Public Engagement and Facilitation Services

The Oregon Department of Transportation (ODOT) has issued a Request for Proposals (RFP) for Public Engagement and Facilitation Services targeting Marion County and the City of Salem. The procurement seeks up to 5 firms to provide comprehensive public engagement, facilitation, and community liaison services related to transportation planning, design, and engineering projects. Successful proposers must provide a project lead with a bachelor's degree or higher in communications, journalism, public relations, or a related field. The services will encompass group facilitation, public involvement activities, alternative engagement strategies, and community liaison services. Proposal submissions were originally due on January 18, 2023, but were subsequently extended to January 27, 2023, with proposals to be submitted through OregonBuys. Key deliverables include developing and implementing public involvement strategies, conducting community outreach, facilitating meetings, and providing documentation of engagement efforts. Proposals will likely be evaluated on factors such as proposed approach, staff qualifications, past performance, and understanding of community engagement techniques.

The procurement includes a 12% certified small business aspirational target for state-funded work orders exceeding $100,000. Funding sources include Federal Highway Administration funds and state funds, with current Disadvantaged Business Enterprise (DBE) requirements applicable to federally-funded work orders. Six firms have been selected for potential price agreement negotiations: David Evans and Associates, PRR Inc., HDR Engineering, JLA Public Involvement, Zan Associates, and Consor North America. The overall maximum not-to-exceed amount for all price agreements is estimated at $2,000,000, with individual work orders to be assigned as needed and no guaranteed minimum purchase. Price agreements are anticipated to be effective by March 2023, with an initial work order assignment period of 2 years and potential extension for up to 3 additional years. Compensation methods may include cost-plus-fixed-fee, fixed price, and time and materials, with ODOT reserving the right to evaluate consultant performance and determine future work assignments.