Intent to Award Letter.pdf

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: December 15, 2022

TO: Moravec Labs, LLC dba dymaptic

SUBJECT: Intent to Award RFP No. 35455 for “ArcGIS Pro Custom Toolbar Development”

Moravec Labs, LLC dba dymaptic is the top ranked firm selected for negotiations of a contract to provide Personal Services as specified in the above referenced RFP. The award submittal requirements stated in the RFP are summarized on Attachment 1 of this notice.

The final scores and rankings of all Proposers are shown on Attachment 2 of this notice.

PHILIP SMITH will be the ODOT Project Manager (PM) for this Project. ODOT’s PM will initiate contact with Consultant and will be the primary contact for negotiation of the statement of work (SOW), schedule of performance and costs under the contract. Following discussion and agreement on the SOW, a Breakdown of Costs (BOC) must be completed (using the BOC, BOC-CPFF or BOC-NBR as applicable) and submitted to ODOT’s PM. To set expectations for the contracting phase, listed below is a schedule for completing the SOW, preparing a BOC, completing negotiations, and securing approvals for both the Consultant and ODOT to follow:

Activity Responsible Party Business Days

N eg ot ia tio ns

Establish work session to discuss the SOW with Consultant

ODOT PM Within 5-10 days of this notice (days depend on size and complexity of the project)

Respond to work session with comments/edits to SOW

Consultant Within 5 days of work session

Respond to SOW comments/edits ODOT PM / OPO Within 3 days of receipt of Consultant comments/edits

Submission of BOC / Billing Rates Consultant Within 5-10 days of final ODOT scope (days depend on size and complexity of the project)

Activity Responsible Party Business Days Respond to BOC, billing rates, negotiate, and

Submit for legal sufficiency

ODOT PM / OPO

OPO

Within 5-10 days of Consultant submission of the BOC (days depend on the size and complexity of the project) Legal Sufficiency OPO, ODOT PM, and DOJ Within 15 (Mini- Solicitation) & 20 (Formal) days of submission by ODOT PM Signature routing and execution OPO, Consultant, and ODOT Expenditure Authority (if required)

Within 6-8 days from initial routing

Issue Notice to Proceed (NTP) ODOT PM 1 day after execution

Negotiations are anticipated to be completed (ready to submit to for legal sufficiency) within the schedule set forth in this notice.

If the schedule for negotiations cannot be met and the Consultant and ODOT are negotiating in good faith, additional time may be mutually agreed upon.

If agreement on costs, tasks, or other requirements cannot be reached within this time frame, ODOT may terminate the negotiations and begin negotiations with the next highest ranked firm as provided in the solicitation and governing Oregon Administrative Rules (OARs).

Note that no work is authorized until the contract is executed and Consultant has received a written NTP from the ODOT PM.

ODOT would like to thank each Proposer for your time and efforts in preparing a response to this solicitation.

Sincerely, -Val

Val Harms Contract Coordinator | OPBC | ODOT Procurement Office 355 Capitol Street NE, MS #5-1, Salem OR 97302 valerie.harms@odot.oregon.gov mailto:valerie.harms@odot.oregon.gov

Attachment 1 – Award Submittal Requirements

Please email to Val Harms, the Contract Coordinator, the following items if marked as “REQUIRED” in the RFP (see detailed requirements and due date for each item in Section 4.2 of the

RFP).

• Billing Rate Information

• Certificates of Insurance

• Responsibility Inquiry form

• Business Registry Number

• W-9 Form

Direct Deposit via Automated Clearing House (ACH). For Consultants that receive ongoing monthly payments from Agency on one or more contracts or work orders, Agency prefers making Consultant payments via ACH direct deposit. While not required, if Consultant has not previously authorized ACH direct deposit and would prefer ACH to expedite transfer of payments after invoices are approved, Consultant must complete a Vendor ACH Authorization form and submit to Agency per the instructions on the form. To expedite Consultant’s payments to its subcontractors, if applicable, Consultant should make reasonable efforts to offer ACH direct deposit payments.

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf

Attachment 2 –Score Matrix

Average Evaluation

Score (Evaluation Items 1-6)

Average Reference

Score (Evaluation

Item 7)

Price Score

(RFP 3.6)

Total Score

Proposer Rank

GCS HOLDINGS 81 10 22 113 9

GEOVED 100 10 12 122 8

GISTIC RESEARCH 126 10 12 148 6

HOUSEAL LAVIGNE 108 7 12 127 7

MB3-CIVIX 153 10 23 186 4

MORAVEC DYMAPTIC 175 10 25 210 1

RESOURCE DATA 181 9 15 205 2

RIZING GEOSPATIAL 163 10 12 185 5

TIMMONS GROUP 174 10 19 203 3