S-73000-00013839 _QA 1_Final.docx

Oregon Department of Transportation Questions and Answers No. 1 (Questions #1-26) RFP/Bid Solicitation Number: S-73000-00013839 RFP TITLE: Public engagement Survey Issued: October 23, 2025 Following are questions, and Agency’s answers, for the above referenced RFP. This document does not change the RFP requirements or otherwise modify the RFP documents. Changes or modifications to this RFP shall be binding on Agency only if in the form of written addenda published on OregonBuys.

Q1: Could ODOT please confirm that Attachment G should only be submitted by the awarded firm?

Answer #1: You can submit Attachment G with your proposal if you so choose, but yes Attachment G can be filled out and submitted if you are selected as the apparent successful Proposer at that time.

Q2: May the Proposer include a Cover Letter, Cover Page, and Table of Contents that are not included in the page count?

Answer #2: No, please include those in the page count.

Q3: The RFP mentions Attachment H – Sample NHTSA Public Opinion Survey, but this document is not attached on the procurement portal. Could ODOT please add this attachment to the bid site for reference?

Answer #3: This reference is no longer relevant. Please disregard. An addenda will be issued that will remove this reference Q4: Would ODOT prefer that the Project Manager’s resume be included in the body of the technical proposal, or referenced as an Appendix at the end of the technical proposal?

Answer #4: ODOT would prefer this be in the Appendix.

Q5: In Attachment A, Section B Standards and General Requirements, ODOT notes that the “Contractor shall perform all web-related Services required under this Contract in conformance with the ODOT Web Standards.” Could ODOT please confirm whether there are web-related services required as a specific deliverable, and if so, what they are?

Answer #5: This would be determined in coordination with the Proposer after the contract is signed. Proposers could include details of their web-related service capabilities in the application.

Q6: Will ODOT accept methodologies that supplement the mail-to-online survey approach to help ensure adequate sample size, representative sample, and limited margin of error?

Answer #6: ODOT will consider all methodologies included in the application.

Q7: In reference to Task 3.2 under the Scope of Work, would ODOT be satisfied with the final report primarily delivered as a PowerPoint deck, or does the final report need to be primarily delivered as a Word document?

Answer #7: PowerPoint is acceptable.

Q8: Could ODOT please confirm that the Vendor should complete the Price proposal for one year (rather than five years) using Attachment E?

Answer #8: Five years is preferred to ensure ODOT can assess the full 5-year budget commitment.

Q9: Does ODOT want the survey instrument translated into other languages, including Spanish?

Answer #9: If Proposer is capable, that would be helpful information to include.

Q10: The RFP mentions Attachment H - Sample NHTSA Public Opinion Survey. Can the Agency please provide this attachment?

Answer #10: Similar to question 3 This reference is no longer relevant. Please disregard. An addenda will be issued that will remove this reference Q11: Task 2.1 specifies that the Contractor shall redesign the Public Opinion Survey Instrument for each following year. Please specify the percent difference bidders should anticipate in the questionniare each year (e.g., 10% difference between contract years).

Answer #11: 10% is a reasonable estimate but this is dependent on programmatic decisions, regulatory changes, and legislative concepts.

Q12: Can the Agency please expand on the expectations for a Pre-test: Does this include a Pilot fielding period with a limited number of completes? Or a series of cognitive interviews to test the instrument items? Is a pre-test expected in only Year 1, or each subsequent year of the contract?

Answer #12: This would be determined in coordination with the Proposer after the contract is signed. If the Proposer has strategies around Pre-Test, this would be helpful information to include.

Q13: Can the bidder propose the use of monetary incentives to promote the desired response rate?

Answer #13: This would be determined in coordination with the Proposer after the contract is signed. If the Proposer has strategies on response rate incentives, this would be helpful information to include.

Q14: Should bidders plan to make the survey available in any language(s) other than English?

Answer #14: If Proposer is capable, that would be helpful information to include.

Q15: Please confirm that bidders should propose a specific data collection protocol (i.e., number and format of survey invitation and reminders) designed to meet project objectives, including maximizing representativeness and response rate.

Answer #15: That would be helpful context for Proposers to provide.

Q16: Please clarify whether the Contractor will be responsible for weighting the survey data. If so, please specify which deliverables should include weighted ata. For example, should the comprehensive final report use weighted data from both wave 1 and wave 2? Should the contractor plan to deliver a weighted data set to the Agency each year?

Answer #16: The Contractor is responsible for including weighted data in the final report for all waves, and providing a description of the weighting methodology.

Q17: In the description of the comprehensive report, the RFP references Wave 1 as "pre" and Wave 2 as "post" survey results. Can the Agency confirm that the two data collection waves will use different, independent, represenative samples and that wave 2 is not a recontact of the sample sample from wave 1 in order to measure change over time.

Answer #17: That is correct, wave 2 is not a recontact.

Q18: Will the Agency please confirm that the contract type is Time and Materials (T&M)?

Answer #18: If selected for Award the Contract Type will be a part of negotiations. Currently we do not have a Contract Type set.

Q19: Has the Agency conducted similar work in the past? Is there an incumbent on this contract?

Answer #19: Yes, there is an incumbent.

Q20: So that bidders may propose an approach commensurate with available funding, what is the anticipated total contract value for the initial term of 3 years?

Answer #20: ODOT will review each Proposer’s application and will consider cost estimates as a factor in evaluation.

Q21: To allow bidders sufficient time to fully incorporate any necessary feedback or changes to approach and budget based on answers to questions would the Agency provide an extension to the proposal due date of two additional business days?

Answer #21: Yes Q22: Is this a continuation of a previous survey or project? Or is it an expansion of an existing one?

Or put another way, is there already a set of questions that the Transportation Safety Office is asking and trying to include here?

Answer #22: This is a continuation of work.

Q23: There is mention of the NTSA study that says “enforcement of laws alone is not effective” and that public information about enforcement efforts is needed. Is part of this effort to test awareness of these programs? It is unclear if that is what is meant by “3. Evaluate Existing Programs” or if a wider scope is implied, but any additional explanation of the goals would be helpful.

Answer #23: Through this survey, ODOT seeks to evaluate safety programs including but not limited to traffic-safety education, enforcement, and campaigns.

Q24: Task 2.1 seems to ask for 2 different surveys, each with a minimum margin of error of 5%. Then later, it says “800 interviews will be conducted”. These percentages and samples sizes don’t match, can you provide guidance? What specifications should our proposal include, one year and two 800 sample surveys for a total of 1600 for the year?

Answer #24: yes, the specifications should include one year with two waves consisting of 800 sample surveys per wave.

Q25: Task 2.2 seems to suggest that there will be mail invitations to the survey; does that mean the methodology and the way to recruit participants has been decided? Would ODOT consider other ways besides mailings to reach respondents for participation?

Answer #25: ODOT will consider all methodologies proposed in the application.

Q26: The proposal documents seem to imply the contractor can select whether a not to exceed/price is offered, or perhaps a price per unit/per survey. Is that accurate? If a not to exceed price is agreed to, would other elements of pricing still be required? It is unclear how we are to respond with our pricing; we would prefer a firm fixed price per survey wave that includes all required work to develop, implement, and create the report, with any in person meetings if needed charged at a typical travel rate plus standard expenses.

Answer #26: All Proposers can design their cost estimate in the way they see fit as long as it includes the information that ODOT is requesting originally in Attachment E.

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