ESTC Site Selection_final .pdf

REQUEST FOR PROPOSAL

RFP 25-017

EAST SALEM SITE SELECTION SERVICES

1. The Salem Area Mass Transit District (SAMTD) seeks proposals from qualified architectural and engineering firms to perform an in-depth transit center site selection, Title VI analysis, and preliminary design for a new East Salem Transit Center to replace the existing location as described in Section 2 of this Request for Proposal (RFP).

2. SAMTD utilizes the State of Oregon’s e-procurement system OregonBuys.

Proposers are asked to register online at https://oregonbuys.gov/bso/view/login/login.xhtml. In the event solicitation addenda are issued only registered Proposers will be notified via email of the availability of addenda for download. Acknowledgement of addenda will be required for proposals to be considered responsive.

3. All communications, including any requests for clarification, additional information, questions about the scope of work, final contract or anything else concerning this RFP must be addressed in writing to the Procurement Department @ procurement@cherriots.org. Failure to follow this requirement may result in SAMTD determining the proposal to be non-responsive.

4. Proposers are advised that this project is funded by the Federal Transportation Administration. As such, all Federal rules and regulations will apply to the procurement and final contract. SAMTD is limited in its ability to approve any deviations to the contract terms outlined in Appendices A through C.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@cherriots.org

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

RFP 25-017

Instructions to Proposers

Contents Part 1 – Introduction 2 Part 2 – Scope of Work 2 Part 3 – Submission Guidelines 15 Part 4 – Proposal Evaluation 22 Part 5 – Special Terms and Conditions 26 Part 6 – Confidentiality 27 Part 7 – Proposal Checklist 27

Included as separate attachments Appendix A – General Terms and Conditions Appendix B – Sample Contract

Exhibit #1 – Proposal Form

Exhibit #2 – Non-Collusion Affidavit

Exhibit #3 – Organizational Conflict of Interest

Exhibit #4 - DBE Determination of Good Faith Effort

Exhibit #5 - Contractor’s Representations & Warranties Certification

Exhibit #6 - Federal Debarment & Suspension Certificate

Exhibit #7 - Certification Regarding Lobbying

Exhibit #8 – Price Proposal Form

Part 1 – Introduction

1.A Introduction

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating fixed-route transit and paratransit service within the urban growth boundary of Salem and Keizer, and regional express service between communities in Marion, Polk, and Linn counties. Other SAMTD services include Cherriots Shop and Ride, travel training and rideshare (Cherriots Commuter Options) including carpool and vanpool matching.

SAMTD operates 78 Cherriots local buses, 43 Cherriots LIFT (paratransit service), 14 Cherriots Regional express buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride). In addition, Cherriots Route 1X is a commuter service that connects Salem with Wilsonville and the Portland Metro area to the North. SAMTD manages ride share services called Cherriots Commuter Options.

SAMTD Locations:

Administrative Offices The Cherriots General Manager, Communication, Finance, and Human Resources departments are located at:

555 Court St NE, Suite 5230, Salem, OR 97301.

Operations, Contracted Services, and Maintenance The Transportation, Maintenance, and Planning and Development Departments are located at the Del Webb Operations Headquarters. The Del Webb facility also includes the parking area for buses not in service:

3140 Del Webb Ave NE, Salem, OR 97301.

Keizer Transit Center 5860 Keizer Station Blvd., NE Keizer, OR 97303

Part 2 – Scope of Work

2.A Introduction & Background

Salem Area Mass Transit District is seeking to hire one Proposer to perform an in-depth site selection, Title VI analysis, and preliminary design for a new East Salem Transit Center to replace the existing location. The current group of bus stops utilizes five bus bays and is too small for the number of vehicles (19 buses/ per hour for 6 Cherriots Local and 2 Cherriots Regional bus routes, combined) and passengers served every hour and buses are spread out too far apart, creating difficult paths to make transfers.

Long range plans call for as many as 23 buses per hour at this location, creating an even more congested situation for this busy transit hub. A larger dedicated facility is desired to make connections between SAMTD buses more convenient, accessible, safe, secure, and comfortable for the customers served. The combined ridership total of approximately 80,000 riders per year are second only to the Downtown Transit Center in Salem, and a suitable facility is needed to facilitate safe transfers and provide transit services.

2.B Technical Requirements & Scope of Work

This East Salem Transit Center (ESTC) project will have three phases. The planning phase of the project will entail an architectural or engineering firm to complete a site selection study, which will include mobility integration elements and first/last mile micromobility options. Future phases will include property acquisition, engineering and architectural design, and construction of the East Salem Transit Center (ESTC).

Much like the Keizer and South Salem Transit Centers, the ESTC will be ADA compliant and designed to accommodate convenient and efficient multimodal connections. This project will include bus bays, digital information displays, a transit operator breakroom with a restroom, a security office, and a space for maintenance storage. Bicycle parking, integrated access to the college and local streets, bus shelters, solar power generation, onsite stormwater treatment, security cameras, landscaping, and passenger platforms, benches, and trash receptacles must all be included.

The Proposer must locate and evaluate candidate sites for a transit center and mobility hub in East Salem by collecting primary data on the current and future transit market, completing due diligence on specific sites, and preparing a conceptual design for the future facility.

The successful completion of the project will require a good understanding of SAMTD's long-term needs, a strong ability to work with staff and the community of East Salem, and communication and data gathering skills to fully understand and listen to the current and future transit market of East Salem.

Once the preferred site is identified, this project will provide the foundation for the next phase of project development, allowing the project to proceed into the environmental and preliminary design phases.

2.C TECHNICAL REQUIREMENTS:

1. Project Management The project management plan will define the structure and practices by which the project will be managed to completion. The identified Project Manager will be responsible to SAMTD for monthly status meetings, the project's schedule, monthly progress reports, quality control procedures, and ensuring the coordination of all project elements and participants.

2. Review Existing Plans and Document the Current Transit Market The Proposer will review SAMTD's short and long-range transit plans for the East Salem transit market as well as the existing capital improvement program in the study area. The Proposer will review current and future land use in East Salem and identify transit market growth areas. The Proposer will compile existing transit patronage data on routes that currently serve the East Salem market and will benchmark the performance of SAMTD's current services in East Salem in context with the rest of the District. The Proposer will take into consideration the long-term impacts of the COVID-19 pandemic on how public transportation will function in meeting the needs of businesses and residents of East Salem. At the end of the task, the Proposer will prepare a technical memorandum documenting known characteristics of the East Salem transit market and outline potential capital investment strategies to efficiently and effectively serve the identified transit market to the year 2050.

3. Market Segmentation Analysis The Proposer will conduct primary data collection to further document the existing and future transit and active mobility market in East Salem, including the impacts of the COVID-19 pandemic on travel patterns and characteristics. To accomplish this work, the Proposer will be responsible for a series of data collection efforts to understand the current and future transit and active mobility needs of the following market segments:

• Businesses and employers

• Healthcare providers

• Students

• Seniors and people with disabilities

• Communities and neighborhoods

• Existing transit riders and active mobility users

• Other commuters

Each of the following subtasks will be undertaken to gain a statistically significant understanding of the current and future of each potential market segment.

3.1 Business Survey

The Proposer will take a statistically valid survey of existing businesses and employers in East Salem to determine the proclivity of the employer or of their employees to utilize current and future transit and active mobility services in East Salem. The survey will include additional questions on the community's perceived quality of the transit services that are currently being provided and their willingness to utilize different types of transit and active mobility services (fixed route, park and ride, commuter, express, bikeshare, microtransit, etc.) in the future.

3.2 Community Survey

The Proposer will take a statistically valid survey of the overall community in East Salem to determine their proclivity to utilize current and future transit and active mobility services in East Salem.

The survey will include additional questions on the community's perceived quality of the transit services that are currently being provided and their willingness to utilize different types of transit and active mobility services (fixed route, park and ride, commuter, express, bikeshare, microtransit, etc.) in the future.

3.3 Existing Transit Rider Survey

The Proposer will take a statistically significant (95% confidence interval) on-board survey of Cherriots Routes 2, 3, 5, 11, 12, 13, 10X and 20X to determine the existing riders' travel and patronage patterns. The survey will include additional questions on the existing riders' perceived quality of the transit services that are currently being provided and their willingness to utilize different types of transit (and mobility) services (fixed route, park and ride, commuter express, demand response, local circulator, bikeshare, microtransit, etc.) in the future. At the end of the subtask the Proposer will provide to SAMTD a summary technical memorandum outlining the results of the subtask and a database of encoded rider surveys.

3.4 Existing Rideshare, Carpool, Commuter Market

The Proposer will take a statistically significant (95% confidence interval) survey of SAMTD's existing rideshare and carpool market to determine their proclivity to utilize current and future transit services in East Salem. The survey will include additional questions on the market's perceived quality of the transit services that are currently being provided and their willingness to utilize different types of transit (and mobility) services (fixed route, park and ride, commuter express, demand response, local circulator, bikeshare, microtransit, etc.) in the future.

3.5 Travel Demand Forecasts

The Proposer will work with SAMTD and the Salem-Keizer Area Transportation Study (SKATS) to evaluate travel demand forecasts for the study area through 2050. The forecasts will be based upon the updated 2050 or later land use information provided on a per Traffic Analysis Zone (TAZ) basis by SKATS and utilizing the latest EMME/2 assignments for transit, automobile and truck traffic as appropriate. The Proposer will document the modeling outputs and will post-process transit demand using common modeling practices where appropriate. The Proposer will work with SAMTD to incorporate findings of comprehensive operations analysis (COA) as appropriate.

4. Prepare Current and Future Transit Market Technical Memorandum

Based on Tasks 2-3, the Proposer will prepare a technical memorandum outlining the findings from the previous work tasks. The technical memorandum will summarize the existing and future transit markets in East Salem as well as report out the results of the market segmentation analysis. Where possible, the Proposer will make preliminary recommendations on how to best serve the current and future transit markets in keeping with the wishes of the community at large. The Proposer will prepare a preliminary strategic capital investment analysis that recommends the general and conceptual type, size and location of a future combined transit center and mobility hub. Alternatively, if the market analysis shows otherwise, the Proposer may prepare one or more strategic capital investment alternatives that meet the needs of the transit markets using a different capital investment strategy. A PowerPoint presentation will be prepared and transmitted to SAMTD for its use to publicize the market segmentation results.

5. Title VI Analysis and Report The Proposer will perform a Title VI equity analysis of impacts to minorities and low-income populations at the sites under consideration of the site selection study in accordance with FTA Circular 4702.1B dated October 1, 2012, Chapter III, Section 13, “Determination of Site or Location of Facilities.”

Demographic maps and an analysis of the populations within one half mile of each site under consideration and a determination of potential disparate impacts to minorities and disproportionate burdens to low-income populations with potential mitigation measures identified.

Impacts to other facilities with similar impacts in the area shall also be analyzed to determine if any cumulative adverse impacts might result.

Analysis should be done at the Census tract or block group level where appropriate to ensure that proper perspective is given to localized impacts.

6. Stakeholder Coordination The Proposer will coordinate with the City of Salem, Marion County, SKATS, and other stakeholders to ensure that the design and location process is consistent with the comprehensive plans and vision of the region, and is coordinated with their community development plans and goals.

The Proposer will hold at least one set of meetings with each jurisdiction to familiarize themselves with the transportation and land use/development issues involved in the location, acquisition issues, environmental analyses, and construction of the facility around the identified target area.

Under the direction of SAMTD, a subcommittee of SAMTD's Community Advisory Committee (CAC) will be formed, and that group will be utilized by the Proposer as a resource and to provide community input for the remainder of the project.

7. Prototype design, based upon the work specified in tasks 1 through

5, will be needed to move forward into public meetings and to evaluate site alternatives.

The Proposer will prepare conceptual designs and a cost estimate for a prototypical transit center that would be applicable to sites in East Salem which meet SAMTD's operating needs and is consistent with the above Task 4 technical memorandum.

The Proposer will prepare graphics and other visual documentation that summarizes the identified sites and will prepare a technical memorandum that evaluates the candidate facility sites selected. A PowerPoint presentation will be prepared and transmitted to SAMTD for its use to publicize the identified candidate sites.

7.1 The Proposer will use appropriate screening criteria to evaluate the candidate sites including but not limited to the following:

• Type, size, and location of the site

• Traffic patterns

• District operating needs

• Environmental factors

• Acquisition cost

• Capital cost

• Ridership potential

• Community needs and input

8. Conduct Public Open Houses or Other Activities to Gain Input SAMTD views public involvement as a critical component of a successful transit center and mobility hub project. Under direction and assistance from SAMTD, the Proposer will conduct a short series of public open houses, present findings to date, present conceptual designs, and discuss potential selection criteria and the process to be used to move forward in identifying candidate sites for the facility.

9. Develop Final Criteria for Site Selection Based upon the Proposer's experiences and public feedback, the Proposer will develop a system of documented criteria upon which to base the selection of a preliminary list of sites. At least two sites should be identified as finalists.

This portion of the work plan should include consideration of environmental issues typical to the development of transit center and mobility hub, and an evaluation of how those issues might relate to the two areas and the sites under consideration for SAMTD's transit center and mobility hub in East Salem.

The Proposer will prepare a report describing the candidate sites in East Salem and detailing how the selection criteria were applied and evaluated. The candidate site report will be broadly circulated, to include news media, stakeholders, the business community, and staff and elected officials of the City of Salem, Marion County, and SKATS. The SAMTD staff and Proposer will meet with the SAMTD Board of Directors in a public work session to review the candidate sites and define the most critical criteria that will lead, in the final step, to the selection of the final individual site to be recommended.

10. Recommend a Preferred Site and Prepare Final Report The Proposer will work with SAMTD to plan and hold a one-day design charrette for each of the finalist sites. The charrettes will provide an opportunity for open discussion about the needs and desires for each transit center and mobility hub site leading to at least one viable concept for each location and, by the end of the session, a preferred alternative to be carried through to the next phase of site selection. The charrette will include a broad representation of stakeholders selected by SAMTD in addition to the Proposer team and will cover functional design issues, aesthetic concepts, value planning and, to the extent possible, integration with surrounding uses and activities. A half day follow-up workshop will be held to present details of the results of the discussions during the design charrettes.

After the number of designs has been narrowed down to 1 or 2, if there is concern about the functional capacity of the proposed site, the team will chalk out the transit center and mobility hub portion of the design at a time and location suitable for testing. The design will be chalked out using general surveying techniques and will be temporary. Using 1 or 2 buses, the overall design will be field tested to ensure that buses can navigate the site and successfully use each of the bus bays proposed in the design.

The Proposer will formulate recommendations for the preferred sites at the East

Salem location and present them, in coordination with SAMTD staff, to the

SAMTD Board of Directors. The purpose of this session is to update the public and the jurisdictions on the final selection criteria and process, provide an opportunity for input, and seek consensus from the variety of stakeholders in the

The Proposer will conduct the forum and present the candidate sites, proposed conceptual designs, the final selection criteria, and describe the process that will lead to the final selection. This presentation will include an analysis of any anticipated environmental and site acquisition issues and their potential impact on the final selection.

A written report will be presented by the Proposer to SAMTD, documenting the full site evaluation and review process and the final selections, and including schematic designs and cost estimates for the transit center and mobility hub as they would be situated on the recommended sites. The report must also contain recommendations on how to best move forward with the next stages of the

2.D Preliminary and Schematic Designs

Proposer will develop the scope of work document/bid package for construction of the new transit center building and associated site work.

Preliminary Design (PD) activities, tasks, and deliverables for the Proposer are as follows:

2.D.1 Preliminary Design (PD) The following PD-1 to PD-6 are for the preliminary design work.

2.D.1.1 PD-1 Project Management and Coordination

Provide a project management plan including a plan for managing meetings, completing deliverables, providing quality control, and maintaining communication. Proposer will also coordinate activities of the design team in the development of the project and prepare monthly invoices.

Deliverable(s):

1. Project management plan including a plan for managing meetings, completing deliverables, providing quality control, and maintain communication.

2. Monthly invoices.

3. Project report.

2.D.1.2 PD-2 Project Start-up: Goals, Requirements, Schedule, Budget

Identify project goals and requirements, develop the project schedule, and review the project budget.

Tasks:

● Coordinate, attend, and summarize SAMTD kickoff meeting.

● Propose project schedule.

Deliverable(s):

1. Kickoff meeting agenda.

2. Meeting minutes.

2.D.1.3 PD-3 Site Tours

Organize and attend a tour of the project site and Keizer Transit Center with SAMTD staff and the design team. Lead a discussion amongst attendees of the merits and challenges observed at each site.

Tasks:

● Organize site tours.

● Attend each tour.

Deliverable:

1. Summary of feedback for each site tour.

2.D.1.4 PD-4 Vision, Goals, and Design Principles

Engage with stakeholders throughout the organization to identify the vision, goals, and design principles for the project. The effort will be focused on key emotional and functional needs of the users of the space. Based on these insights, Proposer will develop a summary document that highlights guiding principles.

Deliverable:

1. Vision, goals, and design principles summary.

2.D.1.5 PD-5 Space Needs Program Verification

Lead meeting to determine the Space Needs Program for the building and site to confirm the elements to be included in the design. This meeting will be focused on specific space needs, adjacencies, and performance criteria. Augment with building systems-related requirements for each space.

Deliverable(s):

1. Program summary document and spreadsheet.

2.D.1.6 PD-6 Public Involvement Support

Support SAMTD in public outreach. The purpose of public engagement during the PD phase is to gather input about goals, visions, and concerns that could be included in the design of the transit center and mobility hub. Proposer will provide graphics and visioning materials supporting collection of input from the public.

Graphics may include precedent images, visioning words, and site context plan.

Tasks:

● Provide graphics.

● Attend meetings.

Assumption(s):

1. SAMTD will lead public outreach coordination, meeting scheduling, and meeting facilitation.

2. Up to five (5) design team staff will attend up to two (2) public meetings.

3. More detailed design-specific drawings will be provided under

Schematic Design (SD) listed below.

Deliverable:

1. Graphics and materials for meetings.

2.E Schematic Design (SD)

SD activities, tasks, and deliverables for the Proposer are as follows:

2.E.1 SD-1 Project Management and Coordination

Manage meetings, deliverables, quality control, and assignments, and maintain communication. Coordinate activities of the Design Team in the development of the project. Prepare monthly invoices.

Deliverable(s):

1. Monthly invoice.

2. Project report.

2.E.2 SD-2 Design Workshop

Lead design workshop identifying initial concepts for site layout.

Workshop will be an in-person meeting at SAMTD and is intended to identify and vet high-level site organizational concepts. Viable concepts identified at the workshop will be refined as part of the Conceptual Site and Building Layouts task.

Review with SAMTD staff. Identify a single preferred option to advance into future design phases.

Investigate and propose a structural system. Size and locate support spaces. Develop narratives describing mechanical, electrical, plumbing and fire suppression systems. Provide narratives for site preparation.

Task:

● Prepare for and lead the workshop.

● Summary of workshop options and discussion.

2.E.3 SD-3 Conceptual Site and Building Layouts

Informed by the work of the PD phase and SD Design Workshop, develop three (3) or more, as needed, site and building configurations that satisfy the stated project goals and Space Program needs. Drawings will address the operational issues of the transit center and mobility hub including vehicle circulation, rider circulation, relationships to streets and other buildings, and general character of the transit center and mobility hub.

Review with SAMTD staff. Identify a single preferred option to advance into future design phases. Prepare site plan, floor plans, elevations, sections, and up to three (3) 3-D views to support NEPA application.

Investigate and propose a structural system. Size and locate support spaces. Develop narratives describing mechanical, electrical, plumbing and fire suppression systems. Provide narratives for site preparation.

Tasks:

● Provide design development of up to three concepts.

● Provide review and input of design options. Identify Mechanical, Electrical, and Plumbing (MEP) systems options and trade- offs.

Prepare materials for presentation to SAMTD. Attend design team coordination and SAMTD progress meetings as identified below.

● Attend design team coordination meetings to guide NEPA documentation needs. Attend SAMTD progress meetings as identified in the NEPA phase below.

● Provide review and input of design options. Attend design team coordination and SAMTD progress meetings as identified below.

Provide design oversight and coordination between power provider and charging manufacturer.

Deliverable(s):

1. Presentation material as appropriate for each meeting.

2. Prepare outline specification and design drawings to describe the project at this stage of the design.

3. Graphics and drawings supporting NEPA application.

2.E.4 SD-4 Design Meetings

Prepare for the upcoming meetings, coordinate project activities, review and evaluate design activities, and provide direction to the design team.

Assumed number of meetings, this phase:

Three (3) SAMTD Progress Meetings

Three (3) Design Team

Coordination Task:

● Prepare agendas, attend and facilitate meetings itemized above, and summarize.

Deliverable(s):

1. Presentation material as appropriate for each meeting

2. Meeting summary

2.E.5 SD-5 Code Compliance

Comply with applicable codes. Conduct building code review.

Refine draft code analysis of land use requirements applicable to the project.

Tasks:

● Lead code compliance efforts

● Prepare land-use summary

● Coordinate development of design with applicable codes

2.E.6 SD-6 Title VI Analysis and Report

Proposer shall perform a Title VI equity analysis. Title VI analysis of all sites under consideration with draft and final reports.

Task:

● Draft the Title VI Equity analysis

Deliverable:

● Title VI Equity Report

2.E.7 SD-7 Public Involvement Support

Support SAMTD in public outreach. The purpose of public engagement during the PD phase is to gather input about goals, visions, and concerns that could be included in the design of the transit center. Proposer will provide graphics and visioning materials supporting collection of input from the public. Graphics may include precedent images, visioning words, and site context plan.

Task:

● Provide graphics, attend meetings

Assumption(s):

1. SAMTD will lead public outreach coordination, meeting scheduling, and meeting facilitation.

2. Up to five (5) design team staff will attend up to two (2) public meetings.

3. More detailed design-specific drawings will be provided under DD-3 listed below.

Deliverable:

● Graphics and materials for meetings

2.E.8 SD-8 Cost Modeling

Based on the preferred option, prepare a quantity take off type cost estimate for one project scheme. Reconcile design scope with results.

Tasks:

● Coordinate cost estimating support efforts with all Proposers

● Prepare cost estimate that includes all disciplines

● Answer questions and support cost estimation efforts Deliverable:

● Cost Estimate

2.E.9 SD-9 Presentation

Prepare for and give the project final presentation to SAMTD Board and staff to present the project and answer questions.

Task:

1. Proposer shall develop all materials

2. Presentation to the SAMTD Board and staff

1. Presentation materials

2. Final presentation with Q&A period.

2. F Contract Deliverables (Optional) These are additional contract requirements for Proposer to evaluate as part of this solicitation.

Existing conditions memo: technical memorandum documenting known characteristics of the East Salem transit market and outline potential capital investment strategies to efficiently and effectively serve the identified transit market to the year 2050.

1. Market segmentation analysis, including:

2. Business survey

3. Community survey

4. Existing transit rider survey

5. Existing rideshare, carpool, and commuter market

6. Travel demand forecasts

7. Presentation to the Executive Leadership Team and SAMTD Board of Directors.

2. G Proposer Performance Reviews (Optional) Proposer will be evaluated through the duration of the resulting contract to this solicitation. Evaluate on a 0-4 scale with 0 being poor and 4 being consistently exceeds.

Evaluation criteria:

1. Communication Communicates regularly and openly with staff assigned to projects. This can be done face to face, via phone conferences, one-to-one, or group meetings. Project Managers are visible and available when needed. Answers emails and phone calls in a timely manner. Provides timely follow-through. Verbal and written communication is concise and easy to understand for individuals not on the project teams.

2. Quality and Timeliness of Deliverables Completed reports accurately represent Purchase Order, follow milestones, and meets or exceeds proposed deadlines. Deliverables are timely and are customized based on SAMTD's specifications. Proposer has a quality assurance process in place to reduce errors and ensure accuracy of information.

3. Interpersonal Skills with SAMTD Staff Effectively coordinates and cooperates in development, implementation, process, and programs. Actively engages stakeholders in project completion and administration. Collaborates with all stakeholders and is conscious of how workflows intersect. Respectful of SAMTD culture, mission, vision, and values.

Seeks feedback to improve relationships and improve stakeholder commitment towards quality deliverables.

Part 3 – Submission Guidelines

3. A Procurement Schedule Dates preceded by an asterisk (*) are estimated dates and provided for information only. Estimated dates may change after proposal submission and not be part of any addenda.

Procurement Activity Date - 20245

Procurement Request Released 6/26/2025

Pre-Proposal Conference 7/10/2025

Clarification Deadline 7/16/2025

*SAMTD Clarification Response 7/21/2025

Submissions Due 7/31/2025

*Interviews/Demonstrations TBD

*Notice of Intent to Award TBD

*Estimated Award Date TBD

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

Submissions are not reviewed or considered after the due date has passed.

SAMTD will not be responsible for any costs for preparing submissions, attending a pre-proposal conference, or participating in interviews including but not limited to travel expenses, preparation costs, or materials.

3. A.1 Pre-Proposal Conference A pre-proposal conference will be held virtually via Google Meet at the date and time provided in the Procurement Schedule. Interested proposers are encouraged to attend as a means of gaining clarity for the requested scope of work and ensuing contract.

Meeting ID meet.google.com/yom-ndit-mjf

Phone Numbers

(US) 6893-961-+1 267

PIN: 224 105 456#

3. B Proposal Guidelines Proposers should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. The submission of a Proposal constitutes Proposers acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out herein.

The Proposer is responsible for all costs related to the preparation of the Proposal, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Request for Proposal will be the responsibility of the Proposer and will be deemed included in the fees and charges proposed.

SAMTD reserves the right to:

● Award to one or more vendors at SAMTD’s sole option

● Accept or reject any or all Proposals and their Proposers

● Reject this solicitation and issue a new one for any reason

● Waive non-material deviations from the requirements

● Waive any informality or minor irregularity in Proposals received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Proposal

A Proposal may be rejected when:

● It is late

● The Proposer fails to meet the minimum qualifications listed in Part 3.C

● The Proposer is determined to be not responsible as described in Part 4.D

● Any required form/exhibit is not signed https://meet.google.com/yom-ndit-mjf?hs=122&authuser=2

● Vendor information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Proposal have been altered

● A Proposer fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the Proposal as provided by law

● Proposer fails to acknowledge in writing an addenda

Proposals may not be modified after opening unless requested by SAMTD. Prior to opening, Proposals may be withdrawn at any time.

SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

Proposal pricing, if requested, shall be valid for a period of 120 days from Proposal.

SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3. C Minimum Proposer Qualifications (Pass/Fail)

● Minimum of 5 years experience in the transportation planning and engineering field.

● Proposer must demonstrate their familiarity and experience with Oregon state transportation laws and regulations, and transit needs, particularly as to bus transit needs.

● Proven experience providing technical consulting and acquisition services to public transportation entities.

● Have a State of Oregon and all required local government license(s), registrations, and endorsements, including architectural or engineering licenses where the scope of work requires.

● Not be suspended or debarred with SAM.gov.

● Not be debarred by any Oregon contracting agency under ORS 279B.130

● Not be disqualified from bidding under ORS 279C.860

● Not in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 -

318, 321 and 323; under ORS 320.005-320.150; under ORS 403.200-403.250;

and local tax laws administered by the Oregon Department of Revenue under

ORS 305.620

3.D Questions, Clarifications, Request for Deviation, Substitution or Approved Equals Questions, clarifications, and alternates pertaining to the RFP must be submitted in writing to procurement@cherriots.org no later than the date and time listed in the

Procurement Schedule above. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposers are required to provide the value of each proposed modification and a brief explanation as to why the change is requested.

SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email.

Any unapproved deviations, exceptions, substitutions, alternates, or conditions or contracts contained in a Proposal are cause for the Proposal’s rejection as non-responsive.

Unauthorized contact regarding this RFP with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD. Proposers should rely only on written statements issued by Procurement in a formal Addenda (See Part 3.F).

Do not add any SAMTD email address to company marketing email lists.

SAMTD will only accept a substitution of alternate material or equipment when:

1. The Contractor submits documentation acceptable to SAMTD attesting that the material or equipment specified in this Contract is no longer available;

2. The alternate material or equipment will be supplied at no additional cost; and

3. The alternate material or equipment meets the requirements and specifications set forth in the Scope of Services/Specifications.

Documentation supporting the non-availability of material or equipment may include, but not be limited to, one of the following: certification from the manufacturer that the item has been discontinued or that there has been a substantial change in its specifications; the manufacturer has gone out of business; or new import restrictions have been imposed on the item.

Any Proposer(s) believing a Contract term or scope requirement is unnecessarily restrictive or wishing to propose an alternative must submit their request in writing to procurement@cherriots.org by the deadline provided in the Procurement Schedule.

Requests submitted after this date, or as a Proposal condition will not be reviewed or considered. SAMTD will not agree to terms or conditions to the Contract after Proposals are submitted and conditioned Proposals may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

3.E Submission Packages Proposals will be in PDF format submitted to procurement@cherriots.org or be sent as a USB/Thumb drive via regular mail no later than the due date outlined in the Procurement Schedule. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD.

Proposals sent via Fed-Ex, UPS or other carrier providing guaranteed delivery but were not delivered, will be accepted upon receiving proof of guaranteed delivery date.

SAMTD will not review submissions if the packet or forms are altered in any way.

SAMTD will not review submissions if the Exhibits are altered in any way.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Proposers may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided Exhibits will render the Proposal non-responsive. Marking a Proposal, or portions of the Proposal, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

Marketing materials, alternate and unapproved agreements, and any other information not specifically requested or required in this RFP will not be reviewed. Proposer will NOT add SAMTD to any marketing email lists.

All Proposals will contain the following information in addition to the Exhibits provided. In addition to all completed exhibits as outlined in Part 7 “Proposers Checklist”, Proposers will submit a technical response addressing the following. Proposers may emphasize in their narrative any areas of their proposal that they believe exceed SAMTD requirements. Proposers are advised to clearly communicate enough detail and relevant information to ensure effective evaluation by SAMTD’s Evaluation Committee.

1. Firm Information Introduce the firm and the direct experience specified in the Scope of Work.

Provide feedback collected from previous customers regarding your performance. Less than favorable feedback should include steps the firm has taken to remedy any issues, or address the customer’s concerns.

List any contracts within the past three (3) years that the firm may have defaulted on or failed to meet contract terms. Identify any past (within the last three (3) years) or pending litigation alleging failure to perform in accordance with contractual obligations and describe present status. Explicitly state if there is no such litigation. List any projects resulting in time extensions and/or the assessment of liquidated damages against the Firm or sub-contractors during the last five (5) years. Explicitly state if there were no extensions/assessments.

Identify any past (within the last three (3) years) or pending liens, claims, infractions, or citations filed or recorded by a County, State or the federal government, or filed by subcontractors, suppliers, or materialmen. List with whom, for what, and the amount claimed. Explicitly state if none of these situations apply. Provide a list of contracts in the last five (5) years that may have terminated for reasons other than the natural expiration. Include details about why the contract terminated.

Submit no more than five (5) completed relevant projects (within the past three

(3) years) that demonstrate successful contract performance similar in size and scope as described in this RFP. Include the following for each reference (include transit or government experience):

i. Company name and full address

ii. Point of contact name, title, e-mail address, and phone number

iii. Contract title, number, start and completion dates

iv. Contract description & order / service details

2. Value Added Options

Express any value-added options or ideas that may benefit SAMTD that is not outlined in the Scope of Work. This could include ideas or suggestions on making bus auditing services more efficient, explain how to best engage the manufacturers, alternatives to ensure timelines are met, scope and goals better defined, additional related services, etc. These ideas must be logical and based on the need described in the Scope of Work.

3. Price Proposal SAMTD shall identify up to three (3) of the highest ranked Proposers based on non-price factors who will be asked to submit a Price Proposal using Exhibit 8 provided. Any travel is based on actual receipts and will follow the process outlined in Part 5, section B below. If there are items not listed, Proposers are encouraged to add rows.

3. F Addenda Modifications to this RFP shall be made only by Addenda posted to the OregonBuys site. Verbal, faxed, or e-mailed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said Addenda shall be taken into consideration by Proposers and included in their Proposals. All Addenda issued by SAMTD (posted to OregonBuys site) shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

3. G Protest Procedures Protests shall only be accepted from participating Proposers and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures.

SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement in writing at procurement@cherriots.org. Once a Proposer exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA’s Region 10 office within five (5) working days of SAMTD’s final decision of the protest. However, Proposers are cautioned that FTA’s jurisdiction over protests are limited in scope.

3. H Conflict of Interest SAMTD officers, employees, agents, or Board members will not solicit or accept gifts, favors, or anything of monetary value from Proposers. Any SAMTD officer, agent, employee, or Board member with a perceived or actual financial or other interest in the award of the proposed contract will recuse himself/herself from any evaluation or decision on any Proposal.

Proposers and their staff must declare any perceived or actual conflict of interest using the form/exhibit provided. For example, a conflict of interest would arise if a Proposer or staff did the following:

● Assists in the creation of the Scope of Work. This includes, but is not limited to, reviewing and commenting on the preliminary scope in whole or part, assisting staff in specification writing, or recommending the use of a particular brand or supplier/distributor in the specification or evaluation of Proposals.

● Has access to nonpublic information during the performance of an earlier contract or has been provided with information other Proposers have not during procurement.

● Assists in the creation of a project budget.

● Has a personal or professional relationship or affiliation (past or present) with a member of the evaluation committee or project team.

● Has a financial gain from the recommendation and/or purchase of a particular good or service relating to a contract or potential contract. (e.g.

distributor/manufacturer relationship)

SAMTD will review all conflict of interest statements and notify the Proposer of its decision to allow or reject a Proposal as it pertains to the conflict.

In the event that a conflict of interest is discovered post-award, this will be considered a breach of contract and the contract will be terminated under the terms and conditions provided. The Proposer must pay any additional costs incurred by SAMTD to engage another Proposer to finish the work.

3. I Disadvantaged Business Enterprise.

SAMTD has an overall agency goal of 2.49 percent (2.49%) for the utilization of DBEs using race neutral means. This contract will utilize Federal Funds and therefore is subject to the terms and conditions outlined in Appendix B “Federal Terms and Conditions”. SAMTD strongly encourages and expects Proposers to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposers are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of all anticipated SAMTD Federal contracts.

SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

http://www.cherriots.org/en/about-us/procurement http://www.cherriots.org/en/about-us/procurement

Part 4 – Proposal Evaluation

4. A Evaluation Criteria It is intended that one (1) contract be awarded to the highest scoring responsible, responsive Proposer whose proposal SAMTD determines in writing is the most advantageous to SAMTD for the requested goods and services based on the below evaluation criteria. Only those Proposals determined to be responsive will be considered for award.

4. A.1 Evaluation Procedures A Source Evaluation Committee (SEC) will be appointed to evaluate the proposals received. Each of the criteria listed below will be reviewed by the committee for the purpose of scoring proposals, based on how fully each proposal meets the requirements identified in this RFP.

1. Procurement will review all proposals received by the published deadline for conformance with the instructions and requirements of the RFP and Contract documents. Submissions or Proposers that do not meet the requirements detailed within this RFP may be rejected as non-responsive.

2. If asked to submit a Price Proposal, Procurement will calculate the Price Score based on the “Total Base Services” amount on Exhibit 9 using the following normalizing formula from responsive proposals that are submitted by responsible proposers. The score for pricing will not be averaged or combined based on the total number of evaluators. The lowest price in the “Total Base Services” will receive the highest score. SAMTD may, at its option and to further differentiate price score, extend points for price only out two (2) decimal places.

(Lowest Proposed Base Price ÷ Base Price Being Evaluated) × Total Points Possible = Score

SAMTD will verify the amounts in the Extended Price column equal the quantity multiplied by the unit price. SAMTD Procurement will review any discrepancies with the vendor, in writing, and the resolution will be included for final evaluation.

3. A Source Evaluation Committee (SEC) will be appointed to evaluate proposals.

The SEC will review responsive and responsible submissions against the Evaluation Criteria outlined in this RFP or in subsequent Addenda that may be issued. A member of the SEC or Procurement may check references as part of this step and share them with the evaluation committee as part of the Qualifications and Relevant Experience criteria. The SEC shall evaluate and score proposals to select those Proposers technically qualified to perform the work irrespective of price.

4. Procurement will combine the Proposal Price Scores with the SEC’s initial scoring of technical proposals. The top Proposals (Competitive Range) may be invited for interviews or demonstrations. Proposals and interview results are re-scored against the evaluation factors based on information provided by interviewees. Price will be recalculated based on the number of Proposals in

Competitive Range.

5. If references were not checked as part of Step 3 above, a member of the SEC or

Procurement may check references and share them with the evaluation committee as part of the Qualifications and Relevant Experience criteria.

6. Price will be rescored against the number of Proposals in Competitive Range.

SAMTD reserves the right to award a contract without a BAFO request.

7. SAMTD reserves the right to award based upon the most favorable initial Proposal.