SP_Snowmobile Trail Maintenance_RFI_v7.pdf

Oregon Department of Transportation ODOT Procurement Office MS#2‐2 3930 Fairview Industrial Drive SE

Salem, OR, 97302‐1166 On behalf of

Operations and Maintenance Division

REQUEST FOR INFORMATION (RFI)

Snowmobile Trail Program

OregonBuys Requisition Number: S‐73000‐00002256

RFI Number: 18404 RFI Issue Date: February 28, 2022

Response Due Date: March 28, 2022 – 2:00PM PST

Written responses to this RFI are due no later than the date identified above. Please submit a response to the following person (email response is preferable):

ODOT Procurement Office Attn: Cammi Hungate 3930 Fairview Industrial Dr. SE Salem, Oregon 97302‐1166 Phone: (503) 986‐6919 Email: Cameo.R.Hungate@odot.oregon.gov

Table of Contents

1. Project Name:

2. Purpose:

3. Response Expectations:

4. Content of Your Response:

5. Project Examples: .................................................................. Error! Bookmark not defined.

6. Information is requested regarding the demonstration of capabilities: ..... Error! Bookmark not defined.

1. Project Name:

Snowmobile Trail Program

2. Purpose:

The Oregon Department of Transportation (ODOT) is requesting information regarding possible prospective partners for the development and management of a program for the identification and maintenance of snowmobile trails and the enforcement of snowmobile regulations on public lands throughout Oregon.

The program may include, but is not limited to, coordination with public land managers on the identification and maintenance of a network of at least 6,400 miles of snowmobile trails, providing at least 31,500 miles of maintenance on the specified trails, and coordination with law enforcement agencies for their enforcement of snowmobile registration, operator and equipment requirements.

All work will be conducted according to the Contract standards and standards of the public land management agencies, and in coordination with ODOT and federal, state, and local authorities.

3. Response Expectations:

Please forward information by means of email to Cameo.R.Hungate@odot.oregon.gov.

To quicken and simplify response review and to ensure that each response receives the same orderly review, all responses should follow the format described in the Sections 4, 5, and 6.

It is the supplier’s responsibility to verify receipt of the submitted response.

PUBLIC RECORDS. This RFI and the response received from an interested supplier shall be kept by ODOT and made a part of the public record. ODOT REQUESTS THAT INTERESTED

SUPPLIERS NOT SUBMIT INFORMATION IN THEIR RESPONSE THAT THE INTERESTED

SUPPLIER CONSIDERS PROPRIETARY OR CONFIDENTIAL. However, if an interested supplier chooses to submit information they consider exempt from public disclosure as specified in Oregon Public Records Law ORS 192.410 through 192.505, or under the grounds set forth in ORS 367.800 through 367.824, then the interested supplier must clearly designate the portion of its response that it considers exempt and provide a justification consistent with the statutes identified. ODOT will not accept or consider responses from interested suppliers that attempt to exempt the response in whole from disclosure.

4. Content of Your Response:

Responses are voluntary and shall not bind either the respondent or ODOT in any way.

ODOT is not responsible for any costs incurred by the respondent to develop a response to this RFI. This RFI does not constitute a solicitation for bids or proposals. The information received may be used to determine whether or not there is reasonable competition for future work as may be solicited in a Request for Proposals (RFP), at ODOT’s discretion.

Interested firms or suppliers should include in their response the following general information:

Legal name and address of the company;

Names, telephone numbers, and email addresses of key contact persons;

A short description of your experience and qualifications with managing statewide programs that include coordination of multiple teams in various locations, coordinating with law enforcement and land management agencies, and the maintenance of snowmobile trails throughout the State of Oregon

Responses to the information requested in Sections 5 & 6 of this RFI must be listed separately.

5. Project Examples

5.1. Please provide no more than three (3) project examples from the discipline(s) that align with the Project Purpose (Section 2) that are relevant and were performed within the last five years. Project examples should include, but are not limited to, the following:

Description of the project scope and expected outcomes

Size of labor force that was managed in completion of the project

Coordination with public agencies including, but not limited to, law enforcement agencies

Project Contact information

6. Information is requested regarding the demonstration of capabilities in the following areas:

6.1. Coordination with public land managers

6.1.1. Coordinate with public land managers on the identification and maintenance of a network of at least 6,400 miles of snowmobile trails

6.1.2. Secure permission from the public land managers to include property under their control

6.1.3. Work with land managers to determine the standard, scope and method for which Trail Maintenance is to be accomplished on the specified miles of trail

6.2. Capacity to manage the program.

6.2.1. Establish relationships with public land managers and law enforcement agencies necessary to develop a comprehensive statewide snowmobile trail program, or a feasible, clearly defined, detailed plan to establish those relationships prior to September 1, 2024

6.2.2. Coordinate the labor, equipment and materials necessary to carry out the identification and maintenance of a statewide network of at least 6,400 miles of snowmobile trails

6.2.3. Recruit, coordinate, and manage labor to perform at least 31,500 miles of maintenance on the trails specified

6.2.4. At least 2 years relevant experience developing and administering a program which covers a broad geographic area with work occurring concurrently in multiple locations and which requires prioritization of work and coordinate with multiple public agencies

6.2.5. At least 1 person in a leadership role who will be responsible to coordinate the work performed under the contract. This person must have at least 2 years of experience similar to the work required of the contractor under the contract

6.2.6. Experience must include developing and managing a program with a preference for managing a statewide recreational trail program

6.3. Trail Maintenance.

6.3.1. Ensure that snowmobile trails are maintained to provide for passage of snowmobiles and to prevent severe rutting of trails. This includes, but is not limited to, the clearing of trails of brush, limbs, timber, rocks and other items that may interfere with the passage and operation of snowmobiles, winter grooming of trails and marking of trails.

6.3.2. Trails shall be maintained in accordance with the standards of the public land manager using proper techniques and procedures in the performance of this work

6.3.3. Have the equipment and trained staff necessary to carry out the contract work, or a feasible, clearly defined, detailed plan to acquire the equipment and staff prior to September 1, 2024

6.4. Law Enforcement Coordination

6.4.1. Coordinate with law enforcement agencies for enforcement by such agencies of snowmobile registration, operator and equipment requirements outlined in ORS 802.110(7)(b)

6.4.2. Coordinate with law enforcement agencies to determine the level of enforcement and patrol necessary as to best encourage compliance with snowmobile operator, equipment, and registration requirements