TRANSPORTATION

Personal Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00016737 for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series Transportation Land Use Planning 2021 (“TLUP 21”) B38911, B38912, B38913, B38914, B38916, B38917, B38918, B38922 and B38923

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: Crash Data Safety Consultant Support Services

Project Location: Statewide

ODOT Key Number: N/A

DBE Participation Goal: No Goal (see section 1.3 for more information)

Certified Small Business Aspirational Target: N/A (see section 1.3 for more information)

PROPOSAL SUBMISSION DEADLINE: See “Bid Opening Date” for this Mini-RFP in OregonBuys.

Single Point of Contact: 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: 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 Single Point of Contact (“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: Oregon Department Of Transportation (“ODOT” or “Agency”) 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.

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.

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 WORK ORDER CONTRACT (“WOC”) OBJECTIVES

Oregon Department of Transportation (“Agency” or “ODOT") is requesting Proposals from eligible Price Agreement holders (identified above) regarding specific crash data safety support services experience relevant to the Crash Data Safety Consultant Support Services (the “Project”), and as further described in section 4. The expected outcome of the WOC is to select a consultant to provide expertise in safety data and crash data systems. Agency reserves the right to modify the Services as necessary to meet Agency needs. The WOC is anticipated to start June 2026 and is expected to be completed by January 2030.

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).

NHTSA

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”):

· Cost Plus Fixed-fee, up to a maximum NTE amount;

· Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;

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

· Price per Unit.

For further information see PA, Exhibit B, Compensation.

1.2.3 WOC Phases. - 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.

On October 3, 2025 the U.S. Department of Transportation (USDOT) issued an interim final rule modifying the certification, compliance and reporting requirements of the Disadvantaged Business Enterprise program (DBE IFR). The DBE IFR was published in the Federal Register and took effect on October 3, 2025 (90 Fed Reg 47,969 (2025)). The DBE IFR requires the eligibility of all DBE certified firms to be reevaluated on an individualized basis, without reliance on race- or sex-based presumptions of disadvantage. The Oregon Certification Office for Business Inclusion and Diversity (“COBID”) administers the Unified Certification Program (“UCP”)for the State of Oregon and is responsible for performing the reevaluations and certifications of businesses that are certified under the DBE program. Pursuant to the DBE IFR, until the reevaluation process is completed, ODOT may not update its overall goal, set any contract DBE goals on federally funded projects or count any DBE participation toward DBE goals. In accordance with the 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 DBE goal, reporting and compliance requirements set forth in this Contract are hereby suspended. Consultant acknowledges that the DBE goal and contractual requirements may be reinstated or modified for purposes of compliance with federal law as the DBE IFR is implemented. Consultant agrees to efficiently process any contractual modifications ODOT deems necessary or appropriate to effectuate the DBE Program resulting 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.

1.4.1 PROPOSER QUESTIONS, REQUESTS FOR CLARIFICATIONS/CHANGES, AND AGENCY RESPONSES All questions and requests for clarifications and changes must be received by the Purchaser via email on or before the deadline for Proposer Questions/Clarifications/Changes set forth in section 0.4.

Agency answers to questions received by the Purchaser will be posted in OregonBuys to ensure that all Proposers base their Proposals on the same information. Agency answers to questions will provide clarifications and interpretations but will not change Mini-RFP or contract requirements, unless an Addendum is issued (see section 1.4.2, below).

QUESTIONS AND ANSWERS POSTED ON OREGONBUYS DO NOT AFFECT THE PROVISIONS OF THIS MINI-RFP. PLANS, SPECIFICATIONS, CONTRACTUAL TERMS, AND PROCUREMENT REQUIREMENTS SET FORTH IN THIS MINI-RFP CAN ONLY BE CHANGED VIA ADDENDA ISSUED BY AGENCY AND POSTED ON OREGONBUYS.

1.4.2 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.

1.5 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 (Attachment B) (See section 2.4.5 below)

· References (Attachment C) (See section 2.4.6 below)

Conflict of Interest disclosures, if any, must be submitted as a separate PDF file. See Attachment A Proposal Coversheet. The ODOT COI Guidelines and COI Disclosure Form are available on the Consultant Forms and Resources page (https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx under Miscellaneous Procurement Forms).

2.4.2 PROPOSAL FORMAT (REQUIRED)

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 Proposer may choose how to allocate the number of pages between any sections, within the overall page limit(s).

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 Scoring 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 2 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 3 Key Staff Resumes, each not exceeding 1 page, using Attachment C Key Staff Resumes (located on the Bid Solicitation Attachments section in OregonBuys).

2.4.6 REFERENCES (REQUIRED)

The Proposal must include 2 References using Attachment B References (located on the Bid Solicitation Attachments section in OregonBuys).

2.4.7 OTHER MINIMUM REQUIREMENTS - Reserved

2.4.8 Subcontractor Solicitation and Utilization Form - Reserved

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.

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

Proposers must provide 2 references (using Attachment B – References located on the Bid Solicitation Attachments section in OregonBuys) for projects where Proposer provided services relevant to the scope of services described in this Mini-RFP.

References will not be scored.

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 – Understanding of Requested Services MAX POINTS: 30 Demonstrate a clear and concise understanding of the Scope of Services being requested in this RFP.

3.2.2 EVALUATION ITEM 2 – Specific Experience of Key Staff MAX POINTS: 20 Complete a “Key Staff Resumes” form (Attachment C) Provide information for the proposed Project Manager and other key staff that you believe are most important based on your understanding of the needed Services.

Scoring will be based on relevance of the experience, qualifications, and technical competence of Project Manager and key staff proposed for use on this specific project.

Key Staff Resumes are not included in the Proposal page limit identified for this solicitation; however, a maximum of 3 Key Staff Resumes may be submitted. Any resumes submitted beyond this limit will be discarded by Agency and will not be included in the evaluation. The fields on the Key Staff Resumes form may be expanded, but may not exceed 1 page per resume and must use a minimum of 11 point font for substantive text.

3.2.3 EVALUATION ITEM 3 – Availability MAX POINTS: 20

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

3.2.4 EVALUATION ITEM 4 – Project Samples MAX POINTS: 20

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

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

· Include a brief description of project type, location, size, duration and objectives; a list of key project staff and their roles; tasks performed by the Proposer to fulfill the project objectives; the project budget, and whether the schedule and budget were met.

· Include 2 reference contacts for each project with valid contact information.

3.2.5 EVALUATION ITEM 5 – Clarity of Proposal and 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: Proposal format; ease of finding clear, concise responses that correlate with the order of evaluation criteria in this Mini-RFP; and Proposers ability to follow instructions.

3.2.6 EVALUATION ITEM 5 – Price MAX POINTS: 20

Provide a total project cost using the provided Breakdown of Costs (Attachment D) using your firms approved rates, overhead and FCCM. A profit of 10% is set as a standard for comparison purposes. Final costs and profit will be negotiated with the selected firm. Price information will be provided to the evaluation team.

Following scoring and ranking of Proposals based on the qualifications-based criteria, the Purchaser will conduct the price evaluation. The Purchaser will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

price being scored

3.3 METHOD OF AWARD

[Indicate how final scores and selection will be determined.] 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.

· Total Reference Score (if references are scored) = Total score received for all references evaluations divided by the number of references evaluations scored.

· Total Price Score =

price being scored

Final Score = Total Proposal Score plus Total Interview/Follow-up Questions Score (if conducted) plus Total Reference/Performance Scores (if conducted) plus Total Price Score.

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.

3.4 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.

3.4.1 COST DATA

Following development of the SOW, the selected Proposer shall submit a detailed Breakdown of Costs (“BOC”)) (BOCBOC-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.

Background The Oregon Department of Transportation (ODOT or Agency) Transportation Data Section is seeking consultant support for the implementation of a new Crash Data System Replacement (CDSR), aligning the crash data schema to the MMUCC 6 (Model Minimum Crash Criteria) standard, and implementation of a Law Enforcement Electronic Data Collection (LE-EDC) to be completed by 2030. These three efforts are part of a five-year NHTSA grant to stand up the Statewide Electronic Data Collection (SEDC) program at ODOT. The SEDC Program, among many other key benefits, will provide the critical crash data that forms the basis for the upcoming Transportation Safety Action Plan (TSAP).

In addition, data related to motor vehicle traffic crashes in Oregon is a critical resource used for a wide range of purposes, including complex engineering analysis and comprehensive transportation safety planning. This crash data plays a central role in decision-making at the federal, state, and local levels, particularly in guiding investments in transportation infrastructure. As such, timely access to accurate and complete crash data through the SEDC Projects is essential to transportation infrastructure and land use planning. Crash data directly shapes land use planning by identifying high-risk areas, guiding zoning decisions, and promoting safer infrastructure. For example, areas with high crash rates, perhaps at intersections adjacent to commercial developments, could be identified for zoning changes. Another example may be identifying areas with high crash rates involving pedestrians or bicyclists for the introduction of sidewalks or bicycle lane additions. A third example is with regard to Safety Conscious Planning (SCP) where planners can use crash data to integrate safety into early-stage land-use decisions rather than fixing issues after development.

Today, law enforcement agencies either collect crash reports electronically or via paper and submit them by printing to paper or PDF and mailing or emailing the reports to ODOT. One of the goals of the SEDC grant program is to give all law enforcement agencies the option to either (a) remain on their current system for collecting crash information electronically but enable a connection to the state crash data repository for crash data submission to ODOT, or (b) migrate to the State of Oregon’s proposed Law Enforcement Electronic Data Collection System. A vendor for CDSR has been selected but a technology vendor for LE-EDC has not been selected yet.

Consultant shall provide expertise in crash data and crash data systems to facilitate this implementation, ensuring alignment with Oregon Revised Statutes (ORS), American National Standards Institute (ANSI) standard D16, MMUCC version 6, Federal data and reporting requirements, and Agency’s transportation safety plans and programs.

Consultant shall work closely with the Transportation Data Section and Crash Analysis and Reporting Unit, in particular a new Agency role: the Tech and Data Modernization Portfolio Manager (SEDC Program Manager). The SEDC Program Manager will be the Consultant’s primary point of contact (POC).

All deliverables are expected to be submitted in Draft form for review and feedback from POC. Final drafts are to be submitted for review and approval by POC within 5 days of receipt of feedback or change requests from POC.

Consultant Qualifications

· Ability to conduct analysis and stakeholder outreach.

· Experience making strategic implementation recommendations.

· Expertise in crash data and transportation safety technology and processes.

· Familiarity with ANSI D16, MMUCC 6, Federal crash data reporting, and Agency’s transportation safety plans and programs.

Task 1 – Project Management and Coordination Consultant shall conduct project management services as necessary for the duration of the Project, to meet the requirements of this SOW, including but not limited to the following: coordination among staff, team members, and subconsultants, progress reporting, and contract management.

Task 1.1: Kickoff Meeting Upon Agency issuance of Notice to Proceed (“NTP”), Consultant shall schedule 1 virtual or in-person Kickoff Meeting with the Project Management Team (“PMT”). The PMT will be comprised of Agency and Consultant staff. Consultant PM and up to 2 additional Consultant staff shall attend and participate. Consultant shall prepare a meeting agenda and meeting summary.

Deliverables and Schedule:

· Deliverable: Kickoff Meeting

· Schedule: Kickoff Meeting can be virtual or in-person or hybrid and will be held within 10 business days following NTP. Consultant shall submit proposed agenda to POC at least 3 business days prior to the meeting. Consultant shall distribute meeting minutes to all attendees within 3 business days following the meeting.

Task 1.2: Progress Reports Consultant shall prepare monthly progress reports in a format approved by Agency. At a minimum, each progress report must:

· Include Project status by task title and number.

· Summarize the activities completed and hours billed during the period.

· Identify any issues, risks, or concerns that may affect the project, schedule or budget.

· List the planned activities for the next period.

Consultant shall prepare a weekly status update in a format approved by the Agency. At a minimum, each weekly update must include a summary of the activities completed in the prior week and planned activities for the following week.

Deliverables and Schedule:

· Deliverable: Weekly Status Updates

· Schedule: Consultant shall submit status updates to POC on a weekly basis for the duration of the Project.

· Deliverable: Monthly Progress Reports

· Schedule: Consultant shall submit progress reports to POC on a monthly basis for the duration of the Project.

Task 1.3 Access to Project Management Platform Consultant shall set up and share access to a Project Management Platform (SharePoint or other Agency-approved collaboration workspace) to be used by Agency and Consultant team members for document sharing.

Deliverable and Schedule:

· Deliverable: Access to Project Management Platform

· Schedule: Within 3 business days of NTP.

Task 2 - Law Enforcement Electronic Data Collection Needs Assessment Today, law enforcement agencies either collect crash reports electronically or via paper and submit them by printing to paper or PDF and mailing or emailing the reports to ODOT. One of the goals of the SEDC grant program is to give all law enforcement agencies the option to either (a) remain on their current system for collecting crash information electronically but enable a connection to the state crash data repository for crash data submission to ODOT, or (b) migrate to the State of Oregon’s Law Enforcement Electronic Data Collection System (LE-EDC).

This task provides professional expertise and resources to evaluate ODOT and law enforcement needs for a state crash data collection system, including cross-agency communications and collaboration. Overall, this task seeks to advise Agency on implementing electronic data collection efficiently and effectively to meet the SEDC goal of 50% of the State of Oregon’s law enforcement crash reports being collected and reported to ODOT electronically by 2030.

Task 2.1 – Task Work Plan Consultant shall create and maintain a Work Plan for each Task, which must describe the following:

· Description of anticipated activities necessary to deliver the scope of work.

· Clear description of any proposed deviations from the Task scope of work or deliverables described therein.

· Schedule and due dates for key deliverables.

Deliverables and Schedule:

· Deliverable: Draft Task 2 Work Plan

· Schedule: Consultant shall submit Draft Task 2 Work Plan to POC within 5 business days of the kick-off meeting.

· Deliverable: Final Task 2 Work Plan

· Schedule: Consultant shall submit Final Task 2 Work Plan to POC within 5 business days of receiving POC’s comments Consultant shall provide any Task Work Plan Updates to POC when changes are made or within 5 business days of POC request.

Task 2.2 – Task Management Team Meetings (TMT) Consultant shall facilitate up to (20) TMT Check-in Meetings. The cadence of these meetings may vary (weekly, bi-weekly, or monthly) depending on the level of consultant activity, and each meeting will be scheduled at least one week in advance. Each meeting will be virtual, must not exceed 60 minutes in length and, for each meeting, Consultant shall attend with up to 2 Consultant staff. Consultant shall prepare meeting agendas for each meeting. Consultant shall prepare a summary of agreed-upon decisions and action items following completion of each meeting.

Deliverable and Schedule:

· Deliverable: TMT Check-in Meetings

· Schedule: Consultant shall submit proposed agenda to POC at least 3 business days prior to each meeting. Consultant shall distribute summary of decisions and action items to all attendees within 3 business days following each meeting.

Task 2.3 – Conduct Needs Assessment Survey Contingency Task: Inclusion of this task is contingent upon several factors including whether this work is still deemed necessary by the Agency or whether it has been completed by Agency staff by the time the project is completed. POC will provide guidance on whether this task will be completed by Consultant.

Consultant shall review results of an Agency-led “Law Enforcement - Electronic Data Collection (LE-EDC) Project Survey,” that was conducted in fall 2025. The POC will provide an updated survey questionnaire, and Consultant shall work toward conducting and obtaining a 60% response participation rate from the roughly 203 law enforcement agencies in the State of Oregon. POC and Consultant shall determine how many participants are needed from each agency, with a minimum of one response per agency to achieve a minimum 60% response rate from the 200+ agencies (which equates to at least 122 of the 200+ agencies). Consultant shall administer the survey on a mutually agreed platform and provide Agency access to response summaries, reports and data exports. Consultant shall maintain a database of survey responses and provide an end-of-week email summary of survey responses to POC.

Consultant shall conduct activities to solicit responses from a strategic cross-section of agencies (e.g., urban/rural, current e-reporting and non-e-reporting, technical maturity levels) to support statewide scale. Activities must include one or more of the following:

· Email reminders

· Phone call follow-ups

· Coordination with associations and other relevant partners

At the end of the survey period, Consultant shall develop a memorandum summarizing activities completed and agencies reached during this effort, including review of agency-led survey, email reminders, phone call follow-ups, and coordination with relevant partners, as well as final response rate results. Interim updates must be provided via weekly project status updates.

Deliverable and Schedule:

· Deliverable: LE-EDC Needs Assessment Survey Completion Memorandum, up to 5 pages

· Schedule: Within 10 business days of the completion of the task activities period.

Task 2.4 – Needs Assessment Survey Response Analysis Contingency Task: Inclusion of this task is contingent upon several factors including whether this work is still deemed necessary by the Agency or whether it has been completed by Agency staff by the time procurement process is completed. POC will provide guidance on whether this task will be completed by Consultant.

Consultant shall review results of an Agency or Consultant-led “LE-EDC Needs Assessment Survey,” and analyze survey responses to create an analysis of the electronic crash reporting needs of law enforcement agencies in Oregon.

Consultant shall provide an overall report of survey responses and review these during a PMT Check-In Meeting.

Deliverable and Schedule:

Deliverable: Needs Assessment Survey Response Analysis Memo, up to 10 pages Schedule: Within 15 days of task NTP

Task 2.5 – In-Depth Needs Assessment Interviews By reviewing the LE-EDC Needs Assessment Survey Response Analysis conducted by either Consultant or Agency, Consultant, in consultation with POC, shall identify up to 10 law enforcement agencies that are representative of the 150+ law enforcement agencies surveyed for an in-depth needs assessment interview. Invitees must include high-volume reporters and a strategic cross-section of agencies (e.g., urban/rural, current e-reporting and non-e-reporting, technical maturity levels) to support statewide scale.

The interviews must build upon the initial analysis from the survey and expand on the responses from the interviewee to gain an in-depth understanding of the crash reporting processes and needs of each interviewed law enforcement agency. Interviews must be conducted virtually or in-person and shall be 30-60-minutes in duration. Prior to conducting any interviews, Consultant shall submit to the POC an Interview Questionnaire for review and approval, including up to 15 questions.

Each Needs Assessment Interview shall address:

· Law enforcement engagement input from each agency, documenting user needs, pain points, and desired features.

· Desired data integration and interoperability with other agencies and systems, including ODOT Crash Data Collection system.

· An understanding of their current state and desired technology and infrastructure needs, including hardware/software upgrades needed (e.g., tablets, mobile terminals, cloud storage, secure data transfer protocols), and cybersecurity and privacy compliance (e.g., protecting personally identifiable information, encryption).

· Existing plans, if any, for addressing these needs as well as any requests for support.

· Sustainability of project, e.g., fiscal constraints beyond program (years 5+).

Consultant shall provide interim updates via weekly project status updates and at regularly scheduled PMT Check-ins. Consultant shall synthesize findings from both the survey responses as well as in-depth interviews to provide a Needs Assessment Report, up to 15 pages in length, detailing the electronic crash data collection system needs of ODOT and Oregon law enforcement agencies. This report must also include a recommendation on the agencies that are well-suited as early adopters of a new universal statewide system and strategic rationale or early adopters for data system integration for those with existing electronic systems.

Deliverables and Schedule:

· Deliverable: Needs Assessment Questionnaire, including up to 15 questions

· Schedule: Needs Assessment Questionnaire due to POC within 5 days of commencing this task.

· Deliverable: Recommendation of 10 Law Enforcement Agencies for Needs Assessment Interviews including strategic rationale for inclusion

· Schedule: To be completed within 10 days of task commencement. POC has the right to review and suggest modifications to the list of 10.

· Deliverable: 10 Law Enforcement Needs Assessment Interviews

· Schedule: To be completed within 30 days of Needs Assessment Questionnaire approval by POC.

· Deliverable : LE-EDC Needs Assessment Report, up to 15 pages in length

· Schedule: Within 20 business days of task commencement.

Task 3 – CDSR Reporting Needs Assessment

Task 3.1 – Task Work Plan Consultant shall create and maintain a Work Plan for each Task, which must describe the following:

· Description of anticipated activities necessary to deliver the scope of work.

· Clear description of any proposed deviations from the Task scope of work or deliverables described therein.

· Schedule and due dates for key deliverables.

Deliverables and Schedule:

· Deliverable: Draft Task 3 Work Plan

· Schedule: Consultant shall submit Draft Task 2 Work Plan to POC within 5 business days of beginning said task.

· Deliverable: Final Task 3 Work Plan

· Schedule: Consultant shall submit Final Task 3 Work Plan to POC within 5 business days of receiving POC’s comments

Consultant shall provide any Task Work Plan Updates to POC when changes are made or within 5 business days of POC request.

Task 3.2 – Task Management Team Meetings Consultant shall facilitate up to 20 TMT Check-in Meetings. The cadence of these meetings may vary (weekly, bi-weekly, or monthly) depending on the level of consultant activity, and each meeting will be scheduled at least one week in advance. Each meeting will be virtual, must not exceed 60 minutes in length and, for each meeting, Consultant shall attend with up to 2 Consultant staff. Consultant shall prepare meeting agendas for each meeting. Consultant shall prepare a summary of agreed-upon decisions and action items following completion of each meeting.

Deliverable and Schedule:

· Deliverable: TMT Check-in Meetings

· Schedule: Consultant shall submit proposed agenda to POC at least 3 business days prior to each meeting. Consultant shall distribute summary of decisions and action items to all attendees within 3 business days following each meeting.

Task 3.3 – CAR Unit Reporting Needs Assessment

Consultant shall work closely with Agency to document ODOT’s Crash Analysis and Reporting (CAR) safety program objectives as related to the CDSR project. Consultant shall conduct a review of current safety data reporting, including the type, frequency, usage, format, and CAR staff resources required to generate each report. Consultant shall identify opportunities to modernize and streamline existing reporting through the CDSR.

Consultant shall provide recommendations on how to best implement new data systems and data schema into CAR Unit business operations with minimal disruptions to services to Agency and safety data customers. Consultant shall document findings in a CAR Unit Reporting and System Needs Report.

Deliverable and schedule:

· Deliverable: CAR Unit Reporting Needs Memo, up to 20 pages in length

· Schedule: Within 45 days of task commencement

Task 3.4 – Safety Data Customer Reporting Needs Assessment

Consultant shall, in consultation with POC, identify up to 20 interviewees that represent a range of safety data customers.