Solicitation Documents RFP 24-036 - Shared Micro Mobility.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

REQUEST FOR PROPOSAL

RFP 24-036

SHARED MICROMOBILITY STUDY

TO ALL PROSPECTIVE OFFERORS:

The Salem Area Mass Transit District (SAMTD) seeks Quotes from qualified firms to provide the services as described in Part 2 of this Request for Proposal).

Proposals must be received no later than the dates provided in the Procurement Schedule or any issued Addenda that may extend any deadlines. Proposals are not publicly opened.

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 Proposers will be notified via email of the availability of Addenda for download. Acknowledgement of Addenda will be required.

All communications, including any requests for clarification, concerning this RFP should be addressed in writing to the Procurement Department @ procurement@cherriots.org

SALEM AREA MASS TRANSIT DISTRICT

By: Charleen McCurdy Issue Date: 9/13/2024 Procurement/Contracts Analyst Procurement Department https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@cherriots.org

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Contents Part 1 – Introduction Part 2 – Scope of Work Part 3 – Submission Guidelines Part 4 – Proposal Evaluation Part 5 – Special Terms and Conditions Part 6 – Confidentiality Part 7 – Proposers Checklist

Included as separate PDF attachments Appendix A – General Terms and Conditions Appendix B – Sample Contract Appendix C – Federal Terms and Conditions

Included as a single separate Word file Exhibit 1 – Proposal Form Exhibit 2 – Non-Collusion Affidavit Exhibit 3 – Organizational Conflict of Interest Exhibit 4 – DBE/SBE Determination of Good Faith Efford § Exhibit 5 - Contractor’s Representations & Warranties Certification Exhibit 6 – Debarment and Suspension Certification§ Exhibit 7 – Lobbying Certification § Exhibit 8 – Buy America Certification § (RESERVED) Exhibit 9 - Price Proposal Form

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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 operates 68 Cherriots local buses, 43 Cherriots LIFT (paratransit service), 19 Cherriots Regional express buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride).

In addition, Cherriots Route 1X is a commuter service that connects Salem with Wilsonville and the Portland Metro area to the North. SAMTD also manages rideshare services called Cherriots Commuter Options.

SAMTD Locations:

Administrative Offices The SAMTD 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., NE Keizer, OR 97303

Salem Area Mass Transit District (SAMTD) is soliciting the services of a Consultant to lead a planning feasibility study of shared micromobility services in Salem-Keizer area.

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.

All submittals become the property of SAMTD and are subject to public disclosure after award.

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

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Part 2 – Scope of Work

2. A Introduction & Background

SAMTD’s Long Range Transit Plan, adopted by the SAMTD Board of Directors in December 2022, identified building Cherriots into a mobility integrator as a high priority and committed the District to exploring opportunities to integrate shared mobility options (i.e., bikeshare, scootershare, rickshaw, etc.) and first-and-last mile solutions.

Shared micromobility options present another way to close first-and-last mile gaps by providing a more affordable, accessible, and equitable way for individuals to get to and from public transit.

By exploring shared micromobility solutions, SAMTD works towards the identified priority of becoming a mobility integrator.

SAMTD is proud to be a regional mobility integrator and recognizes the need for first-and-last mile solutions. Therefore, the primary motivation of this project is to explore shared micromobility options that will be successful in the Salem-Keizer area, if implemented.

2. B Technical Requirements & Scope of Work

The Consultant shall evaluate the existing conditions and conduct market research for a shared micromobility program in the Salem-Keizer area. Based on the preliminary assessment, the Consultant will then establish Salem-Keizer area specific shared micromobility vision, goals, and performance measures. It is anticipated engagement will take place through all stages of this study. The Consultant shall compile best practices after considering systems of similar sized jurisdictions and document current trends in the industry. Following that, the Consultant shall conduct market analysis to identify potential high ridership areas and make short-term and long-term recommendations related to implementation. In the event that the program is not recommended for the Salem-Keizer area at this time, the Consultant shall identify a set of conditions that need to be met in order for the program to thrive.

The success of this engagement will be determined on:

• The quality of the tangible deliverables identified in each task

• The project is completed on time and within budget

• Satisfaction of stakeholders

• Satisfaction of SAMTD’s leadership and Board of Directors

The key deliverables include, but are not limited to:

1. Provide an assessment report from evaluation of existing conditions and conduct market research for shared micromobility program

2. Define program benefits, establish area specific goals, and performance measures

3. Conduct stakeholder engagement and summarize findings

4. Recommend optimal shared micromobility service model, associated cost, and funding strategy for the study area

5. Develop program guidelines for successful implementation

The Consultant shall be expected to participate in multiple meetings during the project. These include but are not limited to a project kickoff meeting (in person), project updates (in person or video conference), progress review (in person), draft report reviews (in person preferred), and presentations to public and governing bodies (in person).

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TASKS AND ACTIVITIES

The Consultant shall lead all the tasks listed below and provide all supporting project management activities.

Task 1: Project Management

The Consultant will manage the project and associated deliverables. This may include, but not be limited to, participating in meetings with the project manager and project team, submitting monthly progress reports, providing timely invoices, drafting and finalizing meeting minutes, and other project management activities identified by the Project Manager.

Task 1 Deliverables:

1. Bi weekly project check in and project status meeting.

2. Develop, maintain and adhere to the project timeline.

3. Compile, review and provide feedback on materials such as meeting agendas, notes, and reports.

4. Delivery of all data produced either when the documents are produced or at the end of each milestone, including at the end of the project.

5. Submit monthly status reports and progress payment invoices.

Task 2: Evaluate Existing Conditions and Conduct Market Research

The Consultant shall evaluate existing conditions in the study area and research best practices in cities of similar size, demographics, and infrastructure as study area. The Consultant shall develop the needs, goals, and performance measures for the shared micromobility program in the Salem-Keizer area based on the findings from the existing conditions analysis and market research.

2.1 Existing Conditions

Task 2’s goal is to provide SAMTD an understanding and identification of issues, deficiencies, and opportunities that will be addressed under the subsequent phases of the study. Task 2 includes evaluating existing mobility conditions, issues, and data that will provide context for the feasibility recommendation. The information provided in the Task 2 assessment should include key transportation infrastructure and current or recent transportation planning efforts in the study area. In addition, this assessment should focus on the local demographics and community characteristics. The existing conditions should include, but not be limited to:

● Analysis of current demographics in study areas including race, ethnicity, income, language spoken at home, access to vehicles, and other socio-economic factors.

● Review of relevant projects and previous plans in the identified study area.

● Compilation of data on existing bike infrastructure and transit service including boardings/alightings, operating schedules, and currently planned expansions.

● An equity analysis of existing bicycle and pedestrian infrastructure that includes crash data from the past five (5) years.

● Identify travel patterns and major destinations in the identified study area.

● Identify gaps and opportunities for first and last-mile solutions for existing and planned

SAMTD transit routes.

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● Analyze physical barriers to help identify where different types of shared micromobility options would be best suited (e.g. steep slopes, sustained climbs, etc.). NOTE: ADA barriers are not a part of this bullet or scope.

2.2 Peer City Interviews

To learn more about best practices around the country, the Consultant shall conduct market research and interview up to five (5) peer cities with similar populations, geographic, and transportation characteristics to document how other communities are managing different shared micromobility types, the challenges they have encountered, perspectives on procurement, service provision, and operating standards. The Consultant shall propose the peer cities to Cherriots staff and gain approval for each prior to conducting interviews. In addition, the Consultant shall summarize best practices on the following:

● Operational models

● Implementation process

● Funding mechanisms

● Payment options

● Data sharing requirements

● Education campaigns

● Equity, accessibility, and liability issues

Task 2 Deliverable:

1. Existing Conditions and Peer City Review Memo

Task 3: Identify Needs, Goals, and Vision

The Consultant shall conduct research and work with the SAMTD project team to identify regional benefits of developing a shared micromobility program including, but not limited to, the environmental, equitable, and economic benefits. In addition, the Consultant shall assist SAMTD and stakeholders in establishing a program vision statement defining success, and providing realistic goals and objectives for a future shared micromobility program in the Salem- Keizer area. The goals shall be developed based on SAMTD’s established priorities and shared micromobility system best practices. The goals and objectives should be meaningful, outcome-oriented, achievable, and measurable.

Task 3 Deliverable:

1. Memo summarizing the program benefits, goals, and vision

Task 4: Stakeholder Interviews and Focus Groups

The Consultant shall engage with identified focus groups throughout the community to better understand the needs for shared micromobility options and the barriers to implementing those options within the Salem-Keizer area. Stakeholder interviews drive successful stakeholder engagement that will provide the project team with valuable insight and an understanding that will help SAMTD navigate potential obstacles before they arise.

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This stakeholder engagement will inform, involve, collaborate, and empower these community groups to support the development of shared micromobility initiatives. These groups could include, but not be limited to:

● Partner agencies

● Colleges and Universities

● Community based-organizations and foundations

● Ethnic minority organizations

● Business groups

● Bike advocacy groups and bike shops

● Transit riders

● Tourism and visitor groups

● Major employers

● Multi-family living housing and communities

Equitable community and stakeholder engagement will be essential for this project and SAMTD is open to creative and unique ideas. In addition to engaging partner agencies, counties, and cities, the engagement shall also focus on underserved communities, including low-income families, elders, people of color, those who do not speak English at home, people with limited vehicle access, and immigrants. The Consultant shall help plan, organize, and implement engagement strategies in collaboration with SAMTD and the community organizations. The Consultant may provide the necessary translation of all created outreach materials and provide translators during community engagement.

Task 4 Deliverables:

1. Summary findings of stakeholder interviews and focus group discussions

Task 5: Develop Operational and Financial Model for the Program

The operating and financial model will provide a blueprint that defines how the program functions on a day-to-day basis to achieve its strategic goals and deliver value to stakeholders.

It will encompass the structure, process, technologies, and how resources are allocated. The Consultant shall review various shared micromobility systems to support first-and-last mile connections and develop up to three (3) program model scenarios that will most likely succeed in the Salem-Keizer area.

The program model scenarios may include:

● Operating service model type i.e. program ownership and lead.

● Fleet type and size

● Technology needs

● Infrastructure needs

● Geographic coverage and service area

● Redistribution logistics

● Pricing structure

● Cost responsibilities

● Permit fees (if any)

● Equity programming

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The Consultant shall conduct a financial analysis to develop different service model scenarios and calculate the cost for each scenario. The Consultant shall work with the project team to recommend the optimal service model including system start-up and ongoing operations costs.

Consultant shall identify and recommend short-term and long-term funding strategies that will support SAMTD’s commitment to launching a shared micromobility program that is resilient and financially viable.

Task 5 Deliverable:

1. Program and Financial Model Recommendation memo

Task 6: Program Guidelines and Regulatory Framework

To ensure consistency and uniform user experience across locations, the Consultant shall develop a set of shared micromobility program guidelines that take into consideration general and regulatory issues that may be encountered by stakeholders. These issues include, but are not limited to:

● Roles and responsibilities of all identified stakeholders

● Risk mitigation

● Maintenance

● Necessary licenses and permits

● Insurance

● Enforcement terms

● Policies and procedures

The Consultant shall seek input and coordinate with SAMTD and the project team on the development of the guidelines that include policy recommendations on how to enhance program equitable access to underserved and disadvantaged communities.

Task 6 Deliverables:

1. Shared Micromobility Program Guidelines

Task 7: Performance Measures and Implementation Strategy

The Consultant shall develop key performance indicators (KPI) using the developed goals, objectives, program model and guidelines that allow stakeholders to evaluate the progress and success of a future shared micromobility program in the study area. The KPI’s generated can be used to monitor and evaluate how the system is performing in relation to the program’s goals.

Implementation will also be key to the success of this study. Consultant shall use and reference deliverables from previous tasks to recommend an effective rollout plan, identifying key phases and milestones to track progress.

Task 7 Deliverable:

1. Evaluation template to report key performance indicators

2. Program Implementation Strategy (short-term and long-term)

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Task 8: Salem-Keizer Area Shared Micromobility Feasibility Study and Implementation Plan

The Consultant shall combine the above deliverables into a Salem-Keizer Area Shared Micromobility Study. This Plan shall also include an executive summary and implementation actions.

Task 8 Deliverable:

1. The Salem-Keizer Area Shared Micromobility Feasibility Study and Implementation Plan

2. C Contractor Performance Reviews

SAMTD may, at its sole option, conduct a performance review of projects and the Contractor while the Contract is in effect1. These reviews may be completed by SAMTD’s Program Manager and other internal stakeholders. Any completed evaluation form will be shared with the Contractor and become a permanent part of the Contract administration file. The results of these evaluations, if any, will be considered for Contract extensions, price adjustments, and in the evaluation of any future applications to SAMTD solicitations for services.

● Communication Communicates regularly and openly with staff. This can be done face to face, via phone conferences, one-to-one, or group meetings. Project Manager or designee is available when needed. Answers emails and phone calls in a timely manner. Provides timely follow through.

Verbal and written communication is concise and easy to understand for individuals not on the project teams.

● Quality and Timeliness of Deliverables Completed reports and deliverables accurately represent Scope of Work, follows any agreed on milestones, and meets or exceeds proposed deadlines. Deliverables are timely, customized to SAMTD’s specifications, and easy for all stakeholders to understand. Contractor has a quality assurance process in place to reduce errors and ensure accuracy of information.

● Interpersonal Skills with SAMTD Staff Effectively coordinates and cooperates in development, implementation, process, and programs. Actively engages and collaborates with stakeholders in project completion and administration. Respectful of SAMTD's culture, mission, vision, and values. Seeks feedback to improve relationships and improve stakeholder commitment towards quality deliverables and project outcome.

● Stakeholder Interaction and Relationships Is courteous with stakeholders and mindful of existing and future relationships between the public & SAMTD. Cooperates with stakeholders while being mindful of SAMTD’s requirements.

Assertive with SAMTD’s needs and requirements while being respectful. Represents SAMTD appropriately at meetings and discussions.

Evaluations will be scored as follows:

0 = CONSISTENTLY BELOW EXPECTATIONS: Performance is at a level below established objectives with the result that the overall contribution is marginal and substandard. Performance requires a high degree of constant supervision and guidance. Contract deliverables consistently take two (2) months or longer to be received by SAMTD. All deliverables require three (3) or

1 2 CFR 200.301, 2 CFR Part 200.318 (b), 24-036 RFP Shared Micro Mobility_Final Page 9 of 24 more rounds of edits to ensure they meet Scope objectives. Invoicing is always incorrect and requires considerable effort to update. Consultant and team are never available or take more than five (5) business days to respond to inquiries and needs.

1 = BELOW EXPECTATIONS: Meets some of the established expectations but definite areas exist where achievement is substandard. Performance requires somewhat more than a normal degree of direction and supervision. Contract deliverables occasionally take one (1) month or more to be received by SAMTD. At least 75% of deliverables require at least two (2) rounds of edits to ensure they meet Scope objectives. Invoicing is often incorrect and requires some effort to update. Consultant and team are occasionally available or take more than three (3) business days to respond to inquiries and needs.

2 = MEETS EXPECTATIONS: Meets established objectives in a satisfactory and adequate manner. Performance requires normal degree of supervision and guidance. Contract deliverables are received by SAMTD staff on time or no more than fourteen (14) business days later than agreed. No more than 25% of deliverables require at least one (1) rounds of edits to ensure they meet Scope objectives. Invoicing is correct and rarely requires any editing.

Consultant and team are frequently available or take no more than two (2) business days to respond to inquiries and needs.

3 = EXCEEDS EXPECTATIONS: Accomplishments are above expected level of essential requirements. Performance requires minimal to no supervision and guidance to achieve Contract objectives. Contract deliverables are always submitted as agreed if not earlier than required and require no edits. Invoicing is correct and never requires any editing. Consultant and team are always available or take no more than one (1) business day to respond to inquiries and needs.

End of Part 2 – Scope of Work

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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 Activity Date – 2024 Procurement Request Released Friday, September 13 Clarification Deadline Tuesday, September 24, No Later Than 3:00 PM PST SAMTD Response to Questions Thursday, September 26, No Later Than 5:00 PM PST Submissions Due Thursday, October 3, No Later Than 1:00 PM PST *Consultant Interviews Week of November 4 *Notice of Intent to Award November 18 *Estimate Award Date December 12 *Contract Effective Date No Later Than January 2, 2025

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

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.

3.B Proposal Guidelines

Proposers should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. The submission of a Proposal constitutes Proposers acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out 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 (1) or more vendors 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

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A Proposal may be rejected when:

● It is late

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

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

● Any required form/exhibit is not signed

● Vendor 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

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

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 120 days from Proposal or Best and Final Offer (BAFO) deadline, if a BAFO occurs.

SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3. C Minimum Proposer Qualifications

At the time of proposal, Proposer must meet the following minimum qualifications. Proposer will not substitute the experience of a subconsultant for it’s own.

● Minimum of 3 years recent experience in the multimodal transportation planning field.

● Demonstrate familiarity and experience with alternative ways to deliver mobility options.

● Proven experience providing technical consulting services to public transportation entities.

● Ability to perform work on-site at SAMTD's site(s) when required.

● Have a State of Oregon Secretary of State registration as well as all other required local government business license(s), registrations, and endorsements.

● Not be suspended or debarred with SAM.gov.

● Not be disqualified from bidding under ORS 279B.130.

● Not be 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. D 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

24-036 RFP Shared Micro Mobility_Final Page 12 of 24 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, or conditions contained in a Proposal may be cause for the Proposal’s rejection as non-responsive.

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 (See Part 3.F).

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

Any Proposer(s) believing a Contract term or scope requirement is unnecessarily restrictive or wishing to propose an alternate must submit their request in writing to procurement@cherriots.org by the Clarification Deadline provided in the Procurement Schedule.

Requests submitted after this date, or as a Proposal condition may not be reviewed or considered. SAMTD will not agree to terms or conditions to the Contract after Proposals are submitted and conditioned Proposals may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

3. E Submission Packages

Proposals will be in PDF format submitted to procurement@cherriots.org no later than the due date outlined in the Procurement Schedule. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD.

SAMTD will not review submissions if the packet or Exhibits 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.

Marketing materials, alternate and unapproved agreements, and any other information not specifically requested or required in this RFP will not be reviewed. Proposer will NOT add SAMTD to any marketing email lists.

In addition to all completed exhibits as outlined in Part 7 “Proposers Checklist”, Proposers will submit a technical response addressing each of the following questions. 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.

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1. Qualifications and Relevant Experience A. Briefly describe your company. Include how long the company has been in business.

B. Describe the qualifications of your company, its business experience, and achievements.

C. Detail experience working with transit agencies specifically and public agencies in general.

D. Details about individuals who would be assigned to the project.

a. Identify the Project Manager, and roles and tasks of all personnel.

i. Include certifications, trainings, and expertise

ii. Include brief resumes for key personnel providing services.

E. Identify projects involving the provision of services with similar scope and size as described in this RFP.

F. Provide at least three (3) client references from the last five (5) years that demonstrate successful contract performance similar in size and scope as described in this RFP. While not required, transportation or other public sector entities are preferred. Include the following for each reference:

a. Company name and full address

b. Point of contact name, title, e-mail address, and phone number

c. Contract title, number, start and completion date

G. Provide feedback collected from previous clients regarding your performance. Less than favorable feedback should include steps the firm has taken to remedy any issues, or address the client’s concerns.

H. What is the average length of your previous contracts?

I. Have you defaulted on any contracts within the past three (3) years or failed to meet contract terms? If so, describe.

J. Identify any past (within the last three (3) years) or pending litigation alleging failure to perform in accordance with contractual obligations and describe present status. Explicitly state if there is no such litigation.

K. List any projects resulting in time extensions and the assessment of liquidated damages against the company or sub-contractors during the last five (5) years. Explicitly state if there were no extensions/assessments.

L. Identify any past (within the last three (3) years) or pending liens, claims, infractions, or citations filed or recorded by a County, State or the federal government, or filed by subcontractors, suppliers, or materialmen. List with whom, for what, and the amount claimed. Explicitly state if none of these situations apply.

M. Provide a list of contracts in the last five (5) years that terminated for reasons other than the natural expiration. Include details about why the contract terminated.

2. Overall Work Plan and Approach to Scope of Work

A. A description of Proposer’s approach to the project including:

o Ability to undertake the work. Proposer should detail current and anticipated capacity for 2024 and 2025. Describe how SAMTD will be prioritized with other projects.

o Methods and techniques Proposer will employ for public outreach.

o Methods, techniques and approach for completing each task of the planning process.

o The information and support required from SAMTD staff.

B. Actual sample community outreach materials relevant to the tasks in the Scope of Work.

Links to websites or DropBox type files will not be reviewed.

C. Provide an estimated timeline for the project.

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D. Does your firm intend to subcontract any portion of this Contract? If so, please provide the following: name of the firm(s), the percentage of work to be performed by each subcontractor, and a description of the nature of work performed by each.

E. Express any value-added options or ideas that may benefit SAMTD that are not included in Part 2. Provide brief outline of the suggested scope. This could include ideas or suggestions on additional related services, etc. These ideas must be logical and based on verifiable metrics.

3. Price Proposal

A. Rate schedule including hourly rates for staff assigned to the project and a lump sum “Not to Exceed” price to complete all the required services and tasks noted in the Scope of Services, which shall include:

□ Labor rates for project principals, direct material cost, taxes, overhead, and any other reimbursable fees must be detailed on cost proposal. These rates will be used to price any changes orders.

□ If sub-consultants are used, their price and any mark up.

□ Travel will be invoiced as a separate line item with no markup based on

SAMTD’s travel policy outlined in Part 5.B “Travel Costs”.

B. Provide lump sum pricing for any value-added options described in #2E above.

Include hourly rates for staff and estimated hours as part of the lump sum.

3. F Addenda

Modifications to this RFP shall be made only by written 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:

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● 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.

In the event that 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 2.43 percent (2.43%) 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 Appendix C “Federal Terms and Conditions”. SAMTD strongly encourages and expects Proposers to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposers are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of all anticipated SAMTD Federal contracts.

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 http://www.cherriots.org/en/about-us/procurement

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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 “Lump Sum Cost” 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 total lump sum will be awarded the highest points.

(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.

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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.

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

The Evaluation Committee will review the information provided in the Submission Packages outlined in Part 3. E above against the below criteria.

● Facilitation and Engagement with Public (15 Points)

SAMTD will review the proposers ability to effectively communicate complex data in person, in written reports, in presentations and in group settings. Community outreach must be able to engage and educate stakeholders at all levels. Proposals will show creativity in methods of outreach and past successes with public involvement including increased participation with underrepresented groups.

● Overall Work Plan and Approach to Scope of Work (35 Points)

Breadth of service is broad and includes other facets augmenting the scope of work that SAMTD may utilize during the Contract. The proposal establishes familiarity and understanding of SAMTD’s project objectives as well as creativity and innovation in meeting each task objective in the scope of work will involve. Staff will evaluate on how closely the proposal outlines the proposers approach to providing services at the best value. Ability to summarize complex ideas and concepts, recognize opportunities and challenges of an agency like SAMTD, and production of deliverables is also reviewed. Any identified value-add services compliment what is outlined in the Scope of Work.

● Clarity of Proposal (15 Points)

Overall clarity of submitted response (clear, concise, professional, thorough). The organization and presentation of the RFP response indicates the firm’s ability to follow instructions, pay attention to detail, and assemble clear and concise documents while following the formatting guidelines provided.

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● Staff Experience with Projects of a Similar Nature (15 Points)

Firm is proposing staff that meet or exceed the minimum experience called out in 3.C Minimum Proposer Qualifications. Proposals will be scored on demonstrated past successes of project principals in similar undertakings. SAMTD staff will review provided references and verify that the Proposer has performed satisfactorily on other contracts. Similarly, SAMTD will ask about staff skills including communications, timeliness, issue resolution, and ability to perform the work, and that contract requirements were met. References where work of like nature, magnitude and comparable difficulty, and at comparable rates of progress are preferred. Any provided customer feedback demonstrates an attention to detail and reflects a drive for customer satisfaction While not required, transit experience is beneficial. Staff may review provided references and other information obtained as part of RFP Part 4.D for performance and adherence to contract terms

● Lump Sum Cost (20 Points)

Price points will be calculated using the lump sum price provided for the Lump Sum Cost on Exhibit 9 – Price Proposal with the lowest lump sum price receiving the highest points. SAMTD will use the following normalizing formula to assign points:

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

Price scores will not be averaged or combined based on the number of evaluators. Pricing for any Competitive Range proposals will be rescored against the other proposals in Competitive Range.

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 agencies.

● Possess all permits, registrations, and licenses as required by city, 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.

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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 Notice of Intent to Award to all Proposers.