35907 Pre-Proposal Conference - Final.pptx

Pre-Solicitation Conference for:

Oregon Highway Plan Update OregonBuys Request for Proposal No. S-73000-00009331

The meeting will begin at 3:00pm Pacific Standard Time.

Make sure your microphone is muted.

Level 3 - Restricted Welcome Mute microphone/telephone Enter firm name in chat and indicate if prime or sub – opportunity to connect with others.

Agenda Introductions Project Background From Agency Project Manager RFP/Solicitation Review From Procurement & Contract Coordinator

Questions following project background If time allows then solicitation review and questions

Questions During Pre-Proposal Conference If you are joining via Teams, please submit questions in writing in the chat box.

If you are joining by phone, please ask your questions when the Project Manager opens the floor to attendee questions.

Disclaimer This Pre-Proposal Conference is not mandatory, but highly encouraged.

The purpose of this conference is to provide information regarding the Oregon Highway Plan Update project and solicitation, and to answer any questions Proposers may have at this time.

Nothing stated during this conference will change anything in the RFP. RFP requirements will change only by a written addenda issued by Agency.

Solicitation Schedule (RFP Section 0.3) Key RFP dates include:

Bid opening date in OregonBuys is May 21, 2024 at 3:00pm PST Don’t wait until the last literal minute(s) before the deadline to submit a proposal, the OregonBuys system needs time to generate the auto-response acknowledgement email.

Make sure you receive the acknowledgement email from OregonBuys. Check your junk folders.

Proposer questions must be submitted at least 10 calendar days prior to bid opening date in OregonBuys. Questions must be submitted in writing (via email) to Single Point of Contact: Val Harms at valerie.harms@odot.oregon.gov

All questions must come to Single Point of Contact, do not reach out to other ODOT employees

Project Background OHP Update Project Context OHP Project Overview Key Ideas Building from the OTP foundation Building an implementable plan that will shape decisions Key Topics Questions large and small Supporting OTP and state goals Key roles/expectations Team approach OHP Project Outreach and Communication

Project Background – OHP Contents Example Intro/Background Intro/Overview Plan basics Legal purpose of plan, roles Plan development Current Conditions Opportunities/Challenges

Policy Element Vision, goals for system Policies, strategies, actions When/how to ID and use e.g.:

Class/Designations Performance Measures, LU context and relationships Prioritization

Project Background – OHP Contents Example Highway System State System Definitions Classifications Designations Land Use Context Performance Expectations

Investment & Implementation Highway System Needs Investment, Policy Scenarios Tradeoffs and Implications Implementation Considerations

OHP Project Questions

Questions and Clarifications (RFP Section 1.2) Proposer Questions (Section 1.2.1) Must be submitted in writing (via email) to the Single Point of Contact identified on page 1 of the RFP, in accordance with the solicitation schedule. Contact information for the Single Point of Contact is listed in OregonBuys. Val Harms at valerie.harms@odot.oregon.gov .

Answers to questions Agency receives will be posted in OregonBuys to ensure that all Proposers base their Proposals on the same information. Responses to questions provide clarification and interpretations but do not change the RFP requirements.

Addenda/”Amendments” (Section 1.2.2) Addenda, if any, to this RFP will be published in OregonBuys as “Amendment”(s). Prospective Proposers are solely responsible for checking OregonBuys to determine whether or not any addenda have been issued.

Pass/Fail Proposal Submittal Requirements (RFP Section 1.4) Proposal Submittal Deadline (Section 1.4.1) Bid Opening Date is Tuesday, May 21, 2024 at 3:00pm PST Don’t wait until the last literal minute(s) before the deadline to submit a proposal, the OregonBuys system needs time to generate the auto-response acknowledgement email.

Make sure you receive the acknowledgement email from OregonBuys. Check your junk folders.

Terms and Conditions (Section 1.4.2) ODOT T&C’s set forth in RFP Attachment A, Sample Contract.

Any Proposal that is received conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

“Required” Proposal Submittal Items (RFP Section 1.5) Make sure all Attachments that require a signature are signed, and all appropriate boxes are checked.

Summary:

Proposal Page Limit = 15 pages Excluding the following:

Proposal Cover Sheet (Attachment C) Reference Form (Attachment D) Conflict of Interest form(s) Subcontractor/Supplier Solicitation and Utilization form

Link for Subcontractor/Supplier Solicitation and Utilization Form is in Section 1.5, page 15.

Evaluation Process (RFP Section 2.1) Proposal Evaluation (2.1.1): Proposals meeting the Pass/Fail criteria (Section 1.4) will be forwarded to an evaluation committee that will independently review, score and rank Proposals according to the Scoring Criteria set forth in Section 2.2.

Interviews/Follow-up Questions (2.1.2): May be conducted and scored at Agency discretion. Evaluation of optional interview or other requested information will be within the parameters of the criteria listed in section 2.1.2.

Scoring Criteria (RFP Section 2.2) Pay close attention to exactly what each criteria is asking for, and make sure you are responding to what has been asked for.

2.2.1 Understanding of Requested Services = 30 max points

2.2.2 Project Approach = 100 max points

2.2.3 Public Involvement = 100 max points

2.2.4 Project Team = 70 max points

2.2.5 Relevant Project Experience = 80 max points

2.2.6 Proposal Clarity & Conformity w/ Requirements = 20 max points Total maximum points for Proposal = 400

Be clear and concise in your responses.

Method of Award (RFP Section 2.3) Total Proposal Score Total of all evaluator scores for a given Proposal divided by the number of evaluators, minus any scoring deductions Total Interview/Follow-up Questions Score (if conducted) Total of all evaluator scores for a given Proposer, divided by the number of evaluators Final Score = Total Proposal Score + Total Interview/Follow-up (if conducted)

Proposal score = 400 points Interviews (if conducted) = 200 points

Contract Award Requirements (RFP Section 3.0) The requirements in this Section 3 apply only to any Proposer that receives an intent to award notice following Agency’s evaluation and scoring of Proposals (and interviews, if conducted):

Billing rate information (Section 3.1.1) Cost Disclosure Questionnaire or Financial Questionnaire (Section 3.1.2) Breakdown of Cost (Section 3.1.3) Certificates of Insurance (Section 3.2) COI Disclosure (Section 3.3.1) List of Subconsultants (Section 3.3.2) Responsibility Inquiry Form (Section 3.4) Business Registry Number (Section 3.5) W-9 Form (Section 3.6)

Questions