35055_ITA_ACDC.pdf

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: July 25, 2022

TO: AC Disaster Consulting, LLC

SUBJECT: Intent to Award – RFP/Bid Solicitation Number: 35055 / S-73000-00002778

Project: Oregon Wildfire Recovery – Debris Insurance Collection Program

Contract Number: TBD

AC Disaster Consulting, LLC is the top ranked firm selected for negotiations of a contract to provide Personal Services as specified in the above referenced RFP. The scores and rankings of all Proposers are shown in the score matrix accompanying this notice. The award submittal requirements stated in the RFP are summarized on Attachment 1 of this notice.

Eric Knapp will be the ODOT Project Manager (PM) for this Project. ODOT’s PM will initiate contact with Consultant and will be the primary contact for negotiation of the statement of work (SOW), schedule of performance and costs under the contract. Following discussion and agreement on the SOW, a Breakdown of Costs (BOC) must be completed (using the BOC, BOC-CPFF or BOC-NBR as applicable) and submitted to ODOT’s PM. To set expectations for the contracting phase, listed below is a schedule for completing the SOW, preparing a BOC, completing negotiations, and securing approvals for both the Consultant and ODOT to follow:

Activity Responsible Party Business Days

N eg ot ia tio ns

Establish work session to discuss the SOW with Consultant

ODOT PM Within 5-15 days of this notice (days depend on size and complexity of the project)

Respond to work session with comments/edits to SOW

Consultant Within 5 days of work session

Respond to SOW comments/edits ODOT PM / OPO Within 3 days of receipt of Consultant comments/edits

Submission of BOC / Billing Rates Consultant Within 5-10 days of final ODOT scope (days depend on size and complexity of the project)

Activity Responsible Party Business Days Respond to BOC, billing rates, negotiate, and

Submit for legal sufficiency

ODOT PM / OPO

OPO

Within 5-10 days of Consultant submission of the BOC (days depend on the size and complexity of the project) Legal Sufficiency OPO, ODOT PM, and

DOJ

Within 20 (Formal) days of submission by ODOT PM

Signature routing and execution OPO, Consultant, and ODOT

Expenditure Authority (if required)

Within 6-8 days from initial routing

Issue Notice to Proceed (NTP) ODOT PM 1 day after execution

Negotiations are anticipated to be completed (ready to submit to for legal sufficiency) within the schedule set forth in this notice.

If the schedule for negotiations cannot be met and the Consultant and ODOT are negotiating in good faith, additional time may be mutually agreed upon.

If agreement on costs, tasks, or other Contract requirements cannot be reached within this time frame, ODOT may terminate the negotiations and begin negotiations with the next highest ranked firm as provided in the solicitation and governing Oregon Administrative Rules (OARs).

Note that no work is authorized until the contract is executed and Consultant has received a written NTP from the ODOT PM.

Because this notice is being emailed, the date of this notice will start the protest period for competing proposers to submit a written selection protest (REF Section 4.2 of the RFP). Any proposer who claims to have been adversely affected or aggrieved by the selection of a higher ranked proposer must deliver a written selection protest to my attention and received at the email address below no later than 4:00 p.m. on August 1, 2022. ODOT shall not consider a selection protest submitted after the deadline established herein. To be adversely affected or aggrieved, a protestor must demonstrate that the protester was ranked higher than other selected proposers and that higher ranked proposers are ineligible for selection.

ODOT would like to thank each Proposer for your time and efforts in preparing a response to this solicitation.

Sincerely, Kelsey Maffei (Pronouns – he/him/his) Procurement Contract Specialist | ODOT Procurement Office 355 Capitol Street NE, MS 5-1, Salem, OR 97301 kelsey.maffei@odot.oregon.gov mailto:kelsey.maffei@odot.oregon.gov

Attachment 1 – Award Submittal Requirements

Please email to me, the Contract Coordinator, the following items if marked as “REQUIRED” in the RFP (see detailed requirements and due date for each item in Section 4.3 of the RFP).

A. The following items are due within 3 Business Days following the Intent to Award notice:

• COI Disclosure (if any changes since submission of Proposal)

• Responsibility Inquiry form (RFP Attachment G, see RFP Section 4.3.4)

• Pay Equity Certification (if applicable, see RFP Section 4.3.5)

• Diversity Plan (see RFP Section 4.3.9)

B. See RFP for due dates on the following:

• Certificates of Insurance (see RFP Section 4.3.1) – due prior to execution of Contract

• W-9 Form (see RFP Section 4.3.2)

• Billing Rates & Breakdown of Costs (see RFP Section 4.3.8) o To establish approved billing rates with ODOT, please contact ODOTBillingRateUpdates@odot.oregon.gov

Direct Deposit via Automated Clearing House (ACH). For Consultants that receive ongoing monthly payments from Agency on one or more contracts or work orders, Agency prefers making Consultant payments via ACH direct deposit. While not required, if Consultant has not previously authorized ACH direct deposit and would prefer ACH to expedite transfer of payments after invoices are approved, Consultant must complete a Vendor ACH Authorization form and submit to Agency per the instructions on the form. To expedite Consultant’s payments to its subcontractors, if applicable, Consultant should make reasonable efforts to offer ACH direct deposit payments.

mailto:ODOTBillingRateUpdates@odot.oregon.gov https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf

OREGON DEPARTMENT OF TRANSPORTATION