REQUEST FOR PROPOSALS

Transcription

1 Release Date: February 2, 2018 REQUEST FOR PROPOSALS RFP No: RFP Title: Transportation On-Call Consultant Services on a Requirements Basis Issue Date: February 2, 2018 Proposals Due: March 2, 2018 Not Later Than 4:00 PM LATE PROPOSALS SHALL NOT BE CONSIDERED In the event of County closures due to inclement weather, emergency, or any published event, solicitation closings will automatically be moved to the next business day. Refer Questions to: Anthony Blackmon, Procurement Analyst anthony.blackmon@multco.us Pre-Proposal Conference: Submit Proposals to: Multnomah County Purchasing 501 SE Hawthorne Blvd, Suite 125 Portland, OR There will be an optional pre-proposal conference for this Solicitation at 2:00pm on February 12, 2018 at the Multnomah Building, at 501 SE Hawthorne Blvd, Room 126, Portland, OR Attendance is Optional. This RFP is issued under the provisions of the Oregon Revised Statutes Chapters 279A, 279B, and Multnomah County PCRB public contracting rules. All Proposers are charged with presumptive knowledge of the cited authorities. Submission of a valid proposal by any Proposer shall constitute admission of such knowledge on the part of such Proposer. PROPOSERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION. Electronic copies of this RFP and attachments, if any, can be obtained from the Multnomah County Purchasing Website at: TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 1 of 36

2 TABLE OF CONTENTS Release Date: February 2, 2018 PART TITLE PAGE # PART 1 Procedural Information Section 1.0 RFP Organization 4 Section 1.1 Procurement Timetable 4 Section 1.2 Pre-proposal Conference 4 Section 1.3 Protests 5 Section 1.4 Realistic Proposals 6 Section 1.5 Clarification of Responses 6 Section 1.6 Rejection of Proposals 6 Section 1.7 Cost of Preparation of Response 6 Section 1.8 Confidentiality 6 Section 1.9 References 7 Section 1.10 Publicity 7 Section 1.11 Cancellation 7 Section 1.12 Disputes 7 Section 1.13 Collusion 7 Section 1.14 Certification Regarding Conflict of Interest 7 Section 1.15 Local Purchasing Preference 8 Section 1.16 Sustainable Purchasing 8 Section 1.17 EEO Certification Requirement 8 Section 1.18 Invoices 8 Section 1.19 Payment 9 Section 1.20 Funding Requirements 9 Section 1.21 Method of Submission 9 Section 1.22 Wholly Secular Certification 9 PART 2 Service Description, Funding and Contracting Information Section 2.0 Purpose and Overview 10 Section 2.1 Introduction and Program History 10 Section 2.2 Goals, Values and Other Important Considerations 10 Section 2.3 Target Population Served 11 Section 2.4 Geographic Borders/Limitations & Service Areas 11 Section 2.5 Funding 11 Section 2.6 Match Requirements 11 Section 2.7 Scope of Services 11 Section 2.8 Fiscal Requirements and Reporting 14 Section 2.9 Performance Measures/Performance Contracting 14 Section 2.10 Contract Negotiation 15 Section 2.11 Contract Award 15 Section 2.12 Contract Term TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 2 of 36

3 Section 2.13 Compensation and Method of Payment 16 Section 2.14 Cooperative Purchasing 16 Section 2.15 Insurance Requirements 16 PART 3 Proposal Evaluation, Questions and Instructions Section 3.0 Proposal Evaluation Criteria and Scoring 17 Section 3.1 Proposal Questions Instructions 18 Section 3.2 Proposal Questions and Evaluation Criteria 19 PART 4 Proposal Submission Instructions Section 4.0 Joint Proposals 23 Section 4.1 Multiple or Alternate Proposals 23 Section 4.2 Proposal Instructions and Content 23 Section 4.3 Maximum Page Limit 23 Section 4.4 Proposal Content 23 Section 4.5 Proposal Binding 23 Section 4.6 Proposal Packaging 23 Section 4.7 Proposal Copies and Submission 24 Section 4.8 Minimum Requirements 24 Section 4.9 Proposer Checklist and Submittals 24 PART 5 Attachments and Electronic References Release Date: February 2, 2018 Attachment 1 Proposer Representations and Certifications 25 Attachment 2 Sample County Contract 27 Attachment 3 Cover Page TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 3 of 36

4 PART 1 PROCEDURAL INFORMATION Release Date: February 2, RFP ORGANIZATION This RFP is organized into five parts: Part 1, Procedural Information: Provides an overview of the procurement process and conditions. Part 2, Service Description, Funding, and Contracting Information: Provides a general description of the services to be performed; delineates responsibilities; defines deliverables (as applicable), funding and contracting terms. Part 3, Proposal Evaluation, Questions and Instructions: Describes questions to be answered and how proposals will be evaluated by the County. Part 4, Proposal Submission Instructions: Describes the required format, instructions for submitting proposals, and minimum requirements. Part 5, Attachments and Electronic References: Provides additional information and forms necessary to complete the proposal submission. 1.1 PROCUREMENT TIMETABLE Activity Section Scheduled Date/Time Date Issued Cover page February 2, 2018 Pre-proposal conference 1.2 February 12, 2018 Questions or protests of specifications due to Purchasing in writing February 16, 2018 Purchasing response to written questions February 22, 2018 Proposal submittal deadline Cover page March 2, 2018 Proposal written evaluation March 9, 2018 Proposed oral evaluation Week of March 26, 2018 Consultant selection March 30, 2018 Contract start date May 18, 2018 Multnomah County reserves the right to deviate from this schedule. 1.2 PRE-PROPOSAL CONFERENCE An optional pre-proposal conference will be held as directed on the cover page. This meeting is designed to clarify the information that is contained in this solicitation and provide an opportunity for questions and answers. Attendance at the pre-proposal conference is strongly recommended TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 4 of 36

5 1.3 PROTESTS Release Date: February 2, Protest of Specifications Any Proposer requiring clarification of the provisions of this RFP must submit specific questions in writing to the County Procurement Analyst listed on the cover page of this RFP. Any Proposer protesting any provision in this RFP must submit protest(s) in writing to the County s assigned Procurement Analyst listed on the cover page of this RFP. Any protest must address the requirement, provision or feature of this RFP or its attachments, including but not limited to the contract, that the potential Proposer believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. The purpose of this deadline is to allow the County time to correct any term or condition in this RFP and/or contract that may be unlawful, improvident, unduly restrictive of competition, or otherwise inappropriate. By allowing corrections before opening Proposals, the County intends to avoid or minimize much of the waste inherent in protests and in the possible rejection of all Proposals. Failure of a Proposer to protest in accordance with this section shall be deemed in acceptance of the terms of this RFP and contract, and serve as a waiver of Proposer s rights to later contend that either the RFP or contract is ambiguous, unclear, unfair, contrary to law or likely to limit competition. The deadline for submitting questions or protests is 4:00 P.M. on the date listed in the timeline. If Multnomah County determines that additional information or clarification is necessary, such information or clarification will be supplied in addenda that will be sent by or mail to all persons or firms that have received the notification of solicitation from Purchasing, registered on the Purchasing website for this solicitation, or who signed-in at the pre-proposal conference. Available addenda may also be downloaded from the Purchasing website All such addenda shall have the same binding effect as though contained in the main body of the Request for Proposals. Oral instructions or oral information concerning the specifications from County managers, employees or agents to prospective Proposer(s) shall not bind Multnomah County. Addenda: The County Purchasing Manager shall issue any addendum no later than five (5) calendar days prior to the closing date. After closing date, any claims or misunderstanding in regards to the nature, quality or description of the service(s) or item(s) to be supplied by this RFP will be considered waived. After closing, Multnomah County reserves the right to issue Addenda to all Proposer(s) who submitted proposals, or to those Proposer(s) determined to be in the Competitive Range, if applicable, in order to communicate program requirements and arrangements and other information as determined necessary by the County Protests of Intent to Award The following procedure applies to Proposer(s) who wish to protest a disqualification of proposal or award of contract: 1. All protests must be in writing and physically received by the Purchasing Manager no later than 4:00 P.M. on the fifth (5th) working day after the postmarked notice of intent to award or disqualification. Address protests to: PROTEST OF AWARD OR DISQUALIFICATION TO RFP NO ATTN: Purchasing Manager Multnomah County Purchasing 501 SE Hawthorne Blvd Suite 125 Portland OR TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 5 of 36

6 Release Date: February 2, Proposer(s) may protest only deviations from laws, rules, regulations, or procedures. Protests must specify the grounds for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for protest. Disagreement with the judgment of evaluators may not be protested. Protests not filed within the time specified in paragraph 1, above, or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based shall be dismissed. 1.4 REALISTIC PROPOSALS It is the expectation of the County that Proposer(s) can fully satisfy the obligations of the proposal in the manner and timeframe defined within the proposal. Proposals must be realistic and must represent the best estimate of time, materials and other costs including the impact of inflation and any economic or other factors that are reasonably predictable. Multnomah County shall bear no responsibility or increased obligation for a Proposer s failure to accurately estimate the costs or resources required to meet the obligations defined in the proposal. 1.5 CLARIFICATION OF RESPONSES Multnomah County reserves the right to request clarification of any item in a Proposer's proposal or to request additional information prior to evaluation necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing and issued through the assigned Procurement Analyst from Purchasing. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluator. 1.6 REJECTION OF PROPOSALS Multnomah County reserves all rights regarding this solicitation, including but not limited to the right to: 1. Cancel this solicitation at any time and not award a contract; 2. Award a contract in part; 3. Reject any and all proposals in whole or in part; and 4. Waive technical defects, minor irregularities and omissions if, in its judgment, the best interests of the County will be served. 1.7 COST OF PREPARATION OF RESPONSE Costs incurred by any Proposer in preparation of a response to this Request for Proposal shall be the responsibility of the Proposer. 1.8 CONFIDENTIALITY Multnomah County is required to disclose non-exempt public documents pursuant to ORS ORS (4) exempts the County from disclosing information submitted in response to a solicitation where the information is such that it should reasonably be considered confidential. A Proposer who determines that information within a proposal meets the statutory requirement and desires that such information remain confidential shall mark the bottom of the pages containing such information with the word CONFIDENTIAL. If a Proposer marks every page of a proposal as CONFIDENTIAL, the statutory requirement is not met; any proposal so marked will not be deemed to have been submitted in confidence, and upon request, the entire proposal will be disclosed TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 6 of 36

7 Release Date: February 2, 2018 The County will keep properly marked information confidential unless ordered to release the information and materials by the District Attorney pursuant to ORS After award, the contract executed by the County and the successful Proposer will be a public document subject to disclosure. No part of the contract can be designated as confidential. 1.9 REFERENCES The County reserves the right to investigate references including customers other than those listed in the Proposer s submission. Investigation may include past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or any other criteria as determined by Multnomah County PUBLICITY Any publicity giving reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, shall be done only after prior written approval of Multnomah County Purchasing and Communications Office CANCELLATION Multnomah County reserves the right to cancel this solicitation any time before execution of a resulting contract by both parties if cancellation is deemed to be in Multnomah County's best interest. In no event shall Multnomah County have any liability for the cancellation of this solicitation DISPUTES In case of any doubt or differences of opinions regarding the items or service to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of Multnomah County shall be final and binding upon all parties COLLUSION A Proposer, submitting a proposal hereby certifies that no officer, agent, or employee of Multnomah County has a financial interest in this proposal; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer and that the Proposer is competing solely on its own behalf without connection or obligation to any undisclosed person or firm CERTIFICATION REGARDING CONFLICT OF INTEREST Proposer(s) are required to certify (in the Proposer Representations and Certifications Attachment) whether the Proposer is or is not aware of any potential organizational conflict of interest (COI). If the Proposer is aware of a conflict, then the Proposer is required to provide a disclosure statement in its proposal describing all relevant information concerning any past, present, or planned interests bearing on whether it (including its chief executives and any directors, or any proposed consultant or subcontractors) may have a potential organizational conflict of interest. Proposer(s) responding to this solicitation are required to disclose any such business or financial relationships. The disclosure statement must identify and address any actual or potential organizational COI within the Proposer s entire organization, including parent company, sister companies, affiliates, and subsidiaries. In addition to identifying potential organizational COI, the disclosure statement shall describe how any such conflict can be avoided, neutralized, or mitigated. Also, all contractors shall disclose any actual or potential COI. The County Attorney will determine a Proposer s eligibility for award based on the information provided in the disclosure statement LOCAL PURCHASING PREFERENCE Multnomah County desires to employ local businesses in the purchase or lease of any personal property, public improvements or services to support the local economy in the State of Oregon so that residents TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 7 of 36

8 benefit from local employment opportunities that are generated. Therefore, Multnomah County shall prefer goods or services that have been manufactured or produced by an Oregon business if price, fitness, availability, and quality are otherwise identical SUSTAINABLE PURCHASING In 2010, Multnomah County initiated a new Sustainable Purchasing and Social Equity Policy that demonstrates support for our sustainability goals by integrating environmental stewardship and social equity, as well as fiscal responsibility, into the procurement process. The County seeks to partner with contractors who demonstrate a commitment to these considerations. Examples of such practices include but are not limited to: resource conservation, waste reduction, minimize paper use, and use of alternative transportation methods among other sustainable best practices. The County recognizes that contractors can take multiple paths, ranging from simple to complex, to help support these goals. The list below is meant to guide Proposers as they describe their sustainable practices within their RFP responses. 1. Comprehensive energy conservation measures; 2. Renewable energy use; 3. Water conservation measures; 4. Waste management and reduction plans; 5. Alternative fuels and transportation plans; 6. Sustainable purchasing; 7. Supplier diversity; 8. Fair trade and labor policies; and 9. Community engagement and support for underserved populations EEO CERTIFICATION REQUIREMENT Contracts in excess of $75,000 which originate from this RFP are subject to the County s Equal Employment Opportunity (EEO) requirements, as outlined in PCRB and the sample Multnomah County contract attached to this RFP INVOICES All invoices shall be prepared on contractor's letterhead or standard invoice form and shall include: 1. Contractor's name and address and a phone number for questions about the invoice; 2. Contractor's invoice number; 3. Invoice date; 4. Multnomah County contract number; Task Order Number, and, 5. Summary of work performed 6. Any additional information required in Exhibit 1 of the finalized contract PAYMENT It is the County s Policy to make recurrent contract payments to contractors via electronic payment. The contractor(s) selected under this solicitation will accept electronic payment from the County and comply with County s procedure for electronic payment. County shall pay the invoice within 30 calendar days unless otherwise provided in Exhibit 1 of the finalized contract FUNDING REQUIREMENTS (see also Section 4.8) Not applicable to this solicitation. Release Date: February 2, TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 8 of 36

9 1.21 METHOD OF SUBMISSION All Proposal documents shall be submitted in hard copy. Electronic or facsimile submissions shall be rejected. See Section 4.2 for specific instructions WHOLLY SECULAR CERTIFICATION Not applicable to this solicitation. Release Date: February 2, TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 9 of 36

10 PART 2 SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION Release Date: February 2, PURPOSE AND OVERVIEW Multnomah County Transportation Division is seeking proposals for various professional services on an as-needed basis. These as-needed services are referred to as on-call services. Internal staffing is limited and the addition of external support is frequently required. Task Orders will be issued to successful Proposer(s) under these on-call services contracts as individual project needs are identified. It is also expected that other County Departments will use these contracts on a limited basis as approved by the County Engineer. The County estimates that it will award 16 on-call contracts in the service categories listed below. The County may, but is not obligated to, award more or less than the number of contracts per category as indicated. A Proposer wishing to be considered in multiple service categories must submit a proposal in each service category for which they wish to be considered. Category Service Category Description Estimated Number of Contracts to be Awarded Estimated Task Order Value Range (Each Task Order) 1 Right of Way Services 3 $5,000 - $50,000 2 Public Involvement 3 $5,000 - $25,000 3 Civil Engineering 4 $5,000 - $350,000 4 Movable Bridge Engineering 5 Transportation Planning 3 3 $5,000 - $250,000 $5,000 - $150, INTRODUCTION AND PROGRAM HISTORY Multnomah County s Transportation Division is comprised of planning, engineering, maintenance, and operations staff who work together every day to maintain approximately 300 miles of roads, 6 Willamette River bridges, and over 20 smaller bridges located elsewhere in the County. The facilities are used daily by pedestrians, cyclists, people with disabilities, river users, and motor vehicle users. 2.2 GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS The County seeks to partner with contractors who demonstrate a commitment to environmental stewardship. Accordingly, the successful Proposer should seek to implement and abide by sustainable practices while meeting the requirements of the contract resulting from this procurement. Please refer to the County s 2009 Climate Action Plan: Multnomah County seeks to extend contracting opportunities to Minority Business Enterprises, Women Business Enterprises, and Emerging Small Businesses (MWESBs) and Service Disabled Veterans (SDV) in order to promote their economic growth and to provide additional competition for County contracts. Therefore, the County seeks to maximize MWESB utilization in awarding task orders generated from the On-Call services contracts TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 10 of 36

11 Multnomah County has reaffirmed its commitment to Workforce Equity through the recent passing of Resolution No Please refer to the recently established Workforce Equity Strategic Plan that ensures that we create safety, trust, and belonging for our Communities of Color TARGET POPULATION SERVED Citizens of Multnomah County who utilize the transportation system. 2.4 GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS Project areas will be located within Multnomah County, and include those parts of the transportation system that are not under the jurisdiction of other agencies. 2.5 FUNDING Funding of the work described in this RFP based on the individual category is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. 2.6 MATCH REQUIREMENTS Not applicable to this solicitation. 2.7 SCOPE OF SERVICES The County seeks professional services for Right of Way (ROW) Services, Public Involvement, Civil Engineering, Movable Bridge Engineering, and Transportation Planning. The successful Proposer(s) may be called on to perform any combination of the tasks listed below within each specified service category in which they are awarded a contract. The County strongly encourages the participation of Minority- Owned, Women-Owned, and Emerging Small Businesses (MWESB), Service Disabled Veterans (SDV) and Organizations in providing these services Right of Way Services Provide Preliminary Title Reports, title insurance and other title related services Prepare programming estimates Perform good faith negotiations and prepare offer packets for acquisitions Provide relocation assistance Assist with the condemnation process Prepare ROW certification form Other Right of Way services as required and defined by County management Release Date: February 2, 2018 Proposers are expected to provide the services above in-house. At times, Right of Way Task Orders will require additional professional services which may at times include: Conduct appraisals associated with transportation construction projects using appraisers licensed or certified in the State of Oregon and on Oregon Department of Transportation (ODOT) Qualified Appraisers List. Appraisals are to be compliant with Uniform Standards of Professional Appraisal Practice standards. Perform independent appraisal reviews Proposer(s) are expected to either 1) provide these services in-house or 2) partner with a subcontractor to provide the services. Subcontractor teaming arrangements are not required as part of this proposal per Section Proposers will not be evaluated on these additional professional services in Section TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 11 of 36

12 Release Date: February 2, Public Involvement Develop marketing materials, i.e. videos, graphics, exhibits, fact sheets and brochures Develop content for social media, websites, and online open houses Assist in the preparation of surveys, polls, and conduct interviews Assist in executing stakeholder outreach plans for County projects Other Public Involvement services as required and defined by County management Civil Engineering Develop roadway plans, specifications, and cost estimates Construction support services Constructability reviews Other Civil Engineering services as required and defined by County management Proposers are expected to provide the services above in-house. At times, Civil Engineering Task Orders will require additional professional services which may include: Water Resources o Stormwater Facility Analysis & Design o Hydraulic Modeling o Stream Restoration o Scour Analysis o Floodplain & Drainage Analysis Structural Engineering o Small bridge rehabilitation projects o Load Ratings & Inspections o Building Permit Review Support o Emergency Damage Assessment Landscape Design Geotechnical Engineering o Develop foundation reports o Perform field investigation o Support preparation of plans, specifications, and provide technical support o Environmental Site Assessments o Hazardous Materials Assessments o Landslide investigation and mitigation design o Construction support services Natural Resource Consulting/Environmental Science o Wetland Delineations o Regulatory permitting o Water Quality Monitoring and Analyses o Fish Passage Assessment & Compliance Quality Assurance o Quality Control Compliance Specialist (QCCS) services per ODOT s Manual of Field Test Procedures Surveying o Topographic surveys o Construction staking o Right-of-way mapping and descriptions o LiDAR control survey Historic and Cultural Resources Traffic Engineering o Perform traffic impact analyses TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 12 of 36

13 o Review construction and encroachment permits for street improvements o Perform and/or Review Transportation Demand Management studies o Develop traffic signal designs and details o Develop or review temporary traffic control plans Proposer(s) are expected to either 1) provide these services in-house or 2) partner with a subcontractor to provide the services. Subcontractor teaming arrangements are not required as part of this proposals per section Proposers will not be evaluated on these additional professional services in Section Proposers are expected to be licensed to practice engineering in the State of Oregon Movable Bridge Engineering Design, rehabilitation, inspection of electrical/mechanical components for movable bridges Span balancing Construction engineering and/or fabrication inspection Construction support services Constructability reviews Other Movable Bridge Engineering services as required and defined by County management. Proposers are expected to provide the services above in-house. At times, Moveable Bridge Engineering will require additional professional services which may include: Precision machine surveying PLC Programming Release Date: February 2, 2018 Proposer(s) are expected to either 1) provide these services in-house or 2) partner with a subcontractor to provide the services. Subcontractor teaming arrangements are not required as part of this proposals per section Proposers will not be evaluated on these additional professional services in Section Proposers are expected to be licensed to practice engineering in the State of Oregon Transportation Planning Review development proposals (land use and building permit) to ensure consistency with County code Assist in the development of Transportation System Plans Support Bicycle and Pedestrian Planning, both rural and urban Develop Capital Improvement Plan and Program Other Transportation Planning services as required and defined by County management Subcontractors Proposer(s) may not enter into any subcontracts for any of the required work by this contract, or assign or transfer any of its interest in this contract, without the prior written notice to the County. The provisions of this contract shall be binding upon and shall inure to the benefit of parties hereto, and their respective successors and assigns, if any. The identification of subcontractors is not required when submitting proposals. Subcontractors will not be considered or evaluated as part of this RFP Task Orders Work performed under this contract must be authorized via a written Task Order signed by County Management and the successful Proposer. The scope of work, schedule, deliverables, and compensation for each project will be defined in the Task Order prior to commencement of the work. Any TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 13 of 36

14 Release Date: February 2, 2018 change to the scope of work, schedule, deliverables, and compensation must be agreed upon by the County and the successful Proposer in writing as an amendment to the Task Order. In the interest of achieving the most advantageous agreement, the County may engage multiple successful Proposer(s) in parallel or serial Task Order negotiations. Task orders will be allocated at the discretion of the County Engineer based on the needs of the project. There is no guarantee that any specific amount of work or overall dollar amounts will be assigned throughout the duration of the contract term. Following the execution of each Task Order, the County s Project Manager will work directly with the successful Proposer for the duration of the project unless otherwise noted on the Task Order. Equity in the utilization of subcontractors is of paramount importance to the County for the work anticipated under this agreement. All Task Orders will be negotiated with the intent to maximize utilization of State of Oregon Certified MWESB. 2.8 FISCAL REQUIREMENTS AND REPORTING All charges shall be billed monthly unless other prior arrangements are agreed to in writing. The charges for each Task Order shall be itemized separately on a combined invoice or provided as a separate invoice for each Task Order. Contractor shall provide written monthly reports unless other arrangements have been identified with prior written notice to the County. Written updates shall be done separately for each Task Order. 2.9 PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Contractor shall perform all Services in accordance with the Standard of Care, which is defined as: the same professional skill, care, diligence and standards as other professionals performing similar services under similar conditions. Contractor shall ensure that all persons performing services under any executed contract shall be licensed in compliance with all laws, codes, rules or other requirements for the provision of such services under the laws of the State of Oregon. 1. Contractor shall prepare, in accordance with the Standard of Care, all drawings, specifications, deliverables and other documents so that they accurately reflect, fully comply with and incorporate all applicable laws, rules, and regulations, and so that they are complete and functional for the purposes intended, except as to any deficiencies which are due to causes beyond the control of Contractor; 2. Contractor shall be responsible for correcting any inconsistencies, errors or omissions in the drawings, specifications, deliverables and other documents prepared by Contractor at no additional cost to County for all categories specified within the RFP; 3. County s review or acceptance of documents shall not be deemed as approval of the adequacy of the drawings, specifications, deliverables and other documents. Any review or acceptance by County will not relieve Contractor of any responsibility for complying with the Standard of Care; 4. Contractor shall, at no additional cost to County, render assistance to County in resolving problems or other issues relating to the Project design or to specified materials; 5. During the term of the Contract, Contractor shall obtain, hold, maintain and fully pay for all licenses and permits required by law for Contractor to conduct its business and perform the Services. During the term of the Contract, County shall pay for and Contractor shall obtain, hold and maintain all licenses and permits required for the Project, unless otherwise specified in the Contract or agreed to in advance in writing by the County. Contractor shall review the Project site and the nature of the Services and advise County throughout the course of the Project as to the necessity of obtaining all Project permits and licenses, the status of the issuance of any such TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 14 of 36

15 permits and licenses, and any issues or impediments related to the issuance or continuation of any such permits and licenses; and 6. Contractor shall pay all subcontractors as required by Contractor s contracts with those subcontractors. Contractor agrees that County has no direct or indirect contractual obligation or other legal duty whatsoever to pay the subcontractors of Contractor or otherwise ensure that Contractor makes full and timely payment to those subcontractors for services performed on the Project. Work products shall be to Multnomah County standards, unless the type of funding requires other standards to be applicable and concurrence is received from Multnomah County. Alternate standards may include those of the Oregon Department of Transportation. The County reserves the right to approve or reject any changes to proposed personnel. The County further reserves the right to request a substitution of personnel if deemed to be in the best interest of the County. The County reserves the right to conduct periodic Contractor Performance Evaluations to provide feedback on quality & technical performance, cost performance, schedule performance and client management CONTRACT NEGOTIATION The County intends to initiate contract negotiations with responsive and responsible Proposer(s) with the highest scoring proposals. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached with the desired number of Proposer(s) CONTRACT AWARD Through this RFP process, the County is seeking to award the quantity of contracts as listed in Section 2.0. Contracts will be awarded to the responsive and responsible Proposer(s) with the highest scores based on the evaluation process and evaluation factors described in this RFP CONTRACT TERM Fixed term. The contract term shall be 5 years. Release Date: February 2, COMPENSATION AND METHOD OF PAYMENT Contractor will be paid on a fee for service basis in accordance with Contractor s hourly rates schedule in the finalized contract pending negotiations unless an alternate basis is mutually agreed to for a specific task order. Hourly rates shall include all routine costs such as salary, benefit, overhead, administration, profit, and other routine expenses. Contractor travel and non-routine expenses that are directly attributable to contracted work shall be reimbursed at actual costs, subject to prior written approval by County s contract representative and authorized under the County s expense reimbursement rules and requirements. The County will not be required to purchase any minimum amount of services under any resulting contract(s). All prices will remain firm for the first 12 months of the Agreement period. Any de-escalation/escalation in prices will be made on an annual basis thereafter by mutual agreement. Request for a price increase must be made by Contractor in writing at least 60 days in advance of the contract anniversary date. Changes in prices shall not exceed the U.S. Bureau of Labor Statistics Employment Cost Index TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 15 of 36

16 Release Date: February 2, 2018 (Not Seasonally Adjusted, Private Industry Workers) average increase for the most recent calendar year. The calculations of price adjustments shall always use the latest version of ECI data published as of the date the price adjustments are to be made. The County reserves the right to negotiate and/or reject any proposed adjustments. If Contractor s fee(s) for any item as determined during negotiations decreases at any time during the term of the Contract, Contractor shall pass through the price reduction to the County on all orders placed after the effective date of the price decrease 2.14 COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract INSURANCE REQUIREMENTS Exhibit 2 of the attached Sample Contract reflects the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 16 of 36

17 PART 3 PROPOSAL EVALUATION, QUESTIONS AND INSTRUCTIONS Release Date: February 2, PROPOSAL EVALUATION AND SCORING Evaluation of proposals received in response to the RFP will be conducted comprehensively, fairly and impartially. Structured quantitative scoring methods will be used to maximize the objectivity of the evaluation. The evaluation committee of designated reviewers shall review and evaluate proposals. The committee will be composed of individuals with experience in, knowledge of, and responsibility for program service and financing. EVALUATION PROCESS FOR WRITTEN RESPONSE AND A COMBINED ORAL PRESENTATION There will be a two-step evaluation process for this RFP. First, each evaluator shall independently assign a score to each evaluation criterion based on the written proposals. Then the evaluators shall meet at a Proposal Evaluation Session and share their key findings from the proposals. After sharing their findings, each evaluator shall be given an independent opportunity to revise their draft scores and to finalize them. Final scoring by each evaluator will then be summed. The four (4) Proposers with the highest scores in the Right of Way Services, Public Involvement, Movable Bridge Engineering, and Transportation Planning service categories will be invited to an oral evaluation with the evaluation committee. The five (5) Proposers with the highest scores in the Civil Engineering service category will be invited to an oral evaluation with the evaluation committee. The County reserves the right to offer oral evaluations to more or fewer Proposers to the oral presentation. The Written scores, having determined who shall proceed to the second phase, will be carried forward in determining the final winner(s). The written proposal is divided into 7 sections, with points allocated as follows: Section RFP Section Description Possible Points Firm Capability Relevant Firm Experience Risk Management Customer Service Environmental Considerations Social Equity Economic Impact and a Healthy Workplace 5 ORAL CLARIFICATION PROCESS: In the second part of the evaluation process, Proposers will respond to clarification questions. The County will provide some of the clarification questions and a written script for the Proposers to respond to during this process. The same criteria used to evaluate the written responses will be used to evaluate the TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 17 of 36

18 responses to the oral questions (100 Points). No additions, deletions or substitutions may be made to written proposals during the oral clarification process. At the conclusion of each presentation, Evaluators will independently score the Proposer and then discuss their scoring with other Evaluators. They will then finalize their scores and turn in their scores to Central Purchasing. Central Purchasing will then add the scores earned for clarifications and written response to produce the final total score. The Proposer(s) who earns the highest total score will be the successful Proposer(s). NOTICE: Release Date: February 2, 2018 The County has established the week of March 26, 2018 for Oral Presentation process. Attendance will be in reverse order of the Written Proposal total score, so the proposer invited the to Oral Presentation who earned the lowest total points from the Written Evaluation process will go first, then the next highest scoring proposer, etc. No accommodations will be made from this process, either in order of presentation or date of the Oral Presentation. Should Proposers not be able to attend the presentations on this date, then they will receive a score of 0 and will be eliminated from further consideration. 3.1 PROPOSAL QUESTIONS INSTRUCTIONS All Proposers must complete the questions under Section 3.2. The criteria and the associated points are listed in the table below.. Proposers failing to achieve 70% of the total points will not be considered further for an award under this procurement. Example: Proposer A submits a proposal and receives the following Section 3.2 scores from the three evaluators: Evaluator A: 78 Points Evaluator B: 81 Points Evaluator C: 60 Points Total Points: 219 Points (Minimum necessary: 100 possible points x 3 evaluators x 70% = 210 Points) As a result, Proposer A has met the minimum requirements to provide these services, since their total point score of 219 exceeds the minimum number of points required to qualify, 210. If the total points earned had been less than 210 points, then Proposer A would not have been considered further for an award under this RFP TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 18 of 36

19 3.2 PROPOSAL QUESTIONS AND EVALUATION CRITERIA Release Date: February 2, PROFESSIONAL SERVICES Firm Capability Points Possible: 20 Provide a brief description of your firm s history and its capabilities in the key service identifying each category area to which you are applying. Include information of your firm size and composite, and an overview of services offered. List any licenses or certifications relevant to the scope of work. Do not submit resumes for key staff and managers. Evaluation Criteria: Proposer provides description of firm s history and capabilities in key service area. Proposer describes firm s size and composition as well as an overview of services offered. Proposer lists licenses or certifications relevant to the scope of work in the key services area Relevant Firm Experience Points Possible: 35 Provide a listing, in chronological order, of projects completed within the last five (5) years where your firm provided similar professional services to a governmental agency responsible for transportation assets. Include the project name, governmental agency, start and completion dates, location for the project, brief description of the project scope, and the role of your firm in the project. For each project, describe the primary challenge(s), what actions were used to respond to the challenge(s), and the resulting outcome(s). Describe any innovative approaches, methodologies, or other solutions used to add value to the project or agency. If you were a member or a leader of a larger team, describe your firm s approach to working collaboratively with agencies and other firms to meet the project s needs. Evaluation Criteria: Proposer provides list of projects completed in the last 5 years that include professional services similar in scope to the key services area to a governmental agency responsible for transportation. Project information includes project name, government agency, start and completion dates, location, scope, and firm role. Proposer detail primary challenges, actions used to respond to challenges, and the resulting outcomes. Proposer describes innovative approaches, methodologies, or other solutions used to add value to the project or agency. If applicable, Proposer describes their approach to working collaboratively with agencies and other firms to meet the project s needs Risk Management Points Possible: 10 Demonstrate your firm s understanding of risk as it relates to the key service area. Examples of risk include, but are not limited to, cost, schedule, site conditions, permitting, subconsultant management, and managing public expectations. Describe the tools and/or strategies your firm expects to use to mitigate project risk when working on County projects. Provide at least three (3) examples where you firm identified a risk to a project and worked to mitigate it. Evaluation Criteria: Proposer demonstrates their understanding of risk as it relates to the key service area. Proposer describes tools and/or strategies they use or plan to use to mitigate project risk. Proposer provides at least three examples where risk was identified and mitigated on a project Customer Service Points Possible: 10 Provide your firm s definition of good customer service and explain at least three (3) actions your firm intends to take to ensure the delivery good customer service to the assigned County project manager. If a TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 19 of 36

20 conflict arises, describe how the issue will be resolved with either the County Project Manager, subcontractor or external stakeholders. Evaluation Criteria: Proposer provides their own definition of good customer service Proposer provides three actions to ensure good customer service Proposer describes their method of approach to conflict resolution RESPONSIBLE BUSINESS PRACTICES Our vendors are an integral part of the societies and communities in which they operate. Their influence extends to the employees they depend upon, the environment from which they draw their resources and the marketplace in which they participate. Multnomah County seeks to conduct business with vendors who demonstrate responsible business practices through sustainable innovations. We are focused on the triple bottom line of sustainability; Environmental Considerations, Social Equity and Economic Impact. The Triple Bottom Line provides a framework for all of us to work together to create a stronger community with the goods and services we oversee. The County has an interest in measures used by its vendors to ensure sustainable operations with minimal adverse impact on the environment. The County seeks to do business with vendors who demonstrate community and environmental stewardship along with workplace diversity Environmental Considerations Points Possible: 5 The County has an interest in measures used by its contractors to ensure sustainable operations with minimal adverse impact on the environment. Demonstrate your organization s commitment to sustainable business practices which could include, but are not limited to, a formal sustainability program and/or policies covering recycling measures; energy and water conservation; and a green cleaning policy. Provide specific examples, metrics, and details of practices. Include copies of reports, policies, or plans if available. If these are being included in an appendix, they will not count against the maximum page limit of the proposal. Evaluation Criteria: Proposer provides specific examples, metrics, and details of their commitment to sustainable business practices, Proposer describes their types of reports, policies, or plans related to their sustainable business practices. Proposer can describe how they invest in environmentally positive actions, like planning changes in daily practices or employee motivational programs the key is positive internal steps versus passive actions waiting for changes to be imposed on them Social Equity Points Possible: 15 The County is committed to extending contracting opportunities to businesses that demonstrate social equity in the areas of workforce diversity, utilization of State of Oregon certified Minority, Women and Emerging Small Businesses (MWESBs), business practices, and health insurance and other benefits for employees. In order to promote economic growth, the County seeks to maximize the participation of diverse consultants, partners, contractors, and suppliers throughout the duration of the project. Ten percent (10%) of the total possible points to be awarded in this solicitation have been assigned to the Social Equity criteria below. Workforce Diversity Release Date: February 2, Describe the percentage of your professional, executive staff and/or technical comprised of women and or/minorities? 2. How do you approach internal on-the-job training, mentoring, technical training and/or professional development opportunities addressing diversity? TRANSPORTATION ON-CALL CONSULTANT SERVICES ON A REQUIREMENTS BASIS Page 20 of 36