FY27-010 Resilient Lane RFP Final.pdf

RFP - LPA Non-AE Planning Form S016-G071221-rev4 RFP # FY27-010

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

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

RFP Number: FY27-010

RFP Title: Resilient Lane

Issue Date: 11/03/2026

PROPOSAL DUE DATE and TIME: 01/12/2027 by 12 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 is scheduled on Thursday, November 19, 2026, at 2PM Pacific Standard Time, to be held via Microsoft Teams. Joining information will be located at the web page indicated in section 2.2. Attendance is not mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Proposers may have. Proposers are cautioned that the official RFP requirements will change only by written addenda issued by Agency.

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

David Grabicki Assistant Finance & Budget Director

Address: Lane Council of Governments | 859 Willamette Street, Suite 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. ) mailto:dgrabicki@lcog-or.gov

Table of 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. PERIOD OF PERFORMANCE

1.4. QUANTITY OF CONTRACTS AWARDED & OFFER PERIOD

1.5. FUNDING SOURCE(S):

1.6. CONTRACT NOT TO EXCEED AMOUNT & METHOD OF COMPENSATION

1.7. DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PARTICIPATION

1.8. INSURANCE REQUIREMENTS

1.9. 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. RESERVED

5.0 NEGOTIATIONS

6.0 GENERAL TERMS & CONDITIONS FOR THIS RFP

6.1 NON-DISCRIMINATION

6.2 RESERVED

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 – STATEMENT of WORK

ATTACHMENT C – SAMPLE CONTRACT

ATTACHMENT D – REFERENCE QUESTIONNAIRE

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 sections 1.2 through 1.10 and Attachment B.

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, pre-Proposal conference, deadline for Proposer questions/protests, and Proposal Due Date and Time

Dates stated on front page

Completion of Proposal evaluation Est. 21 calendar days after Proposal Due Date

Completion of interviews or follow-up questions (if conducted) Est. 30 calendar days after Proposal Due Date

Notice of intent to award Est. 4 Business Days after all scoring complete

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

Contract Start Est. within 10 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

Lane Council of Governments (herein after referred to as “Agency”) received a Federal Highway Administration (FHWA) PROTECT program grant to implement Resilient Lane. Resilient Lane (herein after referred to as “Project”) will be a community-focused, data-driven planning effort to understand and address the surface transportation network’s vulnerability to hazards across Lane County. Agency will partner with Lane County on this 3-year planning effort. Project has 6 components, with community engagement integrated into each component:

1. Conduct an all-hazards, systems level Vulnerability Assessment of the surface transportation network

2. Plan for and designate Emergency Transportation Routes

3. Develop a Nature-Based Solutions Strategy

4. Establish a prioritized local Resilience Project List and bring top projects to 30% design

5. Create a Lane County specific Resilience Data Visualizer tool

6. Develop a coordinated Resilience Improvement Plan that covers both MPO and rural areas and meets Federal requirements

Agency is seeking Consultant support with a primary focus on:

• Technical support for three of the six project components:

1. Vulnerability Assessment

2. Emergency Transportation Routes

3. Nature-Based Solutions Strategies

• Support for community and stakeholder engagement and translating complicated technical analysis and findings into community level and approachable language that will encourage meaningful engagement.

The statement of work (SOW) will be developed and negotiated, within the scope advertised in this RFP, with the apparent successful Proposer for inclusion in the Contract. A draft SOW is provided in RFP Attachment B, which will be negotiated with the apparent successful Proposer for inclusion in the Contract.

1.3. PERIOD OF PERFORMANCE

The schedule for performance of Services needed under the prospective contract is approximately April 2027 to September 2030.

1.4. 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.

1.5. FUNDING SOURCE(S):

This procurement includes funding from Federal Highway Administration (FHWA).

1.6. 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 $650,000 to $800,000. 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.

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;

• Fixed Price per Milestone.

1.7. DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PARTICIPATION

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.

1.8. 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.

1.9. 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 Agency.

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 3 calendar days prior to the Proposal Due Date.

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: https://www.lcog-or.gov/about/bids-rfp/resilient-lane.

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 (this does not apply to CA/CEI phase which may be subcontracted without the 51% self-performance requirement). The prime must have qualified employees to self-perform and QC the core deliverables required under the Contract. For example, if a bridge design project includes some survey, environmental, and geotechnical services, Agency intends to select a firm with employees qualified to perform bridge design, instead of selecting a survey, environmental, or geotechnical firm that will subcontract the bridge design.

2.3.2 References. Proposers must have completed in the last 5 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 working with local and regional governments.

2.3.4 Experience working with multiple stakeholders of diverse backgrounds and technical knowledge.

2.3.5 Experience in transportation resiliency.

2.3.6 Experience conducting vulnerability assessments that consider a range of hazards.

2.3.7 Experience communicating complex technical information to a broad audience from community members to technical advisors to elected officials.

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 Single Point of Contact email identified on page 1 of this RFP 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.

https://www.lcog-or.gov/about/bids-rfp/resilient-lane

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 25 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, , 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.

• Staff resumes.

• Pricing information required in section 2.4.5.

• 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 in the form of a detailed Price Proposal that includes all labor costs and direct non-labor expenses to complete the Services and deliverables identified in this RFP within the required schedule. 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 must include:

• Fully burdened billing rates (inclusive of labor cost, overhead, and profit) for Proposer staff and any subcontractor staff that will be performing the Services. The fully burdened billing rates submitted in the Price Proposal shall remain fixed and in effect (without escalation) 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).

https://www.oregon.gov/odot/Business/Procurement/DocsPSK/bocnbr.xlsx

• 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 such 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 any tasks identified as Contingency Tasks 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.

Contingency task costs must be clearly added to price total as they will be considered alongside burdened rates for non-contingency work.

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.)

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 6 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.

2.4.7 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.

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

• 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.

2.4.8 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.

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 30 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

EVALUATION ITEM #1: UNDERSTANDING OF REQUESTED SERVICES

Demonstrate a clear and concise understanding of the scope of Services being requested in this RFP. At a minimum, response should:

• Describe Proposer’s background knowledge about a broad range of natural and non-natural hazards and their potential impacts on transportation infrastructure.

Demonstrate Proposer’s knowledge of transportation system vulnerabilities to this range of hazards and strategies to mitigate those impacts.

• Describe Proposer’s background knowledge about Emergency Transportation Routes. In particular, describe Proposer’s experience working with stakeholders to develop evaluation frameworks that address a diverse set of priorities. How did Proposer reach consensus about the outcomes?

• Describe Proposer’s background knowledge about the design and application of nature-based solutions as a risk reduction strategy. What barriers to implementation of nature-based solutions has Proposer encountered and what are some strategies to overcome those barriers?

• Demonstrate Proposer’s familiarity with designing and conducting transportation vulnerability assessments, designating emergency transportation routes, and understanding development, operations, and maintenance of nature-based solutions.

• Explain Proposer’s approach to working in communities with diverse geographic, social, political, and environmental context like Lane County.

• Describe Proposer’s critical competencies as they relate directly to Project tasks.

What experience best demonstrates Proposer’s understanding of the subject matter?

Response should:

• List 3 recent projects under contract services performed within the last 5 years by type and location, most comparable to the requested Services. Include a brief description of services provided, agencies contracted with for services, applicability to Resilient Lane and Agency context, project approach, and project outcome.

• Provide an example of a challenge or barrier Proposer encountered during one of these projects and describe how Proposer overcame the challenge or barrier.

EVALUATION ITEM #2: PROPOSER’S GENERAL EXPERIENCE, QUALIFICATIONS,

CAPABILITIES, AND CAPACITY

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

• 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.

• Describe qualifications and proficiencies enabling Proposer to complete the requested Services.

• 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.

• An explanation of internal procedures and policies related to project management, quality assurance, quality control and cost control.

• Provide an example of a time when Proposer’s firm successfully managed projects that required collaboration with multiple teams and where the client delivered key work products. Include methods Proposer used to communicate and manage risk.

EVALUATION ITEM #3: PROJECT APPROACH AND SCHEDULE

Describe Proposer’s vision of a successful Resilient Lane Project, and Proposer’s approach to achieving this and Agency’s objectives in a cost-effective and timely manner.

Describe how Proposer’s team would structure the Resilient Lane Project: What are critical path decisions and milestones? How would Proposer sequence tasks? Which tasks are concurrent or subsequent? How would Proposer coordinate work with the stakeholder groups identified in this RFP Statement of Work (Attachment B) and elected decision makers? How would Proposer engage with communities across Lane County? Include the estimated timeframe to accomplish major milestones in Proposer’s structure.

Describe what Proposer believes are the most critical aspects of this Project that must be addressed for a successful outcome? Which aspects will take more workgroup and staff effort, and which topics may be easier?

Describe how Proposer’s team will proactively identify issues that may cause a change in project approach or product. How will Proposer’s team clarify the need and adjust effort to respond to such issues or opportunities?

EVALUATION ITEM #4: TEAM QUALIFICATIONS AND EXPERIENCE

Demonstrate Proposer’s team qualifications and experience relating to the requested Services. Response should:

• List names, titles, responsibilities, and availability of key members who are anticipated to perform Services. Include resumes of key members and summarize each staff member’s experience that is most relevant to the scope of services in this RFP.

• List of sub-contractors, their addresses, and Services proposed to be provided.

Include names, titles, responsibilities, a summary of related experience, and resumes of key sub-contractors.

• 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.

• Approach to project continuity should Project Manager and/or Key Members change during this project timeline.

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.

EVALUATION ITEM #5: WORK SAMPLES

Provide 3 work samples, from one or more projects with a scope and magnitude that is similar to the Project described in this RFP. The work samples may be duplicative of projects referenced in Evaluation Item 1, Understanding of Requested Services, or they may represent additional projects. Include up to 3 unedited pages from an existing document from each of these 3 work samples demonstrating the Consultant’s ability to communicate key information and inform the decision making process through both written and graphically oriented work samples that convey technical concepts through a mix of narrative, graphic, and tabular information. Each project must have been performed by at least one of Proposer’s Key Staff, Project Manager, or both, in the same or similar roles. At least 1 work sample should be from a Vulnerability Assessment.

Work samples will be scored on applicability to Project, effectiveness in communicating technical information, as well as format, including: appropriate use of tables and graphics;

clear, concise text; and errors, including misspellings, grammatical, and typographic.

Work Samples are not included in the Proposal page limit identified for this RFP; however, a maximum of 3 pages per work sample (up to 9 pages total) may be submitted for this criterion. Any pages submitted beyond this limit will be discarded by Agency and will not be included in the evaluation. Work samples are limited to full unedited pages from existing documents; any supplemental explanation must be included within the Proposal page limit.

EVALUATION ITEM #6: 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.

EVALUATION ITEM #7: REFERENCE QUESTIONNAIRES – SCORING FOR

RELEVANT EXPERIENCE

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.

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, 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 25 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, Price Proposals (in conformance with the requirements in RFP section 2.4.5) will be opened and scored as follows:

• Proposer with the lowest price will receive 50 points.

• Proposer with the second lowest price will receive 30 points.

• Proposer with the third lowest price will receive 20 points.

• All other Proposers will receive 0 points.

3.4 TOTAL SCORE and AWARD

SUMMARY OF CRITERIA and MAXIMUM SCORES

DESCRIPTION MAXIMUM

SCORE

Understanding of Requested Services 60 Proposer’s General Experience, Qualifications, Capabilities, and Capacity 30 Project Approach and Schedule 50 Team Qualifications and Experience 30 Work Samples 35 Clarity of Proposal land Conformity with Requirements 15 Reference Questionnaires – Scoring for Relevant Experience 25

Technical Proposal: 245 Pricing Information 50

Subtotal: Technical Proposal and Pricing 295 Interviews/Follow-up Questions, if conducted (see section 3.1.5) 30

Maximum Total Score (for Proposal; Pricing; and Interviews/Follow-up Questions, if conducted) 325

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 on the RFP site located at https://www.lcog-or.gov/about/bids-rfp/resilient-lane. The OregonBuys posting will be updated to notice that the contract was awarded outside the OregonBuys system. 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 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.

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 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

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. RESERVED

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. Agency, at its discretion, may conduct more than one round of discussions or negotiations. Any revisions to the SOW, delivery schedule, costs or any other changes resulting from negotiations must be reduced to Writing and reflected in the final Contract.

If Agency and apparent successful Proposer are unable for any reason to reach agreement within a reasonable amount of time, Agency may thereafter negotiate serially with the second ranked Proposer, and if necessary, with the third ranked Proposer, and so on until negotiations result in Contract award or the solicitation is terminated. Agency, in its sole discretion, may proceed with a new solicitation for the same Services or consider any other options available under the applicable rules, laws, and policies.

6.0 GENERAL TERMS & CONDITIONS FOR THIS RFP

6.1 NON-DISCRIMINATION

Agency, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit Proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

6.2 RESERVED

6.3 ELECTRONIC FILES LINKED OR ATTACHED

This RFP document must be viewed electronically to access files, attachments, forms, provisions or other documents that are: –

• included electronically (shown as icons) or provided via hyperlinks from the Internet in this RFP;

or

• included as file attachments posted for this RFP in the eProcurement system used to advertise this solicitation.

All such files, attachments, forms, provisions or other documents are incorporated in this RFP with the same force and effect as though fully set forth in this RFP.

6.4 PUBLIC RECORDS

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure. All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the Agency a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

6.5 USE of RECYCLED PRODUCTS

Consultants/contractors shall use recyclable products to the maximum extent economically feasible in the performance of the Contract work set forth in this document.

6.6 RFP CANCELLATION

Agency may cancel this RFP or reject any or all Proposals in accordance with ORS 279B.100, if doing either would be in the public interest as determined by Agency. In no event shall Agency have any liability for the cancellation of this RFP.

6.7 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

6.8 PUBLICITY

Any publicity giving reference to this Project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, shall be done only after prior written approval of the Agency.

ATTACHMENT A - PROPOSAL COVER SHEET

Part I – Proposer Information and References

RFP#: FY27-010

Legal Name of Firm as provided to IRS:

DBA Name (if different than legal name):

DUNS Number: Is Proposer registered as a foreign corporation in Oregon? Yes No Corporation Professional Corporation Ltd. Liability Company Partnership Limited Partnership Ltd.

Liability Partnership Sole Proprietorship Other:

State of Incorporation/Organization:

Mailing Address:

Type name of authorized contact for this RFP:

Email address:

Telephone: Fax:

Type name of person(s) authorized to sign Contract:

MINIMUM QUALIFICATIONS

Per RFP section 2.3.1 – Proposer has staffing and capacity to perform at least 51 percent of the work under the prospective contract using employees of the Proposing firm.

Yes No

Per RFP section 2.3.2 – Proposer has listed completed in the last 5 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.

Yes No

Per RFP section 2.3.3 – Proposer has listed experience working with local and regional governments.

Yes No

Per RFP section 2.3.4 – Proposer has listed experience working with multiple stakeholders of diverse backgrounds and technical knowledge.

Yes No

Per RFP section 2.3.5 – Proposer has listed experience in transportation resiliency. Yes No Per RFP section 2.3.6 – Proposer has listed experience conducting vulnerability assessments that consider a range of hazards.

Yes No

Per RFP section 2.3.7 Proposer has listed Experience communicating complex technical information to a broad audience from community members to technical advisors to elected officials.

Yes No

REFERENCES

Provide references for 3 clients for which Proposer has provided, in the last 5 years, similar services to those described in this RFP (please verify contact information):

1) Name of Client: Reference Contact Person:

Telephone: Email:

Project Title:

Period of Performance: Completed on Schedule: Yes , No Contract Estimated Cost: Contract Actual Cost:

Name of Proposer’s Project Manager:

2) Name of Client: Reference Contact Person:

Telephone: Email:

Project Title:

Period of Performance: Completed on Schedule: Yes , No

3) Name of Client: Reference Contact Person:

Telephone: Email:

Project Title:

Period of Performance: Completed on Schedule: Yes , No

ATTACHMENT A - PROPOSAL COVER SHEET

Part II - Proposer Certifications

By signing below, the authorized representative on behalf of Proposer certifies that:

1. Proposer…