00017027_1B-25_Sample WOC_Final.docx

Form C004-B122723R1

SAMPLE Work Order Contract

WORK ORDER CONTRACT #: (ORBuys PO #: ) PRICE AGREEMENT (“PA”) #: (ORBuys #: ) TGM File Code: 1B-25

Project Name/Location: City of Hillsboro, TV Hwy Equitable Transit Oriented Development Plan

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 (“State”) approvals have been obtained. No Payment shall be made for tasks and deliverables (“Services”) that are performed before: i) the WOC effective date and ii) a Notice-To-Proceed (“NTP”) 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 (“TIN”) 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 Internal Revenue Service (“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 Oregon Revised Statute (“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 1B-25

City of Hillsboro, TV Hwy Equitable Transit Oriented Development Plan

PARTIES CONTACT INFORMATION

Name:

Address:

Phone:

Email:

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

______@odot.oregon.gov

Phone:

Agency’s Contract Administrator (“CA”) for the Project

Address:

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

______@_____.com

Alternate Contact for Consultant

City Contact (“City PM”) for the Project Intergovernmental Agreement (“IGA”)

______@_____.com

Alternate Contact for City

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 CA for the WOC must be done by amendment. Any changes to the PM must be approved in writing (e-mail acceptable) by Agency. Consultant 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 And Objectives The City of Hillsboro’s (“City”) Tualatin Valley Highway/OR8 (“TV Hwy”) Equitable Transit Oriented Development (“TOD”) Plan (the “Project”) purpose is to respond to future implementation of Bus Rapid Transit (“BRT”) improvements along this corridor. The Project will include planning and implementation actions for 2 primary components; an Equitable Development Strategy (“EDS”) and a TOD policy framework as part of the Project.

The Project will enable the City to take a holistic approach to planning for the area in advance of BRT transit improvements and ensure that future development and redevelopment of the area will be done from a lens of reducing and mitigating potential displacement risks while simultaneously increasing housing supply along a high-opportunity corridor.

TV Hwy is a major urban arterial owned and operated by ODOT that connects multiple communities in Washington County (“County”) in the Portland Metropolitan area. BRT implementation along the corridor will create greater access to transit, walking, and biking and may lead to increased demand for redevelopment of properties adjacent to the corridor. Land on the northern portion of the corridor mainly consists of strip commercial and some residential uses. Much of the Project Area beyond immediately adjacent properties is zoned for residential and where most of the existing housing units are located within the Project Area. Limited additional residential development capacity exists within the zoning currently in place along the corridor. Adjacent to the south, TV Hwy currently has limited uses due to the freight railroad that runs along the corridor.

The City recognizes that redevelopment along the northern portion of the corridor has potential displacement implications for existing small businesses and residents once BRT is operating and aims to develop policies and strategies to address displacement pressures prior to BRT becoming fully operational. The Project aims to increase the supply of housing in an area that has not previously been identified for significant housing development as much of the Project Area is zoned commercial and has been previously built out. The Project will explore opportunities for housing centered towards planned transit improvements while mitigating potential displacement and impacts to small businesses and existing residents that may occur with redevelopment. To accomplish these goals, the Project intends to deliver an EDS and TOD Policy Framework that work together to address anticipated development demand along the corridor.

The EDS portion will be used to guide local decision-making around redevelopment, anti-displacement tools, and mitigate negative impacts stemming from redevelopment. The EDS will assess existing displacement risks, both to commercial tenants and residents, and assess anti-displacement best practices and interventions implementation. The EDS will be prepared in close coordination with direct neighborhood partners, recruiting and convening a core group of community leaders within a Community Advisory Council (“CAC”), which will represent the interests and perspectives of the diverse stakeholders along the corridor.

The EDS will inform the TOD Policy Framework to analyze and identify nodes within the Project Area for potential phased upzoning or rezoning to allow for increased housing redevelopment and account for potential displacement and other impacts. To support additional housing development, the TOD Policy Framework will evaluate select corridor areas most likely to redevelop in the near-, mid- and long-terms based on market analyses. This work will involve an assessment of corridor area redevelopment impacts on downtown Hillsboro redevelopment. The TOD Framework will also identify corridor areas well served by infrastructure and those with infrastructure needs. In addition, the TOD Framework will involve developing code concepts and identifying actions needed to facilitate compact, mixed-income development with safe connections to transit, walking and bicycling while simultaneously reducing and mitigating potential displacement of small businesses and residents. The TOD Framework will inform select Comprehensive Plan Map Amendments in the near term from commercial to mixed-use or residential land use designations or land use designations to result in upzoning as well as TV Hwy Community Planning Areas Section Comprehensive Plan Amendments Language.

Project Area The Project Area (Figure 1) shows where the EDS and TOD planning will focus. Project work will occur along the north side of the TV Hwy corridor, extending ¼ of a mile north of the highway between SE 13th Avenue and SE Cornelius Pass Road in Hillsboro. The Project Area represents approximately a 3.5-mile segment of TV Hwy and includes 9 planned BRT station locations according to the locally preferred alternative for the TV Hwy Transit and Safety Project.

Figure 1: Project Area. Hillsboro TV Hwy Equitable Transit Oriented Development Project Area

Background TV Hwy is served by TriMet’s Line 57 bus, a frequent service line (service every 15 minutes or less) and one of the highest ridership lines TriMet operates. Plans have been in development to improve Line 57 from a frequent service route to a BRT system for more than a decade and is the current focus of the TV Hwy Transit & Safety Project. Member jurisdictions of the TV Hwy Transit & Safety Project recently adopted a locally preferred alternative (“LPA”) to advance BRT along the TV Hwy corridor. The LPA plans to include transit station improvements, service frequency of 12 minutes or better, signal-priority to improve transit travel times, increased passenger capacity, and improved transportation connections to the new BRT stations.

Line 57 ranks 10th in the TriMet system for providing access to needed housing, jobs, services, and resources for underserved populations. BRT service along TV Hwy could be an attractive amenity that could entice mixed-use or residential redevelopment along the corridor. Upgrading to BRT could increase pressure to upzone existing commercial areas to allow for mixed-use or residential uses. Many communities along the TV Hwy corridor have high concentrations of households with low-incomes, people of color, and people with limited English proficiency. Improving transit efficiency and service means improving access to jobs, education, and community resources for historically marginalized populations.

The planned BRT improvements have the potential to spur redevelopment along the corridor with possible negative equity implications due to displacement risks. Much of the northern portion of this corridor is zoned for commercial use. There is a possibility of business displacement if zoning in the area changes from commercial to mixed-use. Potential upzoning to increase residential density could lead to displacement of residents as existing housing stock is redeveloped. It is concerns such as these that make the need for this project vital to the future of the TV Hwy corridor in Hillsboro.

Displacement is a significant concern associated with public transit investment. Public transit investments often increase property value and demand in nearby commercial and residential areas and may lead to housing price increases and displacement of existing small businesses and residents. This impact is particularly pronounced for historically marginalized groups, where various racial, gender, age, and ability identities are correlated with lower incomes and higher vulnerability to displacement due higher proportions of renters among these groups.

At the same time, the State is experiencing a housing shortage. The City’s 2023 Housing Needs Analysis identified the need for an additional 14,046 housing units over the next 20 years, including 5,259 units affordable to households earning less than 80% of the median income. The lack of available housing, especially housing that is affordable to low-income households, exacerbates the risk of residential displacement. Though there are limited housing units directly along the TV Highway corridor, there are housing units to the north of the largely commercial uses. Project displacement mitigations may include exploring opportunities for new housing along the corridor, including regulated affordable housing projects, to add to the nearly 3,000 total regulated affordable housing units already in the City.

Project Objectives

· Encourage and support housing production opportunities;

· Prevent & mitigate displacement of small businesses and residents;

· Prioritize housing with connectivity to existing frequent transit service and planned transit improvements;

· Prioritize compact, mixed-income housing development; and

· Create safe opportunities for walking and biking.

CITY PARTICIPATION

The City 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 City to provide services to the Project as described in this SOW that are not the responsibility of the Consultant. Information regarding the City 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 (RESERVED)

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.

a. 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.

b. 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.

c. 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.

d. 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 City shall provide a project manager (“City PM”) throughout the Project and other adequate staff to complete the Project in accordance with the anticipated timeline. APM, City PM (or alternate), and PM shall serve as the Project Management Team (“PMT”) and may invite others to participate. City shall maintain effective communication and coordination between Agency and Consultant throughout the Project.

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.

Any comments provided by City reviewers to Consultant must be consolidated and non-conflicting in nature. APM may act to facilitate a discussion of unresolved comments received from City and otherwise assist in reconciling conflicting comments.

Any GIS data sets created or updated by the Consultant for the Project must be provided to the City and APM.

Consultant shall provide written and electronic documentation for all assumptions, data, calculations, and results. This includes paper and computer files (i.e. spreadsheets and analysis software files).

h. General Requirements for Final Deliverables Consultant shall prepare final, adoption ready plans and amendments to plans as final policy statements of the local government and must not include language such as “it is recommended…” or “City should…” Consultant shall prepare new and amended code language as final, adoption ready regulatory statements of City. Final plan, plan amendments, code, and code amendments must include all necessary amendments or deletions to existing City plans or code to avoid conflicts and enable full integration of proposed plan with existing City documents.

Final 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:

Meetings may be held in person, by video/virtual conference, by telephone, or any combination of the aforementioned, as determined by the APM.

Consultant shall coordinate with City 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.

City 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.

j. 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.

k. General Requirements for Civil/Traffic Analyses If applicable, 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.

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”), version 2 or most current version.

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 City PM 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 City 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 City and Agency staff as necessary and shall revise deliverables to incorporate review comments. APM will 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 City and APM, in electronic format at least 15 business days prior to broader distribution to the PMT or public. Consultant draft deliverables must be substantially complete, and any changes or revisions needed to address comments are expected to be minor.

ii. City 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 City and APM, with comments incorporated, within 5 business days of Consultant’s receipt of City’s and Agency’s comments, unless a different timeframe is approved in writing by APM.

b. Final Deliverables

i. City shall provide consolidated non-conflicting written comments of public and other reviewers to Consultant before preparation of final deliverables.

c. Materials for Meetings and Public Events The time frames for submission and revision of materials are as required below unless another time frame is agreed to in writing by APM or otherwise specified in a task. Materials includes agendas, presentation materials, and graphics such as poster boards, maps, or brochures as deemed appropriate and necessary by the PMT.

i. Consultant shall provide a draft of materials for meetings and public events to the City and APM in electronic format at least 10 business days prior to the associated meeting or event. If changes are required, City 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 City and APM at least 2 business days before the associated meeting or public event.

ii. Consultant shall submit summary materials to City 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 City deliverables and responsibilities is for informational purposes only. For tasks or subtasks labeled as [CITY TASK], Consultant has no tangible deliverables associated with these tasks. If a City 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 and Public Events.

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

TASK 1: PROJECT MANAGMENT

1.1 Project Kickoff Meeting

City shall arrange and Consultant shall conduct an in-person Kickoff Meeting with PMT to review Project objectives, and discuss tasks, meetings, milestones, and deliverables for the Project. The Kickoff Meeting must occur within 2 weeks following Agency’s issuance of NTP. Consultant shall provide an agenda at least 2 business days prior to the Kickoff Meeting and a written summary no later than 1 week following the Kickoff Meeting. Up to 2 Consultant team members shall attend the Kickoff Meeting in person. No presentation(s) required of Consultant for this task.

1.2 Project Area Tour

City shall arrange and conduct an in-person Project Area Tour with PMT. Project Area Tour must occur in association with the Project Kickoff Meeting (Task 1.1). The Project Area Tour must last no more than 2 hours and include an overview of key locations, transportation facilities, residential and commercial development adjacent to TV Hwy, and future TriMet BRT locations. City shall coordinate the logistics of the Project Area Tour. Consultant shall provide a written summary of the Project Area Tour no later than 1 week after the Project Area Tour. No materials or presentation(s) required of Consultant for this task.

1.3 Refined Project Schedule

Consultant shall prepare a Refined Project Schedule and deliver it to City and APM within 1 week after the Project Kickoff Meeting (Task 1.1). Consultant shall revise the Project schedule to reflect City and APM discussion and comments. The Refined Project Schedule must conform to Section E, Table 1, General Project Delivery Schedule and the timelines provided in this WOC. Where reasonable, Consultant shall schedule and perform tasks concurrently to minimize time. The Refined Project Schedule must identify dates for the meetings and public events. Consultant shall provide up to 2 updates to the Refined Project Schedule during the course of the Project, at APM’s request, and distribute the updated Refined Project Schedule to City and APM.

1.4 PMT Meetings

Consultant shall arrange and conduct up to 36 virtual meetings with PMT and other appropriate Agency, City, and County representatives, as applicable, both scheduled and as required to address a specific issue. Meetings are anticipated to each be 30 minutes long. Dates and times of scheduled meetings will be determined by APM and City at the Project Kickoff Meeting (Task 1.1). APM will provide notice of meeting cancellation as needed. Consultant shall arrange and provide a standard virtual meeting link.

Consultant shall develop an agenda for each meeting and shall distribute the agenda to PMT no later than close of business the day prior to each meeting. Consultant shall develop a meeting summary documenting topics discussed, decisions that were made or are still outstanding, and outlining upcoming actions. Consultant shall distribute meeting summaries to PMT no later than 2 business days following each meeting.

1.5 Project Deliverable Templates

City shall prepare and provide to Consultant an Identifier and Color Scheme based on City branding guidelines and ADA-complaint deliverable requirements for use in Project deliverables and communications materials.

Consultant shall prepare Project Deliverable Templates, incorporating the City’s Identifier and Color Scheme and City ADA compliant deliverable requirements, for Consultant and City use in producing subsequent deliverables. Project Deliverable Templates must include a technical memorandum template in Microsoft Word, an agenda template in Microsoft Word and a Microsoft PowerPoint presentation template.

TASK 1 DELIVERABLES

Anticipated City Deliverables

Consultant Deliverables

1.1 Kickoff Meeting materials and summary

1.2 Project Area Tour summary

1.3 Refined Project Schedule with up to 2 updates

1.4 PMT Meetings (up to 36) materials and summaries

1.5 Project Deliverable Templates

TASK 2: PUBLIC INVOLVEMENT STRATEGY

2.1 Public Engagement Plan

Consultant shall prepare a draft and final Public Engagement Plan detailing goals and strategies to gain public input throughout the duration of the Project. City shall share the existing City guidance document, equity toolkit and community engagement framework, for Consultant review in preparing the Public Engagement Plan. Elements of the Public Engagement Plan must include, but are not limited to, the following:

· Public involvement goals;

· Decision-making framework, including roles of groups and committees;

· Key messages for Project Webpage (Task 2.2) and materials;

· Use of City engagement framework and equity toolkit

· Use of City’s social media accounts and newsletters; and

· Engagement to specific community events or meetings.

Consultant shall submit draft Public Engagement Plan to City and APM for review and comment. Consultant shall prepare and submit final Public Engagement Plan to APM based on feedback received.

2.2 Project Webpage

City shall establish and maintain a Project Webpage for the duration of the Project. City is responsible for all aspects of the Project Webpage including, but not limited to: development, registration, hosting, gathering and monitoring of content and controls, as required by and subject to approval by PMT. City shall ensure the Project Webpage is fully functioning and accessible within 4 weeks following the Project Kickoff Meeting (Task 1.1) and remain fully functioning and accessible to the public for a minimum of 6 months following Project completion. Project Webpage must include, but is not limited to:

· Project deliverables: written deliverables and all maps and graphics in PDF or JPG format;

· an embedded translation tool;

· method to sign up for a Project notification list; and

· meeting information (times, locations, agendas, summaries, and other materials).

Consultant shall provide graphic or copy materials from deliverables to City for use on Project Webpage that are ADA-compliant for posting on the Project Webpage. Any interactive features for public involvement must not require user registration.

2.3 CAC Committee Roster [CITY TASK]

City shall establish and prepare a committee roster for the CAC which will provide technical and policy guidance throughout the Project.

The CAC must include representatives from various relevant groups, including but not limited to:

· Area Businesses

· Market-Rate Multi-Dwelling Unit Developers

· Affordable Housing Multi-Dwelling Unit Developer

· Centro Cultural

· Unite Oregon

· Hillsboro Chamber of Commerce

· Adelante Mujeres

2.4 CAC Meetings [CITY TASK]

City shall arrange and Consultant shall conduct 4 CAC meetings throughout the Project to review materials and solicit input. Consultant shall create presentation materials to review the following at each CAC meeting:

· CAC Meeting #1: Task 2 and 3 draft deliverables

· CAC Meeting #2: Task 4 draft deliverables

· CAC Meeting #3: Task 5 draft deliverables

· CAC Meeting #4: Task 6 draft deliverables

CAC meetings must occur in-person, with a virtual option for committee members, for a duration of at least 2 and not more than 3 hours. Up to 2 Consultant team members shall attend.

2.5 Technical Advisory Committee (“TAC”) Meetings [CITY TASK] City shall arrange and conduct 4 TAC meetings throughout the Project to review materials and solicit input. Consultant shall create presentation materials to review the following at each TAC meeting:

· TAC Meeting #1: Task 2 and 3 draft deliverables

· TAC Meeting #2: Task 4 draft deliverables

· TAC Meeting #3: Task 5 draft deliverables

· TAC Meeting #4: Task 6 draft deliverables

The TAC must include representatives from various relevant jurisdictional and agency partners, including but not limited to:

· Metro

· ODOT

· TriMet

· Washington County

· Hillsboro School District

· Oregon DLCD

TAC meetings must occur in-person, with a virtual option for committee members, for a duration of at least 2 and not more than 3 hours. Up to 2 Consultant team members shall attend.

2.6 Planning Commission and City Council Work Sessions [CITY TASK] City shall arrange and conduct 4 Work Sessions, 2 for the Planning Commission and 2 for the City Council to provide an overview of Project purpose, objectives and progress on specific tasks. City shall prepare presentation materials and present materials to the Planning Commission. Consultant shall attend to answer questions that may arise from the Work Sessions. Presentation materials must cover the following at each Work Session:

· Planning Commission Work Session #1: Project purpose, objectives, timeline, Public Engagement Plan and Scope of Work

· City Council Work Session #1: Project purpose, objectives, timeline, Public Engagement Plan and Scope of Work

· Planning Commission Work Session #2: Draft EDS and Draft TOD Policy Framework

· City Council Work Session #2: Draft EDS and Draft TOD Policy Framework

City is not required to provide meeting materials or summaries to APM for this task.

2.7 Targeted Focus Groups

Consultant shall…