RFP - LPA Non-AE Planning Form S016-G071221-rev4 RFP # FY27-001

Request for Proposals (RFP) Non-A&E Planning Services

Issued by: Lane Council of Governments (herein after referred to as “Agency”)

RFP Number: FY27-001

RFP Title: Technical Assistance Travel Demand Modeling

Issue Date: 07/21/2026

PROPOSAL DUE DATE and TIME: 09/01/2026 by 5 PM PST

Proposer Questions, RFP Protests, and Requests for Change: due via email no later than 7 calendar days prior to Proposal due date.

A pre-Proposal conference will not be held.

Issuing Office; Purchaser/Single Point of Contact Purchaser/Single Point of Contact for this RFP:

David Grabicki, Assistant Finance and Budget Director

Address: 859 Willamette ST, STE 500 Eugene, OR 97401

E-mail: dgrabicki@lcog-or.gov

Proposals and all other submittal requirements specified in RFP section 2.4 must be submitted before the Proposal due date and time to the above email address. )

Contents

1.0 SOLICITATION PURPOSE & CONTRACT OVERVIEW

1.1. SUMMARY OVERVIEW & PROCUREMENT METHOD and SCHEDULE

1.2. PROJECT BACKGROUND, LOCATION, and SCOPE of NEEDED SERVICES

1.3. RESERVED

1.4. PERIOD OF PERFORMANCE

1.5. QUANTITY OF CONTRACTS AWARDED & OFFER PERIOD

1.6. FUNDING SOURCE(S):

1.7. CONTRACT NOT TO EXCEED AMOUNT & METHOD OF COMPENSATION

1.8. DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PARTICIPATION

1.9. INSURANCE REQUIREMENTS

1.10. CONTRACT TERMS & CONDITIONS

2.0 INSTRUCTIONS TO PROPOSERS & SUBMITTAL REQUIREMENTS

2.1 PROPOSER QUESTIONS, RFP PROTESTS and REQUESTS FOR CHANGE

2.2. ADDENDA

2.3. MINIMUM QUALIFICATIONS

2.4. PROPOSAL & SUBMITTAL REQUIREMENTS

3.0 EVALUATION PROCESS & CONSULTANT SELECTION

3.1 EVALUATION PROCESS

3.2 TECHNICAL PROPOSAL EVALUATION CRITERIA and POINTS AVAILABLE

3.3 PRICING INFORMATION EVALUATION and POINTS AVAILABLE

3.4 TOTAL SCORE and AWARD

3.5 REFERENCES

3.6 RESPONSIBILITY DETERMINATION

3.7 INTENT TO AWARD NOTICE

3.8 AWARD PROTEST

4.0 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.1. CERTIFICATION REGARDING DEBARMENT & OTHER RESPONSIBILITY MATTERS

4.2. CERTIFICATES OF INSURANCE

4.3. TAX ID NUMBER

4.4. BUSINESS REGISTRY NUMBER/REGISTERED AGENT

4.5. RESPONSIBILITY INQUIRY FORM

4.6. COST INFORMATION

5.0 NEGOTIATIONS

6.0 GENERAL TERMS & CONDITIONS FOR THIS RFP

6.1 NON-DISCRIMINATION

6.2 FUTURE WORK LIMITATIONS

6.3 ELECTRONIC FILES LINKED OR ATTACHED

6.4 PUBLIC RECORDS

6.5 USE of RECYCLED PRODUCTS

6.6 RFP CANCELLATION

6.7 COST OF SUBMITTING A PROPOSAL

6.8 PUBLICITY

ATTACHMENT A - PROPOSAL COVER SHEET

ATTACHMENT B – RESERVED

ATTACHMENT C – SAMPLE CONTRACT

ATTACHMENT D – PROPOSED FULLY-BURDENED BILLING RATES

Definition of Terms:

The following terms have the meaning provided in OAR 125-246-0110: “Addendum” or “Addenda”, “Business Day”, “Closing”, “Contract”, “OAR”, “ORS”, “Proposal”, “Request for Proposal” or “RFP”, “Responsible”, “Responsible Proposer”, “Responsive”, “Writing”.

https://secure.sos.state.or.us/oard/viewSingleRule.action;JSESSIONID_OARD=4SO_i9Fp0TxIeJM_4PIwHKknqstKphzf28cwHJEngkbIs1ysl-Hq!-330355351?ruleVrsnRsn=8737

1.0 SOLICITATION PURPOSE & CONTRACT OVERVIEW

1.1. SUMMARY OVERVIEW & PROCUREMENT METHOD and SCHEDULE

Agency is issuing this Request for Proposals and any Addenda thereto (collectively, the “RFP”) to obtain Proposals from qualified consultant(s) for planning services (“Services”). For further information regarding the Services needed, see section 1.2.

Proposers responding to this RFP do so solely at their expense, and Agency is not responsible for any Proposer expenses associated with the RFP.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060, OAR 137-047- 0260, as well as any additional requirements of Agency’s rules/policies (to the extent Agency’s requirements do not conflict with State or Federal requirements).

Procurement Schedule Date or Number of Days RFP issue date, deadline for Proposer questions/protests, and Proposal Due Date and Time

Dates stated on front page

Completion of Proposal evaluation Est. 14 calendar days after Proposal Due Date

Completion of interviews or follow-up questions (if conducted) Est. 25 calendar days after Proposal Due Date

Notice of intent to award Est. 3 Business Days after all scoring complete

* Negotiations completed Est. 40 calendar days after intent to award

Contract Start Est. within 14 calendar days of negotiation completion

* Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to accommodate the negotiation schedule above if selected for intent to award. See Section 5 Negotiations.

1.2. PROJECT BACKGROUND, LOCATION, and SCOPE of NEEDED SERVICES

Summary Overview Agency is seeking Proposals from qualified firms to provide regional travel demand model services.

Agency is and staffs the federally designated and recognized Central Lane Metropolitan Planning Organization (Central Lane MPO) for the central Lane County area that includes Eugene, Springfield, and Coburg. The Central Lane MPO leads regional transportation planning, is responsible for distributing federal transportation dollars, and works cooperatively with local governments and transit providers to set priorities for transportation needs. This process enables our area to receive millions of dollars annually in federal transportation funding. The Central Lane MPO conducts a comprehensive, cooperative, and continuing (3C) planning process and maintains five core functions:

1. Establish a collaborative setting for regional transportation decision making.

2. Maintain a long-range Regional Transportation Plan (RTP) and Congestion Management Process

(CMP) covering a minimum 20-year planning horizon.

3. Develop and maintain a Transportation Improvement Program (TIP) covering a period of at least four years.

4. Involve the public.

5. Evaluate transportation alternatives.

6.

Other responsibilities of the MPO include providing technical modeling of the transportation system to local governments; facilitating the interaction of federal, state, and local agencies dealing with transportation issues; managing the analysis and process for maintaining conformity with federal air quality standards; preparation of financial analysis and project programming; and providing opportunities for public involvement.

The Central Lane MPO planning area has a population of about 275,000 and covers the area within the urban growth boundaries of Eugene, Springfield, and Coburg, and a small area of Lane County adjacent to these urban areas. Central Lane MPO partners are:

• City of Coburg

• City of Eugene

• City of Springfield

• Lane County

• Lane Transit District

• Oregon Department of Transportation

Agency develops and maintains travel and land use forecasting tools and procedures that are utilized to support regional transportation and land use planning efforts, air quality conformity analysis, and on-going technical support for member agencies. Technical support includes foundational analysis and data for transportation system plans, corridor studies, project specific transportation impact analysis, and transit studies.

Current Travel Demand Model Agency’s current travel demand model has a 2024 base year and a 2049 forecast year. It informed base and future year conditions as well as performance measures on system performance for the Central Lane MPO’s 2049 Regional Transportation Plan, Air Quality Conformity Determination, and Congestion Management Process (all three adopted in December 2025) as well as the region’s Intelligent Transportation System Plan (adopted in July 2021).

Agency maintains a trip-based regional travel demand model that runs in the Visum platform. Travel behavior is collected from the region’s most recent Household Travel Behavior Survey to understand how factors such as age, income, children, car ownership, and transportation infrastructure characteristics affect travel choices. Data input also includes population and employment (existing conditions and forecast) in a way that is consistent with local comprehensive plans as well as roadway and transit routes. Currently, the Agency’s model region is divided into 666 transportation analysis zones (TAZs).

Census data, land characteristics, economic factors, and accessibility measurements feed into the Agency’s land use model which projects the number of households and jobs located in each zone.

Agency uses a standard four-step modeling process for travel demand forecasting. This four-step process consist of the following parts:

1. Trip generation

2. Trip distribution

3. Mode choice

4. Trip assignment

It is anticipated that this RFP results in a 6-year contract with potential for extension. Agency’s current four-step travel demand model will be utilized throughout the contract duration. However, while not explicitly a component of this RFP, Agency is collaborating with ODOT and other MPO partners representing the Portland regional and Salem-Keizer regional areas to collaboratively move towards a joint activity-based model (ABM) estimation and implementation. The transition towards an ABM may occur throughout the duration of this contract.

Central Lane MPO develops and maintains most of the data required for travel modeling needs. Though Central Lane MPO anticipates needed consultant support to adjust data to the format needed for modeling purposes or to seek out additional data sources through this contract.

Central Lane MPO will prepare required land use inputs separate from the tasks anticipated in this contract though does anticipate needed consultant support to ensure land use inputs are in the correct format for the travel demand model.

Modeling support for the travel demand model through this contract include, but is not limited to:

• Re-estimation using new Oregon Travel Study household survey data. Re-estimation shall be mainly in Python and Larch (a Python model estimation package).

• Update and application for the next Regional Transportation Plan, Air Quality Conformity Determination, and Congestion Management Process update (update of these documents must be complete by January 2030). The updated travel model will have 720 TAZs. Update and application is anticipated to occur and be complete by January 2029.

• Coordination with consultants doing local Transportation System Plan updates.

• Provide guidance with ABM development and integration into the Central Lane MPO’s modeling work program.

• Application throughout the contract to support local project needs.

Purpose The purpose of this RFP is to solicit consultant Proposals for on-call travel demand model services. Work will be performed under task orders. Each task order Agency issues will contain mutually agreed upon scope of work and associated budget. Below is a list of expected tasks. Because of the dynamic nature of the on-call assistance, it is not possible to delineate all tasks over the six-year period, so the list is representative, not exhaustive. Proposers shall demonstrate expertise and capacity to fulfill services including but not limited to the tasks listed here:

1. Coordination and communication with agency staff regularly throughout the contract, primarily via remote meetings (assume monthly check-in meetings) and email.

2. Ensure Agency travel demand model is maintained and producing expected results.

3. Awareness of industry best practices.

4. Provide mentoring and education to Agency staff working with and needing to understand the travel demand model.

5. Travel demand model application to support regional transportation planning in compliance with applicable Code of Federal Regulations (CFRs) including but not limited to 23 CFR Part 450 - Subpart C - Metropolitan Transportation Planning and Programming. Application tasks include, but are not limited to analysis of base and future year network performance, and calculation of performance measures as found in the Central Lane MPO’s 2049 Regional Transportation Plan and 2049 Congestion Management Process.

6. Respond to project level request for base and forecast year volumes, and additional model outputs to support planning studies and transportation project impact analysis.

7. Support local corridor and transit analysis with volume, delay, and additional model outputs as requested.

8. Model updates including integration of updated population and employment conditions and forecasts, traffic counts, and multi-modal transportation network changes. One model update is assumed during this six-year contract period. Agency anticipates the model update will begin in calendar year 2028 and will bring the model to a 2028 base year and a 2053 future year. Though the anticipated start date for the model update is partially dependent on local Transportation System Plan (TSP) update timelines and, therefore, subject to change. If the contract is extended beyond the initial six-year period, a second model update may be required. Calibration for each update shall be to local conditions.

https://www.lcog-or.gov/thempo/page/regional-transportation-plan https://www.lcog-or.gov/thempo/page/congestion-management-process

9. Re-estimate the model with the updated Oregon Travel Study data. Re-estimation shall be mainly in Python and Larch (Python model estimation package).

10. Provide guidance and expertise as Agency collaborates with ODOT, Metro, and Salem-Keizer Area Transportation Study (SKATS) partners in the statewide ABM joint model estimation effort.

11. Support data formatting and collection needed to fulfill task needs. Examples of data collection include but are not limited to truck GPS data from American Transportation Research Institute (ATRI), and sources of count data.

12. Travel demand model application to support local Transportation System Plan updates, including model related requirements found in the Oregon Administrative Rule Chapter 660 Division 12:

Transportation Planning.

13. Establish protocols to use in documentation of model changes, updates, and application. In some cases, the changes or updates to the model code, transportation data, land use data, etc. may be made by an external consultant, particularly in the case of changes needed to support local TSP updates. Protocols must be established to clearly document changes and Consultant must demonstrate aptitude to advise Agency on changes and whether or not to integrate them into the regional travel model.

Proposers must have demonstrated experience in regional travel demand modeling and sound understanding of interpreting output, with a minimum of five years of experience of a principal project team member in conducting similar scopes of work.

Task orders shall be initiated by the Agency Project Manager, who shall coordinate with Consultant project manager. A task order may contain more than one task. Once there is mutual agreement on the task order, including scope, budget, timeline, deliverable(s), and type of reimbursement, task orders shall be authorized in writing.

1.3. RESERVED

1.4. PERIOD OF PERFORMANCE

The schedule for performance of Services needed under the prospective contract is approximately October 2026 to September 2032.

1.5. QUANTITY OF CONTRACTS AWARDED & OFFER PERIOD

It is anticipated that 1 Contract will be Awarded from this RFP (if Agency makes an Award). A Proposer's Proposal is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the Proposal Due Date for this RFP. Agency may request, either orally or in Writing, that Proposer extend the offer period in Writing.

1.6. FUNDING SOURCE(S):

This procurement includes funding from Federal Highway Administration (FHWA). Additional funding from State and local sources may be available but is not guaranteed as a part of this RFP.

1.7. CONTRACT NOT TO EXCEED AMOUNT & METHOD OF COMPENSATION

Proposers are advised that the award and potential dollar amount of the Contract, including as may be amended within the Scope of Work identified in this RFP, are contingent upon Agency receiving approval of funding for use under this RFP as determined by Agency in its sole discretion.

The anticipated initial value of the contract awarded from this RFP is estimated to be in the range of $500,000 to $550,000. Contingent upon Agency’s need, Consultant’s performance, and the availability of approved funding, Agency reserves the right to amend the contract (within the scope of the Project described in this RFP) for additional tasks, Project phases and compensation as necessary to complete the Project.

https://www.oregonmodels.org/oregon-travel-study https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=3062

The method of compensation will be determined by Agency and may be any of the following methods (may include more than one method – “Mixed”):

• Time and Materials, up to a maximum NTE amount;

• Fixed Price for all Services;

• Fixed Price per Deliverable;

1.8. DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PARTICIPATION

ODOT’s DBE Policy Statement is posted at the following Internet address:

https://www.oregon.gov/ODOT/Business/OCR/Pages/Disadvantaged-Business-Enterprise.aspx

The DBE Policy Statement applies and is incorporated with the same force and effect as though fully set forth in this RFP.

No Goal. A DBE Participation Goal has not been established for this procurement. See RFP Attachment C – Sample Contract, Exhibit E for information on reporting requirements and how credit for DBE participation is determined for no-goal contracts.

1.9. INSURANCE REQUIREMENTS

See Exhibit C of the Sample Contract (RFP Attachment C) for the insurance requirements that will apply to the prospective contract from this RFP.

1.10. CONTRACT TERMS & CONDITIONS

See RFP Attachment C - Sample Contract, which is incorporated in the RFP by this reference, for the terms and conditions that will apply to the prospective contract from this RFP. Unless an official Addendum has modified or reserved the right to negotiate any terms and conditions contained in the Sample Contract or exhibits thereto, Agency will not negotiate any term or condition with the apparent successful Proposer(s) after the solicitation protest deadline, except the SOW and pricing. Changes to standard contract terms and conditions may be subject to approval by ODOT.

By Proposal submittal, the apparent successful Proposer agrees to be bound by the terms and conditions as set out in the Sample Contract associated with this RFP, and as they may have been modified or reserved by Agency for negotiation. Any Proposal that is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

2.0 INSTRUCTIONS TO PROPOSERS & SUBMITTAL REQUIREMENTS

2.1 PROPOSER QUESTIONS, RFP PROTESTS and REQUESTS FOR CHANGE

All questions, RFP protests or requests for change relating to any aspect of this RFP or the associated Project must be submitted in Writing via e-mail to the Purchaser/Single Point of Contact identified on page 1 of this RFP. RFP protests and requests for change submitted after the protest due date on page 1 of this RFP will not be considered. RFP protests or requests for change must be in conformance with requirements set forth in ORS 279B.405. The foregoing procedures and deadline shall also apply to protests and requests for change respecting the contents of Addenda to the RFP, unless the Addenda specify a different deadline. Failing to follow the foregoing requirements regarding the Single Point of Contact for inquiries may result in Proposal rejection by Agency.

Answers to substantive questions and/or any changes to the RFP will be issued as official Addenda to this RFP, no later than 7 calendar days prior to the Proposal Due Date .

https://www.oregon.gov/ODOT/Business/OCR/Pages/Disadvantaged-Business-Enterprise.aspx

2.2. ADDENDA

When appropriate, as determined by Agency in its sole discretion, changes to the Proposal Due Date and time or revisions, additions, substitutions, clarifications of the RFP or attached terms and conditions will be issued as Addenda to this RFP. Modifications to this RFP shall be binding on Agency and Proposer only if in the form of written Addenda issued by Agency. Any such Addenda are incorporated into this RFP as if fully set forth herein. Except for officially issued Addenda, no person has been authorized to provide any other written or oral representation, clarification, warranty or assurance with respect to this RFP or the project.

Agency shall advertise Addenda, if any, at the following website: www.lcog-or.gov/rfps Anyone who has downloaded or received a copy of this RFP will only be alerted to the existence of any Addenda by monitoring and downloading from the above website, or by checking with the Purchaser/Single Point of Contact for this RFP. Agency is not responsible for sending Addenda to any potential Proposers.

2.3. MINIMUM QUALIFICATIONS

2.3.1 Maximum Subcontracting. Proposers are advised that, to be considered for award, the prime consultant must have qualified employees and capacity to self-perform (without subconsultant assistance) at least 51 percent of the Contract value for the proposed services.

2.3.2 References. Proposers must have completed in the last 3 years at least 3 projects similar in nature to the Services described in this RFP. Provide references for the similar work in the fields provided on the Proposal Coversheet – RFP Attachment A.

2.3.3 Experience. Proposers shall have demonstrated experience in the following areas:

2.3.3.1 Regional travel demand modeling including both application and development in the Visum software environment. Experience with scenario management in Visum desired.

2.3.3.2 Consulting in a similar capacity conducting similar tasks described in Section 1.2.

2.3.3.3 Ability to communicate complex technical application to a broad audience at varying levels of technical knowledge.

2.4. PROPOSAL & SUBMITTAL REQUIREMENTS

2.4.1 Time, Date and Place for Submission. Proposals and all required submittal items must be submitted at the email and received by the deadline specified on page 1 of this RFP (or such other deadline as may be revised by Addenda issued by Agency). Agency will not accept Proposals submitted after the Proposal submittal deadline.

If submittal by email or Electronic Procurement System is allowed under this RFP, in the event of a system failure that interferes with the ability of Proposer to submit Electronic Submittals, to protest or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of Electronic Submittals by issuing an Addendum immediately after the Electronic Procurement System or electronic mail system becomes available.

2.4.2 Technical Proposal Page Limit, Font Size. The Technical Proposal is limited to 15 pages and must use a minimum 12 point font for substantive text (including text in tables or resumes, if any). Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. One page is defined as: one side of any 8-1/2" x 11" page, partial page, tab, index or table of contents that contains substantive text, tables, graphics, charts, resumes, etc. Any page over this size will be counted as 2 pages.

The following items do not count toward the page limit:

• Attachment A – Proposal Cover Sheet,

• Pricing information required in section 2.4.5.

http://www.lcog-or.gov/rfps

• Any additional forms required in section 2.4.6.

2.4.3 Technical Proposal Contents. The Technical Proposal must address each of the evaluation criteria in section 3.2 and any other Technical Proposal requirements set forth in this RFP [Searchable PDF or Microsoft Word format].

Proposals should not include extensive artwork or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal unless required by the RFP. Do not include pricing information in the Technical Proposal. All pricing information must be submitted as required in section 2.4.5.

2.4.4 Signed Proposal Coversheet. Proposer shall submit a completed Proposal Coversheet (RFP Attachment A) bearing the signature of Proposer’s authorized representative (PDF format).

By submitting a Proposal in response to this RFP, Proposer (and if selected for award, also as the Contractor) agrees with Agency that signatures showing on PDF documents submitted or exchanged via email are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

2.4.5 Pricing Information. The required pricing information must be submitted as a separate

Microsoft Excel file. The file should be clearly named to identify it as pricing information for the Proposer (example: XYZcorp_Pricing.xlsx).

Submit pricing information using RFP Attachment D – Proposed Fully-Burdened Billing Rates. Provide fully burdened billing rates for up to 8 Proposer staff and up to 8 subconsultant staff, if any, proposed to work under the prospective Contract. Include rates for the key staff, such as the project manager and technical staff, and staff in support roles.

• Fully burdened billing rates must be inclusive of labor cost, overhead, and profit.

• The proposed fully burdened billing rates shall remain in effect for not less than the first 12 months of the Contract.

• List the name, classification/job title, duties and fully burdened billing rate for each of the staff proposed.

• Include the estimated percent of overall budget for each of the staff. The percentages listed for each of the staff must total 100% for all.

The total weighted rate calculated on Attachment D will be used for “Pricing Information” scoring purposes only. Agency reserves the right to negotiate the final price and billing rates under the prospective Contract with the apparent successful Proposer.

2.4.6 Additional Required Forms/Documents. The following must be submitted with the Proposal package, but separate from the Technical Proposal document (these items do not count toward the Proposal page limit):

• Subcontractor Solicitation and Utilization Report - SSUR available at:

https://www.oregon.gov/ODOT/Forms/2ODOT/2721.pdf. Submit a completed, signed SSUR (PDF format). Also email a copy of the completed, signed SSUR directly to ODOT Office of Civil Rights (ocr.psk@odot.oregon.gov) within 10 Business Days following Proposal submittal deadline. If unable to open form, see instructions for changing browser settings.

• Conflict of Interest (COI) Disclosure Form available at:

https://www.oregon.gov/ODOT/Business/Procurement/DocsLPA/COI_LPA.docx. Submit a completed, signed COI Disclosure Form (PDF format).

(Note: Proposers should review section 4 of this RFP to ensure they can comply with submittal requirements for the apparent successful Proposer.)

https://www.oregon.gov/ODOT/Business/Procurement/DocsLPA/AttD_rates.xlsx https://www.oregon.gov/ODOT/Forms/2ODOT/2721.pdf mailto:ocr.psk@odot.oregon.gov https://www.howtogeek.com/721441/how-to-download-pdfs-instead-of-previewing-them-in-chrome-firefox-and-edge/ https://www.oregon.gov/ODOT/Business/Procurement/DocsLPA/COI_LPA.docx

2.4.7 Proposal Package.

Provide all required submittal items electronically to the Purchaser/Single Point of Contact via the email specified on page 1 of the RFP. Include the RFP number and RFP Title on the email subject line.

Electronic File Size. Proposer shall make reasonable efforts to compress or optimize files to not exceed a combined total of 15 megabytes for all submittals. For tips on reducing file size, see information at the following links: How to reduce PDF file size; How to reduce the size of Word documents that contain images.

Electronic Signatures. By submitting a Proposal in response to this RFP, the Proposer (and if selected for award, also as the Consultant) agrees with the Agency that signatures showing on PDF documents submitted or exchanged electronically are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

2.4.8 Public records exemptions. When applicable, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall also submit with the Proposal package:

• an additional fully redacted electronic version of its Proposal, clearly identified as the redacted version.

• a memorandum citing the statutory justification for each specific area of the Proposal that Proposer claims to be exempt.

Identifying the Proposal in whole as trade secret, confidential or otherwise exempt from disclosure is not acceptable. Any content in the Proposal which Proposer believes to be a trade secret or exempt from public disclosure must be so indicated in conformance with the requirements of this section and section 6.4 of this RFP.

2.4.9 Proposal Withdrawals or Modifications.

A Proposal may be withdrawn or replaced with a modified Proposal by written request from Proposer, provided the request (and any modified Proposal) is signed by Proposer’s authorized representative and received by Agency prior to the deadline for Proposal submittal.

3.0 EVALUATION PROCESS & CONSULTANT SELECTION

3.1 EVALUATION PROCESS

3.1.1 Proposal Opening. There will be no public opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued. However, Agency will record and make available upon request the identity of all Proposers after opening.

3.1.2 Responsiveness Review. Proposals submitted by the Proposal Due Date and time will receive an initial review by Agency for Responsiveness to all requirements (allowing for minor informalities) set forth in the RFP and RFP Coversheet. Any Proposal not meeting RFP requirements may be found non-Responsive and rejected.

3.1.3 Technical Proposal Evaluation. Technical Proposals found to be Responsive will be forwarded to an evaluation committee of at least 3 members that will independently review, score and rank Technical Proposals in accordance with the criteria and point allocation in section 3.2.

Evaluators will independently judge the merits of each Technical Proposal by comparing the requirements and criteria stated in the RFP with the Responsiveness and the relevance of information, experience, and qualifications presented in the Technical Proposal.

https://libguides.rowan.edu/c.php?g=248114&p=4694944 https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/ https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/

If necessary, the Purchaser may request via email further clarification from Proposer to assist the evaluation committee in gaining additional understanding of Proposal. A response to a clarification request must be in Writing and may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal Clarifications may not be used to rehabilitate a non-Responsive Proposal.

Score for Technical Proposal = Total of the Technical Proposal scores (RFP section 3.2) from all evaluators for a given Proposer, divided by the number of evaluators.

3.1.4 Price Proposal Evaluation. The pricing information required in RFP Section 2.4.5 will be opened (and scored as set forth in RFP section 3.3) following completion of evaluation and scoring of Technical Proposals.

3.1.5 Optional Interviews/Follow-up Questions. Agency may, in its sole discretion, conduct and score interviews with the top 3 ranked Proposers based on scoring of Technical Proposals and pricing information. However, Agency, in its sole discretion, may select fewer or more than the top 3 ranked Proposers for interviews if there is a natural break in scores. As an alternative to interviews, Agency may elect to send follow-up questions via email to the top ranked Proposers.

Agency must receive Proposers’ responses to the follow-up questions by the deadline set forth in the email to Proposers. Agency may conduct face-to-face or teleconference interviews if determined necessary after conducting written follow-up questions.

If interviews/follow-up questions are conducted, the following will apply:

• A minimum of 3 evaluators shall score the interviews/follow-up questions;

• Evaluation and scoring will based on the criteria in section 3.2;

• Interviews/follow-up questions will have a maximum total score of 20 points;

• The number of Proposers selected for interviews/follow-up questions is at the sole discretion of Agency;

• Interviews may require physical attendance at Agency’s offices; however, Agency may elect to conduct interviews via teleconference or video conference.

• Interview score = Total of the interview scores from all evaluators for a given Proposer, divided by the number of evaluators.

Further details regarding interviews or follow-up questions will be included with the notification of time and date of interviews, if conducted.

3.2 TECHNICAL PROPOSAL EVALUATION CRITERIA and POINTS AVAILABLE

Evaluation Criteria Maximum Points

1 Understanding of Requested Services o Demonstrate a clear and concise understanding of the scope of Services being requested in this RFP. Response should address the following:

Experience with travel demand models and providing travel demand modeling services to a public agency. (6) Demonstrated familiarity with providing travel demand modeling services to a public agency subject to federal planning requirements and Oregon’s Transportation Planning Rule. (4) o List projects and contract services performed within the last 5 years by type and location, most comparable to the requested Services. (5) o Using 3 of the most recent projects or contracts (in any combination) listed, include a brief description of type of services provided, agencies contracted with for services, and responsiveness to on-call requests (10).

2 Proposer’s General Experience, Qualifications, Capabilities and Capacity

Demonstrate experience, qualifications, capabilities and capacity to complete the requested Services. Response must include:

o Describe Proposer’s management and organizational structure, and how that structure aids the delivery of project services - including chain of command and process for managing projects, including contact person (Project Manager) and their backup for project related issues. (5) o Describe qualifications and proficiencies enabling Proposer to complete the requested Services. (5) o An explanation describing how Proposer can accommodate varying levels of work as contracted including any limitations. Describe Proposer’s approach to adjusting schedules when needed, or adjusting level of effort in order to meet a schedule and keep a project within a stated budget. (10) o An explanation of internal procedures and policies related to project management, quality assurance, quality control and cost control. (5)

Scoring will be based on relevance of the experience, qualifications, and technical competence of Project Manager and key staff, including sub-consultants, proposed for use on this specific project.

3 Project Team Qualifications: Project Manager and Key Members Demonstrate Proposer’s team qualifications and experience relating to the requested Services. Response should address the following:

o List names, titles, responsibilities, and availability of key members who are anticipated to perform Services. (5) o List of sub-contractors, their addresses, and Services proposed to be generally committed to each. (5) o Qualifications (including any specified licenses, certifications, and advanced degrees) and relevant individual experience for all key team members likely to perform Services, including sub-contractors. (5) o Approach to project continuity should Project Manager and/or Key Members change during this project timeline. (5)

4 Project Team Experience The Proposer and Team must demonstrate expertise and knowledge in the following areas (in no particular order). Cite specific projects exhibiting experience in the following areas:

o Demonstrated experience in the areas of four-step travel demand modeling services detailed in the Section 1.2 (20) o Demonstrated expertise in the field of travel demand modeling, including Activity Based Models. (10) o Ability and commitment to deliver required products and services, meet all deadlines, and ensure quality control. (20) o Demonstration of the overall understanding of the needs of this solicitation.

Proven track record in the areas of expertise sought. Proposer should clearly identify the principal person/people who worked on past projects and their role in this solicitation. (20) o Demonstrated experience estimating travel demand models using travel survey data. (10)

5 Clarity of Proposal and Conformity with Requirements A written response is not required for this criterion. The Proposal will be scored by evaluators on format including appropriate use of tables and graphics; ease of finding clear, concise responses that correlate with the order of evaluation criteria in the RFP; errors, including misspellings, grammatical, and typographic; and

Proposer’s ability to follow instructions. (5) 6 Reference Questionnaires - Scoring for Relevant Experience

Provide references for the 2 most recent, relevant projects that were completed through final deliverables in the last 5 years. To be relevant, projects listed should include services that are similar in nature and complexity to the Project(s) described in this RFP. Proposers may not selectively pick projects/references. Rather, they must submit references for the most recent projects that are relevant to the services requested in this RFP. Failure to submit the most recent, relevant references will be considered non-responsive and may result in Proposal rejection.

Proposer must complete sections A and B of a separate Reference Questionnaire form (RFP Attachment D) for each reference and send to the reference contact electronically (MS Word Format). Completed Reference Questionnaire forms must then be sent by the reference directly to SPC at the e-mail address on the form no later than the close date and time of this RFP.

To ensure a minimum of 2 Reference Questionnaires are received by Agency, Proposers may, at their discretion, submit a maximum of 3 additional references as alternates. If alternate references are submitted they must use the required forms, continue to follow the required “most recent” protocol and the Reference Questionnaire forms must be submitted directly to SPC by the reference. Reference scoring will be based on the required references plus any alternates necessary to make up the required minimum number of submittals.

It is the Proposer’s responsibility to contact each reference to – o Ensure the client contact information is correct and confirm (or obtain) contact information for an appropriate alternate contact;

o Request that the reference or alternate complete part C of the Reference Questionnaire and return it directly to SPC, per the instructions on the questionnaire, by the close date and time of this

RFP.

o Ensure that references use the attached form and do not use previously completed reference questionnaire forms from prior solicitations, as they may include different questions and scoring.

If the contact and alternate contact for the reference are both members of the evaluation committee for this RFP, Agency will request a different project reference from the Proposer.

Up to 20 points are available from scores provided by Agency’s evaluators based on the relevance of the project(s) and services submitted by the reference(s).

3.3 PRICING INFORMATION EVALUATION and POINTS AVAILABLE

Price Scoring Maximum Points

Following scoring and ranking of Technical Proposals, fully burdened billing rates (in conformance with the requirements in RFP section 2.4.5) will be opened and scored as follows:

• Proposer with the lowest Total Weighted Rate will receive 20 points.

• Proposer with the second lowest Total Weighted Rate will receive 10 points.

• Proposer with the third lowest Total Weighted Rate will receive 5 points.

• All other Proposers will receive 0 points.

3.4 TOTAL SCORE and AWARD

SUMMARY OF CRITERIA and MAXIMUM SCORES

DESCRIPTION MAXIMUM

SCORE

Technical Proposal: 175 Understanding of Requested Services 25 Proposer’s General Experience. Qualifications, Capabilities, and Capacity 25 Project Team Qualifications: Project Manager and Key Members 20 Project Team Experience 80 Clarity of Proposal and Conformity with Requirements 5 References 20

Pricing Information 20

Subtotal: Technical Proposal and Pricing 195 Interviews/Follow-up Questions, if conducted (see section 3.1.5) 20

Maximum Total Score

(for Proposal; Pricing; and Interviews/Follow-up Questions, if conducted)

3.4.1 Total Score for Proposer Ranking - The total scores for final Proposer ranking will be calculated as follows:

Average of all evaluators’ Technical Proposal scores plus score for Pricing Information plus (if conducted) Average of all evaluators’ interview/follow-up questions scores.

3.4.2 Method of Award - Unless all Proposals are rejected or the RFP is cancelled, tentative award will go to the Proposer determined to be the most Advantageous Responsive and Responsible Proposer. Generally this includes, but is not limited to, the Responsive and Responsible Proposer with the highest total score for Technical Proposal and pricing as calculated under 3.4.1 above.

3.5 REFERENCES

Agency reserves the right to investigate references including customers other than those provided in the Proposal or Proposal Coversheet (Attachment A). Investigation may include past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or any other criteria as determined by Agency.

3.6 RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Proposer is Responsible, pursuant to ORS 279B110, prior to award and execution of the Contract. At any time prior to Contract execution, Agency may reject any Proposer found to be not Responsible.

3.7 INTENT TO AWARD NOTICE

If an apparent successful Proposer is selected, Agency will issue an intent to award notice will provide a copy of the notice (or electronically post) to all Proposers. Award to the apparent successful Proposer is subject to successful negotiation of the Contract.

3.8 AWARD PROTEST

A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written award protest to the Purchaser/Single Point of Contact, identified on page 1 of this RFP, no later than 7 calendar days after the date of the selection notice. Award protests submitted after this deadline will not be considered. Award protests must be in conformance with requirements set forth in OAR 137-047-0740 and ORS 279B.410. All costs of a protest shall be the responsibility of the protestor and undertaken at the protestor's expense.

4.0 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

The submittal requirements in this section 4 apply only to a Proposer that receives intent to award notice following Agency’s evaluation and scoring of Proposals (and interviews, if conducted).

Failure to submit required submittal items in a timely manner may result in Agency rescinding the intent to award notice and issuing notice of intent to award to the next ranked Proposer.

4.1. CERTIFICATION REGARDING DEBARMENT & OTHER RESPONSIBILITY MATTERS

Within 5 Business Days of receipt of notice of intent to award, for contracts that will exceed $150,000 (including as may be amended) the apparent successful Proposer shall submit a signed Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters form available on line at: https://www.oregon.gov/odot/Business/Procurement/DocsLPA/DebarCertFederal.pdf (ref 48CFR 52.209-5)

4.2. CERTIFICATES OF INSURANCE

Prior to Contract execution, the apparent successful Proposer shall provide certificates of insurance via e-mail for insurance coverage required in Exhibit C of the Sample Contract (RFP Attachment C).

4.3. TAX ID NUMBER

The apparent successful Proposer shall provide their Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following apply:

• When requested by Agency prior to Contract execution, or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

4.4. BUSINESS REGISTRY NUMBER/REGISTERED AGENT

If selected for award, the apparent successful Proposer must be duly authorized by the State to transact business in the State before executing the Contract. The Proposer shall submit a current Oregon Secretary of State business registry number (unless operating as your real and true name). See process for obtaining a business registry number. All Corporations and other business entities (domestic and https://www.oregon.gov/odot/Business/Procurement/DocsLPA/DebarCertFederal.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://sos.oregon.gov/business/Pages/register.aspx https://sos.oregon.gov/business/Pages/register.aspx foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

https://www.filinginoregon.com/pages/business_registry/laws_rules.html.

4.5. RESPONSIBILITY INQUIRY FORM

The apparent successful Proposer shall submit a completed, accurate and signed Responsibility Inquiry form within 5 Business Days of receipt of Intent to Award notice (see form for additional information regarding Agency’s responsibility review). The Responsibility Inquiry form is available at:

https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Miscellaneous Procurement Forms) and must be submitted via e-mail.

Consultant is responsible for any and all contractual matters, including performance of Services and the required deliverables included in the Contract, whether Consultant, a representative of Consultant, or subconsultant/subcontractor of Consultant produces them.

4.6. COST INFORMATION

A detailed Price Proposal and schedule of fully burdened billing rates must be submitted no later than 10 Business Days after Agency and apparent successful Proposer discuss project scope and review or develop the detailed statement of work.

The Price Proposal must be prepared using the BOC-nbr form available at:

https://www.oregon.gov/odot/Business/Procurement/DocsPSK/bocnbr.xlsx. The Price Proposal may not include any costs unallowable under the Federal Cost Principles (48CFR Part 31). The Price Proposal must include all allowable labor costs and direct non-labor expenses to complete each task and deliverable of the Services as follows:

• Fully burdened billing rates (inclusive of labor cost, overhead, and profit) for Proposer staff and any subcontractor staff that will be performing the Services. If fully burdened billing rates were submitted and scored as part of the evaluation under this RFP, then those proposed rates must be used in the Price Proposal. The billing rates shall remain in effect for not less than the first 12 months of the Contract.

• For Proposer and any subcontractors, the proposed number of hours and staff assignments (classifications and names) with line items for each element of the work (tasks and subtasks).

• For Proposer and for any subcontractors, an itemization of any necessary non-labor expenses such as travel, reproduction costs, equipment rental, etc., for each task/subtask. Such expenses must not be for costs included as overhead in Proposer’s or subcontractor’s fully burdened labor rates. Agency will not pay or reimburse any expenses incurred by Contractor during the completion of the Services except as authorized in the Statement Work or elsewhere in this Contract. Any authorized travel expenses must comply with the Oregon Travel Policy available on the Internet at:

https://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf

• Contingency Tasks. These are tasks that may or may not be required based on circumstances that are determined after the work has begun. For tasks identified as Contingency Tasks (if any) in the Statement of Work, separate line-item amounts must be shown on the Price Proposal for each Contingency task. The amount for a Contingency Task must include the total price for the task, including any expenses. Non-labor expenses for Contingency Tasks must not be included in an overall amount for direct non-labor expenses applied to the budget for the non-contingency tasks.

https://www.filinginoregon.com/pages/business_registry/research/registered_agents/ https://sos.oregon.gov/business/documents/business-guides/start-business-guide.pdf https://sos.oregon.gov/business/documents/business-guides/start-business-guide.pdf https://www.filinginoregon.com/pages/business_registry/laws_rules.html https://www.filinginoregon.com/pages/business_registry/laws_rules.html https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx https://www.oregon.gov/odot/Business/Procurement/DocsPSK/bocnbr.xlsx https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&tpl=/ecfrbrowse/Title48/48cfr31_main_02.tpl https://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf

5.0 NEGOTIATIONS

Following notice of intent to award, Agency will negotiate in the best interest of Agency, including the SOW, appropriate staff classifications and hours for each task, pricing information, and any other provision(s) Agency has indicated in the RFP or any Addenda it will negotiate. This does not include negotiation of the standard terms and conditions of the Sample Contract, which are intended to be consistent from project to project.