OREGON DEPARTMENT OF TRANSPORTATION

A&E “Related Services” MINI-RFP/“Requisition Number”:73000-0007292 (PCMS Number: 35693) for Work Order Contract (“WOC”) Assignment Under Price Agreement (“PA”) Series Bicycle and Pedestrian Planning PA#s:

B38909, B38913, B38914, B38916, B38917, B38918, B38921, B38922 and B38923 (Transportation Land Use & Planning TLUP)

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

Project Name: Rockaway Beach Path

Project Location: Region 2, Tillamook County, City of Rockaway Beach

ODOT Key Number: 22459

DBE Participation Goal: 3% (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 an Informal Quote, 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 Informal Quote page for this Mini-RFP, including but not limited to:

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

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

· Any documents, forms, or other files linked in the Informal Quote 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 Informal Quote.

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.

There are currently few sidewalks and no protected bicycle facilities along Oregon Coast Highway, (U.S. 101), the main thoroughfare through the City of Rockaway Beach. This is a significant safety concern for transportation disadvantaged residents and visitors who must use the shoulder of U.S. 101 or local streets. These hazards are heightened during the tourist season when many visitors park along the U.S.101. An enhanced crossing was recently installed across U.S. 101 at the southern end of the proposed trail, which will enhance use of the pathway from the most heavily trafficked areas of Rockaway and its natural attractions - the beach and nature preserve.

The Salmonberry Trail, a proposed 86 mile pedestrian/bicycle path from the City of Tillamook to the City of Banks, will travel along the U.S. 101, through the City of Rockaway Beach. The Salmonberry Trail proposes an opportunity to provide an off-street alternative to U.S. 101 for bicyclists and pedestrians, particularly in the City of Rockaway Beach. The first phase of The Salmonberry Trail, the Rockaway Beach section, plans to connect neighborhoods and amenities within the central portion of the City of Rockaway Beach, from Beach Street, which is located on US101 at approximately MP 48.74, extending south to the enhanced crossing at Washington Street and U.S. 101, which is 3,576 ft south of U.S. 101 MP 51, The Rockaway Beach Trail, “The Project”. The Project may impact sections of the Port of Tillamook Bay (“POTB”), City of Rockaway Beach, or ODOT, right-of-way and Agency anticipates the need for potential easements.

Agency anticipates that the Project may be done in the following increments:

1. N 3rd to Beach Street

2. Washington to N 3rd Street

The purpose of The Project is to refine the recommendation of the City of Rockaway Beach and the Salmonberry Trail Foundation for a multi-use path along a railway right of way, which will serve as an off-road portion of the Oregon Coast Bike Route (U.S. 101) and Salmonberry Trail.

The Rockaway Beach community path will provide a critical link between neighborhoods, commercial areas, recreation sites, schools, and community services along the U.S. 101 corridor where there are few sidewalks and no protected bicycle facilities. In the short term, the path will connect Rockaway Beach with Nedonna Beach and Neah-Kah-Nie Schools. In the long term, it will become a part of the regional Salmonberry Trail, Oregon Coast Trail, and Oregon Coast Scenic Bike Route.

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 (the “Project”). The needed Services are further described in Section 3. The expected outcome of the WOC is to provide a critical linkage for the Rockaway Beach community, providing an alternate transportation route to U.S. 101, address barriers that prevent bicyclists and pedestrians from safely accessing necessary services; and expand transportation options for all users of U.S. 101.

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 October 2023 and is expected to be completed by September 2024 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.

Funding Source(s):

Federal Highway Administration “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 determined by Agency and may be based on any of the following methods (may include more than 1 method – “Mixed”):

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”.

Definitions TAC-Technical Advisory Committee PMT-Project Management Team WOC Phases. Reserved

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 90 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.

Contingent upon Agency need and available funding, Agency may (for up to 5 months following the close of this Mini-RFP), in Agency’s sole discretion, make additional award(s). Agency may select the next ranked responsible Proposer who has submitted a responsive proposal (provided Proposer agrees to an extended offer period, which would cover the balance of the 5 months, if at that time the offer period stated in the paragraph above has expired or soon will expire), issue an intent to award. 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 reserves the right to require confirmation of the qualifications of any Proposer.

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:

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

· 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 7 business days prior to the Proposal submission deadline.

Question and Answer documents, if any, will be posted on OregonBuys (in the Informal Quote 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 Informal Quote 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 point 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 point 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 point scoring deduction would result in a Proposal score of 90.

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.

1.4.4 RESERVED

1.4.5 PROPOSAL COVER SHEET (REQUIRED)

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.

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 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 and Key Staff Resumes 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).

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.

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.

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 by the City 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 20 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:

· Technical Approach

· Proposer’s Relevant Experience

· Project Team and Qualifications

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

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.

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 – Specific Experience of Key Staff MAX POINTS: 30 Complete a “Key Staff Resumes” form available at http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx.

Provide information for the proposed Project Manager and other key staff that you believe are most important based on your understanding of the needed Services.

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.

2.2.2 EVALUATION ITEM 2 – Approach MAX POINTS: 20

Please describe your approach to the types of Services/projects described in the RFP.

Given the information provided with this solicitation, describe your approach for the prospective project to cost effectively meet the Agency’s deliverables/objectives in the timeline needed.

· Describe what you believe are the most critical elements of this Project that the design team must address for a successful outcome. (Max 10 points)

· What percentage of the work will be done by the prime versus subconsultants? (Max 10 points)

2.2.3 EVALUATION ITEM 3 –Project Samples MAX POINTS: 30

Provide at least 2 project samples comparable to the requested services performed by your firm within the last 5 years. For the sample projects -

· 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. (Max 10 Points)

· Include a brief description of project type, location, size, duration and objectives; a list of key project staff and their roles; tasks performed by the Proposer to fulfill the project objectives; the project budget, and whether the schedule and budget were met. (Max 20 Points)

2.2.4 EVALUATION ITEM 4 –Availability MAX POINTS: 20

Describe Proposer’s current and projected workload and capacity to accomplish the work in the required time.

· Include workload information for the Project Manager (PM) and key staff proposed for use on this project (including subs, if any). (Max 10 points)

How will the proposer be able to effectively project manage meetings and deliverables according to the schedule in the RFP. (Max 10 Points)

PROPOSAL SCORE SUMMARY

2.3 AWARD REQUIREMENTS

2.3.1 COST DATA

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”)

CQPs are required for A&E consultants that perform disciplines related to preliminary engineering and design services.

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.

SECTION 3.0 STATEMENT OF WORK (or) SUMMARY of TASKS, DELIVERABLES & SCHEDULE

Purpose and Approach: Throughout the Project, the Consultant’s Project Manager (“PM”), with the oversight of the Agency Project Manager (“APM”) shall manage and coordinate the Project. The major objective of this task is to oversee schedules and budgets and establish lines of communication between the Agency, City and Consultant. This task identifies the services required to manage Consultant’s production efforts, coordinate with Agency, monitor progress and direct quality control activities. The Consultant shall oversee the schedule, services performed, and coordinate the public involvement program.

Tasks:

Consultant shall schedule and coordinate tasks within this WOC and shall maintain liaison roles and coordination with the APM and City. Consultant’s PM shall be the primary point of contact and shall communicate regularly with the APM regarding the status of services being performed and to discuss challenges or concerns that may impact the Project. Consultant shall monitor the Project budget and expenditures. Consultant shall prepare monthly Project progress reports that summarize the services completed that month.

The base schedule is anticipated to be TBD months. Consultant shall prepare an initial Project Management Plan that includes the following components: outline of the Project goals, key Project team members’ roles and responsibilities, communication protocols and procedures, milestones, quality assurance/quality control (“QA/QC”) plan and initial risk register matrix. Consultant shall prepare a Project schedule.

Task 1.2: Progress Reports Consultant shall provide progress reports on a monthly basis for the duration of the Project. In addition to the progress report requirements listed in Exhibit B, Section C of the Price Agreement, progress reports must include, at a minimum:

· Summary of all task work completed during the previous month including deliverables provided listed by task.

· Summary of all work completed on each application review:

· Task reviews not yet completed.

· What task areas are ongoing?

· Issues/questions regarding task(s) review

· Task reviews completed.

· Results of task review

Deliverables: Consultant shall provide to APM:

Monthly progress reports due by the 20th day of each calendar month with the delivery of each monthly invoice.

Task 1.3 Meetings Consultant shall prepare for, lead, and facilitate meetings as identified in the subtasks below. Meetings must be collaboratively scheduled between Consultant, APM and City. Unless specifically stated otherwise, Consultant shall host meetings with screen and voice sharing software capable of running concurrently for use by Agency, City and Consultant staff at the discretion of the APM.

Consultant shall develop and provide draft agendas for each meeting to APM and City for review 3 business days prior to each meeting. APM shall approve all agendas. Consultant shall provide all discussion materials for each meeting.

Consultant shall document each meeting and provide meeting notes for each meeting listing action items, discussion topics, and other details as discussed during each meeting to APM and City for review, edits and APM approval.

Task 1.3.1 Kick-off Meeting Consultant shall schedule, prepare for and facilitate 1 Project kick off meeting up to 2 hours in duration. Consultant shall ensure the Project Kick-off meeting identifies tasks, expectations and schedules for the Project. Meeting participants must include the Consultant team (the designated project manager, and necessary team members agreed to by the Consultant and Agency), the APM, and subject matter experts within Agency chosen by the APM and representative of the City of Rockaway (Project Management Team) “PMT”. The Project kick-off meeting, discussion topics must include, but are not limited to:

Deliverables & Schedule Consultant shall:

· Prepare and submit electronically, draft meeting agenda discussion material to APM 5 business days prior to meeting for APM review and approval.

· Prepare final meeting agenda and discussion materials to APM for approval 3 business days prior to meeting.

· Schedule and facilitate 1 Project Kick-off meeting

· Submit draft meeting discussion notes, 5 business days after meeting for APM review and approval

· Submit Final meeting discussion notes, 3 business day after APM edits.

· Standardized reports for each application to APM 1 week prior to the final project meeting Schedule: NTP to End of Project

Task 1.3.2 Monthly Progress Meetings Consultant shall schedule, prepare for and facilitate TBD monthly progress meetings of up to 1 hour in length. Consultant shall ensure the monthly progress meetings anticipate and resolve any issues that may develop over the course of the Project. Progress meeting must consist of Consultant’s project manager, APM and a representative of the City of Rockway. Consultant shall ensure monthly progress meetings, discussion topics include, but are not limited to:

Consultant shall prepare and maintain a Project action item and decision log (as part of meeting summary notes) to track action items and decisions discussed at Project meetings. The action item and decision log must include a description of the item or decision and who is assigned the Deliverables & Schedule Consultant shall:

· Prepare and submit electronically, draft meeting agenda discussion material to APM and City 5 business days prior to meeting for APM review and approval.

· Prepare final meeting agenda and discussion materials to APM for approval 3 business days prior to meeting.

· Schedule and facilitate TBD Progress meetings

· Submit draft meeting discussion notes, 5 business days after meeting for APM review and approval

· Submit Final meeting discussion notes, 3 business day after APM edits.

Task 1.3.3 Final Findings and Recommendation Meeting Consultant shall schedule, prepare for and facilitate 1 virtual, final findings and recommendation meeting of up to 3 hours in duration, to discuss recommendations in the final draft report. Consultant shall ensure participants include, Consultant’s team (the designated project manager, and necessary team members agreed to by the Consultant and APM), the APM and a representative for the City of Rockaway. Consultant shall ensure the meeting agenda includes discussion of findings and recommendations regarding final design and construction. Participants must include the Discussion topics must include, but are not limited to:

· Existing Conditions Memo

· Alternatives/Path Memo

· Path Design Plan

· Final Project Summary Deliverables & Schedule Consultant shall:

· Prepare and submit electronically, draft agenda and meeting materials to APM and City within 5 business days prior to meeting for APM review and approval.

· Submit final meeting minutes, discussion notes, within 7 business days after meeting

Contingency- Task 1.3.4 Purpose and Approach: Consultant shall in coordination with Agency provide Project outreach as determine by Agency with input from City. Consultant shall provide a platform to solicit comments and concerns about the Project and track the comments and concerns.

Deliverables

TBD

2. Existing Conditions Analysis Consultant shall coordinate research and analysis tasks for review by the Technical Advisory Committee “TAC” and approval by the Project Management Team ‘PMT’ or the following subtasks.

Task 2.1: Develop Existing Conditions Memo Consultant shall develop Existing Conditions Memos that must summarizing findings, including diagrams and maps (and survey) for the following:

· Project Boundary Identification

· Perform initial survey (record and field data), collect survey or utilize aerial information – LIDAR data use can be acceptable.

· Define project boundary with map.

· Land Use, Local/State approvals

· Perform plan, policy and land use review including a Title VI Report (i.e., City of Rockaway Beach TSP, Salmonberry Trail Plan, 2022 Oregon Coast Bike Route Plan)

· Establish the land use context (compile and map schools, parks, topography, bikeways, sidewalks, transit stops and routes, natural resources, bridges, culverts and waterways) in the project area.

· Needs Assessment and Needs Layout

· Confirm any land use action requirements for project to be constructed.

· US 101 characteristics (classification, jurisdiction, traffic volumes, vehicle speeds, crashes of all modes, shoulder widths, pavement condition, travel conditions, street views and other relevant data to consider in the evaluation)

· Railway ROW (proposed path) characteristics (width, including minimum and maximum), roadway crossings (roadway width, number of lanes, estimated peak hour traffic, traffic control devices and other relevant data to consider in the evaluation)

· Transportation

· Roadway characteristics and connections

· Possible alignments (including consideration of City Provided Alignments, as provided by APM)

· Potential Crossing locations Deliverables:

Consultant shall prepare and submit:

Draft Existing Conditions Analysis “ECA” Memo to APM and City for review, edits and approval by APM Final ECA memo to APM and City within 30 weeks after Notice to Proceed “NTP”

3. Concept Plans/Alternative Analysis Alternatives/Path Concept (1-2) Memo Consultant shall lead development of the path concept (5% plans) for review by the TAC Consultant shall coordinate the development of the path concept (5% plans) for review by Agency in coordination with City . Consultant shall take into consideration and utilize, City’s alternative alignment maps, other Project supplemental documents provided to APM. Consultant shall ensure development of path concepts to include, at a minimum, the following:

· Environmental Review

· Perform environmental review (wetland/environmental field work, archeological field work, floodplain model)

· Perform geotechnical review (Level 1 Literature Review)

· Environmental review and alternatives impact (Planning through Environmental Linkages) – Wetland concerns

· 5% Concept design

· Trailhead locations

· Access concerns

· Wayfinding

· Roadway Conflicts – crossing, etc.

· Railway ROW considerations and environmental incorporation (i.e., environmental recommendations, archeological recommendations, final floodplain modeling)

· Bridge/culvert needs

· Preliminary alignment and draft cross sections

· ROW needs and final survey.

· Planning-level cost estimate

Consultant shall analyze each alternative and determine the potential benefits and impacts associated with construction of the proposed alternative, which include, but are not limited to, ROW, access, safety, utilities, permitting and environmental.

Consultant shall prepare an alternative analysis technical memorandum (the “Alternative Analysis technical memorandum”) that includes the information developed in this task and summarizes the results of analysis for each alternative. The Alternative Analysis technical memorandum must include a summary of the identified impacts and cost estimate associated with each alternative to allow Agency and City to determine which alternative to move forward to DAP.

Deliverables:

Consultant shall provide:

· Alternatives Analysis technical memorandum and drawings to APM and City electronically (PDF) within 36 weeks from Agency issuance of WOC NTP.

4. City of Rockaway Beach Path Design Task 4.1: Consultant shall coordinate the development of the path design (30% plans) for review by the Agency in coordination with City . Consultant shall ensure development of Corridor Design include, at a minimum, the following:

· Conceptual Design

· ROW needs

· Structures

· Environmental determinations/impacts/Permitting Needs

· Project Refinement Design (30% plans)

· 2-3 plan sheets of Alignment Layout, preferred path cross sections if possible

· ODOT cost estimates (by Project increments, if applicable) Deliverables:

Consultant shall:

· Prepare and submit City of Rockaway Beach Path Design Plan Memo summarizing tasks above, including diagrams and maps including 30% design plans to APM withing 42 Weeks after WOC NTP

5. Final Refinement Plan Task 5.1: Consultant shall draft a Final Refinement Plan for review by TAC and approval by the PMT to include the following:.

· Develop summary of findings that influenced design

· Summary of Existing Conditions Memo, including Title Vi demographic information

· Summary of Alternatives/Path Concept (1-2) Memo

· Summary of Corridor Design Plan

· Support summary of public involvement from the City of Rockaway Beach, including Title VI Report

· Complete Technical Scope Sheet (ODOT Form)

· Prepare chosen concept description, concept drawings and 30% design summary

· Prepare Phasing/Implementation Plan using ODOT Cost Estimation Tool

Consultant shall prepare a final report incorporating APM edits.

Deliverables/Schedule:

Consultant shall:

· Draft and submit findings report for review by APM and City within 46 weeks WOC NTP

· Prepare a final findings report incorporating APM approved edits within 6 weeks of receiving APM approved revisions

Mini-RFP Template (5/5/22) image1.png image2.emf

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

Mini-RFP/Requisition #: 35693

Oregon Department of Transportation

Project name: Rockaway Beach Path

Name of Firm:

Type name of primary contact for this Proposal:

Email address:

Telephone:

MINIMUM 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)