RFP 25-0220 Project Management Software~1.pdf

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 25-005

PROJECT MANAGEMENT SOFTWARE

The Salem Area Mass Transit District (SAMTD) dba Cherriots’ invites proposals from qualified firms to provide Project Management Software as described in Section 2 of this Request for Proposals (RFP).

SAMTD utilizes the State of Oregon’s e-procurement system OregonBuys. Proposers are asked to register online at https://oregonbuys.gov/bso/view/login/login.xhtml. In the event solicitation addenda are issued only registered Bidders will be notified via email of the availability of addenda for download.

Acknowledgement of addenda will be required for proposals to be considered responsive.

A non-mandatory pre-proposal conference will be held on September 11. 2025, from 9:00 AM PST, via Google Meet. A link is provided in the procurement schedule. Any changes to the date or time will be posted as an addendum on OregonBuys.

All questions regarding this procurement must be submitted via email to the Procurement and Contracts Department at procurement@cherriots.org, referencing the solicitation number RFP 25-020 in the subject line.

Proposal submissions must be clearly marked as: RFP 25-020 “PROJECT MANAGEMENT SOFTWARE” and sent via email to procurement@cherriots.org no later October 9, 2025 at 2:00 PM PST. Acknowledgement of all addenda is required for a proposal to be considered responsive.

This project is funded by the Federal Transit Administration (FTA). All applicable federal rules and regulations apply to this procurement and the resulting contract. SAMTD has limited authority to approve deviations from the contract terms outlined in Appendices A through B.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@cherriots.org

Salem Area Mass Transit District (SAMTD) RFP 25-021 Project Management Software

Contents

Part 1 – Introduction 3

Part 2 – Scope of Work 4

Part 3 – Submission Guidelines 10

Part 4 – Proposal Evaluation 17

Part 5 – Special Terms and Conditions 21

Part 6 – Confidentiality 22

Included as separate attachments

Appendix A – General Terms and Conditions

Appendix B – Federal Terms and Conditions

Included as a single separate PDF file

Exhibit 1 – Proposal Form

Exhibit 2 – Non-Collusion Affidavit

Exhibit 3 – Organizational Conflict of Interest

Exhibit 4 – DBE Determination of Good Faith Effort

Exhibit 5 – Contractor’s Representations & Warranties Certification

Exhibit 6 – Federal Debarment & Suspension Certificate

Included as a separate Excel file

Exhibit 7 – Price Proposal Form

Part 1 – Introduction

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating fixed-route transit and paratransit service within the urban growth boundary of Salem and Keizer, and regional express service between communities in Marion, Polk, and Linn counties. Other SAMTD services include Cherriots Shop and Ride, travel training and rideshare (Cherriots Commuter Options) information including carpool and vanpool matching.

SAMTD Locations:

Administrative Offices The Cherriots General Manager, Communication, Finance, and Human Resources departments are located at:

555 Court St NE, Suite 5230, Salem, OR 97301.

Operations, Contracted Services, and Maintenance The Transportation, Maintenance, and Planning and Development Departments are located at the Del Webb Operations Headquarters. The Del Webb facility also includes the parking area for buses not in service:

3140 Del Webb Ave NE, Salem, OR 97301.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

SAMTD is soliciting proposals from qualified providers of Project Management Software. This project is Federally funded through Federal Transportation Administration (FTA) §5307 funds. To encourage competition as well as ensure that SAMTD accurately outlined the project goals and expectations, SAMTD does not publish individual project budgets.

Proposers are required to adhere to the terms and conditions of the solicitation packet. SAMTD will not negotiate any aspect of the required service or Contract once the Notice of Intent to Award is issued.

SAMTD will not make any concessions for Proposers who are not completely familiar with the scope or Contract requirements.

Equal Opportunity: Small, minority, veteran, women-owned, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Proposals in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly and remove barriers to the participation in our contracts.

End of Part 1 Introduction http://www.cherriots.org/

Part 2 – Scope of Work

2. A Background and Objective.

SAMTD seeks to identify, procure, and implement a comprehensive project management software solution that will centralize planning, scheduling, resource management, budget tracking, communication, risk assessment, and reporting. The platform will improve consistency, transparency, and efficiency across all projects, contracts, and purchases.

The Project Management Office (PMO) manages projects from initiation through closeout. To support this work, SAMTD requires an integrated tool connected to invoicing and documentation in the Tyler Technologies ERP system that ensures standardized processes, enables cross-departmental collaboration, and provides reporting capabilities.

The objective for this RFP is to find an integrated, hosted “off the shelf” or “out of the box” unified software solution for longer-term capital project planning, budgeting, and management that meets the SAMTD’s requirements to develop, manage, and report on the SAMTD’s capital plans for parks, transportation, facility, technology, and utilities. The software will be used to manage all aspects of capital improvement projects, including budget tracking, reporting, document management, scheduling, progress tracking, and review and approval of documents such as RFIs, Submittals, invoices, etc.

Software Provision

● Provide a cloud-based or on-premise project management software solution that meets all functional and technical requirements.

● Ensure compatibility with SAMTD operating systems, including Windows 11 laptops used daily by PMO staff and executive leadership.

Key Functionality Requirements

The Proposer shall provide a solution that includes, at a minimum, the following functionality:

● Task and project scheduling

● Gantt charts and Kanban boards

● Time tracking and resource management

● File sharing and document management

● Team collaboration tools (chat, comments, tagging)

● Real-time dashboards and reporting

● Risk and issue tracking

● User access control and role management

● Mobile application (iOS and Android preferred)

● 30 licenses should be provided for the new software.

The preferred vendor shall have experience in successfully implementing its software for Transit Agencies or Government Agencies of similar size. The vendor must have the capacity to access implement, and commission the software, including development of user acceptance testing, system integration, and connectivity to existing resources along with providing support services.

● Project management tools for project execution, monitoring, and controlling shall be robust in nature including, but not limited to, the following:

o Risk register o RACI matrix o Stakeholder register

● Ability to create custom forms including, but not limited to:

o Change Order request o Independent Cost Estimate (ICE) o Sole Source Justification o Records register o Project budget recording o Additional Funds Request form o Request for Contract Closeout o Request for Construction Closeout o Request for Grant Closeout

Integration Capabilities

● Integrate with SAMTD’s Tyler Technologies MARTI (ERP system) for financial and project data.

● Integrate with Google Sheets to utilize SAMTD’s Project Control Plan

● Support connectivity with communication platforms such as social media and the Cherriots.org website, enabling dashboard reporting for the Board of Directors and/or staff.

Scalability

● Accommodate organizational growth without compromising performance as the number of projects, users, and data increases.

● At the time the system is ready to go live, the system must be capable of A minimum of 250 projects; 30 users; yes pictures/video/spreadsheets; intended to growth is zero in the fifth.

Security Features

● Provide robust security measures, including user authentication, encryption, and role-based access controls, to ensure data integrity and confidentiality.

Customization

● Allow tailoring and customizations of dashboards, workflows, reports, and user interfaces to align with PMO processes.

● We're looking for a software that will do the workflows that are documented in the SAMTD’s PM

Manual. Dashboards that can replace the P3 Report update meetings are the goal.

User Experience

● Offer an intuitive, user-friendly interface to ensure high adoption rates and reduce training time.

Reporting and Analytics

● Include advanced analytics and customizable reporting to track key performance indicators (KPIs) and support data-driven decision-making.

● P3 reports detail the current KPIs and analytics that we're looking for.

● The software could bring KPIs from APTA, NTD, and/or FTA that could help us define project efficiency. The Cherriots Executive Team will be defining what KPIs projects will use by the end of the year.

Implementation Services

● Perform initial system setup and configuration.

● Optionally, perform data cleaning in preparation for migration

● Migrate existing project data (e.g., schedules, budget status).

● Configure user roles, permissions, and access controls.

● Integrate with SAMTD’s existing tools and systems.

Training & Support

● Provide administrator and end-user training sessions in a train the trainer format for the first two

(2) months of software implementation.

● Deliver training materials, user guides, and manuals.

● Offer post-implementation support and maintenance for an agreed period.

● Provide ongoing helpdesk, ticketing, phone, and email support.

The system must allow creation or integration of SAMTD custom forms, such as:

● Change Order request

● Independent Cost Estimate (ICE)

● Sole Source Justification

● Records register

● Project budget recording

● Additional Funds Request form

● Contract/Construction/Grant Closeout requests

Technical Requirements

● Windows-compatible, web-based (all current versions Chrome, Edge, Firefox, etc.).

● Open API availability for integration with Tyler Munis and Google Sheets Project Control Plan

Specific integrations desired are cost tracking, schedule/milestone tracking, and invoice storage/tracking.

● Single Sign-On (SSO) support.

● Compliance with applicable data privacy regulations (e.g., GDPR).

● Comprehensive documentation, including system architecture diagrams.

2. B Performance Schedule

The term of this Agreement shall be for two years with one year option after the contract is signed and will automatically renew annually unless either party notifies the other in writing at least 30 days in advance.

The goal is for the new software to be launched in the first quarter of 2026 for project management use.

The implementation shall be complete

2. C Minimum Requirements

This RFP process seeks to find the best overall solution for SAMTD. Overall, the project software system must provide the following:

1. Compatibility with SAMTD’s technology infrastructure.

2. A complete commercial “off the shelf” or “out of the box” solution that has been successfully implemented for public agencies of comparable size and that follows best practices offered by the software.

3. Requires no modification to base code and is configurable to meet the needs of the

SAMTD, now and into the future.

4. Must be able to be a hosted (SaaS) solution.

5. Solution must receive standard updates including security updates with minimal to zero downtime.

6. A comprehensive library of standard reports and tools for end user ad hoc reporting and queries.

7. Knowledge transfer to SAMTD staff with access to online help and training for end users.

8. Single Sign-On (SSO).

9. Allow pre-defined workflows involving approvers/reviewers in multiple departments depending on type of item and originating department. Allow for primary and backup approvers/reviewers at each level. Allow email notifications to inform approvers/reviewers of pending approvals.

10. Provide role-based access to configure application including workflows.

11. Easy integration with other systems including the SAMTD’s Financial System Tyler

Munis Enterprise ERP.

2. D Contractor Deliverables

● Deliverable #1 - Project Kickoff, project schedule, training plan, etc

● Deliverable #2 - Fully configured and deployed project management software capable of:

o Tracking project schedules in multiple formats (list, calendar, Gantt, task cards) with critical path tracking.

o Building a work breakdown structure (WBS) linked to schedule builder.

o Managing risks, resources, and change requests.

o Providing Kanban boards integrated with schedules.

o Offering dashboards for schedule/cost baseline tracking.

o Serving as a central repository for project templates, charters, registers, and process documentation.

● Deliverable #3 Completion of all training (user and admin) and provision of all training documents.

● Deliverable #4 - Integration with Tyler Munis ERP system.

● Deliverable #5 - Project performance dashboards similar to what we have for the P3 quarterly reports should be able to be viewed on cherriots.org. High-level schedule and project progress meters would be viewable by the public and detailed information shall be provided on a password-protected webpage that is accessible by employees only (similar to an intranet). This functionality will be available on the new website beginning in fall 2026.

● Deliverable #6 - Go Live Final project report documenting deployment, training completion, and support handoff.

● Deliverable #7 - Completion of Burn In Period

Payments will not be made until the following deliverables are received and accepted:

http://cherriots.org/

2. E Proposals

Proposals should be prepared simply, providing straight forward, concise descriptions of the proposer’s capabilities to satisfy the requirements of the request

The following format and content shall be adhered to by each firm and must include the following (presented in this order):

1) Executive Summary

a) Company Information: Briefly introduce your firm, providing a summary of the administration, organization and staffing of your firm, Indicate the office from which the project will be managed. Provide an overview of the consultant team.

b) Related Experience: Describe recent (within the last 5 years), directly related experience. The SAMTD reserves the right to contact any organization or individuals listed.

i) Provide a minimum of 3 examples of successfully assisting municipalities or other governmental agencies implementing CIP Project Management solutions.

ii) Project Team Expertise: Provide the qualifications of the proposed project team members, including identification of the project manager. Include specific experience in municipal government information technology management consultancy. Provide concise resumes for all staff to be assigned. Proposer must commit to ensure that the staff identified in its proposal will be assigned to this project.

iii) Discuss past integration projects that included Munis Enterprise ERP, GIS or similar applications, and how such integration was accomplished. If you have direct experience integrating with the application listed, please indicate such

2) Implementation Plan

a) Methodology(ies): This section should clearly describe the methodology or methodologies planned to be used to carry out the specific tasks described in the Work Plan.

b) Work Plan: Describe the sequential tasks to be used to accomplish this project. Indicate all key deliverables and their contents.

c) Project Organization and Staffing: Describe the approach and methods for managing the project. Provide an organization chart showing the entire organization and positions of the proposed team members. Describe the responsibilities of each person on the project team.

Identify the Project Director and/or Manager and the key contact person for SAMTD.

d) List the portion of the work to be subcontracted and information describing the qualification and relative experience of any proposed subcontractors. Include a list of information required or tasks to be completed by SAMTD staff.

e) Project Schedule: Provide a schedule for completing each task in the Scope of Work, including deadlines for preparing project deliverables. Demonstrate your team’s ability to perform the work requested within an established budget and schedule.

3) System Description & Functionality

a. Proposals will be evaluated on the extent to which they demonstrate:

b. Integration with Tyler Enterprise EFP (ERP)

a. Ability of the proposed software to integrate seamlessly with current and future Tyler Enterprise EFP (ERP) modules.

b. Identification of data already possessed by SAMTD that is integral to system operation.

c. Identification of any additional data SAMTD must create or maintain to ensure successful use of the software.

c. Core Software Functionality

a. Inclusion and effectiveness of the following capabilities:

i. Task and project scheduling

ii. Gantt charts and Kanban boards

iii. Time tracking and resource management

iv. File sharing and document management

v. Team collaboration tools (chat, comments, tagging)

vi. Real-time dashboards and reporting

vii. Risk and issue tracking

viii. User access control and role management

d. Mobile Access (Optional / Value-Added Feature)

a. Availability of a mobile application for iOS and Android.

b. Extent to which mobile access enhances system usability and aligns with SAMTD’s operational needs.

4) Training, Support, and Documentation

a. Describe your training methods, support model and technical and end-user documentation.

b. Describe your training process for 30 staff on functions and how to use/operate the software.

5) Cost Proposal (Exhibit # 7)

Provide estimate of cost for initial and on-going proposed software, and other costs that may be incurred to train and implement.

End of Part 2 – Scope of Work

Part 3 – Submission Guidelines

3. A Procurement Schedule

Dates preceded by an asterisk (*) are estimated dates and provided for information only. Estimated dates may change after proposal submission and not be part of any addenda.

Procurement Schedule Date - 2025

Procurement Request Released 9/4/2025

Pre-Proposal Conference 9/11/2025 9:00 AM PST

Questions/Clarifications Deadline 9/23/2025 no later than 3:00 PM PST

*SAMTD Clarification Response 9/26/2025

Submissions Due 9/25/2025, no later than 3:00 PM PST

SEC Evaluations 10/13/2025 – 10/24/2025

*Proposer Interviews/Demonstrations 10/27/2025 – 11/7/2025

*Notice of Intent to Award TBD

*Estimated Award Date TBD

*Estimated Notice to Proceed TBD

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

3. B. Pre-Proposal Conference

A pre-proposal conference Thursday, September 11, 2025, at 9:00 AM PST, and will be held virtually via Google Meet.

To join virtually: Video call link: https://meet.google.com/arq-yjdo-iuv Or dial: 7140-885-(US) +1 262 PIN: 337 880 576#

Interested proposers are encouraged to attend as a means of gaining clarity for the requested scope of work and ensuing contract.

3.C. Proposal Submittal Instructions

Please note: The following general requirements are mandatory for all proposals. Proposals submitted after the deadline date and time or lacking one or more of the following requirements will not be accepted.

1. All proposals must be received by email no later than 3:00 p.m. on

September 25, 2025.

2. Emailed proposals should include, “Project Management Software – RFP 25-020” in the subject line and be addressed to procurement@cherriots.org.

3. All proposals must include the legal name of the organization, firm, individual or partnership submitting the RFP. Include the address of the principal place of business, mailing address, phone numbers, emails, and primary contact person.

4. To be evaluated, a proposal must address all requirements and instructions contained within.

5. Provide all references and materials required by the RFP instructions within.

https://meet.google.com/arq-yjdo-iuv mailto:procurement@cherriots.org.

Submissions are not reviewed or considered after the due date has passed. SAMTD reserves the right to award a contract without a Best and Final Offer. Issuance of a Notice of Intent to Award is not a substitute for a Contract and can be revoked.

SAMTD may invite the top firms (competitive range) for a semifinal interview/presentation. SAMTD provides requirements for the interview when the interview is scheduled. SAMTD will not be responsible for any costs for preparing submissions, attending a pre-proposal conference, or participating in interviews including but not limited to travel expenses, preparation costs, or materials.

Proposals may not be modified after opening unless requested by SAMTD. Prior to opening, Proposals may be withdrawn at any time.

3.C. Proposal Guidelines

Proposers should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. Submission of a Proposal constitutes the Proposer’s acceptance of all terms and conditions of this solicitation, including the underlying Contract terms and conditions set forth herein.

The Proposer is responsible for all costs related to the preparation of the Proposal, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Request for Proposal will be the responsibility of the Proposer and will be deemed included in the fees and charges proposed.

SAMTD reserves the right to:

● Award to one or more Contractors at SAMTD’s sole option

● Accept or reject any or all Proposals and their Proposers

● Reject this solicitation and issue a new one for any reason

● Waive deviations from the requirements

● Waive any informality or minor irregularity in Proposals received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Proposal

A Proposal may be rejected when:

● It is late

● The Proposer fails to meet the minimum qualifications listed in Part 3.D

● The Proposer is determined to be not responsible as described in Part 4.D

● Any required form/exhibit is not signed

● Contractor information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Proposal have been altered

● A Proposer fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the

Proposal as provided by law

● Proposer fails to acknowledge in writing an addenda

SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

Proposal pricing shall be valid for a period of 90 days from Proposal or Best and Final Offer (BAFO) deadline, if a BAFO occurs.

3. D Minimum Proposer Qualifications

At time of submission, Proposer will meet the following minimum requirements. Proposers will not substitute the experience of any subcontractors for their own.

● Proven experience providing Project Management Software acquisition services and related technical consulting

● Have State of Oregon and all required local government business license(s), Secretary of State registrations, and endorsements as required by the State of Oregon.

● Not be suspended or debarred with SAM.gov.

● Not be debarred by any Oregon contracting agency under ORS 279B.130.

● Not be disqualified from bidding under ORS 279C.860.

● Not in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 - 318, 321 and

323; under ORS 320.005-320.150; under ORS 403.200-403.250; and local tax laws administered by the Oregon Department of Revenue under ORS 305.620.

3. E Questions, Clarifications, Request for Deviation, Substitution or Approved Equals

Questions, clarifications, and alternates pertaining to the RFP must be submitted in writing to procurement@cherriots.org no later than the date and time listed in the Procurement Schedule above.

The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposers are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email.

Any unapproved deviations, exceptions, substitutions, alternates, conditions or contracts contained in a Proposal are cause for the Proposal’s rejection as non-responsive.

Requests submitted after this date provided in the Procurement Schedule, or as a proposal condition will not be reviewed or considered.

Unauthorized contact regarding this RFP with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD.

Proposers should rely only on written statements issued by Procurement in a formal Addenda

Do not add any SAMTD email address to company marketing email lists.

3. F. Contract Exceptions

SAMTD will not replace or supplement Appendix B – Federal Terms and Conditions Agreement with a proposer’s agreement. SAMTD acknowledges that some language in the final contract will need to be adjusted and negotiated based on the final project scope. In an effort to understand a Proposers position, Proposers may an exception list with their response to be reviewed. The exception list must include the following:

1. A list of Contract exceptions, and

2. The Appendix and section the Contract exception exists, and

3. The reason for the Contract exception, and

4. Requested alternative language.

SAMTD makes no guarantee that an exception will be reviewed, negotiated or accepted. Similarly, failure to provide all of the exception information will be cause for the exception to not be reviewed.

Proposals must be in PDF format submitted to procurement@cherriots.org. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD. Proposals sent via DropBox, Google Drive, SharePoint or other file sharing method will not be reviewed.

SAMTD will not review submissions if the Exhibits or forms are altered in any way.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Proposers may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided Exhibits will render the Proposal non-responsive. Marking a Proposal, or portions of the Proposal, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

Proposers may emphasize in their narrative any areas of their proposal that they believe exceed SAMTD requirements. Proposers are advised to clearly communicate enough detail and relevant information to ensure effective evaluation by SAMTD’s Evaluation Committee.

1. Firm Information

Company Information: Briefly introduce your firm, providing a summary of the administration, organization and staffing of your firm, Indicate the office from which the project will be managed.

Provide an overview of the consultant team.

(1) Related Experience: Describe recent (within the last 5 years), directly related experience. The SAMTD reserves the right to contact any organization or individuals listed.

(2) Provide a minimum of 3 examples of successfully assisting municipalities or other governmental agencies implementing CIP Project Management solutions.

(3) Project Team Expertise: Provide the qualifications of the proposed project team members, including identification of the project manager. Include specific experience in municipal government information technology management consultancy. Provide concise resumes for all staff to be assigned. Proposer must commit to ensure that the staff identified in its proposal will be assigned to this project.

(4) Discuss past integration projects that included Munis Enterprise ERP, GIS or similar applications, and how such integration was accomplished. If you have direct experience integrating with the application listed, please indicate such

2. System Description & Functionality

Provide a brief overview of the system including a description of the environment (SaaS, On Prem, both etc.) and functionality of each option. If the software must be locally installed on a desktop computer, what are the recommended specifications? Describe the way that licenses are calculated (each, bundled, etc.), and the licensing types (named, per seat, concurrent, etc.).

Does the software have any hardware requirements? Does the software necessitate the use of any peripherals or specialty hardware? Include any equipment (Laptops, Mobile Devises etc.)

that would augment any functionality of the software. Indicate if the equipment is agnostic and can be sourced anywhere. If equipment is available from the proposer, indicate pricing on the Price Proposal Exhibit 7.

Describe how the new software system integrates with Tyler Enterprise EFP (ERP) current and future modules. Identify what, if any, data SAMTC may possess that is integral to the operation of your software. Please also identify any data SAMTD must create to be successful in utilizing your software

3. Project Timeline Include a proposed timeline for each Phase from Implementation to the completion of Burn In.

Identify all critical path items and any other dependencies. Explain methods and processes used to ensure timely project delivery. Where applicable, identify impacts in the event of an item identified in the Risk Mitigation plan occurs. Describe methods for mitigating delays.

4. Warranty and Support Describe the warranty and technical support options available for ongoing support after the Burn In period is complete. Detail any operational services that are available after the warranty period ends.

5. Risk Mitigation Plan Proposer will provide a comprehensive list of potential risks that may impact any stage of the project based on the understanding of the Scope of Work communicated in this RFP a Include concerns relating to performance success, explain why the risk is a risk, and make sure the risk is specific to the phases included in the Scope of Work. Identify solutions to avoid or minimize the identified risks. Develop a plan to reduce the impact to the project and prioritize the risks in order of importance.

6. Value Added Options Express any value-added options or ideas that may benefit SAMTD that is not outlined in the Scope of Work This could include ideas or suggestions on alternatives in terms of performance, security, timelines, scope, goals, additional related services, etc. These ideas must be logical and based on verifiable metrics.

7. Price Proposal Using Exhibit 9 provided, complete all applicable fields for the proposed software. Any travel is based on actual receipts and will follow the process outlined in Part 5, section B below. If there are items not listed, proposers are encouraged to add rows.

BASE SERVICES: This is the section that will be assigned points for evaluation and will only include all base costs to implement the software as requested in the Scope of Work. Update software license charges appropriately based on how they are calculated and the type detailed in the System Description & Functionality description above.

ONGOING LICENSES: Provide costs for ongoing licensing of the software. Include pricing to add licenses after Go-Live.

OPTIONAL ITEMS/VALUE ADD: Detail any additional items not considered in the original Scope of Work, including the value-add options provided in the section above.

8. Disentanglement Proposers will provide a plan for continued performance for the smooth transition to a new service and the transfer of data from the proposer’s solution in the event of contract termination or expiration. This plan should include a transition plan and how SAMTD data will be provided back to the agency:

a. What format will the data be provided in.

b. How long will data retrieval will take.

c. Proposers process for wiping/destroying customer owned data from Proposer servers.

d. Verification process to ensure all data is returned to SAMTD and destroyed.

e. Process for requesting and receiving data.

f. Any costs associated with disentanglement.

10. Contract Exceptions – Optional & Unscored

As described in 3.D above, Proposers may optionally submit their list of exceptions for review.

This submission will not be scored as part of the evaluation.

3. F Addenda

Modifications to this RFP shall be made only by addenda posted to the OregonBuys site. Verbal, faxed, or e-mailed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposers and included in their proposals. All addenda issued by SAMTD (posted to OregonBuys site) shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

3. G Protest Procedures

Protests shall only be accepted from participating proposers and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement in writing at procurement@cherriots.org. Once a Proposer exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA’s Region 10 office within five (5) working days of SAMTD’s final decision of the protest. However, Proposers are cautioned that FTA’s jurisdiction over protests are limited in scope.

3. H Conflict of Interest

SAMTD officers, employees, agents, or Board members will not solicit or accept gifts, favors, or anything of monetary value from Proposers. Any SAMTD officer, agent, employee, or Board member with a perceived or actual financial or other interest in the award of the proposed Contract will recuse himself/herself from any evaluation or decision on any Proposal.

Proposers and their staff must declare any perceived or actual conflict of interest using the form/exhibit provided. For example, a conflict of interest would arise if a Proposer or staff did the following:

● Assists in the creation of the scope of work. This includes, but is not limited to, reviewing and commenting on the preliminary scope in whole or part, assisting staff in specification writing, or recommending the use of a particular brand or supplier/distributor in the specification or evaluation of Proposals.

● Has access to nonpublic information during the performance of an earlier Contract or has been provided with information other Contractors have not during procurement.

● Assists in the creation of a project budget.

● Has a personal or professional relationship or affiliation (past or present) with a member of the evaluation committee or project team.

● Has a financial gain from the recommendation and/or purchase of a particular good or service relating to a Contract or potential Contract. (e.g. distributor/manufacturer relationship)

SAMTD will review all conflict-of-interest statements and notify the Proposer of its decision to allow or reject a Proposal as it pertains to the conflict.

If a conflict of interest is discovered post-award, this will be considered a breach of Contract, and the Contract will be terminated under the terms and conditions provided. The Proposer must pay any additional costs incurred by SAMTD to engage another Contractor to finish the work.

3. I Disadvantaged Business Enterprise.

SAMTD has an overall agency goal of 2.49 percent (2.49%) for the utilization of DBEs using race neutral means. This contract will utilize Federal Funds and therefore is subject to the terms and conditions outlined in Exhibit C “Federal Terms and Conditions”. Prime Contractors are required to review Appendix B - Federal Terms and Conditions “Disadvantaged Business Enterprises” for their responsibilities under the agreement SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

End of Part 3 – Submission Guidelines http://www.cherriots.org/en/about-us/procurement

Part 4 – Proposal Evaluation

It is intended that one (1) contract be awarded to the highest scoring responsible, responsive Proposer whose proposal SAMTD determines in writing is the most advantageous to SAMTD for the requested goods and services based on the below evaluation criteria. Only those Proposals determined to be responsive will be considered for award.

4. A Evaluation Procedures

A Source Evaluation Committee (SEC) will be appointed to evaluate the proposals received. Each of the criteria listed below will be reviewed by the committee for the purpose of scoring proposals, based on how fully each proposal meets the requirements identified in this RFP.

1. Procurement will review all proposals received by the published deadline for conformance with the instructions and requirements of the RFP and Contract documents. Submissions or Proposers that do not meet the requirements detailed within this RFP may be rejected as non-responsive.

2. Procurement will calculate the Price Score based on the “Total Base Services” amount on Exhibit 9 using the following normalizing formula from responsive proposals that are submitted by responsible proposers. The score for pricing will not be averaged or combined based on the total number of evaluators. The lowest price in the “Total Base Services” will receive the highest score. SAMTD may, at its option and to further differentiate price score, extend points for price only out two (2) decimal places.

(Lowest Proposed Base Price ÷ Base Price Being Evaluated) × Total Points Possible = Score

SAMTD will verify the amounts in the Extended Price column equal the quantity multiplied the unit price. SAMTD Procurement will review any discrepancies with the Proposer, in writing, and the resolution will be included for final evaluation.

3. A Source Evaluation Committee (SEC) will be appointed to evaluate proposals. The SEC will review responsive and responsible submissions against the Evaluation Criteria outlined in this RFP or in subsequent Addenda that may be issued. A member of the SEC or Procurement may check references as part of this step and share them with the evaluation committee as part of the Qualifications and Relevant Experience criteria. The SEC shall evaluate and score proposals to select those Proposers technically qualified to perform the work irrespective of price.

4. Procurement will combine the Proposal Price Scores with the SEC’s initial scoring of technical proposals. The total points scored on both the technical and price will be considered in determining the competitive range.

5. The top Proposals (Competitive Range) may be invited for interviews or demonstrations.

Proposals and interview results are re-scored against the evaluation factors based on information provided by interviewees. Price will be recalculated based on the number of Proposals in Competitive Range.

6. If references were not checked as part of Step 3 above, a member of the SEC or Procurement may check references and share them with the evaluation committee as part of the Qualifications and Relevant Experience criteria.

7. Competitive Range Proposers may be asked for a Best and Final Offer (BAFO) post-interview as detailed below. BAFO’s will be rescored against the same evaluation criteria. Price will be rescored against the number of Proposals in Competitive Range. SAMTD reserves the right to award a contract without a BAFO request.

8. SAMTD reserves the right to award based upon the most favorable initial proposal. SAMTD’s General Manager shall have full authority over SAMTD’s source selection and decision to award, subject to applicable Board policy.

9. Should the top two (2) Proposals score within 5 points of each other, they are considered comparative equals. SAMTD may require a BAFO or use another method to break a tie. The SEC will review tie breakers against all of the evaluation factors above and render a final score.

Alternatively, SAMTD may choose to award both Proposals.

4. B Single or No Proposer

In the event that only one (1) Proposal is received, SAMTD may request an extension of the offer period and/or conduct a cost analysis on the single received Proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by SAMTD to assist in such analysis. By conducting such analysis, SAMTD shall not be obligated to accept the single Proposal;

SAMTD reserves the right to reject such Proposal or any portion thereof.

Should there be no Proposals received, SAMTD may issue a new RFP or extend the offer period.

4. C Evaluation Criteria

● Technical Capability, Approach and Capacity (20 PTS)

Firm demonstrates a comprehensive process ensuring compliance with all applicable requirements.

Planning and execution of required services for Part 2 are clear and easy to follow. Lead times are realistic and meet SAMTD’s’ expectations. Breadth of service is sufficient, and value-added services are clearly identified. Sample reports and documents are complete, meet requirements, and show how the Contractor will provide services consistently over the Contract term.

● Communication, Customer Service, and Training (10 PTS)

Proposal includes a detailed communication plan for Work Orders that emphasizes keeping Cherriots informed. The firm describes training of staff to remain current in the industry. Customer service elements emphasize continuous improvement. Proposal is clearly written, error-free, and follows formatting requirements.

● Risk, Performance, and Quality Assurance (10 PTS)

Experience reflects relevance and similarity in size and scope to SAMTd. References show attention to detail and customer satisfaction. The Quality Assurance approach is strong, with realistic risks paired with effective mitigation strategies.

● Overall Work Plan and Approach to Scope of Work (20 PTS)

Proposal shows strong understanding of Cherriots’ objectives and the Scope of Work. Clear Evaluators will assess alignment with desired outcomes, ability to summarize complex ideas, identify opportunities and challenges, and deliver actionable results.

● Clarity of Proposal (_10_ PTS)

Proposal is clear, concise, professional, and thorough. Organization and presentation demonstrate ability to follow instructions, pay attention to detail, and comply with formatting guidelines.

● Staff Experience with Projects of a Similar Nature (_10_ PTS)

Evaluation will c Evaluation will consider demonstrated success of project principals and staff on similar work. References will be checked for communication, timeliness, issue resolution, and ability to meet requirements. Preference is given to projects of comparable size, complexity, and pace.

onsider demonstrated success of project principals and staff on similar work. References will be checked for communication, timeliness, issue resolution, and ability to meet requirements. Preference is given to projects of comparable size, complexity, and pace.

● Cost (40 PTS)

Cherriots will review the Price Proposal (Exhibit 9). Points will be based on the total lump sum for “Base Services.” The lowest total lump sum proposed price receives the maximum points, with other proposals scored proportionally. Value-added items are not scored under Cost but may be considered in other categories.

4. D Responsibility Review

SAMTD will only award to Proposers who have the ability, willingness, and integrity to conform to all requirements of the Proposal and subsequent Contract. SAMTD will independently verify responsibility.

● Demonstrate there are no outstanding and/or repetitive violations with State of Oregon.

● Possess all permits, registrations, and licenses as required by State, and Federal ordinances, rules, laws, and regulations. When requested by SAMTD, Proposer shall provide documents confirming that he/she/it has obtained any local business registrations or permits that may be required.

● Is skilled and regularly engaged in the general class or type of work called for under the Contract.

● Has performed satisfactorily on other Contracts of like nature, magnitude and comparable difficulty, and at comparable rates of progress.

To establish Proposer’s responsibility, SAMTD will independently review all material submitted with a Proposal. SAMTD may also obtain additional information and conduct independent investigation, including, but not limited to, obtaining copies of business licenses and/or professional licenses and certificates, obtaining financial reports, verifying DBE/MWBE status, reviewing records with the Better Business Bureau, reviewing references, and checking debarment lists. SAMTD reserves the right to interview references, perform internet searches, review Dunn & Bradstreet reports, and use any other investigative means it chooses. A Proposer must timely provide all requested information.

4. E Best and Final Offers (BAFO)

At SAMTD’s discretion, Proposers may be afforded the opportunity to amend his/her/its Proposal and make a BAFO. The requests for BAFO’s shall include:

● Notice of an opportunity to submit a BAFO based on discussions during interviews or clarifying correspondence.

● A common due date and time for submission of written BAFO’s or modifications to any BAFO, allowing a reasonable opportunity for preparation of the written BAFO’s.

● Direction for BAFO format and contents.

● Notice that if a Proposer does not submit a BAFO or a notice of withdrawal and another BAFO, his/her/it’s immediate previous offer will be construed as the BAFO.

Any modifications to the initial Proposals made by a Proposer in the BAFO shall be clearly identified.

SAMTD will evaluate BAFO’s according to the same requirements and criteria as the initial Proposal.

SAMTD will make appropriate adjustments to the initial scores for any criteria which have been affected by any modifications made by the BAFO’s. These final scores and rankings will again be weighed against the Evaluation Criteria.

4. F Notice of Intent to Award

Upon selection of the successful Proposer, SAMTD will provide a copy of the Notice of Intent to Award to all Proposers. The Notice of Intent to Award in no way constitutes a promise to award or an acceptance of the offer contained in the Proposal; rather it is SAMTD’s first step in recommending a Contract to its Board of Directors. SAMTD may reconsider and withdraw, change or amend a Notice of Intent to Award at any time before the Board of Directors formally selects a Proposal. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

In the event a Contract award is made that is within the General Manager’s signing authority, SAMTD may, at its option, waive Board approval.

Proposers are permitted to request a debriefing about its/his/her own Proposal from Procurement after the Notice of Intent to Award is issued. Documents and information to the procurement may be requested by submitting a Public Records Request.

End of Part 4 – Proposal Evaluation

Part 5 – Special Terms and Conditions

These Terms and Conditions will be incorporated into the final contract by reference, along with Appendix A General Terms and Conditions, Appendix B Federal Terms and Conditions,. SAMTD intends these appendices to serve as the lead document. SAMTD will not replace or supplement any of these Appendices for a Contractor’s agreement.

5. A Travel Costs

Travel costs will be reimbursed to Contractors and sub-contractors(s) only when travel is pre-authorized by SAMTD. Detailed receipts or other proof of expense are required to be fully reimbursed. SAMTD will not pay any mark-up or per-diem incentive. A credit card receipt will not be accepted in lieu of a detailed receipt.

Other expenses will be negotiated prior to travel. A copy of SAMTD’s travel policy is available upon request.

5. B Insurance

The awarded contractor and any subcontractors will not begin Work until proof of insurance has been received and approved by SAMTD staff. Insurance requirements will not limit the Contractor’s liability for damages resulting from performance.

Insurance requirements are outlined in Appendix A General Terms and Conditions.

5. C Limitations of Liability

In addition to the terms outlined in Appendix A – General Terms and Conditions, SAMTD reserves the right to challenge the enforceability of any limitation of liability provision in the event of a claim or issued judgment through the performance of a Contract. Federal rules prohibit SAMTD from permitting or agreeing to any limitation of liability or other contract term that eliminates or reduces SAMTD’s rights under the agreement.

Liability limitations may be considered a gift of public funds and may therefore be prohibited by Oregon State Statute.

5. D Project Managers

In addition to the terms outlined in Appendix A – General Terms and Conditions, The Contractor's designated Project Manager will be identified at the time of Contract.

5. E Notice to Proceed

The Contractor shall not proceed with any work required under this Contract without a written Notice to Proceed from SAMTD’S Procurement Department or the authorized SAMTD Project Manager. Any work performed or expenses incurred by the Contractor prior to the Contractor's receipt of Notice to Proceed shall be entirely at the Contractor's risk.

End of Part 5 – Special Terms and Conditions

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