73000-00007888 (35775)_Notice of Intent to Award.pdf

Department of Transportation

Procurement Office 355 Capitol St NE, MS#5-1

Salem, OR, 97301 Phone: (503) 986-2710

Fax: (503) 986-5790

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: February 26, 2024 TO: Ilium Associates, Inc.; Outreach Strategists, LLC; Pollinate Marketing, LLC; PRR, Inc.; Sherry Matthews Group SUBJECT: Notice of Intent to Award for RFP #: S-73000-00007888 (PCMS RFP #: 35775) Toll

Program Enrollment Marketing and Communications

PRR, Inc. and Sherry Matthews Group are the top ranked firms selected for negotiations of a price agreement (“PA”) to provide Personal Services as specified in the above referenced RFP.

The scores and rankings of all Proposers are shown in the score matrix accompanying this notice.

The award submittal requirements stated in the RFP are summarized on Attachment 1 of this notice.

As stated in the RFP, projects will be assigned via the WOC assignment options described in Exhibit I of the price agreement. Kevin Glenn (Kevin.Glenn@odot.oregon.gov) will be ODOT’s Project Manager (“PM”) for this price agreement and will initiate contact with Consultant for negotiation of the PAs. Kevin will also be the primary contact regarding amendment requests and approval of changes and additions to subcontractors under the price agreement. Holly Simpson will be ODOT’s PA Administrator and the primary contact regarding billing rates. Any WOC assignments your firm receives will be assigned an ODOT PM as the primary contact for the WOC project (and may differ from the PA PM). To set expectations, listed below is a schedule for completing negotiations, and securing approvals, for both Consultant and ODOT to follow:

Activity Responsible Party Business Days

N eg ot ia tio ns

Establish work session to discuss the Menu of Services with each Consultant

ODOT PM Within 10 days of this notice

Contact ODOT’s billing rate team to obtain approved Billing Rates

(ODOTBillingRateUpdates@odot.oregon.gov;

ODOT Billing Rate Information)

Consultant Within 10 days of this notice

Legal Sufficiency OPO, ODOT PM, and DOJ

Within 20 days of submission to DOJ

Signature routing and execution OPO, Consultant Within 7 days from initial routing

Issue Notice to Proceed (“NTP”) ODOT PM 1 day after execution file://scdata2/crew0954/Bid-ContractFolders/Bids/35775%20Toll%20Program%20Enrollment%20Marketing%20and%20Communications/5%20Evaluation/5.2%20Selection%20Notices/Kevin.Glenn@odot.oregon.gov mailto:ODOTBillingRateUpdates@odot.oregon.gov https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx

Negotiations are anticipated to be completed (ready to submit to for legal sufficiency) within 60 days. If the schedule for negotiations cannot be met and 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 90 days, 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 WOC is executed and Consultant has received a written NTP from ODOT’s 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 (see Section 5.2 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 which must be received at Holly.Simpson@odot.oregon.gov no later than 5:00pm PT on March 4, 2024. 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 per RFP Section 5.2.1.

ODOT would like to thank each Proposer for your time and efforts responding to this solicitation.

Sincerely, Holly Simpson, OPBC, OCAC, OPIC Contract Coordinator ODOT Procurement Office 503-877-7162 Holly.Simpson@odot.oregon.gov mailto:Holly.Simpson@odot.oregon.gov mailto:Holly.Simpson@odot.oregon.gov

Attachment 1 – Award Submittal Requirements

Please email the following items to Holly Simpson as required per Section 5.3 of the RFP (see detailed requirements and due date for each item).

• Insurance

• W-9 Form

• Responsibility Inquiry 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.

W-9 Form – If vendor information is on file with ODOT for your firm, submittal of a W-9 form is not required unless there are changes to vendor information since the last submitted W-9 (such as changes to vendor name, tax ID number, or backup withholding status). Please submit the W-9 Form (new or if required due to changes) to ODOT Financial Services, not to Holly Simpson, 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 https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf

OREGON DEPARTMENT OF TRANSPORTATION