00017944_Final.docx

S018-OPO063025

OREGON DEPARTMENT OF TRANSPORTATION

A&E and Related Services MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00017944 for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series Transportation Land Use Planning 2021 (“TLUP ‘21”) B38909, B38913, B38914, B38916-B38918, B38922-B38924 for the following discipline:

Transportation System Planning

NOTE: Only Consultants that have been awarded a PA in the above PA series for the services identified in this Mini-RFP are eligible to respond to this Mini-RFP.

Project Name: City of Eugene Transportation System Plan (“TSP”) Update

Project Location: Eugene, OR

ODOT Key Number: 22644

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

LOCAL PUBLIC AGENCY PROJECT. The Oregon Department of Transportation (“ODOT” or “Agency”) is delivering this Project on behalf of the City of Eugene. City of Eugene is responsible for the final selection and assignment of consultants, pursuant to ORS 279C.125 and OAR 731-148-0260 (see section 1.4 for more information).

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

Single Point of Contact: 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 or Mini-RFP.

Vendor means Any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter into Purchase Orders, MBPOs, or Release Requisitions pursuant to a Bid Solicitation or Mini-RFP advertised in OregonBuys.

0.3 GUIDANCE FOR OREGONBUYS

For quick reference information regarding common questions from vendors when using OregonBuys, see User Guides under “OregonBuys eProcurement System” on the Contracting with ODOT webpage: https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx.

0.4 MINI-RFP SCHEDULE

All dates listed are subject to change.

Deadline for Proposal submittal See Bid Opening Date identified in OregonBuys for this Mini-RFP

1.1 ACRONYMS AND DEFINITIONS

Agency means the Oregon Department of Transportation.

CA/CEI means construction contract administration / construction engineering inspection services.

City means City of Eugene.

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.

FHWA means Federal Highway Administration

LPA means local public agency

NTE means not-to-exceed.

PA means Price Agreement.

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.

TDM means Transportation Demand Management.

TO means Transportation Options.

TPR means Oregon’s Transportation Planning Rules.

TSM means Transportation System Management.

TSP means Transportation System Plan.

UGB means Urban Growth Boundary.

WOC means work order contract

1.2 SUMMARY OVERVIEW AND WORK ORDER CONTRACT (“WOC”) OBJECTIVES

Agency is requesting Proposals from eligible Price Agreement holders (identified above) regarding specific A&E and Related Services experience relevant to the City of Eugene (“City”) TSP Update (the “Project”), and as further described in Section 4.

Oregon’s Transportation Planning Rules (“TPR”) were updated in 2022 to better align local transportation planning with the State’s climate and equity goals. The updated TPR apply to transportation system plans (“TSP”s) prepared by cities and counties within Oregon’s eight metropolitan planning areas (Albany, Bend, Corvallis, Eugene/Springfield, Grants Pass, Medford/Ashland, Portland Metro, Salem/Keizer). The updates to the TPR emphasize transportation planning and solutions which reduce greenhouse gas emissions, promote safety and completeness of the multimodal transportation system and seek to create a more equitable transportation system.

The TPR updates expand on existing requirements around community engagement and analysis of safety and multimodal conditions; they also include new requirements to prepare a multimodal, multi-agency financially constrained project list and to evaluate equity, transportation options, and alternatives to expanded automotive infrastructure. This statement of services highlights some of these changes; however, respondents to this Mini-RFP should be familiar with the updated TPR and associated guidance, including the TSP Guidelines and Analysis Procedures Manual prepared by the State, to inform their response.

Project Purpose and Overview of Services The Project will update the City’s TSP to reflect and create consistency with recent updates to the TPR. These updates to the TPR emphasize transportation planning and solutions that reduce greenhouse gas emissions, promote safety and completeness of the multimodal transportation system and seek to create a more equitable transportation system. The updated TSP must identify an integrated network of multi-modal transportation facilities and services consistent with the TPR and adequate to support development of the City’s existing and planned land uses over a 20-year planning horizon. The Project Area is the area inside the City’s Urban Growth Boundary (“UGB”) (“Project Area”).

Background The Eugene 2035 Transportation System Plan was adopted by Eugene City Council in 2017 as part of the Envision Eugene Comprehensive Plan. Eugene’s 2035 Transportation System Plan establishes a system of transportation facilities and services that will serve the needs of Eugene residents, businesses, and visitors over a 20-year time frame. The plan addresses:

· Roadway, bicycle, pedestrian, transit, air and rail networks;

· Transportation project lists and funding; and

· Transportation goals, policies, and actions.

The City is required to adopt a major TSP update by the end of 2029, as provided in OAR 660-012-0012(4)(a). This TSP update is an opportunity to review and update the goals, policies, actions, and projects from the 2035 TSP and to incorporate changes since the development and adoption of the previous TSP, including updated Complete Street Design Standards, Vision Zero Action Plan, and the work to develop and prioritize transportation investments through the Move EUG planning process in 2023.

New and updated policies, actions, and projects that the City of Eugene would like to include in this TSP update include, but are not limited to:

· A review of urban standards policies and projects;

· A citywide review of arterials and appropriate level of protection for bicycle facilities;

· Intersection projects such as roundabouts, safe crossings, and daylighting;

· Neighborhood greenways and diversion;

· Street and sidewalk connectivity and accessways;

· Street maintenance;

· Safe routes to school;

· Slow neighborhood streets and school streets;

· Multiple threat crossings; and

· Key corridors and key active transportation corridors.

Project Objectives and Outcomes The Project will develop an updated TSP and draft implementing regulations that include, but are not limited to:

· Goals, policies, performance measures, and implementing regulations that support the Envision Eugene Comprehensive Plan and create a safe and reliable multimodal transportation system that supports a thriving economy.

· Standards and solutions to develop a safe, efficient, multi-modal transportation network based on the needs of existing and planned land uses;

· A transportation system funding and financing strategy to support the development of the identified transportation system; and

· Analysis and documentation to demonstrate compliance with all applicable requirements to support adoption of the TSP, including local criteria, the TPR, and relevant Statewide planning goals and administrative rules.

The Project will support key outcomes, including but not limited to:

· Identify solutions addressing safety that advance the City of Eugene’s commitment to Vision Zero;

· Identify, map, and assess existing roadway, bicycle, pedestrian, transit, air, and rail facilities;

· Identify appropriate Transportation Options (“TO”), Transportation System Management (“TSM”) and Transportation Demand Management (“TDM”) techniques;

· Identify how the investments and policies in the TSP support the path to reach the regional greenhouse gas reduction target, including adopting required performance measures and targets;

· Preserve the function and capacity of transportation facilities to support the economy and movement of goods;

· Fill gaps and improve safety on pedestrian and bicycle routes to schools and key destinations; and

· Be consistent with applicable laws and adopted plans and standards, including the City of Eugene Complete Street Design Standards, Envision Eugene Comprehensive Plan, City of Eugene Vision Zero Action Plan, the Central Lane Scenario Plan, the TPR, Oregon Transportation Plan, Oregon modal and topic plans including the Oregon Highway Plan, and City plans, policies, and ordinances.

Agency reserves the right to modify the Services as necessary to meet Agency needs. The WOC is anticipated to start March 2027 and is expected to be completed by December 2029.

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 (“SOW”), within the scope of what is advertised here, for inclusion in the final WOC. After successful negotiations, the selected Proposer shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto.

1.2.1 Funding Source(s).

Federal Highway Administration (“FHWA”)

1.2.2 WOC Payment.

Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with PA requirements and all applicable standards. The method of compensation will be determined by Agency and may be based on any of the following methods (may include more than 1 method – “Mixed”):

· 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.

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.

· 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).

Tier 1:

This is a local agency two-tiered Project being delivered by Agency for the LPA name. Agency will conduct the first-tier evaluation from the proposals received from the PA holders, using the pass/fail criteria to create a list of the qualified Proposers.

Tier 2:

The City’s two-tier selection will be the highest-ranked firm identified by LPA during the Mini-RFP process, pursuant to ORS 279C.125 and OAR 731-148-0260.

Agency will negotiate the payment amount and methodology with the top-ranked Proposer (based on Final Score) that submits a responsive Proposal. If negotiations are not successful, 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.

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 referenced in the PA. Proposer acknowledges that the DBE requirements set forth in the sample 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.

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

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

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

1.6.2 ADDENDA

Answers to questions or requests for clarifications or changes that Agency receives and that Agency, in its sole discretion, determines are substantive and provide new information, will be issued as official Addenda to this Mini-RFP. Changes or modifications to this Mini-RFP will be binding on Agency only if in the form of official Addenda issued by the Agency and published on OregonBuys in the Bid Solicitation Attachments section for this Mini-RFP.

1.7 PUBLIC RECORDS

After the evaluation/selection and negotiation process is complete, Proposals will be open to public inspection in accordance with ORS 279C.107. If a Proposal contains any information that may be considered exempt from disclosure under the various grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Proposer must also submit a second version of the Proposal with the text claimed to be 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 parent 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. Agency is not responsible for late delivered emails or undelivered emails.

· 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)

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 Evaluation Criteria set forth in section 3.2, in the order the criteria are presented in section 3.2. Technical Proposals must describe how Proposer meets the requirements that are specified in this Mini-RFP as related to the scoring criteria. The Technical Proposals must be clear and concise.

The Technical Proposal must not exceed 8 pages.

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 a maximum of 5 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 [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.

Local Public Agency Projects: For LPA two-tier selection projects, the evaluation committee under this section will consist solely of LPA committee members. Agency will coordinate and facilitate the evaluation process, but will not score and rank Proposals, interviews, follow-up questions, or references. Any reference to “Agency” in the entirety of all Section 3, is intended to refer to Agency administering this procurement in coordination with the LPA for the evaluation process.

The outcome of the Evaluation process may, , 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 discretion of Agency.

· Interviews/follow-up questions responses may be evaluated by individuals that evaluated the written Proposals or by individuals who 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:

· Understanding of Requested Services

· Technical Approach

· Project Management/Cost Effectiveness

· Proposer’s General Qualifications

· Proposer’s Capabilities

· Proposer’s Relevant Experience

· Project Team and Qualifications

3.1.3 REFERENCES [RESERVED]

3.1.4 AGENCY CLARIFICATIONS

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

3.2 SCORING CRITERIA

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

3.2.1 EVALUATION ITEM 1 – Approach MAX POINTS: 75

Describe your vision of a successful City of Eugene TSP Update Project, and your approach to achieving this and Agency’s objectives in a cost-effective and timely manner. (10 points)

Describe how your team would structure the TSP Update Project: What are critical path decisions and milestones? How would you sequence tasks? Which tasks are concurrent or subsequent? How would you coordinate work on various policy topics within the TSP development and across multiple partner agencies (Lane County, Lane Transit District, Oregon Department of Transportation, City of Springfield, etc.)? Include the estimated timeframe to accomplish major milestones in your structure. (25 points)

Describe what you believe are the most critical topics of this Project that must be addressed for a successful outcome. Which topics will take more workgroup and staff effort, and which topics may be easier? (25 points)

Describe how your team will proactively identify issues that may cause a change in project approach or product. How will your team clarify the need and adjust effort to respond to such issues or opportunities? (15 points)

3.2.2 EVALUATION ITEM 2 – Local Knowledge and Experience MAX POINTS: 25 Describe your knowledge and experience working with Eugene and/or other public agencies in the Eugene-Springfield metropolitan area.

3.2.3 EVALUATION ITEM 3 – Project Management MAX POINTS: 50

Describe how your team will be structured and managed to complete the Services identified in this Mini-RFP. Include a list or organization chart showing all subconsultants and their proposed roles and disciplines. (20 points)

The City will be a key partner in delivering this Project. Provide an example of a time when your firm successfully managed projects that required collaboration with multiple teams and where the client delivered key work products. Include methods you used to communicate and manage risk. (20 points)

Describe your firm’s approach to adjusting schedules when needed or adjusting your level of effort to meet a schedule while keeping a project within a stated budget. (10 points)

3.2.4 EVALUATION ITEM 4 – Relevant Experience and References MAX POINTS: 50 Describe 3 projects conducted by the Project Manager, Key Staff, or both that demonstrate your firm’s capacity to successfully complete the Services identified in this Mini-RFP. (25 points)

Describe the relevance of each project to the City of Eugene TSP Update Project and Services. Include descriptions of how project constraints were addressed and resolved. (10 points)

For each of the 3 projects, include a brief description of project type, location, 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. (10 points)

Include 2 contacts for each project with valid contact information. References will not be contacted by the evaluation committee for scoring purposes. (5 points)

3.2.5 EVALUATION ITEM 5 – Key Staff Resumes MAX POINTS: 50

Using the “Key Staff Resumes” form (Attachment B), describe relevant experience for the proposed Project Manager and other key staff that you believe are most important to the success of this Project. Key Staff Resumes may include staff of prime consultant and subconsultants, as appropriate.

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 Mini-RFP; however, a maximum of 5 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. Each resume must appear on a separate page.

Agency is requiring that the key staff resumes submitted for this Mini-RFP will be the same key staff members providing Services under the resulting WOC. There will be no staff substitutions without Agency’s written consent.

3.2.6 EVALUATION ITEM 6 – Work Samples MAX POINTS: 35

Provide 3 work samples, from one or more projects with a scope and magnitude that is similar to the Project described in this Mini-RFP. A work sample is 1 actual page from an existing document demonstrating the Consultant’s ability to communicate key information and inform decisions. Each project must have been performed by at least one of your team's Key Staff, Project Manager, or both, in the same or similar roles.

Each work sample may only be marked to clearly identify a specific section or sections (circle or highlight a particular area of a page); any supplemental explanation must be included within the Proposal page limit. The minimum font size requirement outlined in Section 2.4.2 will not apply to work samples.

Work samples will be scored on applicability to Project as well as format, including: appropriate use of tables and graphics; clear, concise text; and errors, including misspellings, grammatical, and typographic.

Work Samples are not included in the Proposal page limit identified for this Mini-RFP; however, a maximum of 1 page per work sample (up to 3 pages total) may be submitted for this criterion. Any pages submitted beyond this limit will be discarded by Agency and will not be included in the evaluation.

3.2.7 EVALUATION ITEM 7 – Clarity and Conformance to Proposal Requirements MAX POINTS: 15 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 RFP; and Proposer's ability to follow instructions.

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.

3.3 AWARD REQUIREMENTS

Agency may reject a Proposal, rescind the intent to award notice, and select the next highest ranked firm for award if the apparent successful Proposer fails to provide the following required items within 7 calendar days of issuance of the intent to award notice, unless another date is specified in the intent to award notice.

3.3.1 COST DATA

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

Note to Proposers: Agency will negotiate the final SOW with the top-ranked Proposer(s) within the scope of what is advertised in this solicitation, for inclusion in the final WOC. Therefore, the task summaries and desired outcomes described below are provided to inform proposal development and future negotiation of the final tasks and deliverables.

Consultant understands that the City has significant tasks related to, and involvement with, the Project. As such Agency will enter into a separate Intergovernmental Agreement (“IGA”) with the City to provide services to the Project as described in this SOW that are not the responsibility of the Consultant. The information in this SOW regarding the City’s responsibilities are for informational purposes only.

Task 1: Project Management Consultant shall provide ongoing Project management services and Agency coordination activities necessary to implement the agreed Project scope, manage delivery of products in a timely and effective manner, and enable effective coordination and collaboration. Consultant shall develop a work plan, which outlines a schedule, how decisions will be made, and escalation/resolution plans when differences arise.

Consultant shall:

· Set up and maintain Project files;

· Supervise, manage and coordinate Project work staff (including work tasks performed by others), in coordination with Agency;

· Ensure quality control and timely submission of deliverables (this includes work tasks performed by others);

· Establish a Project Management Team (“PMT”);

· Regularly communicate with the PMT and with the Agency Project Manager (“APM”);

· Maintain a Project decision log;

· Arrange and conduct regular PMT meetings;

· Prepare a detailed Project schedule and update as needed;

· Monitor Project budget;

· Prepare and host an internal Project management website.

Task 2: Community Engagement Consultant shall support a City-led community engagement effort by undertaking the following tasks:

· Support the City in establishing a Project Advisory Committee (“PAC”) and conducting meetings as necessary to complete the Project.

· Prepare a Community Profile & Major Equity Analysis Memorandum, which must meet the requirements for a Title VI Report and Major Equity Analysis as outlined in OAR 660-012-0135. The final draft must be completed at the close of the Project and must include a Report on Equitable Outcomes and the Title VI Report. This document must assess and summarize:

· Current population locations and characteristics

· Stories of who is living, working, and doing business in the community;

· Growth and other changes projected into the future;

· Where current and past land use, transportation, and housing policies and effects of climate change have harmed or are likely to harm underserved populations (OAR 660-012-0135(3)(a)); and

· Where current and past racism in land use, transportation, and housing policy has harmed or is likely to harm underserved populations (OAR 660-012-0135(3)(b)).

· Review and provide comment on a City-developed Community Engagement Plan.

· Provide support for City-led community engagement meetings and activities, including, but not limited to, developing presentations and activity materials, surveys, providing translation and interpretation, and facilitating conversations to meaningfully inform the development of the TSP.

Task 3: Policy and Planning Framework Consultant shall:

· Prepare a Plans, Policy, and Code Review Memorandum which must review relevant City, County, Regional, and State plans, policies, standards, rules, regulations, and other relevant documents and identify conflicts, changed conditions and data gaps, revisions to the Envision Eugene Comprehensive Plan, and implementation regulations needed to comply with State plans, policies, and regulations. Consultant shall use template materials as provided on the TSP Guidelines website as applicable.

· Prepare a Goals, Objectives, Prioritization Criteria, and Performance Standards Memorandum. This memorandum must include:

· Goals and Objectives that reflect past local planning, community engagement, and the Community Profile developed in Task 2.

· A Project Prioritization Framework that reflects the City of Eugene’s TSP goals and objectives, builds on recent Move EUG active transportation project prioritization criteria, and is consistent with OARs 660-012-0130, 660-012-0155, and 660-012-0170. This framework must also address the “shall” methods from ODOT’s TSP Guidelines. This framework must support prioritization of projects by mode in addition to meeting the requirements of OAR 660-012-0170.

· Performance Standards used in development review and to evaluate transportation investments included in later tasks in this Project and in the years following adoption of the Updated TSP. Consistent with OAR 660-012-0215, at least one performance standard must be adopted that supports increasing transportation options and avoiding principal reliance on the automobile. Performance standards for ODOT owned and managed facilities are established in the Oregon Transportation Plan and Oregon Highway Plan.

· Performance Measures and Targets for City of Eugene as developed for the Central Lane Scenario Plan per OAR 660-012-0910.

Task 4: Analytical Methods Consultant shall develop an Analysis Methodology and Assumptions Memorandum which describes analytical procedures to evaluate existing conditions, future conditions, potential solutions, Level of Traffic Stress (LTS), and development of an alternatives analysis as provided in OAR-660-012-0830. These procedures must be prepared in coordination with Agency and must be consistent with ODOT’s Analysis Procedures Manual.

Task 5: Existing Conditions and Needs Analysis Consultant shall develop an Existing Conditions Inventory and Existing Conditions Analysis Memorandum consistent with the Analysis Methodology and Assumptions Memorandum and containing relevant “shall” requirements from the TSP Guidelines. System inventories (identified below) will be used to establish a baseline for comparison with future needs.

The Existing Conditions Inventory must:

· Describe the pedestrian, bicycle, public transportation, and roadway systems (including freight and traffic counts) as well as transportation options programs, development patterns and natural constraints, and summarize household-based vehicle miles traveled (“VMT”) per capita.

· Summarize current and historical transportation funding and forecast future revenues through the planning period.

· Be consistent with applicable sections of the TPR, including:

· OAR 660-012-0150 Transportation System Inventories;

· OAR 660-012-0505 Pedestrian System Inventory;

· OAR 660-012-0605 Bicycle System Inventory;

· OAR 660-012-0705 Public Transportation System Inventory;

· OAR 660-012-0805 Street and Highway System Inventory, and

· OAR 660-012-0325 Transportation Review in Climate-Friendly Areas and Centers.

· As applicable, describe the rail, air, truck freight, and marine transportation systems.

The Existing Conditions Analysis Memorandum must:

· Evaluate intersection operations, safety, access management and deficiencies in the pedestrian, bicycle, and public transportation systems. To the greatest extent possible, Consultant shall take a holistic look at safety throughout the development of the TSP and to apply a range of methods to analyze safety concerns; and

· As applicable, assess bridge conditions, intermodal connections, emergency preparedness, and performance of rail, air, truck freight, and marine transportation systems.

Task 6: Future Conditions and Solutions Development Consultant shall prepare a Future Conditions Analysis Memorandum, presenting an assessment of land use and transportation future conditions in the Project Area under a “No-Build” scenario, that must incorporate planned transportation improvements with an identified and committed funding source. The memorandum must include:

· Population and employment forecasts,

· Future transportation volumes,

· Future deficiencies and needs, and

· A horizon year VMT per capita calculation.

Consultant shall prepare a Solutions Analysis and Funding Program Memorandum identifying…