TrafficSchoolProgramRFP_Scope_of_work_and_evaluations_-_final_draft.docx

SECTION 1: INTRODUCTION AND BACKGROUND

1.1 Introduction & Background

The Beaverton Municipal Court (Court) currently processes approximately 30,000 traffic citations per year. Around 5,000 defendants took a Traffic Safety class under the Court’s Traffic Safety School Program in 2025. The City is expanding photo enforcement and adding three new camera locations this year. Once installed, there will be a significant increase in traffic citations processed each year.

The cost of the Traffic Safety classes are paid directly from the defendants to the vendor. Currently, Traffic Safety classes may be taken online or in person. When the defendant elects for Traffic School, the court will send the vendor the following information through API Case number, deadline, DL number, first name, middle name, last name, Date of Birth, ORS of the cited violation and any Language interpreter needs. And if any extensions are given to the defendant, the API will update the vendors with the new deadline. Once defendants complete the class, the vendor will make the certificate available to the Court for retrieval through a REST API endpoint. The Court then reviews the proof submitted. If satisfied, the Court dismisses the traffic citation.

Once selected, the vendor is expected to sign a contract in order to be placed on the Court’s list of vendors to provide Traffic Safety classes. The expected duration to be placed on the list is five years.

SECTION 2: SCOPE OF WORK

2.1 Scope of Work

The Court is seeking proposals from qualified vendors to provide Traffic Safety classes for eligible defendants. Selected vendors will design, deliver, and maintain classes that meet the Court’s specific program requirements. The needs and preferences of the Court are described in more detail in Section 2.2 of the RFP. The vendor will create and maintain a class that is effective and accessible for all referred court customers.

2.2 Program Features

The Court has identified the following features of an ideal Traffic School program:

· SEE EXHIBIT A FOR REQUIRED PROGRAM FEATURES AND TECHNICAL SPECIFICATIONS.

· PREFERRED VENDORS WILL ALSO:

· Include information for Oregon-specific traffic laws. It would be preferable for the program to have content specific to the most frequent violations listed in Exhibit A so the driver can understand the dangers associated with violating those laws. Using images and examples from real roadways and intersections in Beaverton will also reinforce to the driver what driving behavior should be changed

· Smartphone capability for the online course. The online course should be able to be accessed by the most popular smartphones.

· In-person classes offered on nights and weekends. It would be preferable if the vendor could provide classes during nights and weekends for defendants

· Beaverton is one of the most diverse communities in Oregon with many non-English speaking Defendants. It would be preferable if the vendor provided their classes in the top ten languages spoken in Washington County.

· Beaverton Municipal Court values access to programs for all Defendants. Hearing loss is the #1 disability in American. It would be preferable if the vendor had options for hearing and vision impaired as well as those with learning disabilities.

· On the last page of the proposer’s online course, include a reminder to pay the Court fee and a link back to the Beaverton Municipal Court’s epay-it website.

2.3 Schedule of Work

The City expects the proposer selected for award of contract to be available to eligible defendants on or about August 1, 2026.

SECTION 3: PROPOSER’S SPECIAL INSTRUCTIONS

3.1 Procurement Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Event Completion Date & Time Advertisement and Release of Proposals Deadline for RFP Protests or Requests for Changes Deadline for Submission of Proposals Vendor presentation Final Selection of Top Qualified Vendors Commencement of Services

4.3.1 Project Approach and Understanding (45 total points)

· Please copy the chart below in your proposal and mark “Yes,” “No,” or “Other” for each requirement listed in this chart. If you mark “Other,” please describe in detail in the chart and in your proposal why you did not mark “Yes” or “No.”

· After completing the chart, please describe in more detail how your business intends to provide each of these requirements and preferences. If screenshots of the online course or sections of your in-person course materials best illustrates how the class teaches its students, please include them as necessary. Please number each paragraph according to the number provided in the chart.

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

If “other,” please describe:

4.3.2 Relevant Experience and References (25 total points)

· Provide a comprehensive history of your business and its experience doing the work outlined in Section 2 of the RFP. Include the total number of years your business has been doing similar work for other jurisdictions and the general scope of services your business provides.

· Provide a detailed description of similar, existing traffic school courses provided to defendants from at least two, but no more than three, other Oregon jurisdictions, including the material covered, frequency, days, times and locations(s) offered, whether there are online options, and the length of the course.

· Provide a name and contact information, including a phone number and email address, for each of the jurisdictions listed above.

4.3.3 Course Descriptions (15 total points)

Provide a detailed description of the traffic school courses, available online and in-person, including the material to be covered, frequency, days, times and locations(s), if applicable, offered and length of the course.

4.3.4 Fee Per Student (15 total points)

Proposals must clearly provide a firm fixed cost per student, for online and in person, to be paid by the individual participating in the course. No other compensation will be provided by the City to the vendor. Provide a narrative explanation describing the cost and a justification for the cost. In addition, vendor will pay the City $5 per traffic school certificate to support API processing.

4.3.5 Additional Services (optional)

To the extent you believe you can provide the City additional services in matters relevant to the City’s interests, provide a brief description of those services and an approximation of the charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. Offers and/or pricing of additional goods or services included under this heading are not a factor in the evaluation of Proposals.

SECTION 5: PROPOSAL EVALUATION & CONTRACT AWARD

5.1 Evaluation Criteria

A selection committee of City staff with relevant expertise in the subject matter of this solicitation will review submitted proposals. Committee members will evaluate proposals to determine which one best meets the needs of the City. Evaluation will be based on the following described criteria. Award will be made to the highest ranked proposer.

Each selection committee member will use the evaluation factors listed in the table below to evaluate submitted proposals.

5.2 Preferences

The following preferences are applicable to this procurement and may affect the evaluation of proposals.

5.2.1 ORS 279A.120

If City receives proposals identical in price, fitness, availability and quality and chooses to award a contract, City shall award the contract in accordance with ORS 279A.120 and the procedures outlined in Beaverton Purchasing Code section 46-0300.

5.2.2 ORS 279A.125

When evaluating proposals, City shall add a percentage increase to a Price proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides, in accordance with ORS 279A.125 and the procedures outlined in Beaverton Purchasing Code section 46-0310.

5.3 Responsiveness and Responsible Determination

As a condition to be awarded a contract, a proposal must be responsive and a Proposer must meet the responsible proposer requirements identified in ORS 279B.110 and Beaverton Purchasing Code section 47-0640.

5.3.1 Responsiveness

To be considered responsive, the Proposal shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures. In making such evaluation, City may waive minor informalities and irregularities.

5.3.2 Responsibility

Prior to award of a contract, City intends to evaluate whether the apparent successful Proposer meets the applicable standards of responsibility identified in Beaverton Purchasing Code section 47-0500. In addition, prior to award of a contract, the apparent successful Proposer must be duly licensed and registered as may be required by federal, state and local governments to provide the services described under the “Scope of Work” heading. Submission of a signed Proposal constitutes approval for City to obtain any information City deems necessary to conduct the responsibility evaluation. City shall notify the apparent successful Proposer in writing of any other documentation required. In conducting its responsibility evaluation, City may request information in addition to that already required in the RFP to the extent the City, in its sole discretion, considers it necessary or advisable. City may postpone the award of the contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. The City may provide the apparent successful Proposer a reasonable opportunity to correct any licensing or registration deficiencies, so long as the opportunity does not unduly burden the City. Failure of the apparent successful Proposer to demonstrate Responsibility, as required under Beaverton Purchasing Code section 47-0500, shall render the Proposer non-responsible and constitute grounds for offer rejection, as required under ORS 297B.100.

5.4 Vendor presentations

The top four firms will be required to make a presentation of their proposal, including the traffic safety course materials. This will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract Administrator will schedule the time and location of these presentations and notify the selected firms. In addition, these firms will provide access for the selection committee to take the proposed traffic safety course.

The invited firms will be evaluated based on the same factor, weighting and ranking system outlined above except there will be no points available regarding price. The firm with the highest point total resulting from any interview will be considered the best proposer. The points from the first evaluation will not be added to or otherwise made a factor in scoring of the second evaluation.

5.5 References

The City may investigate the qualifications of a Proposer, including but not limited to: successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. The City may request references in addition to those provided by the Proposer, may investigate any references whether or not furnished by the Proposer, and may investigate the past performance of any Proposer.

The City intends to contact references of the Proposers invited for presentations. Reference checks may be done by any reasonable method, including in-person interview, telephone interview or written questionnaire. The City will conduct the reference checks and the evaluation of gathered information uniformly across all Proposers.

5.6 Clarification of Proposals

The City reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

Exhibit A Services Provided

Contractor shall provide online and in-person traffic school courses for eligible defendants of the Beaverton Municipal Court (“Court”) and provide proof of completion to the Court after defendants successfully complete the course(s). The Court expects the traffic school courses to be affordable to defendants; therefore, the cost of the traffic school course online or in person must not exceed $50 per course. Additional specific program features and technical specifications are provided below.

1.1 Program Features.

a. Include Oregon laws. Classes must include Oregon-specific traffic laws, and must be updated periodically to include new laws passed by the legislature. The program should have content specific to the most frequent violations including: ORS 811.265 Failure to obey a traffic control device, ORS 810.437 Citations for Speeding Based on Photo Red Light and ORS 811.507- Operating a Vehicle While Using a Mobile Device. Vendors should use real images from Beaverton intersections and roadways in the education programming.

b. Excellent customer service for Court, Information Technology and Services (ITS) and the public. Contractor must provide a name, phone number and email address of a representative who can answer questions and troubleshoot if the Beaverton Municipal Court (“Court”) has issues that arise from Contractor’s classes or the program. Contractor must be able to respond to the Court’s questions within 3 business days. Contractor must also provide an email address and a phone number that a member of the public can call if there are issues. Contractor must provide a technical support phone number that will be answered by a live person Monday through Friday from 8:00 a.m. to 5:00 p.m.

c. User-friendly interface for the online course. The Court requires Contractor’s Traffic School class to be available both in person and online. The online program must be capable of being accessed through the most popular web browsers and must be easy to navigate for members of the public. The website and its API connecting to the Court’s electronic case management system must not be down to the public or the Court for more than 24 hours in any rolling 7-calendar-day period.

d. Classes are available in multiple languages. English and Spanish options are required for in-person and online classes and sign-language is preferred for in-person classes. The other City of Beaverton priority languages, if offered by Contractor, are preferred. Vendor will provide a list of languages offered for online and in-person classes and notify the court if any changes occur.

e. ADA Accessibility. Includes accessibility features, such as closed captioning for online courses and an option to include sign language interpreters for in-person classes and must comply with Web Content Accessibility Guidelines (WCAG) 2.1, Level AA rules.

f. Link to Beaverton’s website. The online course last page must include a reminder to pay the Court fee and link back to the Beaverton Municipal Court’s epay-it website. (10 points)

g. Provide defendants’ proof of completion to the Court electronically. Contractor must send defendants’ proof of completion electronically when completed such that the Court can verify that defendants completed the class as ordered to by the Court. See Technical Specifications below in Section 1.2.

h. Court access to Contractor’s website and materials. The vendor must also provide access to the vendor’s website to verify proof that the defendant has completed the required Traffic Safety class and permit judges and members of Court staff to take the Traffic Safety class and/or view the course materials without requiring payment to verify the quality of the class and materials.

i. Court will preapprove the class content. The vendor must get pre-approval from the court regarding content to ensure it is accurate and meets the program goals. If updates are done to the course, those changes must be preapproved by the court as well.

1.2 Technical Specifications.

Any failure to comply with the below specifications or any unauthorized changes while in production (Live) state to the data format or integrations may result in termination of the Contract.

Contractor must provide a reliable method for accessing and downloading data and documents. The City’s required method for accessing data and documents is utilizing a Rest API Web Service utilizing JSON protocols.

a. The following data elements, document formats, and naming conventions are requirements:

i. Ticket Number, First Name, Middle Name, Last Name, Date of Birth, Class Date/Time, In Person or Online, Date/Time Signed Up, Date/Time Completed, and Passed or Failed, PDF image of certificate represented as a base64 string in data.

b. Contractor must keep all data and certificates for at least 5 years.

c. Vendor must make available an online web application for Court Staff to look-up the following:

i. Class Rosters (Student Enrollment)

ii. Student Attendance

iii. Student Pass or No Pass

iv. Searchable by Driver’s License

v. Searchable by First Name, Last Name, and Date of Birth

d. Optional System Integrations can be discussed, but would have to be approved by the City of Beaverton’s Information Technology and Services Department. Until such changes have been fully analyzed and tested, system changes would not go into effect. System changes include such things as, but not limited to:

i. Server and Host Name Changes

ii. Changes to Data File

iii. Changes to Document Files

iv. Student Attendance