Clatsop County Transportation Safety Action Plan.pdf

PROPOSAL – CLATSOP COUNTY TRANSPPORTATION SAFETY ACTION PLAN RFP

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1. INTRODUCTION

A. Request for Proposals Advertisement

CLATSOP COUNTY,

OREGON REQUEST FOR

PROPOSALS

Transportation Safety Action Plan

NOTICE IS HEREBY GIVEN that Clatsop County, through its County Board of Commissioners, is seeking a qualified engineering consultant to provide consultation services for the development of a Transportation Safety Action Plan in accordance with the Safe Streets for All Program and the Safe Systems Approach. Sealed proposals will be received until 2:00 p.m. Thursday, January 23, 2025. Each proposal must be enclosed in a sealed envelope, with the proposer’s name and marked “Transportation Safety Action Plan Proposal,” and delivered on or before the deadline to Clatsop County Public Works, Attn: Terry Hendryx at 1100 Olney Avenue, Astoria, OR 97103.

Recommendation of award and commencement of contract negotiations will be announced during a County Board of Commissioners Meeting on Wednesday, February 26, 2025.

Complete proposal documents and any addenda are available for download from the County’s website at https://www.clatsopcounty.gov/rfps.

This is not a public work contract subject to State Prevailing Wage Rate or the Federal Prevailing Rate of Wage required under the Davis-Bacon Act (40 USC § 3141 et seq.).

• Published in the Daily Journal of Commerce December 20, 2024.

B. Background

Clatsop County lies in the northwest corner of Oregon bounded on the North by the Columbia River and the West by the Pacific Ocean. The rural county spans 1,084 square miles and has a population of 41,190 (2022). The combination of the proximity to the Pacific Ocean and the 1 ½ hour travel time from the metropolitan areas, sees the summertime vacationing population swell the County’s population 4-5 fold.

Within Clatsop County, Hwy 101, US 26 and Hwy 30, are the primary highway routes, connecting Clatsop County to the rest of coastal Oregon and the greater metropolitan areas (including Portland, Hillsboro, and Beaverton). The County also has an extensive network (approximately 225 miles), of county owned and maintained roadways. According to the Census Bureau 2022 information, 69.7% of the drivers within the County drive alone to work and 9.6% carpool, for an average commute time of 21 minutes.

The development and adoption of a safety action plan for Clatsop County will significantly reduce or eliminate the risk of roadway fatalities involving a wide range of road users. According to the Fatality Analysis Reporting System (FARS), between 2018 and 2022, there were 74 motor vehicle related fatalities in the County. Between 2018 and 2022, five pedestrians were killed in crashes.

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Considering the high fatality rate and increasing use of our roadway systems due to significant population growth and summertime traffic, Clatsop County seeks to work towards a goal of zero fatalities and serious injuries on its roadways.

C. Overview

Clatsop County (“County”) is seeking an Engineering Consultant to provide consultant services for the development of a Transportation Safety Action Plan (TSAP) in accordance with the Safe Streets for All Program and the Safe Systems Approach. Firms submitting proposals are “Proposers” in this document; the selected Proposer will be designated as “Consultant.” The Consultant will provide engineering and public outreach services to supplement the County’s project development ability.

The County is scheduled to update the Transportation System Plan (TSP) next year. The TSAP will be used in conjunction with the TSP to prevent roadway fatalities on its rural roadway system. It is anticipated that development of the TSAP will take 18 months and then be adopted by the Clatsop County Board of Commissioners to prevent death and serious injuries on public roadways.

The County envisions the development of a TSAP with six components: (1) robust public engagement (including public meetings and outreach to underserved communities), (2) safety analysis of all roadways regardless of ownership (including evaluation of crash trends, roadway characteristics, and driver behavior), (3) ensure equity is considered and addressed, (4) updates to county policies and processes as necessary, (5) identification of a comprehensive set of projects and policies that will help reduce roadway fatalities, and (6) a method to ensure progress is made towards completing the identified projects. Greater details of the project can be obtained from the Scope of Services, below.

D. Project Coordinator Point of Contact

Questions should be directed to Terry Hendryx Public Works Director, at thendryx@clatsopcounty.gov or (503)325-8631. Information obtained from the Public Works Director or any officer, agent, or employee of Clatsop County or any other person shall not affect the risks or obligations assumed by the proposer or relieve the proposer from fulfilling any conditions of the Contract Documents. Should a proposer desire an interpretation of the Contract Documents, such proposer shall request, in writing and addressed to the address as shown in the first paragraph to receive proposals, an interpretation of the provision no later than January 9, 2025, at 2 p.m.

E. Procurement Documents

The RFP Packet is available on the Clatsop County website at https://www.clatsopcounty.gov/rfps.

F. Addenda

This RFP may be changed only by a written addendum issued by the County. Addenda shall be posted on the Clatsop County website at https://www.clatsopcounty.gov/rfps. not later than January 16, 2025. Proposers should frequently check the County’s web site until closing; at least once daily the week of closing. Failure of a prospective proposer to respond to timely noticed addenda in their proposal may cause a proposal to be rejected as non-responsive. Each proposer shall ascertain, prior mailto:thendryx@clatsopcounty.gov https://www.clatsopcounty.gov/rfps

Page. 3 to submitting a proposal, that the Proposer has received all addenda issued and affirmatively mark receipt of the addenda in section 9, Proposer’s Information.

G. Prevailing Wage Rates and Bid Security

This is not a public work contract subject to State Prevailing Wage Rate or the Federal Prevailing Rate of Wage required under the Davis-Bacon Act (40 USC § 3141 et seq.). No bid security is required for this solicitation.

H. Federal Grant Compliance

Any consultant or subcontractor retained under this RFP must comply with the terms of the Safe Streets and Roads for All (SS4A) grant as though the consultant and subcontractors were a party to the grant itself.

I. Notice of Intent to Award

A notice of intent to award will be posted on the Clatsop County website at:

2. SELECTION PROCESS

A. Selection Process Overview

The selection process will conform with ORS 279C.120, utilizing the option in ORS 279C.120(1)(b) and without the two-stage solicitation process of ORS 279C.110(5). All proposals submitted by the RFP due date will be subject to a standard review process. An initial review of each proposal will be conducted to determine if it is complete, in the required format, and in compliance with all requirements of this RFP. Failure to meet all the requirements may result in a rejected proposal.

Each proposal that passes the initial review will be evaluated and scored by a pre-selected Evaluation Committee, which will evaluate and score each proposal on a 100-point scale, using the assigned weights listed below.

The process may include a panel interview with the Evaluation Committee. The County also reserves the right to investigate and consider the references and past performance of any Proposer with respect to such things as provision of similar services, compliance with specification and contractual obligations, and lawful payment to suppliers and workers. The County may postpone the award or execution of the Contract after announcement of the notice of intent to award in order to complete its investigation. Both interviews and information obtained from references may affect the proposal’s ranking in the selection process. The Evaluation Committee will make a recommendation to the County Board of Commissioners, who will select the proposal it determines is the most advantageous to the County based on the criteria in the RFP.

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The scoring criteria will be as follows:

Evaluation Criteria: Point Value:

Professional Qualifications 25 Performance Examples 25 Project Understanding 20 Approach 20 Local Knowledge 10

Total: 100 Points

Following the recommendation to the County Board of Commissioners, the County and the selected consultant will mutually discuss, refine and finalize the scope of work, the rates and number of hours applicable to, and the maximum compensation level for the project and shall negotiate conditions including, but not limited to, a performance schedule. The County will not pay a compensation level that exceeds a level that the County alone determines is fair and reasonable.

If the County and a selected consultant are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the County, the County shall formally terminate negotiations with the selected consultant. The County may then negotiate with the next most qualified prospective consultant. The County may continue in this manner through successive prospective consultants until an agreement is reached or the County terminates the selection process.

B. Schedule for Selection

The milestones for the selection process are set forth below. The dates are approximate but will be followed to the extent reasonably possible. The purpose of this schedule is for proposer information only. Required dates for submittals and any other activities are provided elsewhere in this RFP. The County reserves the right to change this schedule or terminate the entire procurement at any time.

• RFP publication: December 20, 2024

• Deadline for questions: 2 p.m. on January 9, 2025

• Final addenda, if any: January 16, 2025

• Proposals due: January 23, 2025

• Recommendation to BoC: February 26, 2025

• Notice of Intent to Award: February 27, 2025

• Protest period: February 27- March 6, 2025

• Contract negotiations commence: February 27, 2025

Contract payment is based on a unit price (hourly billing rate) reimbursement. The performance is based on deliverable products and outcomes. The selected Consultant and the County will negotiate the final description of work tasks and deliverables, within the scope of what is advertised here, for inclusion in the Goods and Services Contract and Statement of Work Documents.

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C. Protests or Objections Regarding the Selection Procedure

A proposer may file a written protest or make a written request that the County Administration change any RFP procedure, provision, or specification. ANY PROTEST OR REQUEST FOR CHANGE MUST BE DELIVERED IN WRITING TO TERRY HENDRYX, Public Works Director, at 1100 Olney Avenue, Astoria, Oregon 97103 or thendryx@clatsopcounty.gov on or before March 6, 2025 at 2:00 p.m. The purpose of this protest/request for change procedure is to permit the County time to correct, prior to the submission of proposals, specifications or procedures that may be improvident, unlawful, or which may unnecessarily restrict competition. This requirement is intended to eliminate, by permitting corrections prior to the submission of proposals, the waste of resources and delay that may result from the untimely detection of errors in the RFP, possible protests, and possible rejection of proposals. The County will consider each protest or request, amend the RFP accordingly, if warranted, and will notify in writing each prospective proposer of any change. No amendment of this RFP shall be effective unless made in writing and signed by the Community Development Director or County Counsel.

3. PROJECT SCOPE

A Transportation Safety Action Plan will highlight future implementation projects to enhance safety, with the goal of preventing death and serious injury for all users. Working in conjunction with the development of the County’s updated Transportation System Plan, the County seeks to develop and adopt a comprehensive Transportation Safety Action Plan that will prevent roadway fatalities on its rural roadway system. The County desires to use the Safe Systems Approach to aid the development of the TSAP.

A. Project Management and Roles

County’s Project Manager shall manage the Project by providing guidance and direction to Consultant for development of Project deliverables. County’s Project Manager and County staff shall:

• provide existing data and documents to Consultant;

• review and comment on Project deliverables;

• advise Consultant on public involvement activities;

• participate in Project committee meetings;

• provide legal notice and prepare staff reports; and

• make presentations as needed at meetings with the Planning Commission or County Board.

Consultant shall prepare Project deliverables and provide to the County in a format suitable for distribution by email unless hardcopy is specified in a subtask. Consultant shall collect other data needed for this Project, consistent with tasks assigned to the Consultant.

Consultant shall maintain regular communication with the County’s Project Manager to ensure satisfactory completion of deliverables in accordance with project schedule. Consultant shall arrange and facilitate regularly scheduled virtual meetings for participation by County staff and the Consultant to discuss project progress, issues, and coordination.

Consultant’s Key Personnel shall not delegate performance of Project Management activities and responsibilities to other Consultant staff without first obtaining written consent of the County. The County has the right to interview, review the qualifications of, and approve or disapprove any proposed replacement of Key Personnel.

mailto:apope@clatsopcounty.gov

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B. Written and Graphic Deliverable Requirements

All written and graphic deliverables must be submitted in electronic versions. Electronic versions of written deliverables must be in Microsoft Word-compatible format. Written deliverables must include the project name, a title that refers to the contract deliverable, version number (if applicable), and date of preparation. Any deliverables specified for posting on the Project Website must be submitted in Portable Document Format (“.pdf”).

Graphic deliverables may be developed in ArcMap, Adobe Illustrator, Auto CAD, PCMaps, or other applications appropriate to the deliverable. Graphic deliverables submitted for review must be converted to .pdf for readability. Electronic files of final graphics submitted to the County may be in the native application but must also be converted to .pdf. All graphic deliverables must be well documented, with project name, a title that corresponds to the contract deliverable, version number (if applicable), a legend, and the date of preparation.

Maps, aerial photos, and other graphic material prepared for Project memoranda and the Plan must be suitable for enlargement to create wall displays for Project meetings and presentations. Display-sized maps for Project meetings must be printed in color when color is important to public comprehension and must be mounted on foam core to allow display on an easel or wall; display of all graphics by projector only is not acceptable.

Consultant name or logos may not appear on final deliverables, with the exception of the acknowledgement page.

C. Meeting Requirements

The County shall arrange all Project meetings, public events, briefings, work sessions, and public hearings, including scheduling meeting dates and times with meeting participants, distribution of agendas and meeting materials in advance of the meeting, reserving a suitable meeting location, placing advertisements in local media, and posting notices in public locations. Notice of public events and Public Advisory Committee (“PAC”) meetings must include reference to the Project website. County shall reproduce paper copies of the Draft Safety Action Plan and other materials that are needed for distribution at Project meetings.

Consultant shall lead the Project Kickoff Meeting, PAC meetings, and public events, including preparing agendas and meeting materials, making presentations, and facilitating discussion of relevant issues. At meetings with the County Planning Commission or Board of Commissioners, County staff shall prepare legal notices and staff reports, and lead presentations with assistance from Consultant staff.

D. Public Involvement

County shall distribute press releases, place advertisements in media, write articles and announcements for placement in County publications, and conduct similar activities to support public involvement efforts for the Project. Consultant shall prepare materials for public involvement as specified in the tasks.

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Public involvement must allow the community an opportunity to provide input into the Safety Action Plan process. County shall consider environmental justice issues, which is the fair treatment and meaningful involvement of all people regardless of race, color, national origin, or income with respect to the development, implementation, and enforcement of environmental laws, regulations, and policies.

Fair treatment means that no group of people, including a racial, ethnic, or a socioeconomic group, should bear a disproportionate share of the negative environmental consequences resulting from industrial, municipal, and commercial operations or the execution of federal, state, local, and tribal programs and policies.

Meaningful involvement means that: (1) potentially affected community residents have an appropriate opportunity to participate in decisions about a proposed activity that will affect their environment or health; (2) the public's contribution can influence the regulatory agency's decision;

(3) the concerns of all participants involved will be considered in the decision making process; and

(4) the decision makers seek out and facilitate the involvement of those potentially affected.

4. TASKS

Task 1 – Project Management

This task is anticipated to provide the following objectives:

• Identify and track project issues that affect the project schedule and budget;

• Coordinate the work of team members;

• Maintain a project file and record;

• Manage resources to successfully complete the project; and

• Coordinate with County in the development of meeting materials and information.

Task 1.1 – Project Management Administration

Consultant shall schedule and coordinate work tasks within this scope of work and shall maintain liaison and coordination with the County. Consultant’s Project Manager shall communicate with County regarding the status of work being performed and to discuss issues or concerns that may impact the project.

Consultant shall prepare monthly invoices in a format approved by County. The monthly invoices shall include a project status report that summarizes the activities completed that month. The invoice shall compare the budget of each task with the actual amount spent to-date and percent complete of each task during each invoice period. Consultant shall provide a breakdown of the expense costs and copies of expense receipts.

Task 1.1a – Project Kick-off Meeting

Consultant shall conduct a project kick-off meeting with the County to confirm the project scope and schedule, establish meeting dates for the twice a week hour-long check-in meetings, and establish other key milestone meetings to occur during the project. Consultant will prepare a proposed agenda for this meeting and a meeting summary.

Consultant and County will discuss the Public Advisory Committee’s purpose and role, as well as

Page. 8 candidate members. The PAC could include:

• ODOT

• City of Astoria

• City of Warrenton

• City of Seaside

• City of Gearhart

• City of Cannon Beach

• Clatsop County Sheriff

• Fire and Rescue

• County Health Department

• Bicycle and Pedestrian Advocates

• Major transportation generators in the County

• School Districts

• Sunset Empire Transportation District

• Interested Citizens

Task 1.1b – Periodic Check-In Meetings

Consultant will conduct regular twice a week virtual check-in meetings to discuss project status, upcoming milestones, and any other critical project issues or decisions that need to be resolved.

Consultant will provide brief meeting notes to document key decisions, discussion items, and action items.

Task 1.1c – Project Website

Consultant shall prepare initial material for the Project Website that includes an overview of Project Objectives, Project Schedule, and Project Deliverables. Consultant shall also generate a comment form or other method to allow public input which will include the collection of email addresses as provided by website visitors. The County will be responsible to produce and maintain a webpage dedicated to the Transportation Safety Action Plan process.

TASK 2 – VISION, MISSION, and GOALS

Consultant will work with County Staff to generate interest in the planning process by drafting vision, mission, and goals for the County TSAP. By establishing vision, mission, and goals, it will help refine the team’s focus and work towards outputs and outcomes that are measurable. The Consultant and staff will present to the Board of Commissioners the draft vision, mission, and goals during a work session and/or regular meeting for adoption. The final document must include a goal and timeline for eliminating roadway fatalities and serious injuries.

TASK 3 – PLANNING EFFORTS AND REGULATIONS REVIEW

Task 3.1 – Review of Federal and State Regulations and Guidance

Consultant will verify the process for developing an action plan that will meet all eight (8) required plan components per Safe Streets and Roads for All (SS4A) Action Plan Components.. County will review the regulatory memorandum and provide written feedback. Consultant and County will present findings from the regulatory memo to the PAC for discussion. Consultant will deliver a finalized regulatory memo.

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Task 3.2 – Review of Transportation Planning Efforts

Consultant will review and synthesize all current relevant transportation plans in the County for elements of safety and submit a draft summary memo to the County for review. County will review the draft memo and provide written feedback. Consultant and County will present findings from the draft memo to the PAC for discussion. Consultant will deliver a finalized summary memo.

TASK 4 – DATA COLLECTION AND ANALYSIS

This task will be used to gain an understanding of the existing crash types, trends, and causes.

Task 4.1 – Establish Framework for Safety Analysis and Management Consultant will work with the County to identify the types of data summaries and approach to the safety analysis to determine the most beneficial approach for the analysis for the current plan and into the future. The framework will establish near-term and long-term goals, currently available data, the audience for the TSAP, and desired outputs from the analysis. The Highway Safety Manual (HSM) Network Screening and Diagnosis process will guide the analysis method.

Task 4.1a – Inventory of Existing Data

Consultant shall evaluate existing crash data from the most relevant last 5 years and identify gaps.

Consultant shall consolidate existing relevant traffic count, speed, and other data needed to accurately evaluate safety needs. If additional or more current data is needed, the Consultant will work with the County to identify and strategize those needs.

Task 4.2 – Existing Conditions and Range of Countermeasures

Consultant will develop documentation summarizing the existing safety conditions. Consultant will provide breakdown by table and chart of the crash data for the following categories:

• Time of day

• Age

• Crash causes

• Speeding

• Drugs/Intoxication

• Crash mode

• Severity

• Crash type

• Urban/rural

• Weather conditions

• Location

• Functional Class

Where appropriate, and where data is available, the crash data will be overlaid with additional information, which may include:

• Bicycle and pedestrian pathways with bicycle and pedestrian crashes

• Urban and rural roadways with crash cause

• Intersection locations with collision type and/or cause

• Roadway features (width, curvature, ADT)

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• Socioeconomic indicators using Federal Underserved Community applications

Consultant will synthesize all existing conditions, identify crash trends and insights consistent with the Oregon Transportation Safety Action Plan, propose appropriate countermeasures, and submit a draft summary memo to the County for review. Consultant will also develop a risk analysis framework and develop risk maps.. County will review the draft memo and provide written feedback.

Consultant and County will present findings from the draft memo to the PAC for discussion.

Consultant will deliver a finalized Existing Safety Conditions summary memo.

TASK 5 – Engagement and Collaboration

Robust engagement with the public and relevant stakeholders, including the private sector and community groups, allows for feedback and buy-in to a strong overall TSAP. The Consultant, in coordination with County staff, will devise a public outreach approach. The public outreach approach must include strategies for outreach to underserved communities as identified through data or other analyses in collaboration with appropriate partners. Consultant shall prepare a draft public outreach approach for the County to review and approve.

Task 5.1 – Presentation Materials for Engagement

Consultant shall prepare presentation materials for the public engagement events, which may include graphical displays, informational handouts, and draft memoranda. Consultant shall provide County with Presentation Materials for review at least two weeks before the scheduled engagement.

Task 5.2 – Engagement Opportunities

County shall arrange and Consultant shall conduct the public engagement opportunities, potentially three or more separate 1-hour events open to the public and held at separate locations as determined by the County. County shall distribute advertisements and press releases to announce the events.

Consultant shall record comments from participants (from verbal communication with staff and comment forms) in the compilation of public comments. Consultant shall provide a means for visitors to the Project Website to provide comment if they cannot attend any event. County shall provide to the Consultant any public comments received by the County. Consultant shall maintain a compilation of public comments received through the Project Website, from the County, and at Public Engagement Events, and provide an updated compilation of comments to the County within five days after an event.

Consultant shall provide the County with a brief memo that summarizes key issues discussed at the meeting and any implications.

TASK 6 – Strategy and Project Selections

This task is for identification of a comprehensive set of projects and strategies, shaped by data, the best available evidence and noteworthy practices, as well as stakeholder input and equity considerations including an initial equity impact assessment of the proposed projects and strategies, to address the safety problems identified in Task 4.

Task 6.1a – Infrastructure Improvement Countermeasure Locations

Based on the crash patterns, road-user characteristics, roadway features, vehicle factors, Page. 11 socioeconomic indicators, environmental conditions, and risk factors identified in the existing conditions analysis, Consultant will identify both location-based solutions and low-cost systemic countermeasures that can be applied in the study area. These countermeasures can be guided by the HSM Diagnosis and Selection of Countermeasures processes as well as Proven Safety Countermeasures.

Consultant will evaluate the roadway network to determine the top 10 locations based on historic crash data and other factors listed above to provide countermeasure recommendations to address crashes at these locations. Characteristics to consider in a systemic approach to safety include identifying roadway features common to severe crash locations such as lane width, shoulder width, curvature, speed limit, and traffic volume.

Consultant will identify the top crash patterns suitable for systemic safety solutions for the study area and will recommend typical countermeasures to be implemented on a system-wide basis.

Consultant will identify planning level cost ranges for recommended solutions for the 10 location-based solutions and up to three systemic solutions. The number of locations and systemic solutions may change based on the outcomes of the crash analysis.

Consultant will document recommendations for potential funding sources to implement the engineering solutions.

Task 6.1b – Non-Infrastructure Countermeasures

Based on the crash patterns, road user characteristics, roadway features, vehicle factors, socioeconomic indicators, environmental conditions, and risk factors identified in the existing conditions analysis, Consultant will identify crash patterns that may be best addressed through the Safe Systems Approach.

Consultant will also evaluate existing polices and standards to recommend policy and procedure standards which accord with the Safe System approach and would provide safety benefits.

Consultant will identify emphasis areas (e.g. DUII, speeding, age related, right turn hook, etc.) for specific policies and action items.

Consultant will document recommendations on potential funding sources to implement the non-engineering solutions.

TASK 7 – Performance Measures

Consultant will utilize the analysis performed under Task 2 to identify opportunities to improve how processes prioritize transportation safety. The Consultant will recommend policies and specific action items that are most likely to result in reduced crashes based on the analysis.

Emphasis areas identified in Task 3.2 will inform the creation of concise and maintainable performance measures. Performance measures are a key principle of performance-based planning and will help assess each of the emphasis areas’ key features in order to adequately determine progress towards achieving goals. These Performance Measures will, at a minimum, include the percent of funds to underserved communities, project costs, and lessons learned and recommendations per the County’s SS4A grant agreement.

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Consultant will prepare a Draft Safety Performance Measures Memo and deliver it to the County for review and comment. Consultant will identify performance measures that align with the Federal Safe Systems Approach, identified Emphasis Areas, and strategies that are based upon best practices and local data availability. Performance measures must be consistent with those applied in the Oregon Transportation Safety Action Plan.

County will review the draft memo and provide written feedback. Consultant and County will present findings from the draft memo to the PAC for discussion. Consultant will deliver a finalized Safety Performance Measures Memo.

TASK 8 – Transportation Safety Action Plan Document

This task includes the development of the Clatsop County Transportation Safety Action Plan as well as corresponding meetings with the PAC. It will also include updates to the Planning Commission and Board of Commissioners with an ultimate goal of Plan adoption.

The document shall include:

• Prioritization guidelines for the planned projects with regard to safety;

• A list of up to 10 locations that are the most critical locations based on historic crash data and guidelines for identifying critical locations in the future;

• A list of up to three critical systemic solutions based on historic crash data and guideline for identifying systemic solutions in the future;

• Planning-level cost ranges for recommended solutions identified as part of the analysis;

• Comparison of crash trends and rates compared to State and similar counties;

• Strategies that identify data supported solutions;

• Performance Measures as established in Task 7;

• Recommendations on funding sources to implement safety solutions; and

• Appendices with documentation of engagement and policy and procedural changes.

The document shall be focused on County roadways, but shall also include all jurisdictions for systemic level strategies in accordance with the Safe Systems Approach.

Task 8.1 – Progress and Transparency

Consultant shall draft a method to measure progress over time after the Action Plan is adopted, including outcome data. The method(s) shall include, at a minimum, annual public and accessible reporting on progress toward reducing roadway fatalities and series injuries. The County shall be responsible to post the adopted TSAP and annual reports online.

5. PROPOSAL PROCEDURES AND SUBMITTAL REQUIREMENTS

A. Form and Quantity of Proposals

One original and two copies of the proposal must be submitted, addressed to: Clatsop County Public Works, Attn: Terry Hendryx, 1100 Olney Avenue, Astoria, Oregon 97103, or hand delivered to, Clatsop County Public Works, 1100 Olney Avenue, Astoria, Oregon 97103 and must be received no later than 2:00 p.m. on December 26, 2024 (the “Due Date”).

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Proposals must be submitted in a sealed envelope and plainly marked on the outside showing the name of the proposer and the phrase “Transportation Safety Action Plan Proposal.” Electronic submissions will not be accepted. Any proposals received after the Due Date will not be considered.

Postmarks will not be used as a basis for determining timely delivery. Faxed or emailed submittals will not be accepted. Proposals received after the specified time or submitted to any other office will not be considered, except that, in the County’s sole discretion, the County may accept late submittals if no timely submittals are received. It is the proposer’s responsibility to ensure the proposal is submitted by the time and date and to the location as specified.

B. Content and Format

Proposals shall be no more than 15 pages long, excluding the transmittal letter, certifications, and supporting documents. One page is considered to be one side of a single 8.5”x11” page and the minimum font size is 12 for the main text. Schedule and cost estimates are allowed on one side of an 11”x17” and will count as a single page.

Proposals submitted in response to this RFP must include the items and be in the order as listed below. All of the items combined comprise your completed proposal pursuant to this RFP. All signature lines must be signed by an authorized representative. Signature certifies that proposer has read, fully understands, and agrees to be bound by the RFP and all attachments and addenda. It is the proposer’s sole responsibility to submit information in fulfillment of the requirements of this RFP. If submittals are not substantially compliant in all material respects with the criteria outlined in the RFP, it will cause the proposal to be deemed non-responsive.

Proposers must submit the following information and are encouraged to include graphics, images, or anything deemed to effectively convey the information requested in the proposal:

Required Submittals Check Off Proposal packet, filled in and signed.

Narrative section describing in detail how the services offered satisfy the qualifications and statement of work. Include the following details:

• Professional Qualifications

• Performance Examples

• Project Understanding

• Approach

• Local Knowledge

Proposer Certificate (Att. 1)

Acknowledgement of Insurance Requirements (Att. 3)

Supportive Information (not counted toward page limit)

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The narrative section should provide the following information in detail:

Professional Qualifications

Demonstrate the Proposer's team qualifications and experience relating to the requested services for the project. Specifically, the services of transportation planning and public outreach shall be emphasized in the submittal. Resumes should be included as Supportive Information. Response should address the following:

• Extent of principal involvement;

• Names of anticipated key members who will be performing the work and their responsibilities including identification of a Project Manager;

• Current assignments and location of key members and whether these key current assignments will be in conflict with the ability to address work as it is identified;

• Qualifications and relevant individual experience, including sub-consultants;

• Experience as a team on similar or related projects; and

• Project Manager's experience with similar contracts and interdisciplinary teams.

Performance Examples

The Proposer will provide a brief professional work history of relevant projects as it relates to the capabilities of the primary firm and any sub-consultants to provide the requested services. Past performance examples which include multiple members of the team proposed for this project may receive a higher ranking. Preference will be given to those with previous experience with federally funded projects, especially Safe Streets for All planning grants.

• Similar Projects, by type and size, with a total of at least 3 project examples performed within the last ten years, that best characterize the work quality and cost control. Include the total cost of the project and how the project performed on schedule and budget;

• Internal procedures and/or policies related to work quality and cost control;

• Management and organizational structure;

• Other on-going projects; and

• References of at least 3 former clients for examples similar to this project to demonstrate the Consultant's and any proposed sub-consultant’s satisfactory performance in terms of scope, time and budget.

Project Understanding

This section should include a clear and concise understanding of the project based on existing information and a general description of the purpose of this project and the chief issues to be addressed. The Consultant should be knowledgeable of applicable standard solutions as well as be able to offer innovative ideas. It is important that the Consultant demonstrate an ability to synthesize technical information and communicate this information in verbal, written, or graphic form.

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Approach

This section should outline the approach to delivering the Project, including an aggressive but feasible project schedule. It should include major tasks to be completed as well as resources proposed to complete each task, identifying the Consultant’s ability to ensure expeditious completion of the work. Describe your firm’s overall plan to complete the project within an agreed- to schedule. At a minimum, discuss your firm’s planning, scheduling, phasing, and project monitoring skills and processes as well as the classification for each individual designated in the proposal to contribute to the Project for Clatsop County.

Local Knowledge

Clatsop County is a unique community. Describe your firm’s knowledge and experience working with staff, stakeholders, and/or community members from Clatsop County and/or coastal counties and how such knowledge and experience enable your firm to provide the best services tailored to Clatsop County’s TSAP goals.

Supportive Information

Include additional Project support materials, which may include graphs, charts, photos, resumes, additional references, etc.

C. Modification and Withdrawal of Proposals

Prior to the Due Date, any proposal may be modified or withdrawn by notice to the party receiving proposals at the place designated for receipt of proposals. Such notice shall be in writing, signed by the authorized representative of the proposer, and delivered by the Due Date. Negligence on the part of the proposer in preparing the proposal confers no right for the withdrawal of the proposal after it has been opened. The proposal will be irrevocable for 120 days or until such time as Clatsop County specifically cancels the procurement, rejects the proposal, or awards a contract.

D. Sample Contract

A sample contract containing contractual terms and conditions is included as Attachment 2. It is anticipated that the initial contract term will be approximately eighteen months. The successful Contractor will be required to execute a final contract similar to the sample contract and be bound by its terms and conditions.

E. Public Records

All proposals submitted in response to this RFP shall become the property of Clatsop County and may be utilized in any manner and for any purpose by Clatsop County. Be advised that proposals and all documents submitted in response to this RFP are subject to public disclosure as required by applicable state and/or federal laws. Proposals should not include personal identifier information in resumes or other documents such as social security numbers, dates of birth, criminal clearance documents, etc. Clatsop County shall not in any way be liable or responsible for the disclosure of any such records. If you intend to submit any information with your proposal which you believe is confidential, proprietary, or otherwise protected from public disclosure (trade secret, etc.), you must separately bind and clearly identify all such material. The cover page of the separate binding must be red, and the header or footer for each page must provide as follows: “Not Subject to Public

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Disclosure.” Where authorized by law, and at its sole discretion, Clatsop County will endeavor to resist disclosure of properly identified portions of the proposals.

F. Acceptance or Rejection of Proposals

Clatsop County reserves the right to accept or reject any or all proposals. Any proposal which Clatsop County determines to be incomplete or nonconforming may be rejected. Any evidence of collusion between proposers may constitute a cause for rejection of any proposals so affected.

G. Minority, Women, or Disadvantaged Business Enterprise (M/W/DBE)

M/W/DBEs shall receive equal opportunities to submit proposals and shall not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

The contract includes Federal funding and has a DBE Participation Goal of 3%. This goal will apply to the overall contract including amendments. If a given phase will include little or no opportunity for DBEs, then DBE utilization in other phases will need to be sufficient to meet the overall goal.

Exceptions will need to be assessed by the County on a case-by-case basis.

H. Written Questions and Addenda

Questions regarding the information contained in this RFP must be submitted to Clatsop County Public Works Director Terry Hendryx at thendryx@clatsopcounty.gov. Questions must be submitted in writing and received by January 9, 2025, at 2 p.m. No oral questions will be accepted. All questions received will be answered by addenda to this RFP, which will be posted on the County’s website. Subject to Oregon law, anonymity of the source of the specific questions will be maintained in the written responses.

I. Award and Commencement of Work

In awarding a contract, Clatsop County will accept and consider the proposal or proposals which, in the estimation of Clatsop County, will best serve the interest of the County. Clatsop County reserves the right to award a contract to the proposer whose proposal is most advantageous to the County based upon the evaluation process and evaluation criteria contained within this RFP.

Recommendation for award is contingent upon successful negotiation of the contract and resolution of any protests. The successful proposer shall be required to sign the negotiated contract, which will be in the form and content as approved by Clatsop County. The final authority to award a contract rests solely with the Clatsop County Board of Commissioners. The successful proposer shall not be allowed to begin work under any negotiated contract until such time as the contract has been approved by Clatsop County Counsel’s Office and executed by the Clatsop County Board of Commissioners. The successful proposer must agree to all terms, insurance coverage provisions, and conditions of the contract with Clatsop County. The required insurance coverage is listed in Attachment 3.

J. Protest of Award

After Clatsop County approves and selects a proposer, Clatsop County will provide notice of its intent to award the contract to all other proposers and posted to its website. If no written protest is filed by 5:00 p.m. on the seventh day following announcement of the decision, the award will be deemed final. Clatsop County will not entertain protests submitted after this time-period. The written protest mailto:thendryx@clatsopcounty.gov.

Page. 17 must specify the grounds upon which the protest is based. If a timely protest is filed, the decision of Clatsop County will be considered final only upon issuance of a written notice deciding the merit of the protest. The Clatsop County Board of Commissioners shall have the authority to settle or resolve a written protest. The award and any written decision regarding the protest will be sent to each proposer.

The protest shall state the reason for the protest, citing the law, rule, regulation, or practice on which the protest is based. A written response will be sent to the protester within ten working days after receipt of the written protest. Prior to the award of a contract, if any proposer files a protest against the award of the contract, the contract may not be awarded until either the protest has been withdrawn or Clatsop County Board of Commissioners has decided the matter. After the Clatsop County Board of Commissioners issues a response, an aggrieved Proposer may seek judicial review in the manner provided in ORS 279B.415.

6. RIGHTS RESERVED BY THE COUNTY

The County reserves the right, in its sole discretion, to pursue any or all of the following actions in regard to this RFP:

• Issue addenda;

• Request additional information and/or clarification from the proposers;

• Permit the timely correction of errors and waive minor deviations;

• Issue subsequent proposals based on refinements of concepts proposed in response to the

RFP;

• Withdraw this RFP;

• Extend the time for submittal of proposals;

• Select the proposer that, in the judgment of the County and any evaluation process notwithstanding, is most likely to succeed in providing the services at the level desired by the County;

• Take whatever other action it deems in its best interest;

• The County reserves the right to conduct interviews with proposers to further facilitate ranking pursuant to the criteria;

• To reject any and all proposals not in compliance with all prescribed public contracting procedures and requirements, reject for good cause any proposals upon the finding that it is in the public interest to do so, and waive any and all informalities;

• This invitation does not obligate the County to accept any proposal, negotiate with any proposer, award a contract, or proceed with the services described in response to this RFP;

• All proposals shall become the property of the County and will not be returned to the proposer.

All bids and proposals are subject to Oregon Public Records law;

• This RFP does not and shall not commit the County or any of its agents to enter into any agreement, pay any costs incurred in the preparation of any response, or procure or contract for any product, services, or supplies. Responses to this RFP are entirely voluntary and made with this knowledge;

• It is the policy of Clatsop County to provide equal employment opportunity for all persons in compliance with federal and state laws without regard to race, color, religion, sex, age, national origin, physical or mental disability.

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7. HOLD HARMLESS

The proposer agrees to indemnify, defend, and hold the County, its commissioners, agents, officers, and employees, harmless and defend all damages, losses, and expenses included, and to defend all claims, proceedings, lawsuits, and judgments arising out of or relating from the fault of the proposer, the proposer's agents, representatives, or subcontractors in the performance or failure to perform in accordance with instructions to proposers. However, the proposer shall not be required to indemnify any indemnitee to the extent the damage, loss, or expense is caused by the indemnitee's negligence.

The proposer shall not permit any lien or claim to be filed or prosecuted against the County or the County’s property in connection with the contract and agrees to assume responsibility should lien or claim be filed.

8. PROPOSER’S DECLARATION AND UNDERSTANDING

The undersigned, hereinafter called “the Proposer,” declares that the only persons or parties interested in this proposal are those named herein, that this proposal is, in all respects, fair and without fraud, that it is made without collusion with any official of the County, and that the proposal is made without any connection or collusion with any person submitting another proposal on this Contract.

The Proposer further declares that it has carefully examined the Contract Documents for the services requested and has satisfied itself as to level and scale of work involved, including the fact that the description of the scope of services, as included herein, is brief and is intended only to indicate the general nature of the work. Each proposer must inform itself of the conditions relating to the execution of the work and be thoroughly familiar with all the Contract Documents. Failure to do so will not relieve the successful Proposer of its obligation to enter into a contract and complete the contemplated work in strict accordance with the Contract Documents.

Each proposer shall inform itself of, and the Proposer awarded a Contract shall comply with, federal, state, and local laws, statutes, and ordinances relative to the execution of the work. This requirement includes, but is not limited to, applicable regulations concerning minimum wage rates, nondiscrimination in the employment of labor, protection of public and employee safety and health, environmental protection, fees, and similar subjects.

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9. PROPOSER’S INFORMATION

The…