35228_BellandFunkCreative_Intent to Award.pdf

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: July 8, 2022

TO: Proposers for RFP 35228/ Bid # S-73000-00002613 “Equity Line Newsletter”

SUBJECT: Intent to Award RFP “Equity Line Newsletter”

Contract Number: B39296

Bell + Funk Creative, 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 35228 are summarized on Attachment 1 of this notice.

Catherine Biscoe 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. A BOC must demonstrate subcontractor utilization to meet the Disadvantaged Business Enterprise (DBE) goal set forth in the RFP. 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 5-7 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 Consultant Within 5-7 days of final

ODOT scope (days depend

Activity Responsible Party Business Days on size and complexity of the project) Respond to BOC; negotiate

ODOT PM / OPO

Within 5-7 days of Consultant submission of the BOC (days depend on the size and complexity of the project) 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 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.

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

Sincerely, Providance Nagy Contract Coordinator 355 Capitol Street NE, MS 5-1, Salem OR 97301 Phone: 503.986.2841| Providance.NAGY@odot.oregon.gov mailto:Providance.NAGY@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 4.2 of the RFP).

• Certificates of Insurance

• Responsibility Inquiry form

• Business Registry Number

• W-9 Form. Vendor information is on file for your firm. Submittal of a W-9 form is not required unless there are changes to vendor information since the last submitted W-9 (such as changes to vendor name, tax ID number, or backup withholding status). If there are changes, the W-9 form is available at: https://www.irs.gov/pub/irs-pdf/fw9.pdf.

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.

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf

OREGON DEPARTMENT OF TRANSPORTATION