Pre-Solicitation Notice_OHP_Final.docx

Department of Transportation Procurement Office 355 Capitol St. NE, MS 51 Salem, OR 97301 Phone: (503) 986-2710

Pre-Solicitation Notice for:

Oregon Highway Plan Update

Interested Parties are advised:

· This is not a Request for Proposal ("RFP") or a Request for Information ("RFI"), therefore a solicitation package is not provided with this posting.

· Do not submit Proposals or Offers in response to this Pre-Solicitation Notice. All Proposals and Offers received by Agency in response to this notice will be rejected.

· Information provided under this Pre-Solicitation Notice is subject to change.

· This project may be delayed, cancelled, or revised at any time.

Project Synopsis

The Oregon Department of Transportation ("ODOT" or "Agency") anticipates releasing a Request for Proposals ("RFP") to seek proposals from consultants to develop a new Oregon Highway Plan (“OHP”).

The OHP is an element of the state transportation system plan alongside the Oregon Transportation Plan (“OTP”), other mode and topic plans, and facility plans as required by Oregon’s Transportation Planning Rule (“TPR”) and state and federal rules. The OHP provides a long-term strategic vision for the State Highway System, but also specific, tactical actions for managing the system. The OHP refines OTP policies and applies them to the roadway system. The OHP is one of the most used and referenced of ODOT’s statewide plans because it very directly affects state and local transportation system development and management.

This project will build a new OHP to help implement the 2023 OTP. The current OHP was adopted in 1999 and has been frequently amended. It is currently a paper-based plan that is available online. A new OHP should be designed for online use first. Some aspects of the current OHP are quite forward-looking and may provide a starting point for an updated policy while other parts are very out-of-date and need renewal or replacement.

ODOT wants to create a new OHP, with thorough public and partner involvement, that serves the state and today’s needs. Partners include but are not limited to those: who represent diverse interests, experiences and locations, are experts and plan implementers within Agency units, other state agencies, and regional and local jurisdictions. Therefore, the project will include establishing a planning process that ensures consensus-oriented partner engagement with experienced facilitators using multiple methods including the latest tools and technology. A public involvement plan will be necessary that establishes a communication strategy that accomplishes information exchange, consensus whenever possible, support for the plan, and transparency.

ODOT will seek proposals for a nimble, creative, responsive consultant team that will assist ODOT and its partners in thinking through the primary needs for a new OHP, and realizing a product that can meet those needs. Policy discussions are expected to build from the OTP and focus especially on known questions and issues remaining from OTP development, recent work on mobility policies, and similar efforts. Skills needed on the consultant team likely include:

· Facilitation – ready to perform both successful online and in-person facilitation

· Communication – can help communicate the project and the developing OHP to partners, and communicate gathered information back to ODOT and committees

· Public involvement – equitably engage the public and partners to inform a successful project and OHP via multiple methods

· Writing, editing, document design, and web-based document design

· Data analysis, understanding, presentation, management, and facility with modeling tools and data and mapping software

· Transportation planning and policy, including:

· Multimodal, safety, and equity considerations

· Interactions with land use needs and goals

· Understanding of the likely implementation of OHP policy, such as impacts to local and regional Transportation System Plans and development decisions, and implications for highway system investment, operations, and maintenance

A DBE goal will be part of this project, likely 8.5%. ODOT expects that DBE firms will be selected that can constructively contribute to project process and goals; that the Prime Consultant and other subs can assist DBE firms in meeting their experience and development goals; and the DBE goal will be met or exceeded.

Agency objectives for the new OHP are to:

· Provide a long-range vision for the state roadway system that helps implement the new OTP;

· Articulate clear roadway system goals, policies, and strategies, especially for key questions remaining from the OTP and other recent efforts (examples may include mobility, roadway classifications, optimizing and operating for multiple modes, prioritizing equity, etc.);

· Establish near- and long-term approaches for implementing the vision, goals, policies, and strategies developed in the plan. Define long-term policies that achieve the OTP vision for roadways and describe the purpose of the roadway system.

· Define the state highway system (highway classifications and overlay designations); and set the stage for local and regional roadway system definitions;

· Inform tactical-level planning and management objectives for the state highway system;

· Clarify the multi-modal nature of the state highway system and set up a framework to support this;

· Set the stage for ongoing performance-based planning, management, and operations;

· Provide a framework for prioritizing investments on the state highway system statewide and regionally;

· Provide a framework for system monitoring and reporting; and

· Establish near- and long-term approaches for implementing the vision, goals, policies, and strategies developed in the plan.

ODOT is open to new ideas and new approaches for the new OHP. However, one thing that is unique about the OHP is that it is presented in specific elements, and ODOT thinks that this is a useful structure, with an additional element for the new OHP:

· Policy element – the roadway system vision, a series of policies, actions, and strategies that support goals that includes specific connections to the most relevant OTP goals for roadways, clarity on key indicators such as access management, operations and ODOT Strategic Action Plan themes and details on local connections that provide specifics related to the connections between state, regional and local systems for all users. This section applies to all roadways and advises local jurisdictions about classifying their own roadways.

· Highway System element – the foundational definition and specification of what each segment and element of the highway system is and how it should perform relative to stated goals. This includes segment details such as classifications, designations and overlays, infrastructure needs and assets and a defined set of users and their specific issues and needs.

· Investment element – This section translates the system definition and policies into priorities for investment, corridors with less priority for investment, and explanations and descriptions of tradeoffs and decisions made.

RFP Synopsis

Solicitation Release Date It is anticipated that the RFP will be issued in OregonBuys, ODOT’s web-based eProcurement system, no earlier than October 15, 2023. The solicitation and any amendments for this project will be posted in OregonBuys. Once the documents are posted, the documents may be downloaded for viewing.

Solicitation Bid Opening Date (“Close Date”) It is anticipated that the RFP will close approximately 30 calendar days after it is posted on OregonBuys. The actual date and time that proposals will be due will be available in the RFP document and in OregonBuys.

This date and time may not be amended by ODOT unless it is in the Department's best interest.

RFP Evaluations / Interviews and Follow up Questions It is anticipated that RFP evaluations will be conducted within 21-35 calendar days from the Bid Opening Date. Agency will reserve the right to conduct interviews or request responses to follow up questions at Agency's discretion.

Questions Any questions pertaining to this pre-solicitation notice prior to the release of the RFP in OregonBuys should be directed only to Lucia Ramirez until the solicitation is published.

Email: lucia.l.ramirez@odot.oregon.gov

After the solicitation is published, the Single Point of Contact for questions will be listed on the RFP.

Proposal Submissions

PLEASE NOTE: ODOT converted from ORPIN to OregonBuys on July 1st, 2021.

In order to propose on this opportunity, all required submittal items must be submitted via OregonBuys (submittals by any other means will be rejected). If your firm has not already registered in OregonBuys, please click on the link above to get registered before the solicitation is published.

Respectfully, Kelsey Maffei Procurement Contract Specialist

THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A PRE-SOLICITATION NOTICE.

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