35678 Notice of Intent to Award.docx

Department of Transportation Procurement Office 355 Capitol St. NE, MS 51 Salem, OR 97301 Phone: (503) 986-2710 Fax: (503) 986-5790

Sent via email

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award DATE: 2 June 2023

SUBJECT: Oregon Department of Transportation RFP# S-73000-00007021 (35678);

Mobile Lidar System

Riegl USA, Inc. is the top ranked firm selected for negotiations of a price agreement (“PA”) to provide Goods and Services as part of a mobile lidar system 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.

As stated in the RFP, ODOT may issue Purchase Orders (“PO’s”) and Work Order Contracts (“WOCs”) to order goods and services off this PA. projects will be assigned via the WOC assignment options described in Exhibit F of the price agreement. Kristy Smith (Ph: 503-910-1151) will be the Price Agreement Administrator for this price agreement. The Price Agreement Administrator will be the primary contact regarding billing rates, amendment requests and approval of changes/additions to subcontractors under the price agreement. Any PO and WOC assignments your firm receives will be assigned an Agency Project Manager (“APM”) as the primary contact for the PO request or WOC project.

Negotiations are anticipated to be completed (ready to submit to for legal sufficiency) within 7 days of this notice. If agreement on costs, tasks, or other PA 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 RFP and governing OARs.

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 WOC 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 price agreement is executed and Contractor 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 5.2.1 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 2:00 pm on Thursday, June 9, 2023. 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, Attachment 1 – Award Submittal Requirements

Please email the following required documentation to Kristy Smith at kristy.h.smith@odot.oregon.gov. Reference RFP# S-73000-00007021 (35678) Mobile Lidar System in the email subject line.

Certificate(s) of 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 C of RFP Attachment A (Sample Contract).

Please submit Certificate(s) of Insurance that meets requirements in Exhibit B. (RFP section 5.3.1)

Oregon 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.

Please submit a PDF of Proposer’s listing in the Oregon Business Registry. (RFP section 5.3.3)

Pay Equity Certification If selected for award and the contract value exceeds $500,000 and Proposer employs 50 or more 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 RFP Attachment G – Responsibility Inquiry. ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the contract. (RFP section 5.3.5)

Please submit the following required information to ODOT Financial Services as follows:

Fax To: 503-986-3907 (Attn: Table Maintenance) Or mail to: Oregon Department of Transportation Financial Services, MS 21 355 Capitol Street NE Salem, OR 97301-3871

Taxpayer Identification Number Proposer shall provide its Taxpayer Identification Number (“TIN”) and backup withholding status on a completed W-9 form 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. (RFP section 4.3.6)

Vendor information is not on file for your firm. Please submit the following items to ODOT Financial Services:

· Completed IRS W-9 Form (available at: https://www.irs.gov/pub/irs-pdf/fw9.pdf)

· First page of intent to award letter or first page of contract

· Completed ODOT Remit Address Form

· Direct Deposit / ACH Credit Authorization form

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.

Attachment 2 – Scores and Rankings of all Proposers image2.emf image3.emf image1.png