ITA ClearRoad.pdf

Department of Transportation Procurement Office

355 Capitol St NE, MS#3-3 Salem, OR, 97301

Phone: (503) 986-2710 Fax: (503) 986-5790

OREGON DEPARTMENT OF TRANSPORTATION

Notice of Intent to Award

DATE: October 16, 2025

TO: RFQ Number: S-73000-0004198 (PCMS 35077) Proposers

SUBJECT: Intent to Award RFQ Road Usage Commercial Account Manager; RFQ Number

S-73000-00004198 (PCMS) 35077

ClearRoad, Inc. has been selected for negotiations of a Price Agreement to provide Personal Services as specified in the above reference RFQ.

The award submittal requirements stated in the RFQ are summarized in Attachment 1 of this notice.

As stated in the RFQ, projects will be assigned via the WOC assignment options described in Exhibit F of the price agreement. Please reference the above price agreement number in all correspondence related to this Price Agreement. Jim Atkins (Ph: 503-302-7827 or email at jim.atkins@odot.oregon.gov) will be the Price Agreement Administrator for this Price Agreement.

The Price Agreement Administrator will be the primary contact regarding billing rates, amendment requests and approval of changes/additions to subcontractors under the price agreement. Any WOC assignments your firm receives will be assigned to an ODOT Project Manager (PM) as the primary contact for the WOC project. To set expectations for the contracting phase, listed below is a schedule for completing negotiations, and securing approvals for both the Consultant and ODOT to follow:

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 WOC 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 WOC is executed and Consultant has received a written NTP from the ODOT PM.

Because this notice is being emailed, the date of this notice will start the protest period for competing proposers to submit a written selection protest (REF Section 4.2 of the RFQ). Any proposer who claims to have been adversely affected or aggrieved by the selection of a higher ranked proposer must deliver a written selection protest to my attention and received at the mailto:jim.atkins@odot.oregon.gov email address no later than 5:00 p.m. on the 14th day following this notice. ODOT shall not consider a selection protest submitted after the deadline established herein. To be adversely affected or aggrieved, a protestor must demonstrate that the protester was ranked higher than other selected proposers and that higher ranked proposers are ineligible for selection.

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

Sincerely, Austene Schneider, OPBC, OPMA

Contract Coordinator | ODOT Procurement Office, MS#33

355 Capitol Street NE, Salem OR 97302-1166 | 503-910-2929 Work

Austene.L.Schneider@odot.oregon.gov

OPO Purpose: OPO provides Procurement solutions with integrity by fostering collaborative experiences that advance the transportation system.

OPO Vision: OPO is recognized for contributing to the success of every business partner by fostering positive interactions, making the procurement process easy, and offering procurement expertise.

mailto:Austene.L.Schneider@odot.oregon.gov

Attachment 1 – Award Submittal Requirements

Please email to me, the Contract Coordinator, the following items if marked as “REQUIRED” in the RFQ (see detailed requirements and due date for each item in Section 4.3 of the RFQ).

• Certificates of Insurance

• Business Registry Number

• Responsibility Inquiry form

• 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 https://www.oregon.gov/ODOT/Forms/2ODOT/7310781.pdf

W-9 Form