MiniRFP LPA approved clean 260910.pdf

Mini-RFP Template – OPO Approved (07/15/2025) 1

OREGON DEPARTMENT OF TRANSPORTATION

A&E and Related Services

MINI-RFP/ OregonBuys Bid Solicitation Number: S-73000-00017790 for

Work Order Contract (“WOC”) Assignment Under A&E Full-Service Price Agreement (“PA”) series Tiers A & B

NOTE: Only Consultants that have been awarded a PA in the above PA series for the services identified in this Mini-RFP are eligible to respond to this Mini-RFP.

Project Name: Norton Ave and Larkspur Path School Connection (Bend)

Project Location: Region 4, Bend, OR

ODOT Key Number: 24108

DBE Participation Goal: 0% (see section 1.3 for more information)

LOCAL PUBLIC AGENCY PROJECT. Oregon Department of Transportation (“Agency” or “ODOT”) is delivering this Project on behalf of City of Bend (the Local Public Agency, “LPA” or “City”). Selection of Consultant will be a two-tiered process pursuant to ORS 279C.125 and OAR 731-148-0260, and the LPA is responsible for the final selection of the Consultant (see Section 3 for more information).

PROPOSAL SUBMISSION DEADLINE: See “Bid Opening Date” for this Mini-RFP in OregonBuys.

Single Point of Contact: See “Purchaser” and “Info Contact”, including email address, for this Mini-RFP in OregonBuys. This is the only point of contact for this Mini-RFP. All inquiries regarding this procurement, whether relating to the Mini-RFP process, administration, deadline or award, potential COI issues, or to the intent or technical aspects of the Services must be submitted in writing via e-mail to the Purchaser.

Accessibility: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys as the “Purchaser” to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both. Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” in OregonBuys).

S018-OPO063025

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PROCUREMENT AUTHORITY AND METHOD – PROFESSIONAL SERVICES

Agency is conducting this RFP according to its authority under ORS 279A.050(3). Agency is conducting this RFP in conformance with OAR 731-148-0270 – Price Agreements, and OAR 731-146-0150 – Electronic Procurement and Submittals.

COMMITMENT TO FAIR ACCESS: The State of Oregon is committed to taking steps towards promoting fair and accessible procurement processes for all small and resource-limited businesses by reducing obstacles and negative impacts. We encourage all interested businesses to participate in this contracting opportunity.

Non-Discrimination Notice: ODOTin 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 eligible Bidders that it will affirmatively ensure that all eligible business enterprises will be afforded full opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SECTION 0.0 OREGONBUYS; SOLICITATION SCHEDULE

OregonBuys is the electronic procurement system used by Agency. This Mini-RFP is advertised in OregonBuys (https://oregonbuys.gov/bso/) as a Bid Solicitation, which is open only to registered vendors that have an existing PA, as identified on page 1, with Agency for the needed Services.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

The Mini-RFP includes all documents, whether attached or incorporated by reference, and any addenda thereto, used for soliciting Proposals. In addition to the provisions set forth and linked within this Mini-RFP, this Mini-RFP incorporates by this reference the information published on the OregonBuys Bid Solicitation page for this Mini-RFP, including but not limited to:

• Details entered in the Header Information section of the Summary Tab; and

• All attachments, Amendments, notices, question and answer documents, and any other files linked in the Attachments section.

0.2 CROSSWALK OF TERMS USED IN OREGONBUYS

Definition of terms used in OregonBuys.

Amendment means “Addendum” or “Addenda” as defined in OAR 137-046-0110(1).

Bid Opening Date means “Closing” as defined in OAR 137-046-0110(6).

Master Blanket Purchase Order (“MBPO”) means Any form of contract, agreement (i.e. price agreement, on-call contract, etc.), purchase order or WOC.

Quote means Any form of offer submission by vendors; i.e., Bids, Proposals, Price Proposals, or any other type of offer in response to a Bid Solicitation https://oregonbuys.gov/bso/ https://oregonbuys.gov/

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Vendor means Any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter into Purchase Orders, MBPOs, or Release Requisitions pursuant to a Bid Solicitation or Mini-RFP advertised in OregonBuys.

0.3 GUIDANCE FOR OREGONBUYS

For quick reference information regarding common questions from vendors when using OregonBuys, see User Guides under “OregonBuys eProcurement System” on the Contracting with ODOT webpage:

https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx.

0.4 MINI-RFP SCHEDULE

All dates listed are subject to change.

ACTIVITY SCHEDULE/DEADLINE

Deadline for Proposer questions/clarifications/changes 5 calendar days prior to the Bid

Opening Date identified in OregonBuys for this Mini-RFP

Deadline for Proposal submittal See Bid Opening Date identified in

OregonBuys for this Mini-RFP

Posting of notice of intent to award Estimated 5 Business Days after all scoring is complete

SECTION 1.0 SOLICITATION INFORMATION AND REQUIREMENTS

1.1 ACRONYMS AND DEFINITIONS

Agency means the Oregon Department of Transportation.

BOC means Breakdown of Costs BOC NBR means Breakdown of Costs – Negotiated Billing Rates CA/CEI means construction contract administration / construction engineering inspection services.

COI means Conflict of Interest Consultant means an architect, engineer, photogrammetrist, transportation planner, land surveyor or provider of related services, or entity which employes any of the foregoing, performing Services for Agency under a contract or WOC.

CQP means Consultant Quality Plan DEQ means Department of Environmental Quality LPA means local public agency NTE means not-to-exceed OAR means Oregon Administrative Rule ODOT means Oregon Department of Transportation ORS means Oregon Revised Statute PA means Price Agreement PE means Preliminary Engineering Proposal means a written response to this Mini-RFP.

Proposer means a vendor which submits a Proposal PS&E means Plans, Specifications & Estimates https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

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ROW means Right of Way SCM means Source Control Measures Services means the architectural, engineering, photogrammetrist, planning, land surveying or provider of related services, or combination of the foregoing, to be provided by the Consultant for the resulting WOC.

SOW means statement of work; part of a contract that outlines the tasks, deliverables, and timeline for the Project.

SPC means single point of contact; the Purchaser identified in OregonBuys.

State means the State of Oregon.

WOC means work order contract

1.2 SUMMARY OVERVIEW AND WORK ORDER CONTRACT (“WOC”) OBJECTIVES

ODOT is requesting Proposals from eligible Price Agreement holders (identified above) to provide specific A&E and Related Services for the Norton Ave and Larkspur Path School Connection (the “Project”) as further described in the attached Statement of Work (“SOW”).

The A&E and Related Services sought are to advance the Project from Design Acceptance Package to Final Plans, Specifications, and Estimates (“PS&E”), and provide Professional of Record (“POR”) and Construction Engineering Support if required during the construction of the Project (the “Services”).

The specific A&E and Related Services are further described in Section 4 of this Mini-RFP.

Agency reserves the right to modify the Services as necessary to meet Agency needs.

The WOC is anticipated to start October 2026, and design is expected to be completed by June 2028.

Additional Project information is located in the OregonBuys Bid Solicitation “Attachments” tab.

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

The selected Proposer and Agency will negotiate the delivery schedule, costs and final Statement of Work, within the scope of what is advertised here, for inclusion in the final WOC. Pending successful negotiations, the selected Proposer shall perform its obligations according to the WOC and applicable terms and conditions of the parent PA and exhibits thereto.

Agency anticipates the construction budget for this Project will not exceed $3,400,000.00.

1.2.1 Funding Source(s).

Federal Highway Administration (“FHWA”) Local

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1.2.2 WOC Payment.

Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with PA requirements and all applicable standards. The method of compensation will be Time and Materials, up to a maximum NTE amount.

For further information see PA, Exhibit B, Compensation.

1.2.3 WOC Phases. The contracted Services are anticipated to be phased as follows:

• Phase I – Design Acceptance Package (“DAP”) through Plans, Specifications, and Estimates

(“PS&E”), Bid and Award Assistance

• Phase II – Professional of Record (“POR”), Construction Engineering Support

Agency may, at its discretion:

• Amend this WOC to add Phase II tasks, or

• Elect to complete Phase II tasks with in-house staff, or

• Award Phase II tasks to another consulting firm.

Agency and Consultant shall negotiate the detailed tasks, deliverables, schedule and costs for each phase Agency elects to add. Each added phase will be authorized only by written WOC amendment with all required approvals and signatures.

1.2.4 Offer Period.

A Proposer's Proposal in response to this Mini-RFP is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180 days following the Bid Opening Date for this Mini-RFP. Agency may request, either orally or in writing, that Proposer extend the offer period in writing.

1.2.5 (RESERVED)

1.2.6 Future Work Limitations. For purposes of this Section, “Affiliate” or “Affiliates” of a Consultant means any person or entity that controls, is controlled by or is under common ownership or control with that Consultant.

• If a Consultant is performing or has performed preliminary or on-going services related to the Project for ODOT or a local agency in which ODOT is delivering the Project, the Consultant may be precluded from future work. See ODOT Conflict of Interest Guidelines.

• If a Consultant or an Affiliate of Consultant enters into a WOC or other contract for the purposes of administering, managing, monitoring, inspecting, evaluating compliance with or otherwise overseeing a public contract, that Consultant or an Affiliate of that Consultant will not be eligible to enter into a public contract that is subject to administration, management, monitoring, inspection, evaluation or oversight by means of the personal services. See ORS 279C.307 regarding possible Agency applications for exceptions.

• If a Consultant or any Affiliate of Consultant enters into a WOC or other contract with Agency for the purpose of advising or assisting in developing specifications, a scope or statement of work, an invitation to bid, a request for proposals or other solicitation documents and materials related to a given procurement, the Consultant may not be eligible to propose/bid on the prospective procurement (based on a case-by-case assessment by Agency).

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• If a Consultant is awarded a WOC to prepare an Environmental Impact Statement, Environmental Assessment, Categorical Exclusion or designs and plans/specifications for a project, that Consultant and its Affiliates will not be eligible to propose/bid on or enter into a contract to construct that project.

• If preliminary engineering and final design will be performed under the prospective WOC, Agency is not obligated to proceed with final design for any alternative. All reasonable alternatives will be evaluated and given appropriate consideration, and Consultant may not proceed with final design until the relevant NEPA decision documents have been issued (e.g., Categorical Exclusion, Finding of No Significant Impact, or Record of Decision).

1.3 (RESERVED)

1.4 LOCAL PUBLIC AGENCY (“LPA”) PROJECT – SEE SECTION 3 (EVALUATION)

1.5 DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) AND CERTIFIED SMALL BUSINESSES

On October 3, 2025, the U.S. Department of Transportation (USDOT) issued an interim final rule modifying the certification, compliance and reporting requirements of the Disadvantaged Business Enterprise program (DBE IFR). The DBE IFR was published in the Federal Register and took effect on October 3, 2025 (90 Fed Reg 47,969 (2025)). The DBE IFR requires the eligibility of all DBE certified firms to be reevaluated on an individualized basis, without reliance on race- or sex-based presumptions of disadvantage. The Oregon Certification Office for Business Inclusion and Diversity (“COBID”) administers the Unified Certification Program (“UCP”) for the State of Oregon and is responsible for performing the reevaluations and certifications of businesses that are certified under the DBE program. Pursuant to the DBE IFR, until the reevaluation process is completed, ODOT may not update its overall goal, set any contract DBE goals on federally funded projects or count any DBE participation toward DBE goals. In accordance with the DBE IFR, ODOT’s DBE requirements that were applicable to federally funded projects prior to the 10/03/2025 effective date of the rule are no longer in effect, and the DBE goal, reporting and compliance requirements set forth in this Contract are hereby suspended. Consultant acknowledges that the DBE goal and contractual requirements may be reinstated or modified for purposes of compliance with federal law as the DBE IFR is implemented.

Proposer acknowledges and agrees that if awarded the prospective WOC, it will cooperate in processing any contractual modifications ODOT deems necessary or appropriate to effectuate the DBE Program requirements that may result from the DBE IFR implementation or future modifications to the DBE Program and corresponding regulations.

1.6 QUESTIONS, CLARIFICATIONS, CHANGES, AND ADDENDA

The “Purchaser” identified in OregonBuys for this Mini-RFP is the Agency’s Single Point of Contact for this solicitation. All inquiries regarding this procurement, whether relating to the Mini-RFP process, administration, deadlines, award, potential COI issues, or to the intent or technical aspects of the Services must be submitted in writing via e-mail to the Purchaser. Failing to follow the foregoing requirements may result in Proposal rejection by Agency.

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1.6.1 PROPOSER QUESTIONS, REQUESTS FOR CLARIFICATIONS/CHANGES, AND AGENCY

RESPONSES

All questions and requests for clarifications and changes must be received by the Purchaser via email on or before the deadline for Proposer Questions/Clarifications/Changes set forth in section 0.4.

Agency answers to questions received by the Purchaser will be posted in OregonBuys to ensure that all Proposers base their Proposals on the same information. Agency answers to questions will provide clarifications and interpretations but will not change Mini-RFP or contract requirements, unless an Addendum is issued (see section 1.4.2, below).

1.6.2 ADDENDA

Answers to questions or requests for clarifications or changes that Agency receives and that Agency, in its sole discretion, determines are substantive and provide new information, will be issued as official Addenda to this Mini-RFP. Changes or modifications to this Mini-RFP will be binding on Agency only if in the form of official Addenda issued by the Agency and published on OregonBuys in the Bid Solicitation Attachments section for this Mini-RFP.

1.7 PUBLIC RECORDS

After the evaluation/selection and negotiation process is complete, Proposals will be open to public inspection in accordance with ORS 279C.107. If a Proposal contains any information that may be considered exempt from disclosure under the various grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Proposer must also submit a second version of the Proposal with the text claimed as exempt from disclosure redacted. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the Proposal in whole as exempt from disclosure is not acceptable. If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure and the authority used to substantiate that claim, Proposer is deemed to waive any future claim for non-disclosure of that information.

SECTION 2.0 PROPOSAL AND SUBMISSION REQUIREMENTS

Unless otherwise provided in this Mini-RFP, by submitting a Proposal, each Proposer agrees to be bound by and comply with the terms and conditions of the Proposer’s existing PA, as amended. Any Proposal conditioned on Agency’s acceptance of terms and conditions other than those set forth in the existing PA and the requirements specified in this Mini-RFP (as they may be revised by an addendum to this Mini-RFP) will be rejected as non-responsive.

The Proposal must be organized as directed herein. Any links to external information included in the Proposal and any Proposal attachments will not be considered or evaluated, unless specified in this Mini-RFP.

2.1 PASS/FAIL

Items in Section 2 marked as “PASS/FAIL” that are incomplete (except for minor informalities), not submitted by the Bid Opening Date, or are otherwise not in substantial conformance with the Mini- RFP requirements, will be rejected as non-responsive. Proposals must comply with ALL requirements marked as “PASS/FAIL” to be considered for further evaluation.

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2.2 REQUIRED ITEMS AND SCORING DEDUCTIONS

Notwithstanding the scoring deductions, to be considered responsive, the Proposer must substantially comply in all material respects with applicable solicitation procedures and requirements and the solicitation documents.

• Proposals will receive a 2% scoring deduction, based upon the total available points, for each item in section 2 marked as “REQUIRED” that is incomplete (except for minor informalities).

Incomplete items must be completed and submitted within 2 business days of a request by Agency. Incomplete items must be delivered to the Purchaser as identified in the request in order to provide an appropriate time stamp. Failure to complete and deliver incomplete “REQUIRED” items within 2 business days of request by Agency shall result in Proposal rejection. Time limitations will be based upon the time of the request sent by Agency and the time of the e-mail sent in response to Agency request.

• Scoring deductions are on an average score per Proposal basis and not a deduction per evaluator. For example, if a Proposer received an average score of 92 points from the evaluation committee, a 2 percent scoring deduction would result in a Proposal score of 90.

(Percentage will be rounded to either the lower number if under .5% or to the higher number if .5% or over.)

2.3 PROPOSAL DEADLINE AND SUBMISSION FORMAT (PASS/FAIL)

Agency will not accept Proposals submitted after the Bid Opening Date for this Mini-RFP in OregonBuys.

Proposals, including all attachments, forms, and other required items, must be submitted via OregonBuys. Submittal by any other means will be rejected.

2.4 PROPOSAL

2.4.1 PROPOSAL ORGANIZATION (REQUIRED)

Proposals must be organized as follows in a single PDF file:

• Proposal Cover Sheet (Attachment A)(See section 2.4.3 below)

• Technical Proposal (responses to Evaluation Criteria described in section 3.2 (See section 2.4.4 below)

• Key Staff Resumes (Attachment B)(See section 2.4.5 below)

Conflict of Interest disclosures, if any, must be submitted as a separate PDF file. See Attachment A Proposal Coversheet. The ODOT COI Guidelines and COI Disclosure Form are available on the Consultant Forms and Resources page (https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx under Miscellaneous Procurement Forms).

2.4.2 PROPOSAL FORMAT (REQUIRED)

One Page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text (including text in tables) and 11-point minimum font size for the Key Staff Resume and References forms. Any page over this size will be counted as 2 pages. Any page, or partial page, tabs, indexes or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page.

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If a Proposer submits a Proposal exceeding a set page limit, Agency will consider the pages up to the allowable page limit and discard all subsequent pages subject to that limit.

Any links to external information included in the Proposal and any Proposal attachments will not be considered or evaluated, unless specified in this Mini-RFP. The Proposer may choose how to allocate the number of pages between any sections, within the overall page limit(s).

The total combined size of all files for the Proposal, including the Technical Proposal, Cover Sheet, and any forms or attachment required in this Mini-RFP should not exceed 5 megabytes. Proposers should avoid submitting proposals exceeding 5 megabytes. Proposers should review file sizes prior to submission and undertake efforts to reduce file sizes to comply with the requirement.

2.4.3 PROPOSAL COVER SHEET (REQUIRED)

The Proposal must include a completed Proposal Cover Sheet using the form Attachment A - Proposal Cover Sheet (located on the Bid Solicitation Attachments section in OregonBuys). The Proposal Cover Sheet is excluded from the page limit under section 2.4.4 below.

2.4.4 TECHNICAL PROPOSAL (REQUIRED)

The Technical Proposal must include written responses to the Evaluation Criteria set forth in section 3.2, in the order the criteria are presented in section 3.2. Technical Proposals must describe how Proposer meets the requirements that are specified in this Mini-RFP as related to the scoring criteria.

The Technical Proposals must be clear and concise.

The Technical Proposal must not exceed 3 pages. 1 page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text (including text in tables) and 11-point minimum font size. Any page over this size will be counted as 2 pages. Any page, or partial page, tabs, indexes or table of contents with substantive text, tables, graphics, charts, resumes, etc., will be counted as 1 page.

If a Proposer submits a Technical Proposal exceeding the set page limit, Agency will consider the pages up to the allowable page limit and discard all subsequent pages subject to that limit.

2.4.5 KEY STAFF RESUMES (REQUIRED)

The Proposal must include 2 Key Staff Resumes, each not exceeding 1 page, using Attachment B Key Staff Resumes (located on the Bid Solicitation Attachments section in OregonBuys).

2.4.6 REFERENCES (RESERVED)

2.4.7 OTHER MINIMUM REQUIREMENTS (PASS/FAIL)

Proposer must clearly indicate on Attachment A - Proposal Cover Sheet how they meet each of the minimum requirements listed in this section.

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REGISTERED PROFESSIONAL ENGINEER

In the space provided on the Proposal Cover Sheet (Attachment A), list the name and registration number of at least one Oregon Registered Civil Engineer in active status intending to perform engineering Services under the Contract.

For purposes of any resulting Contract, Consultant may not provide engineering Services unless the Services are performed or provided under the full authority and responsible charge of an Oregon Registered Professional Engineer as defined in ORS 672.002(2). The Professional Engineer must be currently registered in active status with the Oregon State Board of Examiners for Engineering and Land Surveying and must supervise and direct the Services proposed under the Contract. As required by Oregon law, Consultants shall place their official Oregon Registered Professional Engineer certified seal and signature on all reports, maps, design drawings, and specifications delivered under the Contract.

2.5 FALSE OR MISLEADING STATEMENTS

Any statements, written or verbal, provided by the Proposer deemed by the Agency to be false or misleading will result in all or portions of the Proposal, including response to section 3.1.2 Interviews/Follow Up Questions, if any, to be rejected and removed from consideration in the evaluation for WOC award.

2.6 ELECTRONIC PROPOSAL PROVISIONS

2.6.1 Agency reserves the right to reject any Proposal that is unreadable.

2.6.2 Per OAR 731-146-0150(4), in the event of a failure of an Electronic Procurement System or email system that interferes with the ability to submit electronic Proposals or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of electronic Proposals by providing notice of the extension immediately after the Electronic Procurement System or email system becomes available.

2.6.3 By submitting a Proposal in response to this Mini-RFP, the Proposer (and if selected for award, also as the Consultant) agrees with Agency that signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or 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.

SECTION 3.0 PROPOSAL EVALUATION & CONSULTANT SELECTION

3.1 EVALUATION PROCESS – LPA PROJECT

This is a local agency project for which ODOT is delivering the Project on behalf of the Local Public Agency (“LPA”), the City of Bend. Selection of Consultant will be a two-tiered process pursuant to ORS 279C.125 and OAR 731-148-0260, and the LPA is responsible for the final selection. Pursuant to OAR 731-148-0260(3)(b), under this Mini-RFP, the LPA will make its selection based on its evaluation of Proposals (and if applicable, interviews per Section 3.1.2) from the A&E Full-Service Price Agreement

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3.1.1 EVALUATION

Proposals meeting Pass/Fail criteria will be forwarded to an evaluation committee of at least 3 members that will independently review, score and rank Proposals according to the Scoring Criteria set forth in section 3.2.

Local Public Agency Projects: As this is a LPA two-tier selection process, the evaluation committee under this section will consist solely of LPA committee members. ODOT will coordinate and facilitate the evaluation process, but not review, score and rank Proposals, interviews, follow-up questions, or references.

The outcome of the Evaluation process may, result in:

(a) notice to Proposer(s) of selection or rejection for WOC negotiation and possible award;

(b) further steps to gather additional information for evaluation, (e.g. checking references, notice of placement on an interview list, requesting clarification); or

(c) cancellation of the Mini-RFP and either re-issuance of the Mini-RFP in the same or revised form or no further action by Agency with respect to the Mini-RFP.

Agency reserves the right to reject any or all Proposals and reserves the right to cancel this Mini-RFP at any time if doing either would be in the public interest as determined by Agency. Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals will become property of Agency and part of the public file without obligation to Agency.

3.1.2 INTERVIEWS/FOLLOW-UP QUESTIONS

LPA may elect to conduct interviews/follow-up questions, which will be facilitated by Agency. If interviews/follow-up questions are conducted, the following will apply:

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

• Interviews/follow-up questions responses may be evaluated by individuals that evaluated the written Proposals or by individuals which did not evaluate the written Proposals,

• Interview/follow-up questions scores (up to a maximum of 100 points) will be combined with the other criteria scores to arrive at a total score.

• LPA may conduct interviews/follow-up questions via teleconference, video conference, or in-person. Further details will be included with notification of time and date of interviews/follow-up questions, if conducted.

• Evaluation and scoring will be based on one or more of the following criteria:

o Understanding of Requested Services o Technical Approach o Project Management/Cost Effectiveness o Proposer’s General Qualifications o Proposer’s Capabilities o Proposer’s Relevant Experience o Project Team and Qualifications

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3.1.3 REFERENCES (RESERVED)

3.1.4 AGENCY CLARIFICATIONS

Agency may require any clarification it needs to understand the Proposer’s Proposal. Any necessary clarifications which are in the best interest of the Agency, may be made before the Proposer is awarded a WOC, and some or all of the clarifications, and any resulting modifications, may become part of the final WOC.

3.2 SCORING CRITERIA

Proposal scoring will be based on the criteria stated in the subsections below.

3.2.1 EVALUATION ITEM 1 – Approach MAX POINTS: 50

Given the information provided with this solicitation, describe your approach for the prospective project to cost effectively meet the Agency’s deliverables/objectives in the timeline needed. Describe what you believe are the most critical elements of this Project that the design team must address for a successful outcome. What percentage of the work will be done by the prime versus subconsultants?

3.2.2 EVALUATION ITEM 2 – Project Samples MAX POINTS:30

Provide 3 project samples comparable to the requested services performed by your firm within the last 4 years. For the sample projects -

• Describe their relevance to the Project and Services included in this solicitation, including descriptions of how any outstanding issues and project constraints were addressed and resolved.

• Include a brief description of project type, location, size, duration and objectives; a list of key project staff and their roles; tasks performed by the Proposer to fulfill the project objectives; the project budget, and whether the schedule and budget were met.

• Include 2 reference contacts for each project with valid contact information.

(Maximum of 10 points may be awarded per sample)

3.2.3 EVALUATION ITEM 3 – Key Staff Resumes MAX POINTS: 10

Provide information for the proposed Project Manager and other key staff that you believe are most important based on your understanding of the needed Services.

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

Key Staff Resumes are not included in the Proposal page limit identified for this solicitation; however, a maximum of 2 Key Staff Resumes may be submitted. Any resumes submitted beyond this limit will be discarded by Agency and will not be included in the evaluation. The fields on the Key Staff Resumes form may be expanded, but may not exceed 1 page per resume and must use a minimum of 11 point font for substantive text.

(Maximum of 5 points may be awarded per sample)

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3.2.4 EVALUATION ITEM 4 – Clarity MAX POINTS: 10

Proposers do not need to provide a written response to this criterion.

The Proposal must be organized in accordance with the list of Scoring Criteria categories in section

2.2. Proposals will be scored by evaluators on the following factors: Proposal format; ease of finding clear, concise responses that correlate with the order of evaluation criteria in this Mini-RFP; and Proposers’ ability to follow instructions.

3.2.5 PROPOSAL SCORE SUMMARY

Maximum Points for Proposal 100 Maximum Points for Interviews/Follow-up Questions (if conducted) 100 Maximum Possible Total Score 200

3.2.1 METHOD OF AWARD

The total scores and selection for tentative WOC assignment will be determined as follows:

• Total Proposal Score = Total of all evaluator scores for a given Proposal, divided by the number of evaluators, minus any SCORING DEDUCTIONS received per section 2.2.

• Total Interview/Follow-up Questions Score (if conducted) = Total of all evaluator scores for a given interviewee, divided by the number of evaluators.

Final Score = Total Proposal Score plus Total Interview/Follow-up Questions Score (if conducted).

Based on Final Scores, Agency will issue an intent to award notice in OregonBuys and will negotiate the SOW, payment amount and methodology with the top ranked Proposer. If negotiations are not successful, Agency may terminate negotiations with the top ranked Proposer and may begin negotiations with the next highest ranked Proposer and so on, until successful negotiations are completed or Agency determines that cancellation of this Mini-RFP is in the best interest of the State.

3.3 AWARD REQUIREMENTS

Agency may reject a Proposal, rescind the intent to award notice, and select the next highest ranked firm for award if the apparent successful Proposer fails to provide the following required items within 7 calendar days of issuance of the intent to award notice, unless another date is specified in the intent to award notice.

3.3.1 COST DATA

Following development of the SOW, the selected Proposer shall submit a detailed Breakdown of Costs (“BOC”)) (BOCBOC-Negotiated Billing Rate (“BOC-NBR”) templates, as applicable, are available at https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx) with cost information as required in the WOC Assignment and Requirements Exhibit of the PA.

3.3.2 COMMITTED DBE BREAKDOWN AND CERTIFICATION FORM-AE (RESERVED)

3.3.3 PROPOSER RESPONSIBILITY, DEBT OWED to STATE

Agency shall reject an offer and rescind the intent to award notice if Agency determines Proposer is not responsible or if Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

Mini-RFP Template – OPO Approved (07/15/2025) 14

3.3.4 CONSULTANT QUALITY PLAN (“CQP”)

A CQP consistent with the requirements of Agency’s “Consultant Quality Plan Guidance” (linked below) must be on file with Agency. The apparent successful Proposer shall provide a CQP for Agency’s review and approval if:

• An approved CQP for the applicable PA is not on file at Agency;

• The CQP on file is not in conformance with the requirements of the current Consultant Quality

Plan Guidance linked below;

• The CQP on file is not applicable to the Services required for this Project; or

• There are changes to quality management processes or organizational structure from what is in the approved CQP while the PA is in effect.

If required per the above criteria, submit a new/updated CQP (in PDF) within 7 calendar days of intent to award notice (see instructions and email box for submittal in section 4.1 of the Consultant Quality Plan Guidance linked below). Agency may rescind the award for any apparent successful Proposer that does not submit an updated CQP, if applicable, in the time requested and may select the next highest ranked firm for award.

The CQP must be developed consistent with requirements of Agency’s “Consultant Quality Plan Guidance” (https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance.pdf).

A sample CQP template, as referenced in the Consultant Quality Plan Guidance, is available at:

https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx.

The above documents and other QA/QC guidance can be found on the Quality Plans and Guides webpage at: https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx.

SECTION 4.0 STATEMENT OF WORK

See Sample WOC attachment in Oregon Buys.

Agency will negotiate the final Statement of Work with the successful Proposer.

https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance.pdf https://www.oregon.gov/odot/ProjectDel/QAQC/consultantQPguidance_AppA_2share.docx https://www.oregon.gov/odot/ProjectDel/Pages/Quality-Guides.aspx

SECTION 4.0 STATEMENT OF WORK