00017730 MiniRFP approved 260826.pdf

Mini-RFP Template – DOJ Approved (06/19/2025) 1

OREGON DEPARTMENT OF TRANSPORTATION

A&E and Related Services

MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00017730 for

Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series

Full-Service A&E Price Agreements for Americans with Disabilities Act (“ADA”) Projects

Tier A&B Consultants

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: Region 4 and Oakridge ADA Ramps

Project Location: Oakridge and multiple locations in Region 4

ODOT Key Number: 24498

DBE Participation Goal: 0% (see section 1.3 for more information)

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

Single Point of Contact (“SPC”): See “Purchaser” and “Info Contact”, including email address, for this Mini-RFP in OregonBuys. This is the only point of contact for this Mini-RFP. All inquiries regarding this procurement, whether relating to the Mini-RFP process, administration, deadline or award, potential conflict of interest (“COI”) issues, or to the intent or technical aspects of the Services must be submitted in writing via e-mail to the Purchaser.

Accessibility: The Oregon Department of Transportation (“ODOT” or “Agency”) is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the SPC identified in OregonBuys as the “Purchaser” to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both. Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” in OregonBuys).

S017-DOJ061925

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GOVERNING LAW: This Mini-RFP and the resulting WOC shall be governed by and construed and enforced in accordance with the laws of the State of Oregon without regard to principles of conflicts of law. Specific laws and rules that govern the solicitation process are found in Chapters 279A and 279C of the Oregon Revised Statutes (“ORS”), and Chapter 731, Divisions 146 and 148 of the Administrative Rules (“OAR”) of the Oregon Department of Transportation. The solicitation and resulting WOC may be subject to other laws and rules.

Commitment to Diversity, Equity, and Inclusion: The State of Oregon (“State”) is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and veteran-owned businesses by reducing barriers to compete for and be awarded state contracts. All eligible interested businesses are encouraged to submit bids for this contracting opportunity.

Non-Discrimination Notice: ODOT in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all eligible Bidders that it will affirmatively ensure that all eligible business enterprises will be afforded full opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SECTION 0.0 OREGONBUYS; SOLICITATION SCHEDULE

OregonBuys is the electronic procurement system used by Agency. This Mini-RFP is advertised in OregonBuys (https://oregonbuys.gov/bso/) as a Bid Solicitation, which is open only to registered vendors that have an existing PA, as identified on page 1, with Agency for the needed Services.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

This Mini-RFP includes all documents, whether attached or incorporated by reference, and any addenda thereto, used for soliciting Proposals. In addition to the provisions set forth and linked within this Mini-RFP, this Mini-RFP incorporates by this reference the information published on the OregonBuys Bid Solicitation page for this Mini-RFP, including but not limited to:

• Details entered in the Header Information section of the Summary Tab; and

• All attachments, Amendments, notices, question and answer documents, and any other files linked in the Attachments section.

0.2 CROSSWALK OF TERMS USED IN OREGONBUYS

Definition of terms used in OregonBuys.

Amendment means “Addendum” or “Addenda” as defined in OAR 137-046-0110(1).

Bid Opening Date means “Closing” as defined in OAR 137-046-0110(6).

Master Blanket Purchase Order (“MBPO”) means Any form of contract, agreement (i.e. price agreement, on-call contract, etc.), purchase order or WOC.

Quote means Any form of offer submission by vendors; i.e., Bids, Proposals, Price Proposals, or any other type of offer in response to a Bid Solicitation.

https://oregonbuys.gov/bso/ https://oregonbuys.gov/

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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.

ACTIVITY SCHEDULE/DEADLINE

Deadline for Proposer questions/clarifications/changes 5 calendar days prior to the Bid

Opening Date identified in OregonBuys for this Mini-RFP

Deadline for Proposal submittal See Bid Opening Date identified in

OregonBuys for this Mini-RFP

Posting of notice of intent to award Estimated 5 Business Days after all scoring is complete

SECTION 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

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.

https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

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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

Background: The ODOT and the Association of Oregon Centers for Independent Living, et al. entered into a 15-year settlement agreement on Nov. 2, 2016, to make state highways more accessible to people with disabilities (“Settlement Agreement”). The Settlement Agreement contains certain requirements with respect to remediation of the curb ramp inventory (“Settlement Agreement Curb Ramp Inventory” or “Curb Ramp Inventory”). This Curb Ramp Inventory (as updated from time to time) identifies the locations of non-compliant and missing curb ramps that ODOT agrees to remediate. The Final Settlement Agreement sets forth the “Applicable Standards” required for curb ramp mediation:

• Americans With Disabilities Act (“ADA”) and its implementing regulations,

• Public Right of Way Accessibility Guidelines (“PROWAG”),

• The ADA Standards for Accessibility Guidelines (“ADAAG”), Section 504 of the Rehabilitation

Act of 1973, and

• Part 4 (Highway Traffic Signals) and Part 6 (Temporary Traffic Control) of the Manual on

Uniform Traffic Control Devices (“MUTCD”).

Project: Region 4 and Oakridge ADA Ramps

Key elements and funding for the Project are identified in the approved Statewide Transportation Improvement Program (“STIP”) as Key No. 23956.

Project Locations:

Hwy No Project Route

Location (City)

MP Begin MP End

004 US197 Dufur 12.75 12.75 300 OR206 Wasco 000.00 000.00 005 OR19 Condon 038.27 038.27 004 US97 Bend 135.37 135.5 004 Colorado Ave. Conn. No. 3 Bend 138.26 138.26 004 US97 La Pine 167.72 167.72 018 US97 Oakridge 034.31 035.85 019 OR31 Paisley 098.36 098.53 020 OR39 Klamath

Falls

003.22 005.54

424 Washburn Way Conn. No. 2 Klamath Falls

002.91 002.91

004 US97 Redmond 121.98 123.17

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Project Curb Ramps: “Project Curb Ramps” are those non-compliant or missing curb ramps at signalized and non-signalized intersections on or along the State Highway system within the Project limits and subject to the Settlement Agreement. Project curb ramps include those identified in the Settlement as well as any additional directional ramps adjacent to the Settlement Ramps that must be added to meet minimum settlement agreement requirements.

Purpose: The purpose of the prospective WOC is the completion of design for all Project Curb Ramps included in this WOC in accordance with the Schedule for Curb Ramp Remediation Compliance set forth in the Settlement Agreement, Section 6, which provides, "By December 31, 2032, ODOT shall complete remediation of all of the non-compliant curb ramp locations in the curb ramp inventory.”

Services:

ODOT is requesting Proposals from eligible Price Agreement holders (identified above) regarding specific A&E and Related Services experience relevant to the Region 4 and Oakridge ADA Ramps (the “Project”), and as further described in the sample WOC included as Attachment C hereto (located on the Bid Solicitation Attachments section in OregonBuys). The expected outcome of the WOC is to complete designs for the Project Curb Ramps in accordance with applicable standards. The services include designs for the Project Curb Ramps and pedestrian-activated signals at signalized intersections and mid-block crossings (“Project Pedestrian Signals”) on and adjacent to Agency Right of Way (“ROW”) from Conceptual Design through Plans, Specifications and Estimate (“PS&E”), and construction engineering support. The selected Proposer shall also fulfill its reporting requirements contained in the Final Settlement Agreement (collectively the “Services”). Agency reserves the right to modify the Services as necessary to meet Agency needs. The WOC is anticipated to start Fall/Winter 2026 and design is expected to be completed by Summer 2028.

Additional Project information is available in Oregon Buys under the Attachments tab.

Proposers responding to this Mini-RFP do so solely at their expense. Agency is not responsible for any Proposer expenses associated with this Mini-RFP.

The selected Proposer and Agency will negotiate the delivery schedule, costs and final Statement of Work, within the scope of what is advertised here, for inclusion in the final WOC. Pending successful negotiations, the selected Proposer shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto.

Agency anticipates the construction budget for this Project will not exceed $6,500,000.00 - $7,500,000.00.

1.2.1 Funding Source(s).

Federal Highway Administration (“FHWA”) State

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

Mini-RFP Template – DOJ Approved (06/19/2025) 6 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. The contracted Services are anticipated to be phased as follows:

• Phase I – Conceptual Design to Plans, Specifications, and Estimates (“PS&E”), Bidding Assistance Services.

• Phase II – Professional of Record (“POR”) Services, Construction Administration/Construction Engineering and Inspection (“CA/CEI”) Services

Agency may, at its discretion:

• Amend this WOC to add Phase II tasks, or

• Elect to complete Phase II tasks with in-house staff, or

• Award Phase II tasks to another consulting firm.

Agency and Consultant shall negotiate the detailed tasks, deliverables, schedule and costs for each phase Agency elects to add. Each added phase will be authorized only by written WOC amendment with all required approvals and signatures.

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.

1.2.5 Insurance Requirements. RESERVED

1.2.6 Future Work Limitations. For purposes of this Section, “Affiliate” or “Affiliates” of a Consultant means any person or entity that controls, is controlled by or is under common ownership or control with that Consultant.

• If a Consultant is performing or has performed preliminary or on-going services related to the Project for ODOT or a local agency in which ODOT is delivering the Project, the Consultant may be precluded from future work. See ODOT Conflict of Interest Guidelines.

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• If a Consultant or an Affiliate of Consultant enters into a WOC or other contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that Consultant or an Affiliate of that Consultant will not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See ORS 279C.307 regarding possible Agency applications for exceptions.

• If a Consultant or any Affiliate of Consultant enters into a WOC or other contract with Agency for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, a request for proposals or other solicitation documents and materials related to a given procurement, the Consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by Agency).

1.3 DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) AND CERTIFIED SMALL BUSINESSES

1.3.1 DBE

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

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

1.3.2 CERTIFIED SMALL BUSINESS ASPIRATIONAL TARGETS - RESERVED

1.4 QUESTIONS, CLARIFICATIONS, CHANGES, AND ADDENDA

The “Purchaser” identified in OregonBuys for this Mini-RFP is the Agency’s Single Point of Contact for this solicitation. All inquiries regarding this procurement, whether relating to the Mini-RFP process, administration, deadlines, award, potential COI issues, or to the intent or technical aspects of the Services must be submitted in writing via e-mail to the Purchaser. Failing to follow the foregoing requirements may result in Proposal rejection by Agency.

1.4.1 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 by the stated deadline will be posted in

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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.

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.

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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.

2.4 PROPOSAL

2.4.1 PROPOSAL ORGANIZATION (REQUIRED)

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 Scoring Criteria described in section 3.2) (See section 2.4.4 below)

• Key Staff Resumes (Attachment B) (See section 2.4.5 below)

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

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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 should not exceed 5 megabytes. Proposers should avoid submitting proposals exceeding 5 megabytes. Proposers should review file sizes prior to submission and undertake efforts to reduce file sizes to comply with the requirement.

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 5 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 for the Key Staff Resumes Form . Any page over this size will be counted as 2 pages. Any page, or partial page, tabs, indexes or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page.

If a Proposer submits a Technical Proposal exceeding the set page limit, Agency will consider the pages up to the allowable page limit and discard all subsequent pages subject to that limit.

2.4.5 KEY STAFF RESUMES (REQUIRED)

The Proposal must include 4 Key Staff Resumes, each not exceeding 1 page, using Attachment B Key Staff Resumes (located on the Bid Solicitation Attachments section in OregonBuys).

2.4.6 REFERENCES (RESERVED)

2.4.7 OTHER MINIMUM REQUIREMENTS (PASS/FAIL)

Proposer must clearly indicate on Attachment A - Proposal Cover Sheet how they meet each of the minimum requirements listed in this section.

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REGISTERED PROFESSIONAL ENGINEER

In the space provided on the Proposal Cover Sheet (Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

For purposes of any resulting Contract, Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying and must supervise and direct the Services proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract.

2.4.8 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.

2.6.3 By submitting a Proposal in response to this Mini-RFP, the Proposer (and if selected for award, also as the Consultant) agrees with Agency that signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or 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.

SECTION 3.0 PROPOSAL EVALUATION & CONSULTANT SELECTION

3.1 EVALUATION PROCESS

3.1.1 EVALUATION

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.

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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;

(b) further steps to gather additional information for evaluation, (e.g. checking references, notice of placement on an interview list, requesting clarification); or

(c) cancellation of the Mini-RFP and either re-issuance of the Mini-RFP in the same or revised form or no further action by Agency with respect to the Mini-RFP.

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 100 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:

o Understanding of Requested Services o Technical Approach o Project Management/Cost Effectiveness o Proposer’s General Qualifications o Proposer’s Capabilities o Proposer’s Relevant Experience o Project Team and Qualifications

3.1.3 REFERENCES (RESERVED)

3.1.4 AGENCY CLARIFICATIONS

Agency may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications which are in the best interest of the Agency, may be made before the Proposer is awarded a WOC, and some or all of the clarifications, and any resulting modifications, may become part of the final WOC.

3.2 SCORING CRITERIA

Proposal scoring will be based on the criteria stated in the subsections below.

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3.2.1 EVALUATION ITEM 1 – SPECIFIC EXPERIENCE OF KEY STAFF MAX POINTS: 40

Complete a “Key Staff Resumes” form using Attachment B Key Staff Resumes (located on the Bid Solicitation Attachments section in OregonBuys).

Provide information for the proposed Project Manager and other key staff that you believe are most important and why 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 4 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.

(Maximum of 10 points may be awarded per resume)

3.2.2 EVALUATION ITEM 2 – APPROACH MAX POINTS: 60

Given the information provided with this solicitation, describe your approach for the prospective project to cost effectively meet the Agency’s deliverables/objectives in the timeline needed. Describe what you believe are the most critical elements of this Project that the design team must address for a successful outcome. What percentage of the work will be done by the prime versus subconsultants?

3.2.3 EVALUATION ITEM 3 – PROJECT SAMPLE MAX POINTS: 30

Provide 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.

(Maximum of 15 points may be awarded per sample)

3.2.4 EVALUATION ITEM 4 – 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.

Mini-RFP Template – DOJ Approved (06/19/2025) 14

3.2.5 PROPOSAL SCORE SUMMARY

Maximum Points for Proposal 140 Maximum Points for Interviews/Follow-up Questions (if conducted) 100 Maximum Possible Total Score 240

3.3 METHOD OF AWARD

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

• Total Proposal Score = Total of all evaluator scores for a given Proposal, divided by the number of evaluators, minus any SCORING DEDUCTIONS received per section 2.2.

• Total Interview/Follow-up Questions Score (if conducted) = Total of all evaluator scores for a given interviewee, divided by the number of evaluators.

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

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.

3.4.2 COMMITTED DBE BREAKDOWN AND CERTIFICATION FORM-AE (RESERVED)

3.4.3 PROPOSER RESPONSIBILITY, DEBT OWED to STATE

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.

3.4.4 CONSULTANT QUALITY PLAN (“CQP”)

A CQP consistent with the requirements of Agency’s “Consultant Quality Plan Guidance” (linked below) must be on file with Agency. The apparent successful Proposer shall provide a CQP for Agency’s review and approval if:

• An approved CQP for the applicable PA is not on file at Agency;

• The CQP on file is not in conformance with the requirements of the current Consultant Quality

Plan Guidance linked below;

• The CQP on file is not applicable to the Services required for this Project; or

Mini-RFP Template – DOJ Approved (06/19/2025) 15

• There are changes to quality management processes or organizational structure from what is in the approved CQP while the PA is in effect.

If required per the above criteria, submit a new/updated CQP (in PDF) within 7 calendar days of intent to award notice (see instructions and email box for submittal in section 4.1 of the Consultant Quality Plan Guidance linked below). Agency may rescind the award for any apparent successful Proposer that does not submit an updated CQP, if applicable, in the time requested and may select the next highest ranked firm for award.

The CQP must be developed consistent with requirements of Agency’s “Consultant Quality Plan Guidance” (https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance.pdf).

A sample CQP template, as referenced in the Consultant Quality Plan Guidance, is available at:

https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx.

The above documents and other QA/QC guidance can be found on the Quality Plans and Guides webpage at: https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx.

SECTION 4.0 STATEMENT OF WORK

See Sample WOC attachment in Oregon Buys.

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

https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance.pdf https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx

SECTION 4.0 STATEMENT OF WORK