35663_Final.docx

OREGON DEPARTMENT OF TRANSPORTATION

A&E Services MINI-RFP/“Requisition Number”: REQ-73000-00034627 (PCMS Number: 35663) for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) series B39404 to B39414 (Full-Service A&E Price Agreement Tier B Series)

[NOTE: Only Consultants that have been awarded a PA in the above PA series may respond to this Mini-RFP.]

Project Name: I-405: Fremont Bridge (Willamette River) West Ramps Painting Project

Project Location: Region 1

ODOT Key Number: 22603

DBE Participation Goal: 8.5% (see section 1.5.1 for more information)

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

Buyer/Single Point of Contact: See “Buyer” for this Mini-RFP in OregonBuys.

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 (see “Buyer”) 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 Ending Date” and time in OregonBuys).

Non-Discrimination Notice: ODOT in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Bidders that it will affirmatively ensure that all 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

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 with ODOT for the needed Services.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

In addition to the provisions set forth and linked within the Mini-RFP, the Mini-RFP incorporates by this reference the information published on the OregonBuys Bid Solicitation page for this Mini-RFP, including but not limited to:

· The Bid Ending Date and time specified under the Active Bid Solicitation section;

· The Buyer name and contact information specified in the Header Information section;

· Any documents, forms, or other files linked in the Bid Solicitation Attachments section.

0.2 CROSSWALK OF TERMS USED IN OREGONBUYS

Definition of terms used in OregonBuys.

Bid Ending Date means “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 for an Bid Solicitation.

Change Order means A formal change to an existing MBPO (i.e., any form of contract; agreement; price agreement or on-call contract, etc.; purchase order; or WOC).

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

Quote or Informal Quote means 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 or a 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.

The K22603 I-405: Freemont Bridge (Willamette River) West Ramps project paints the steel members of the bridge approach ramps on the west end of the Fremont Bridge, Structures: 09268, 09268A, 09268B, 09268E, 09268N, 09268S and 09268W.

At its current funding it automatically triggers a need for a Value Engineering exercise. To accomplish all this, we are planning to use a phased approach, with the initial effort (the “Phase I”) including:

1. Additional targeted investigation to identify the best / highest priority places to paint on the bridge. The goal is to develop a phasing plan to ensure efficient delivery of the entire structure. The main span tie girder is no longer part of this initial effort and will be handled by ODOT Bridge Maintenance.

1. Prioritization of the painting effort.

1. Cost Risk Analysis / Value Engineering (“CRA/VE”) - tentative opportunities to examine include painting the inside the box girders, construction staging; painting approach – hanging from the structure, working from the ground; coating systems (3 phase coating system or duplex); color – original or faded; possible consideration of an Alternative Procurement method to ensure we have a painting contractor as a prime

1. Design Verification / Proof of Concept.

1. ROW (review of tenant agreements).

1. Design Verification / Design Acceptance.

Agency may use internal resources to perform survey, environmental clearances, and public involvement.

The estimated cost for Phases I, II, and III for the project is $11,759,000.

Oregon Department of Transportation (“Agency” or “ODOT") is requesting supplemental information regarding specific A&E and Related Services experience relevant to the above referenced public improvement or public works project (the “Project”). The needed Services are further described in the attached Statement of Work (SOW). The expected outcome of the WOC is to develop plans, special provisions, and the construction estimate to repaint the west ramps of the Freemont Bridge. Proposers responding to the Mini-RFP do so solely at their expense. Agency is not responsible for any Proposer expenses associated with the Mini-RFP.

The selected Proposer and Agency will negotiate the delivery schedule, costs and final Statement of Work, within the scope of what is advertised here, for inclusion in the final WOC.

The WOC is anticipated to start January 15, 2024 and is expected to be completed by September 31, 2025. Pending successful negotiations, the selected Proposer shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto. Agency anticipates the construction budget for this Project will not exceed $110,000,000.00.

Funding Source(s):

FHWA

· 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: 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”.

WOC Phases. The initial contract will be for Phase I only. The contracted Services will be a phased development as follows:

· Phase I – Preliminary Design / Design Acceptance Package (“DAP”)

· Phase II – ROW (initial examination suggests that we will not be able to avoid a need for some Temporary Construction Easements to stage equipment)

· Phase III – Final Design / Plans, Specifications & Estimates (“PS&E”) / Bidding Assistance

· Phase IV – Construction Contract Administration, Construction Engineering and Inspection (“CA/CEI”) Following completion of a given phase, Agency may, at its discretion:

· Amend this Contract to add the next phase (or various elements), or

· Elect to complete subsequent phase tasks with in-house staff, or

· Assign subsequent phase tasks to another consulting firm.

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

Offer Period: A Proposer's Proposal is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the closing date for this Mini-RFP. Agency may request, either orally or in writing, that Proposer extend the offer period in writing.

Insurance Requirements:

In addition to the insurance requirements set forth in Exhibit C of the PA, the following Insurance requirements apply to the prospective WOC from this Mini-RFP:

· Professional Liability in the amount of $5,000,000.00 per occurrence and $5,000,000.00 annual aggregate.

· General Liability in the amount of $ 1,000,000.00 per occurrence and $2,000,000.00 annual aggregate.

· Automobile Liability in the amount of $1,000,000.00 combined single limit.

· Pollution Liability in the amount of $2,000,000.00 per occurrence and $4,000,000.00 annual aggregate.

Future Work Limitations: (For these purposes, “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 awarded a WOC to prepare an Environmental Impact Statement, Environmental Assessment, Categorical Exclusion or designs and plans/specifications for a project, that consultant and its Affiliates will not be eligible to propose/bid on or enter into a contract to construct that project.

· If preliminary engineering and final design will be performed under the prospective WOC, Agency is not obligated to proceed with final design for any alternative. All reasonable alternatives will be evaluated and given appropriate consideration, and consultant may not proceed with final design until the relevant NEPA decision documents have been issued (e.g., Categorical Exclusion, Finding of No Significant Impact, or Record of Decision).

· If a consultant is awarded a WOC to prepare an Environmental Impact Statement, Environmental Assessment or Categorical Exclusion for a project, that consultant and its Affiliates may prepare the designs/plans/specifications for the project or may propose under a separate solicitation to prepare designs/plans/specifications for the project only if Agency concludes that the NEPA document was prepared with objectivity. Agency is not obligated to proceed with final design for any alternative. All reasonable alternatives will be evaluated and given appropriate consideration, and consultant may not proceed with final design until the relevant NEPA decision documents have been issued (e.g., Categorical Exclusion, Finding of No Significant Impact, or Record of Decision).

· 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, and 279C.307(3) regarding possible Agency applications for exceptions.

· If a Consultant or any Associate 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).

The “Buyer” 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, 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 Buyer. Failing to follow the foregoing requirements regarding the Buyer/Single Point of Contact for inquiries may result in Proposal rejection by Agency.

All questions must be received not later than 5 business days prior to the Proposal submission deadline.

Question and Answer documents, if any, will be posted on OregonBuys (in the Bid Solicitation Attachments section for this Mini-RFP) to respond to inquiries that Agency determines, in its sole discretion, do not effect changes to this Mini-RFP. Question and Answer documents provide clarifications and interpretations but do not change Mini-RFP requirements.

1.2.2 ADDENDA

Answers to questions 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. When appropriate, as determined by Agency in its sole discretion, revisions, substitutions, or clarifications of the Mini-RFP will be issued as Addenda to this Mini-RFP. Changes or modifications to this Mini-RFP will be binding on Agency only if in the form of written Addenda issued by the Agency. Any Addenda to this Mini-RFP will be published on OregonBuys in the Bid Solicitation Attachments section for this Mini-RFP.

1.3 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. 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.

· Items in Section 1.4 marked as “PASS/FAIL” that are incomplete (except for minor informalities), not submitted by Proposal due date and time, or are otherwise not in substantial conformance with the requirement, will be rejected as non-responsive. Proposals must comply with ALL requirements marked as “PASS/FAIL” to be considered for further evaluation.

1.4.2 REQUIRED ITEMS AND SCORING DEDUCTIONS

· Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in Section 1.4 marked as “REQUIRED” that is incomplete (except for minor informalities) or not submitted with the Proposal in substantial conformance of the requirement. Incomplete or missing items must be completed and submitted within 2 business days of e-mail request by Agency (this does not apply to “PASS/FAIL” items which must be submitted by Proposal due date and time). Missing or incomplete items must be delivered via e-mail. In order to provide an appropriate time stamp. Failure to complete and deliver missing or 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 e-mail sent by Agency and the time of the e-mail sent in response to Agency notification.

· Proposals not in conformance with the 12-point minimum font requirements for substantive text (including text in tables) and 11-point minimum font size for resumes or Key Staff Resume form (if required) will receive a 3% scoring deduction and will not be sent back to Proposer for correction.

· 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.)

1.4.3 PROPOSAL

The Proposal must describe how Proposer meets the requirements that are specified in this Mini-RFP as related to the scoring criteria below. Be clear and concise.

The Proposal must include a completed Proposal Cover Sheet using the form attached below as an electronic file, with the “APPROVED” checkbox marked to certify approval.

1.4.6 PROPOSAL SUBMISSION DEADLINE (PASS/FAIL)

Agency will not accept Proposals submitted after the Proposal submission deadline, which is specified as the Bid Ending Date and time for this Mini-RFP in OregonBuys.

1.4.7 SUBMITTAL FILE SIZE AND REQUIRED FORMS (REQUIRED)

The total combined size of all files for Proposal, Coversheet and any forms must not exceed 5 megabytes.

· (REQUIRED) Key Staff Resumes form (using Agency form and minimum 11-point font). Key Staff Resumes form is, available at: https://www.oregon.gov/odot/Business/Procurement/DocsPSK/keystaff.docx.

· (REQUIRED) Attachment B, Project Samples & Reference forms as required in section 2.1.3.

1.4.8 SUBMITTAL VIA OREGONBUYS

All required submittals must be submitted via OregonBuys (submittals by any other means will be rejected).

When submitting a Proposal (“Quote”) in response to this Mini-RFP:

· Do not enter pricing or any other information in the Item Information section.

· Select the “Confidential” checkbox on the Create Quote page when uploading Proposal and any other files (“Quote”).

1.4.9 FORMAT FOR PROPOSAL AND PAGE LENGTH LIMITATION

The Proposal must be organized in accordance with the list of Scoring Criteria categories in Section 2.2. The Proposal must not exceed 3 pages, excluding Proposal Cover Sheet, any tabs or indexes, table of contents, BOC or other price information (if applicable), “Key Staff Resumes” (if required, including any limitations, in Section 2.2), and Project Samples & Reference Forms (if required). If a Proposer submits a Proposal exceeding this limit, Agency will consider the pages up to the allowable page limit and discard all subsequent pages. The Proposer may choose how to allocate the number of pages between any sections, within the overall page limit.

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

· The Proposal Cover Sheet, Proposal, Key Staff Resumes and Project Samples & Reference Form must be submitted as a single combined pdf file.

· Conflict of Interest (“COI”) information (see Attachment A, Coversheet) must be submitted as a separate pdf file.

(REQUIRED) Proposals must use 12-point minimum font size for the substantive text in Proposals (including text in tables). “Key Staff Resumes” (if required) or other resume formats (if required) must use an 11-point minimum font. Proposers may use their discretion for the font size of other materials that do not include substantive text (e.g. headings, graphics, picture or graphics captions, and org charts). If hard copies are required, Proposers are to submit Proposals on recycled white paper (stapled only), without binders or cover-stock. If a Proposer submits a Proposal with cover-stock or binding, Agency will remove and recycle them.

1.4.10 TERMS AND CONDITIONS (PASS/FAIL)

Unless otherwise provided in this Mini-RFP, by submitting a Statement of Proposal (“SOP”), each Proposer agrees to be bound by and comply with the terms and conditions of the Proposer’s existing PA, as amended. Any SOP that is conditioned on Agency’s acceptance of terms and conditions other than those set forth in the existing PA and the requirements specified in this Mini-RFP (as they may be revised by an addendum to this Mini-RFP) will be rejected as non-responsive.

1.4.11 OTHER MINIMUM REQUIREMENTS (REQUIRED)

· REGISTERED PROFESSIONAL ENGINEER

Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying, and must supervise and direct the Services proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract. In the space provided on the Proposal Cover Sheet (RFP Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

Proposer must clearly indicate on Attachment A - Proposal Cover Sheet how they meet each of the minimum requirements listed in this Section 1.4.11.

The WOC will include Federal funding:

· A DBE participation goal, as set forth on page 1, has been assigned for the prospective WOC. This goal will apply to the overall WOC including amendments. If a given phase of the WOC (such as CA-CEI, if applicable) will include little or no opportunity for DBEs, then DBE utilization in other phases of the WOC will need to be sufficient to meet the overall WOC goal. Exceptions for a given WOC or amendment will need to be assessed by Agency on a case-by-case basis.

See PA Exhibit E or, for No-Goal WOCs, Exhibit E.1 for:

· information on reporting requirements and how credit toward meeting an assigned DBE participation is determined (for goal and no-goal WOCs), and

· further explanation and description of the DBE program.

Agency will evaluate Proposals in accordance with the Pass/Fail criteria identified in Section 1.4. Proposals meeting those 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 2.2.

The outcome of the Evaluation process may, at the Agency’s sole discretion, result in:

(a) notice to Proposer(s) of selection or rejection for WOC negotiation and possible award;

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

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

Agency reserves the right to reject any or all Proposals and reserves the right to cancel this Mini-RFP at any time if doing either would be in the public interest as determined by Agency. Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals will become property of Agency and part of the public file without obligation to Agency.

2.1.2 INTERVIEWS/FOLLOW-UP QUESTIONS

Agency may conduct interviews/follow-up questions. If interviews/follow-up questions are conducted, the following will apply:

· The number of Proposers selected for interviews/follow-up questions is at the sole discretion of Agency.

· A minimum of 3 evaluators shall score the interviews/follow-up questions;

· Interview/follow-up question scores (up to a maximum of 100 points) will be combined with the other criteria scores to arrive at a total score. The total score will be ranked to determine the apparent successful Proposer.

· Interviews normally require physical attendance at Agency’s offices; however, Agency may elect to conduct interviews via teleconference or video conference. Further details will be included with notification of time and date of interviews, 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

2.1.3 PROJECT SAMPLES & REFERENCES

Using Attachment B, Project Samples & Reference form, Proposers must provide project samples and references, as outlined in Scoring Criteria 2.2.3. Agency does not intend to score references but may contact project sample references to verify information provided in Proposals. Agency at its sole discretion may contact any of the references regarding Proposer’s past performance and to determine if they are supportive of the consultant’s ability to successfully complete the Services described in this Mini-RFP, or take further steps to gain additional information for evaluation (as set forth in Section 2.1.1), or both. If references are contacted by Agency and both references are members of the evaluation committee, Agency retains the right to request different references for the project samples. Failure to provide complete and accurate information in a Proposal or Proposal documents and forms may be cause for Proposal rejection.

2.1.4 AGENCY QUESTIONS

Agency may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications or modifications 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 or modifications may become part of the final WOC.

2.1.5 METHOD OF AWARD

[Indicate how final scores and selection will be determined.] 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 1.4.

· Total Interview Score (if conducted) = Total of all evaluator scores for a given interviewee, divided by the number of evaluators.

· Total Reference/Performance Score (if references or performance evaluations are scored) = Total score received for all references/performance evaluations divided by the number of references/performance evaluations scored.

Final Score = Total Proposal Score plus Total Interview Score (if conducted) plus Total Reference/Performance Scores (if conducted).

Agency will negotiate the payment amount and methodology with the top ranked Proposer (based on Final Scores). 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.

2.2 SCORING CRITERIA

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

2.2.1 EVALUATION ITEM 1 – Understanding of Requested Services MAX POINTS: 25

· Demonstrate a clear and concise understanding of the Scope of Services being requested in this RFP.

2.2.2 EVALUATION ITEM 2 – Design Philosophy and Approach MAX POINTS: 25 Describe Proposer’s design philosophy and approach to the types of Services/projects described in the RFP.

2.2.3 EVALUATION ITEM 3 – General Qualifications MAX POINTS: 40

· (15 points) Describe your firm’s qualifications and proficiencies to complete the requested Services. Complete a “Key Staff Resumes” form available at http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx.

Provide information for the proposed key staff. Scoring will be based on relevance of the experience, qualifications, and technical competence of Project Manager and key staff proposed for use on this specific project.

Key Staff Resumes are not included in the Proposal page limit identified for this solicitation; however, a maximum of 3 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 will be scored up to 5 points maximum.

· (15 points) Using Attachment B Project Samples & References form, describe 3 projects in the last 7 years that most closely represent the described Project. Include a brief description of project type, size, location, duration and objectives; a chronological timeline describing the tasks performed by the Proposer to fulfill the project objectives; and the actual project budget.

Each project sample may not exceed 1 page and must use a minimum of 11-point font for substantive text. Each sample project will be scored up to 5 points maximum.

· (10 points) For each of the 3 project samples, indicate in each project sample (in Attachment B) whether the services were accomplished within Proposers’ original estimated budget and schedule, or needed to be revised. Briefly explain the reason for any revisions.

2.2.4 EVALUATION ITEM 4 – Value Engineering MAX POINTS: 10

· Describe how your firm will utilize Value Engineering in completing the requested services.

Following development of the Statement of Work, the selected Proposer shall submit a detailed Breakdown of Costs (BOC or BOC-NBR), as applicable, 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.

2.3.2 COMMITTED DBE BREAKDOWN AND CERTIFICATION FORM-AE

During negotiations of the WOC, Consultant shall submit a Committed DBE Breakdown and Certification Form-AE (one for each DBE subcontractor that will be utilized) if a DBE goal greater than 0% is assigned to the WOC. [Note: The Committed DBE Breakdown and Certification Form-AE will not be required for WOCs with no goal assignment or if a DBE goal is not required (i.e., if WOC includes no federal funding)]. The Committed DBE Breakdown and Certification Form-AE must be submitted and approved prior to WOC execution and shall be used to determine Consultant’s responsiveness to the DBE requirements. See PA Exhibit E, DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROVISIONS for detailed requirements.

The Committed DBE Breakdown and Certification Form-AE is available at: https://www.oregon.gov/odot/Forms/2ODOT/7345235.pdf.

2.3.3 PROPOSER RESPONSIBILITY, DEBT OWED to STATE

Agency may 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.

2.3.4 CONSULTANT QUALITY PLAN (“CQP”)

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

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

· The CQP on file is not in conformance with the requirements of the current Consultant Quality Plan Guidance linked below;

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

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

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

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

A sample CQP template, as referenced in the Consultant Quality Plan Guidance, is available at: https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx.

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

2.3.5 ADDITIONAL INSURANCE REQUIREMENTS

The successful Proposer shall submit, within 5 business days of request by Agency, proof of the additional insurance coverages applicable to this WOC as set forth in Section 1.1 under “Insurance Requirements”.

SECTION 3.0 STATEMENT OF WORK (or) SUMMARY of TASKS, DELIVERABLES & SCHEDULE See Attachment C for the A&E Statement of Work - I-405 Fremont Bridge (Willamette River) West Ramps.

Mini-RFP Template (5/5/22) image1.emf

Att-A Proposal Cover Sheet Attachment A – Proposal Cover Sheet

Mini-RFP/Requisition #:

Oregon Department of Transportation

Project name:

Name of Firm:

Type name of primary contact for this Proposal:

Email address:

Telephone:

MINIMUM REQUIREMENTS

(If any minimum requirements are listed in the Mini-RFP document (normally Section 1.4.11), Proposer must list here how they meet those requirements.)

As the authorized representative named below, I certify on behalf of Proposer that:

1. Proposer has received copies of all addenda to this Mini-Solicitation.

2. Agency shall not be liable for: a) any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer's failure to comprehend all requirements of the Mini-RFP; or b) any expenses incurred by Proposer in either preparing and submitting its Proposal, or in participating in the proposal evaluation/selection or WOC negotiation process.

3. All contents of the Proposal, and this Mini-Solicitation Cover Sheet, are truthful and accurate.

4. Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055.

5. If applicable, Proposer has, or will have prior to WOC execution, a written policy and practice, that meets the requirements described in ORS 279A.112, of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. (Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice. See additional information and sample policy template.).

6. Proposer has no undisclosed liquidated and delinquent debt owed to the State or any department or agency of the State (Executive Order 17-09).

7. Proposer accepts all the terms and conditions contained in the Mini-RFP, and the referenced PA.

8. Proposer has made all required Conflict of Interest (COI) disclosures, if any, and

(Check one of the following two certifications as applicable)

FORMCHECKBOX

Proposer understands and has provided to all Associates (which includes subcontractors) the Conflict of Interest (COI) Guidelines and COI Disclosure Form. Proposer and (to the best of the below-named authorized representative’s information, knowledge and belief) Proposer’s Associates (as defined in the COI Guidelines) are in conformance with the COI Guidelines, have no employees that were employed by ODOT within the last two-year period, and have no conflicts of interest or other disclosures required per the COI Guidelines. The response to each question on the COI Disclosure Form was “no”.

FORMCHECKBOX

Proposer understands and has provided to all Associates (which includes subcontractors) the Conflict of Interest (COI) Guidelines and COI Disclosure Form. Proposer and (to the best of the below-named authorized representative’s information, knowledge and belief)all Associates (as defined in the COI Guidelines) have provided on the COI Disclosure Form(s) submitted as separate documents with this Proposal all disclosures required per the ODOT COI Guidelines.

9. By entering my name and title below and checking the “APPROVED” checkbox, I certify I am an Authorized Representative of the Proposer, duly authorized to bind the Proposer and make all representations, attestations, and certifications contained in the Proposal document and to submit this Proposal document on behalf of Proposer.

APPROVED

Authorized Representative

Title

Date xx/xx/xxxx

(Mini RFP Cover, ver. 7/01/21) image2.emf

ATT B_Project Samples.doc

ATTACHMENT B PROJECT SAMPLES & REFERENCES FORM

RFP# 35663; Name of Proposing Firm: _____________________________

Use this form to provide any required References for relevant projects completed by proposing firm.

Project Title:

Proposing Team Key Staff:

Role on Project:

Email:

Location:

Brief Project Description and Proposing Firm’s Role:

Contract #:

WOC #(if applic.):

Contract Start (Mo/Yr):

Contract Complete (Mo/Yr):

Client’s Construction Budget for the Project (if applicable):

Consultant Services Contract/WOC Amount (including as amended):

Reference Name:

Firm/Title:

Ph #:

Reference Name:

Project Title:

Proposing Team Key Staff:

Location:

Brief Project Description and Proposing Firm’s Role:

Contract #:

WOC #(if applic.):

Contract Start (Mo/Yr):

Contract Complete (Mo/Yr):

Client’s Construction Budget for the Project (if applicable):

Consultant Services Contract/WOC Amount (including as amended):

Reference Name:

Reference Name:

Project Title:

Proposing Team Key Staff:

Location:

Brief Project Description and Proposing Firm’s Role:

Contract #:

WOC #(if applic.):

Contract Start (Mo/Yr):

Contract Complete (Mo/Yr):

Client’s Construction Budget for the Project (if applicable):

Consultant Services Contract/WOC Amount (including as amended):

Reference Name:

Reference Name:

Project Title:

Proposing Firm’s PM:

Ph:

Location:

Brief Project Description and Proposing Firm’s Role:

Contract #:

WOC #(if applic.):

Contract Start (Mo/Yr):

Contract Complete (Mo/Yr):

Client’s Construction Budget for the Project (if applicable):

Consultant Services Contract/WOC Amount (including as amended):

Client Name:

Client’s PM:

Alt contact for client (optional):

Title:

Project Title:

Proposing Firm’s PM:

Location:

Brief Project Description and Proposing Firm’s Role:

Contract #:

WOC #(if applic.):

Contract Start (Mo/Yr):

Contract Complete (Mo/Yr):

Client’s Construction Budget for the Project (if applicable):

Consultant Services Contract/WOC Amount (including as amended):

Client Name:

Alt contact for client (optional):

Project Title:

Proposing Firm’s PM:

Location:

Brief Project Description and Proposing Firm’s Role:

Contract #:

WOC #(if applic.):

Contract Start (Mo/Yr):

Contract Complete (Mo/Yr):

Client’s Construction Budget for the Project (if applicable):

Consultant Services Contract/WOC Amount (including as amended):

Client Name:

Alt contact for client (optional):