34706 RFP.pdf

RFP 730-34706-21

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 1 of 23

STATE OF OREGON

Oregon Department of Transportation

COVER PAGE

RFP TITLE: I-84 COLUMBIA GORGE CORRIDOR PROJECTS –

STRATEGIC COMMUNITY ENGAGEMENT AND OUTREACH

Request for Proposal (RFP) Number: 730-34706-21

Date of Issue: June 9, 2021

Closing Date and Time: July 12, 2021 by 3:00PM PST (referred to as “Bid

Opening Date” in OregonBuys)

Single Point of Contact (SPC)(referred to as “Purchaser” and “Info Contact” in

OregonBuys): Erin Lucas, Contract Coordinator

Phone (ve): 503-986-2920

E-mail: Erin.E.Lucas@odot.state.or.us

Notes:

This RFP will be initially posted in ORPIN, but will be closing in OregonBuys due to the

State’s transition from ORPIN to OregonBuys on July 1, 2021. Starting on July 1st, 2021, OregonBuys will be used for all aspects related to this solicitation. All proposals must be submitted through OregonBuys. Proposals may be submitted through Oregon Buys only between July 1, 2021 and the Bid Opening Date.

There will be a statewide freeze from June15, 2021 – July 1, 2021 where the Agency will not be able to post any addenda or Q&A documents in ORPIN or OregonBuys. Any questions or

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 2 of 23 addenda generated during the freeze will be posted in OregonBuys on July 1, 2021, or as soon as possible after the OregonBuys system becomes available for use.

Once the RFP is transferred to OregonBuys, this RFP will be advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. See RFP section 0.1 – OregonBuys for information regarding vendor registration and terminology used in OregonBuys platform.

This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this RFP once posted in OregonBuys.

All prospective proposers must be registered in both ORPIN and OregonBuys to participate in this RFP.

NON-DISCRIMINATION: 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 Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

https://oregonbuys.gov/bso/

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TABLE OF CONTENTS

SECTION 0: OREGONBUYS, RFP ATTACHMENTS, SOLICITATION SCHEDULE

0.1 OREGONBUYS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 SUMMARY OVERVIEW

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.2 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PREPROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

4.14 ADDITIONAL ROUNDS (Optional at Agency’s discretion)

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 PRINTING, BINDING, AND STATIONERY WORK

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A - SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT B - DISCLOSURE EXEMPTION CERTIFICATION

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - RESERVED

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F – RESERVED

ATTACHMENT G - RESPONSIBILITY INQUIRY

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SECTION 0.0: OREGONBUYS, RFP ATTACHMENTS,

SOLICITATION SCHEDULE

0.1 OREGONBUYS

0.1.1 REGISTRATION REQUIREMENT

All vendors must be registered in OregonBuys to do business with the state. For purposes of this

RFP, all vendors must also be registered in ORPIN. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website:

https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

Vendors are responsible for ensuring that their vendor information is current and correct in

OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

0.1.2 CROSSWALK of TERMS used in OREGONBUYS

Terms used in

OregonBuys Definition

Amendment

“Addendum” or “Addenda”, as defined in OAR 137-046-

0110(1); or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Amendment.

Bid Opening

Date

“Closing” as defined in OAR 137-046-0110(5). In

OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid

Solicitation.

Bid Solicitation

Any form of solicitation: Request for Proposal, Invitation to

Bid, Request for Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.). Each Bid Solicitation has a separate page and ID number in OregonBuys.

Change Order A formal change to an existing MBPO, Release

Requisition, or project-specific Purchase Order.

Master Blanket

Purchase Order

(“MBPO”)

Any form of parent contract/agreement (i.e. price agreement, on-call contract, etc.) that allows for purchases/releases via an ordering instrument during the term specified in the parent contract/agreement.

Purchase Order Any form of project-specific contract (not awarded under an existing MBPO)

Quote

Any form of offer submission by vendors; i.e., Bids, Technical Proposals, Price Proposals, or any other type of offer required by a Bid Solicitation.

Release

Requisition

Any form of ordering instrument used under an MBPO; i.e.

Purchase Order, Work Order Contract, etc.

Vendor

Any form of business entity registered in OregonBuys.

Only registered vendors are eligible to submit a Quote and enter Purchase Orders, MBPOs, or Release Requisitions pursuant to Bid Solicitations advertised in OregonBuys.

https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Pages/vendorregistration.aspx

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0.2 RFP ATTACHMENTS

In addition to the provisions set forth and linked within the RFP, the RFP incorporates by this reference the information published on the OregonBuys “Bid Solicitation” page for this

RFP, including but not limited to:

Details entered in the Header Information section;

All RFP attachments, “Amendments” (if any), and any other files linked in the File

Attachments and Form Attachments subsections; and

Information, if any, entered in the “Questions” and “Item Information” sections.

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Transportation, (“Agency” or

“ODOT”), is issuing this Request for Proposal for Public Engagement and Information Strategy

Services for the. Interstate 84 and the Historic Columbia River Highway between approximately

Interstate 205 and Hood River.

Additional details on the Scope of the Goods or Services or both are included in the Scope of

Work/Specifications section.

Agency anticipates the award of one Contract or Price Agreement from this RFP.

The initial term of the Contract is anticipated to be 5 years with options to renew up to a cumulative maximum of 10 years.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

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Event Date

Questions / Requests for Clarification Due 5 calendar days prior to the Bid Opening

Date in OregonBuys for this RFP

Answers to Questions / Requests for Clarification

Issued (approx.)

3 calendar days prior to the Bid Opening

Date in OregonBuys for this RFP

RFP Protest Period Ends 7 calendar days prior to the Bid Opening

Date in OregonBuys for this RFP

Closing (Proposal Due) See Bid Opening Date and time in

OregonBuys for this RFP

Presentations, Demonstrations, or Interviews 14 calendar days after the Bid Opening

Date in OregonBuys for this RFP

Issuance of Notice of Intent to Award (approx.)

14 calendar days after the Bid Opening

Date in OregonBuys for this RFP or 7 days following Interviews.

Award Protest Period Ends 7 calendar days after Notice of Intent to

Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC (referred to in OregonBuys as the “Purchaser”) for this RFP is identified on the Cover Page, along with the SPC’s contact information. Prospective Proposers shall direct all communications related to any provision of the RFP only to the SPC/Purchaser, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision. After July

1, 2021, communications related to this RFP may be directed to the Purchaser using the “Bid Q&A” button for this solicitation in OregonBuys.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 297A.050(3).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-

047-0260 and OAR 731-146-0150-Electronic Procurement and Submittals. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a)

Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d)

Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below. Also see RFP section 0.1.2 - Crosswalk of Terms used In OregonBuys.

"Agency" means Oregon Department of Transportation;

“Calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

https://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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“Consultant” means the successful Proposer in connection with RFP # 34706;

“Corridor” means Interstate 84 and the Historic Columbia River Highway between approximately

Interstate 205 and Hood River

“ODOT” means the Oregon Department of Transportation;

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for

Proposals;

“Proposers” - (referred to as “Vendor” in OregonBuys) All firms submitting Proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as

“Consultant”;

“RFP” means Request for Proposal (referred to as “Bid Solicitation” in OregonBuys);

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provision in the final Contract which sets forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations.

2.3 SUMMARY OVERVIEW

The Oregon Department of Transportation (“ODOT” or “Agency”) is seeking public engagement and information strategy services for projects along Interstate 84 and the Historic

Columbia River Highway between approximately Interstate 205 and Hood River (“the

Corridor”). This work will significantly impact residents, tourists, and the traveling public along this stretch of highway and benefit from a coordinated approach

A strategic approach must take all of the impacts into consideration when developing and executing the tasks within the Project area. The Consultant must take into account all of the work occurring in the Project area, ensure messages are consistent and do not conflict, efficiently engage stakeholders and community members, cohesively manage information on all projects, and ensure communication goals are achieved. ODOT is allocating approximately $1 million for this Corridor-wide public engagement and information strategy effort.

The projects occur on different timelines and are of different complexities and project type.

Some projects are in construction in 2021, with more scheduled to begin work in 2022, while some have not yet started design and are expected to be constructed between 2024 and 2026.

The projects range from culvert work throughout the Corridor, to paving in multiple locations, bridge work, signs and trail development. Impacts on projects can include short-term lane closures, 24/7 lane closures on I-84, rolling slowdowns on I-84, full closures of the Historic

Columbia River Highway, and impacts to Sandy River users.

The Consultant will be responsible for managing ongoing public engagement and information work for the following projects and possibly others:

K20410 I-84: I-205 – NE 181st Avenue

K20485 I-84: NW Forest Lane over I-84

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K20298 I-84: Fairview – Marine Drive

K21684 I-84 (eastbound): Toothrock Tunnel

K21766 I-4: Multnomah Falls – Cascade Locks

K21781 I-84: Ruckel Creek Culvert

K20363 I-84: Corbett Interchange – East Hood River Interchange

K17479 Multnomah Falls Viaducts

K21710 US30: Troutdale (Sandy River) Bridge

K21706 US 30: Bridal Veil Falls Bridge

K21613 US30: Sandy River – OR 35

K20677 Historic Columbia River Highway: Mitchell Point Crossing

K22059 Historic Columbia River Highway: Viento to Mitchell Creek

Additional planning, construction or maintenance projects may be added as determined by the

Agency. See Exhibit A – Statement of Work in Attachment A, Sample Contract for more

Project information.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

Proposer Information and Certification Sheet (Attachment C)

A Completed Request for Taxpayer Identification Number Form, available at:

https://www.oregon.gov/ODOT/Business/Procurement/DocsPSK/TINreq.docx

Disclosure Exemption Certification (Attachment B) – submit only 1 copy if applicable - see

Proposal Format and Quantity section below)

Price Proposal Form (Attachment E)

Key Persons and Resumes

Technical Proposal (see section 3.2.5)

Executive Summary

See RFP section 5.3 for submittal requirements of selected firm after award notice.

3.1.2 Proposal Page Limits

Proposal is limited to 8 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

Disclosure Exemption Certification (Attachment B)

Proposer Information and Certification Sheet (Attachment C)

Reference Check forms https://www.oregon.gov/ODOT/Business/Procurement/DocsPSK/TINreq.docx

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Price Proposal (Attachment E)

Request for Taxpayer Identification Number form

Project Samples (Evaluation criteria 4.10.2.4)

Key Staff Resumes (Evaluation criteria 4.10.2.5)

3.1.3 Proposal Format

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

Price information must be submitted via OregonBuys (see RFP section 3.3.3 for detailed format and submittal requirements).

All other required submittal items must be submitted via OregonBuys in Adobe Acrobat

(pdf), Microsoft Word (docx), or Microsoft Excel (xlsx) formats.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records

Law (ORS 192.311 through 192.478), Proposer shall submit a completed and signed Disclosure

Exemption Certification (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.1.4 Electronic Proposal Provisions

3.2.4.1. Proposers shall make reasonable efforts to minimize the file size of attachments so the total email does not exceed 6 megabytes* (for tips on reducing file size, see information at the following link:* How to reduce PDF file size; How to reduce the size of Word documents that contain images).

3.2.4.2. Agency reserves the right to reject any submittal that is unreadable.

3.2.4.3. Agency reserves the right to award the Contract solely on the electronically submitted

Proposal; however, upon Agency’s request, the apparent successful Proposer shall promptly submit its complete original signed Proposal.

3.2.4.4. 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, to protest 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.

3.2.4.5. By submitting a Proposal in response to this RFP, Proposer (and if selected for award, also as the Contractor) 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.

3.2 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this

RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A

Proposal that merely offers to provide the Goods or Services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

https://blog.gonitro.com/2013/04/5-tricks-to-reduce-pdf-file-size/ https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/ https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/

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Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.2.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment

C), with the “APPROVED” checkbox marked to certify approval of the Proposal and compliance with Oregon Tax Laws by a duly authorized representative empowered to bind the Proposer..

Failure to demonstrate compliance with Oregon Tax Laws may result in a finding of non-

Responsibility.

3.2.2 References

Provide three references from current or former client firms for similar projects performed within the last 5 years. List the reference contact information in Appendix 1 of RFP Attachment C.

References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify

Proposer’s qualifications.

3.2.3 Price Proposal

Enter and submit in OregonBuys the price(s) required in the Item Information section of the Bid Solicitation for this RFP.

In addition to the price(s) entered in the OregonBuys Item Information section, Proposers shall submit a detailed Price Proposal using Attachment E as a separate file uploaded via

Attachments tab for this RFP in OregonBuys.

3.2.4 Key Persons and their Resumes

Specify key persons to be assigned to this project, and include a current resume (not to exceed 1 page each) for each individual that demonstrates qualifications and experience for the Work described. Key Staff Resumes are not included in your proposal page limit.

3.2.5 Technical Proposal

Proposal shall provide written responses to sections 4.10.2.1 through 4.10.2.5.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the Oregon Procurement Information Network (ORPIN) at https://orpin.oregon.gov/ until June 15, 2021, and beginning on July 1, 2021 will be published in the

OregonBuys eProcurement system at https://oregonbuys.gov/bso/. RFP documents will not be https://orpin.oregon.gov/

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 12 of 23 mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda published in ORPIN until June 15, 2021, or in Oregon Buys on or after July 1, 2021. Prospective Proposer is solely responsible for checking both ORPIN and OregonBuys to determine whether or not any Addenda have been issued.

Addenda are incorporated into the RFP by this reference.

There will be a statewide freeze from June 15, 2021 – July 1, 2021 where the Agency will not be able to post any addenda or Q&A documents in ORPIN or OregonBuys. Any addenda generated during the freeze will be posted in OregonBuys on July 1, 2021, or as soon as possible after the OregonBuys system becomes available for use.

4.2 PREPROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC via email (prior to July 1, 2021) or submitted using the “Bid Q&A” button for this solicitation in OregonBuys (on or after July 1, 2021).

Reference the RFP number

Identify Proposer’s name and contact information

Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number);

and

Be received by email (for inquiries submitted prior to July 1, 2021) or submitted in OregonBuys by the due date and time for Questions/Requests for Clarification identified in the Schedule, RFP section _1.2

There will be a statewide freeze from June 15, 2021 – July 1, 2021 where the Agency will not be able to post any addenda or Q&A documents in ORPIN or OregonBuys. Any questions or addenda generated during the freeze will be posted in OregonBuys on July 1, 2021, or as soon as possible after the OregonBuys system becomes available for use,

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample

Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the

Negotiations Section.

4.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective

Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 13 of 23 respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 Protests must:

Be delivered via email to the SPC/Purchaser identified in OregonBuys for this RFP;

Reference the RFP number;

Identify prospective Proposer’s name and contact information;

Be sent by an authorized representative;

State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based

State the proposed changes to the RFP provisions or other relief sought;

Protests to the RFP must be received by the due date and time identified in the Schedule, RFP section 1.2; and

Protests to Addenda must be received by the due date identified in the respective Addendum

4.5 PROPOSAL SUBMITTAL VIA OREGONBUYS

Proposer is solely responsible for ensuring its Proposal and all required submittal items are submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening

Date. Agency is not responsible for any delays by transmission errors or delays, or for any mis-delivery for any reason. Proposals submitted by any other means will be rejected.

Agency is not responsible for any delays by transmission errors or delays, or for any mis-delivery for any reason. Additional information may be found in the OregonBuys Terms of Use. Per OAR 731-

146-0150(4) in the event of a failure of an Electronic Procurement System that interferes with the ability of Person to submit Electronic Submittals, to protest or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of

Electronic Submittals by providing notice of the extension immediately after the Electronic

Procurement System becomes available.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 IF A PROPOSER WISHES TO WITHDRAW OR MODIFY A SUBMITTED PROPOSAL, PROPOSER MUST DO SO USING

THE “WITHDRAW QUOTE” BUTTON IN OREGONBUYS PRIOR TO THE BID OPENING DATE AND TIME FOR THIS

RFP IN OREGONBUYS. PROPOSAL WITHDRAWALS AND MODIFICATIONS MUST BE IN CONFORMANCE WITH

REQUIREMENTS SET FORTH IN OAR 137-047-0440.PROPOSAL DUE

A Proposal (including all required submittal items) must be received in OregonBuys on or before the

Bid Opening Date and time for this RFP specified in OregonBuys.

A Proposal received after the Bid Opening Date and time is considered LATE and will NOT be accepted for evaluation.

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4.8 PUBLIC OPENING

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 137-047-0630. However, Agency will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements.

Proposer has liquidated and delinquent debt owed to the State or any department or agency of the

State.

Proposer fails to meet the responsibility requirements of ORS 279B.110.

Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC/Purchaser or those the SPC/Purchaser authorizes, or inappropriate contact with the SPC/Purchaser.

Proposer attempts to influence a member of the Evaluation Committee.

Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

4.10 EVALUATION PROCESS

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available listed for each scored item.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original

Proposal.

4.10.1 Responsiveness and Responsibility determination

4.10.1.1 Responsiveness determination

A Proposal received prior to the Bid Opening Date for this RFP will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum

Qualifications section and Minimum Submission Requirements section. If the Proposal is unclear, the SPC/Purchaser may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC/Purchaser finds the

Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

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4.10.1.2 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) following receipt of Intent to Award notice as required in RFP section

5.3.4.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

4.10.2.1 Project Approach Max Points 20

Given the information provided in this solicitation, describe your team’s approach to planning, developing, and implementing comprehensive and strategic public engagement and information campaigns on this Project, and how you ensure a successful outcome. Show your understanding of the stakeholders in the Project area.

Describe your success coordinating strategic outreach for multiple projects in a geographic area. Who was the audience? What strategies did you use? How do you know you were successful?

Describe your experience, approach, and strategy to using paid advertising to reach a variety of audiences, including local, regional and tourism audiences.

Describe your experience, approach, and strategy for reaching audiences through non-traditional methods and include what non-traditional methods of communication you would use for this Project.

4.10.2.2 Equity Max Points 10

Describe your experience and strategy for engaging underserved communities.

Describe how you would ensure equitable public outreach and engagement for this Project?

4.10.2.3 Project Capacity Max Points 20

Outline the capacity of your team to deliver strategic outreach for the different projects over the duration of the Contract.

Include in this section any subconsultants you intend to work with to meet the needs of the

Project.

How you would manage and scale resourcing?

4.10.2.4 Past Performance on Similar Projects Max Points 10

Identify three projects completed within the last 5 years to demonstrate your experience with similar projects. Each project sample may not exceed one page (project samples are not included in the 8 page limit).

For each project provide:

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, objectives, and overarching strategies used to meet objectives; a list of key project staff and their roles; tasks performed

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 16 of 23 by the Proposer to fulfill the project objectives; the project budget, and whether the schedule and budget were met.

Lessons learned that could be applied to this Project.

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

4.10.2.5 Project Team Qualifications Max Points 10

Describe the experience of the Project Manager for the prime Consulting firm, and two additional key staff members who will be working on this Project. Use the ODOT Key Staff

Resume Form as a starting point. Proposer can adjust the formatting as desired and expand or add fields, but may not exceed 1 page per resume. Include whether the key staff members worked together on past projects and in what capacity. Indicate roles including which staff are responsible for overall strategy, quality assurance, implementation, etc.

Complete a “Key Staff Resumes” form available at http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx

Under “Miscellaneous Procurement Forms (typically required for consultants)”.

Key Staff Resumes are NOT included in the Proposal page limit identified for this RFP. 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.

4.10.2.6 Cost Effectiveness Max Points: 10

Describe the specific efforts your firm will make to ensure tasks and deliverables are completed in the most cost-effective manner and within the given budget. Explain how your firm ensures all travel, lodging, and per diem expenses are as low as possible.

Given the budget for this Project, describe the specific methods, tools, and processes your firm will use to develop the estimate for services. How does your firm ensure that estimates for services are fair and reasonable to both the government and your firm?

4.10.3 PRICE EVALUATION Max Points: 5

Following scoring and ranking of Proposals based on the qualifications-based criteria, the sealed Price

Proposals from Proposers in the Competitive Range will be opened and scored as follows:

Proposer with the lowest Price Proposal will receive 5 points.

Proposer with the second lowest Price Proposal will receive 4 points.

Proposer with the third lowest Price Proposal will receive 3 points.

All other Proposers will receive 0 points.

4.10.4 PREFERENCES

4.10.4.1 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, Agency will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the

Goods according to any applicable reciprocal preference.

4.10.4.2 Tiebreakers

http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx

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Oregon Supplies: If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator.

The maximum points possible for each evaluation item are listed in the table below.

The SPC/Purchaser will average all scores for each evaluation criterion.

Price points are calculated as stated in the Price Evaluation section.

TOTAL POINTS POSSIBLE

4.10.2.1 Project Approach 20

4.10.2.2 Equity 10

4.10.2.3 Project Capacity 20

4.10.2.4 Past Performance on Similar Projects 10

4.10.2.5 Project Team Qualifications 10

4.10.2.6 Cost Effectiveness 10

4.10.3 PRICE POINTS POSSIBLE 5

Total Points Possible 85

4.12 RANKING OF PROPOSERS

The SPC/Purchaser will average the scores for each Proposal in a given round of competition

(calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members).

Agency will rank all Proposers at the conclusion of the evaluation and scoring and may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

The SPC/Purchaser will combine the average score for each Proposal with Proposer’s price score and averaged reference score. After any applicable preference has been applied, SPC/Purchaser will describe the rank order for each Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 18 of 23 will not be limited to:

Interviews

Presentations/Demonstrations/Additional Submittal Items

Discussions and submittal of revised Proposals

Serial or simultaneous negotiations

Best and Final Offers

4.13.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all or, at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round.

4.13.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

Be emailed to the SPC/Purchaser

Reference the RFP number;

Identify Proposer’s name and contact information;

Be sent by an authorized representative;

State the reason for the protest; and

Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.14 ADDITIONAL ROUNDS (OPTIONAL AT AGENCY’S DISCRETION)

4.14.1 Interviews/Follow-up Questions

If Agency determines interviews or follow-up questions are necessary, Proposers in the Competitive

Range will be invited to participate and the following will apply:

A minimum of 3 evaluators will score the interviews/follow-up questions.

The interviews/follow-up questions will have a maximum score of 20 points.

Interviews may be in person at a location determined by Agency; however, Agency may elect to conduct interviews via teleconference or video conference;

As an alternative to interviews, Agency may elect to send follow-up questions via email to

Proposers in the Competitive Range. Agency must receive Proposers’ responses to the follow-up questions by the deadline set forth in the email to Proposers. Agency may conduct face-to-face interviews if determined necessary after conducting written follow-up questions.

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Further details regarding interviews or follow-up questions will be included with Notice of

Competitive Range.

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the SPC/Purchaser will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

POINTS POSSIBLE (if applicable) 20

4.15 Interviews/Follow-up Questions 20

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible

Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope defined in this RFP. Agency, in its sole discretion, may make additional award(s) for up to 9 months following the close of this solicitation. Agency may select the next ranked Responsive and Responsible Proposer, issue an Intent to Award notice and begin a new award protest period. 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 may require reconfirmation of the qualifications and staffing of any Proposer.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

All higher ranked Proposals are non-Responsive.

Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

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Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter

279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and

Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protests must:

Be submitted via email to the SPC/Purchaser identified for this RFP in OregonBuys

Reference the RFP number

Identify Proposer’s name and contact information

Be signed by an authorized representative

Specify the grounds for the protest

Be received within 7 calendar days of the Intent to Award notice

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) selected for a Contract award under this RFP will be required to submit additional information via email and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 W-9 Form

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Responsibility Inquiry

Within 5 Business Days following Intent to Award notice, Proposer shall complete and submit

Attachment G — Responsibility Inquiry.

5.3.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more http://sos.oregon.gov/business/pages/register.aspx

DAS Version 4.2 –ODOT Form S011-G022219Rev3 Page 21 of 23 full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay

Equity Compliance Certificate, issued to the Proposer by the Oregon Department of

Administrative Services. For instructions on how to obtain the Certificate, visit www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf. This requirement is also set forth on Attachment G – Responsibility Inquiry.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the

Contract.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer’s authorized representative must certify by marking the “APPROVED” checkbox and entering their name and title on Attachment C - Proposer Information and Certification

Sheet, in accordance with ORS 279A.112, that Proposer has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.3.7 Pay Equity Compliance

Commencing on January 1, 2019, Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s compliance with this section constitutes a material element of the Contract and a failure to comply constitutes a breach that entitles Agency to terminate the Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions. Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in

Section 1.2. Unless Agency agrees to modify any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample

Contract (Attachment A).

https://www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf

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It may be possible to negotiate some provisions of the final Contract; however, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of

Justice.

Agency is willing to negotiate all items, except those listed below:

Choice of law

Choice of venue

Constitutional requirements

Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking

Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity

(“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information please visit https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon

4biz

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of

Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of

Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a

Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

DAS Version 4.2 –ODOT Form S011-G022219Rev3…