RFP# 2025-90 SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas)

RFP# 2025-90 SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas)

SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas)

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90

Request for Proposals
A&E and Related Services

Issued by: Clackamas County (herein after referred to as “Agency”)

RFP Number: 2025-90

RFP Title/Project Name: SE Sunnyside Rd: 132nd Ave - 172nd Ave
(Clackamas)

Issue Date: December 18, 2025

PROPOSAL DUE DATE and TIME: January 20, 2026 by 2 PM PST


Proposer Questions, RFP Protests, and Requests for Change: due via email no
later than 7 calendar days prior to Proposal due date.

A pre-Proposal conference will not be held.


Issuing Office; Purchaser/Single Point of Contact
Purchaser/Single Point
of Contact for this RFP:

Tralee Whitley
Address: Clackamas County Public Services Building
2051 Kaen Road
Oregon City, OR 97045
E-mail: TWhitley@clackamas.us

Notes:
• This RFP is a Qualifications Based Selection (QBS) with Federal Highway Administration
(FHWA) Funding.
• This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based
eProcurement system. See RFP section 0.1 – OregonBuys for information regarding
vendor registration and terminology used in OregonBuys platform.

Proposals and all other submittal requirements specified in RFP section 2.4 must be
submitted before the Closing/Proposal due date and time via the secure online bid
service: https://bidlocker.us/a/clackamascounty/BidLocker.

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
Table of Contents

1.0 SOLICITATION PURPOSE & CONTRACT OVERVIEW ................................ ................. 3
1.1 SUMMARY OVERVIEW & PROCUREMENT SCHEDULE ........................................................................ 3
1.2 PROJECT BACKGROUND/SCOPE INFORMATION & LOCATION .......................................................... 3
1.3 PROJECT PHASES .................................................................................................................................... 4
1.4 PERIOD OF PERFORMANCE .................................................................................................................... 4
1.5 QUANTITY OF CONTRACTS AWARDED & OFFER PERIOD .................................................................. 4
1.6 FUNDING SOURCE(S): .............................................................................................................................. 5
1.7 CONTRACT NOT TO EXCEED AMOUNT & METHOD OF COMPENSATION ......................................... 5
1.8 DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) ............................................................................ 5
1.9 INSURANCE REQUIREMENTS ................................................................................................................. 5
1.10 CONTRACT TERMS & CONDITIONS ........................................................................................................ 5
2.0 INSTRUCTIONS TO PROPOSERS & SUBMITTAL REQUIREMENTS ........................... 6
2.1 PROPOSER QUESTIONS, RFP PROTESTS and REQUESTS FOR CHANGE ....................................... 6
2.2 ADDENDA (referred to as “Amendment” in OregonBuys) ................................................................................ 6
2.3 MINIMUM QUALIFICATIONS ..................................................................................................................... 6
2.4 PROPOSAL & SUBMITTAL REQUIREMENTS .......................................................................................... 7
3.0 EVALUATION PROCESS & CONSULTANT SELECTION ................................ .............. 8
3.1 PROPOSAL EVALUATION ......................................................................................................................... 8
3.2 EVALUATION CRITERIA ............................................................................................................................ 8
3.3 INTERVIEWS ............................................................................................................................................ 10
3.4 REFERENCES .......................................................................................................................................... 10
3.5 METHOD OF AWARD ............................................................................................................................... 10
3.6 RESPONSIBILITY DETERMINATION ...................................................................................................... 10
3.7 INTENT TO AWARD NOTICE ................................................................................................................... 10
3.8 PROTEST of CONSULTANT SELECTION ............................................................................................... 10
3.9 PUBLICITY ................................................................................................................................................ 10
4.0 CONTRACT AWARD REQUIREMENTS & NEGOTIATIONS ................................ ........ 11
4.1 COST INFORMATION .............................................................................................................................. 11
4.2 CERTIFICATION REGARDING DEBARMENT & OTHER RESPONSIBILITY MATTERS ...................... 12
4.3 CERTIFICATES OF INSURANCE ............................................................................................................ 12
4.4 RESERVED ............................................................................................................................................... 13
4.5 TAX ID NUMBER ....................................................................................................................................... 13
4.6 BUSINESS REGISTRY NUMBER/REGISTERED AGENT ...................................................................... 13
4.7 NEGOTIATIONS ....................................................................................................................................... 13
5.0 GENERAL TERMS & CONDITIONS FOR THIS RFP ................................ .................... 13
5.1 NON-DISCRIMINATION ............................................................................................................................ 13
5.2 FUTURE WORK LIMITATIONS ................................................................................................................ 13
5.3 ELECTRONIC FILES LINKED OR ATTACHED TO RFP ......................................................................... 14
5.4 PUBLIC RECORDS ................................................................................................................................... 14
5.5 USE of RECYCLED PRODUCTS ............................................................................................................. 14
5.6 RFP CANCELLATION ............................................................................................................................... 14
ATTACHMENT A - PROPOSAL COVER SHEET ................................ ................................ .... 15
ATTACHMENT B – STATEMENT of WORK ................................ ................................ ............ 18
ATTACHMENT C – SAMPLE CONTRACT ................................ ................................ .............. 19
Definition of Terms:
The following terms have the meaning provided in OAR 137-046-0110: “Addendum” or “Addenda”,
“Business Day”, “Closing”, “Contract”, “OAR”, “ORS”, “Proposal”, “Request for Proposal” or “RFP”,
“Responsive”, “Writing”. “Business Day” means Monday through Friday, excluding State of Oregon
holidays.

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
1.0 SOLICITATION PURPOSE & CONTRACT OVERVIEW
1.1 SUMMARY OVERVIEW & PROCUREMENT SCHEDULE
Agency is issuing this Request for Proposals and any Addenda thereto (collectively, the “RFP”) to obtain
Proposals from qualified consultant(s) for preliminary engineering, design and related services
(“Services”) for the project described in section 1.2.

For further information regarding the project and Services needed, see sections 1.2 through 1.10 and
RFP Attachment B.

Proposers responding to this RFP do so solely at their expense, and Agency is not responsible for any
Proposer expenses associated with the RFP.

Procurement Schedule Date
RFP issue date, deadline for Proposer questions/protests, and
Closing/Proposal submittal deadline
Stated on front page
Proposal evaluation (and interviews if conducted) – Estimated January to
February 2026
Notice of Intent to Award Estimated February 2026
*Negotiations Estimated March 2026-April
2026
Contract start Estimated May 2026
*Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to
accommodate the negotiation schedule above if selected for intent to award. See section 4.7 -
Negotiations.

1.2 PROJECT BACKGROUND/SCOPE INFORMATION & LOCATION
Sunnyside Road is the busiest county-owned and maintained arterial in Clackamas County. In some
segments of the corridor, traffic volumes have doubled over the past seven years.

Crash data indicates that the primary causes of collisions along the corridor are turning movements and
rear-end crashes, typically resulting from failure to yield the right-of-way or failure to avoid stopped
vehicles ahead - both of which are signal-related issues. Notably, two intersections within the study area
have been identified as SPIS sites: Sunnyside Road at 132nd Avenue (85th percentile, 2017) and
Sunnyside Road at 147th Avenue (90th percentile, 2017–2019).

Implementing an updated signal system capable of responding to volume fluctuations and variable
demand throughout the day would provide meaningful safety and operational benefits.


SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas)

• Project location: SE Sunnyside Road, between SE 132nd Ave and SE 172nd Ave (Clackamas).
• Estimated cost of the associated project construction: $1.5 million.
• The scheduled bid-let date for the associated construction contract: July 2027.
• Estimated date for completion of the A&E and Related Services required under this RFP: June
2027.
• Estimated range of costs for the A&E and Related Services required under this RFP: $400K to
$600K.

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
The proposed solution involves implementing upgraded signal controllers and making targeted
modifications and enhancements at eight (8) intersections along Sunnyside Road, between SE 132nd
Avenue and SE 172nd Avenue.

• SE Sunnyside Rd / 132nd Ave (modified)
• SE Sunnyside Rd / 142nd Ave (modified)
• SE Sunnyside Rd / 147th Ave (modified)
• SE Sunnyside Rd / 152nd Ave (modified)
• SE Sunnyside Rd / 157th Ave (modified)
• SE Sunnyside Rd / 162nd Ave (modified)
• SE Sunnyside Rd / 169th Ave (modified)
• SE Sunnyside Rd / 172nd Ave (modified)

The design includes installation of upgraded signal controllers, signal timing enhancements, radar
detection at six of the eight intersections, addition of retroreflective signal backplates, supplemental
signal heads, and signal ahead warning signs with cross-street identifiers.

These improvements are intended to reduce the number of stops and mitigate turning movement and
rear-end crashes, particularly those related to failure to yield and sudden deceleration at signalized
intersections.

The statement of work (SOW) will be developed and negotiated, within the scope advertised in this RFP,
with the selected Proposer for inclusion in the Contract. A draft scope of work SOW is provided in RFP
Attachment B, which will be negotiated with the selected Proposer for inclusion in the Contract.

1.3 PROJECT PHASES
Agency anticipates the contracted Services will be a phased development as follows:
• Phase One (I) - Preliminary Engineering and Design Acceptance and Final Design
• Phase Two (II) - Construction Contract Administration, Construction Engineering and Inspection
(“CA/CEI”) (optionally added by amendment if applicable)

This RFP addresses Phase One (I) of the Project. Each subsequent phase is optional, at Agency’s
discretion, and may be added via amendment(s) to this Contract. Agency may, at its discretion:

• Negotiate and amend this Contract to add the next phase (or various elements), or
• Elect to complete subsequent phase tasks with in-house staff, or
• Assign subsequent phase tasks to another consulting firm.

Agency and Consultant shall negotiate the detailed tasks, deliverables, schedule and costs for each
phase Agency elects to add. Each added phase will be authorized only by written Contract amendment
with all required approvals and signatures.

1.4 PERIOD OF PERFORMANCE
The schedule for performance of Services needed under the prospective Contract is approximately:
• May 2026 to May 2027 for Phases I and II. Completion of Phase II, if applicable, is not
determined.
1.5 QUANTITY OF CONTRACTS AWARDED & OFFER PERIOD
If award is made, it is anticipated that 1 Proposer will be selected for Contract award from this RFP.

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
A Proposer's Proposal is a firm offer, irrevocable, valid and binding on the Proposer for not less than 180
days following the Closing date for this RFP. Agency may request, either orally or in Writing, that
Proposer extend the offer period in Writing.
1.6 FUNDING SOURCE(S):
Project is funded with both federal grants (ODOT All Roads Transportation Safety Program ARTS and
ITS program dollars) and locally funded sources.
1.7 CONTRACT NOT TO EXCEED AMOUNT & METHOD OF COMPENSATION
Proposers are advised that the award and potential dollar amount of the Contract, including as may be
amended within the Scope of Work identified in this RFP, are contingent upon Agency receiving approval
of funding for use under this RFP as determined by Agency in its sole discretion.

The anticipated value of the Contract awarded from this RFP is estimated to be in the range of:

A&E Services for SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas): $400K to $600K
Contingent upon Agency’s need, Consultant’s performance, and the availability of approved funding,
Agency reserves the right to amend the Contract (within the scope of the project described in this RFP)
for additional tasks, project phases and compensation as necessary to complete the project.

The method of compensation will be determined by Agency and may be any of the following methods
(may include more than one method – “Mixed”):
• Cost Plus Fixed-fee, up to a maximum NTE amount;
• Time and Materials, up to a maximum NTE amount;
• Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;
1.8 DISADVANTAGED BUSINESS ENTERPRISE (“DBE”)

See RFP Attachment C – Sample Contract, Exhibit E.1 for:
• information on reporting requirements and how credit for DBE participation is determined (for goal
and no-goal Contracts), and
• further explanation and description of the DBE program.

SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas): A DBE participation goal of _”No Goal”__%
has been assigned for the Contract.
1.9 INSURANCE REQUIREMENTS
See Attachment C - Sample Contract for the insurance requirements (Contract Exhibit C) and terms and
conditions that will apply to the prospective Contract from this RFP.
1.10 CONTRACT TERMS & CONDITIONS
See Attachment C - Sample Contract, which is incorporated in the RFP by this reference, for the terms
and conditions that will apply to the prospective Contract from this RFP. Unless an official Addendum has
modified or reserved the right to negotiate any terms and conditions contained in the Sample Contract or
exhibits thereto, Agency will not negotiate any term or condition after the solicitation protest deadline,
except the SOW and pricing with the selected Proposer(s). Changes to standard Contract terms and
conditions may be subject to approval by ODOT.

By Proposal submittal, the selected Proposer agrees to be bound by the terms and conditions as set out
in the Sample Contract associated with this RFP, and as they may have been modified or reserved by
Agency for negotiation. Any Proposal that is received conditioned on Agency’s acceptance of any other

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
terms and conditions or rights to negotiate will be rejected.

2.0 INSTRUCTIONS TO PROPOSERS & SUBMITTAL REQUIREMENTS
2.1 PROPOSER QUESTIONS, RFP PROTESTS and REQUESTS FOR CHANGE
All questions, RFP protests or requests for change relating to any aspect of this RFP or the associated
project(s) must be submitted in Writing via e-mail to the Purchaser/Single Point of Contact identified on
page 1 of this RFP. RFP protests and requests for change submitted after the due date on page 1 of this
RFP will not be considered. Any RFP protest or request for change must identify the RFP number,
discipline and project name it applies to and must be in conformance with requirements set forth in OAR
137-048-0240(1). The foregoing procedures and deadline shall also apply to protests and requests for
change respecting the contents of Addenda to the RFP, unless the Addenda specify a different deadline.
Failing to follow the foregoing requirements regarding the Single Point of Contact for inquiries may result
in Proposal rejection by Agency.

Answers to substantive questions and/or any changes to the RFP will be issued as official Addenda to
this RFP, no later than 5 Business Days prior to the Proposal due date.

If a pre-Proposal conference is scheduled, it is so stated on page 1 of this RFP.
2.2 ADDENDA (referred to as “Amendment” in OregonBuys)
When appropriate, as determined by Agency in its sole discretion, changes to Closing/Proposal due date
and time or revisions, additions, substitutions, clarifications of the RFP or attached terms and conditions
will be issued as Addenda to this RFP. Modifications to this RFP shall be binding on Agency and
Proposer only if in the form of written Addenda issued by Agency. Any such Addenda are incorporated
into this RFP as if fully set forth herein. Except for officially issued Addenda, no person has been
authorized to provide any other written or oral representation, clarification, warranty or assurance with
respect to this RFP or the project.

Agency shall advertise addenda, if any, on OregonBuys
Anyone who has downloaded or received a copy of this RFP will only be alerted to the existence of any
Addenda by monitoring and downloading from the above website, or by checking with the
Purchaser/Single Point of Contact for this RFP. Agency is not responsible for sending Addenda to any
potential Proposers.
2.3 MINIMUM QUALIFICATIONS
2.3.1 Registered Professional Engineer. In the space provided on the Proposal Cover Sheet (RFP
Attachment A), list the name and registration number of at least one Oregon Registered Civil
Engineer in active status (or that will be prior to Contract execution) employed by Proposer
and proposed to be in responsible charge of engineering Services under the prospective
Contract.

2.3.2 “RESERVED”

2.3.3 Maximum Subcontracting. Proposers are advised that, to be considered for award, the prime
consultant must have qualified employees and capacity to self-perform (without subconsultant
assistance) at least 51 percent of the Contract value for the proposed services (this does not
apply to CA/CEI phase which may be subcontracted without the 51% self-performance
requirement). The prime must have qualified employees to self-perform the Services and
conduct quality control reviews of the core deliverables required under the Contract. For
example, if a bridge design project includes some survey, environmental, and geotechnical
services, Agency intends to select a firm with employees qualified to perform bridge design,

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
instead of selecting a survey, environmental, or geotechnical firm that will subcontract the
bridge design.
2.4 PROPOSAL & SUBMITTAL REQUIREMENTS

2.4.1 Time, Date and Place for Submission.
Proposals will only be accepted electronically through a secure online bid submission service,
Bid Locker. Email submissions to Clackamas County email addresses will no longer be
accepted.
A. Completed proposal documents must arrive electronically via Bid Locker located at
https://bidlocker.us/a/clackamascounty/BidLocker.
B. Bid Locker will electronically document the date and time of all submissions. Completed
documents must arrive by the deadline indicated in Section 1 or as modified by
Addendum. LATE PROPOSALS WILL NOT BE ACCEPTED.
C. Proposers must register and create a profile for their business with Bid Locker in order to
submit for this project. It is free to register for Bid Locker.
D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide
located at https://www.clackamas.us/how-to-bid-on-county-projects.

If submittal by email or Electronic Procurement System is allowed under this RFP, in the event
of a system failure that interferes with the ability of Proposer to submit Electronic Submittals,
to protest or to otherwise participate in the procurement, Agency may cancel the procurement
or may extend the date and time of receipt of Electronic Submittals by issuing an Addendum
immediately after the Electronic Procurement System or electronic mail system becomes
available.

2.4.2 Proposal Page Limit. The Proposal is limited to 12 pages. Any pages exceeding this limit will
not be considered in the evaluation. Items excluded and not counted as pages toward the
page limit include:
• Attachment A – Proposal Cover Sheet,
• Any additional forms required in section 2.4.5.

2.4.3 Proposal Format. One page is defined as: one side of any 8-1/2" x 11" page, partial page,
tab, index or table of contents that contains substantive text, tables, graphics, charts,
resumes, etc. Any page over this size will be counted as 2 pages. Proposals must use a
minimum of 12-point font for substantive text (including text in tables or resumes, if any).

Proposal and other submittal requirements must be submitted in the following electronic
format: Adobe Acrobat (pdf)

2.4.4 Required Proposal Contents. Proposals must include:
• A completed and signed Proposal Coversheet – RFP Attachment A (not counted toward
page limit)
• Responses to the scored criteria identified in RFP section 3 and any other requirements
specified in this RFP or the Proposal Coversheet.
• Any content in the Proposal which Proposer believes to be a trade secret or exempt from
public disclosure must be so indicated in conformance with section 5.4 of this RFP.

[This is a qualifications based selection. Cost information shall not be submitted with Proposals (see RFP
section 4.0).]

2.4.5 Additional Required Forms/Documents. The following do not count toward the Proposal page
limit and must be submitted with the Proposal package (but separate from Proposal):

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
 Signed Conflict of Interest Disclosure (form available at: http:
https://www.oregon.gov/ODOT/Business/Procurement/DocsLPA/COI_LPA.docx)

(Note: Proposers should review section 4 of this RFP to ensure they can comply with submittal
requirements for the selected Proposer.)

2.4.6 Proposal Package.

Proposer must provide all required submittal items electronically via BidLocker as stated in Section
2.4.

Electronic File Size. Proposer shall make reasonable efforts to compress or optimize files to not
exceed a combined total of 6 megabytes for all submittals. For tips on reducing file size, see
information at the following links: How to reduce PDF file size; How to reduce the size of Word
documents that contain images.

Electronic Signatures. By submitting a Proposal in response to this RFP, the Proposer (and if
selected for award, also as the Consultant) agrees with the Agency that signatures showing on
PDF documents submitted or exchanged electronically are “Electronic Signatures” under ORS
Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

2.4.7 Proposal Withdrawals or Modifications.
A Proposal may be withdrawn or replaced with a modified Proposal by written request from
Proposer, provided the request (and any modified Proposal) is signed by Proposer’s authorized
representative and received by Agency prior to the deadline for Proposal submittal.

3.0 EVALUATION PROCESS & CONSULTANT SELECTION
3.1 PROPOSAL EVALUATION
Submittals will be reviewed by Agency for responsiveness to all requirements (allowing for minor
informalities) set forth in the RFP and RFP Coversheet. Responsive Proposals will be forwarded to an
evaluation committee of at least 3 members that will independently review, score and rank Proposals
according to the Scoring Criteria set forth in section 3.2. Scoring and ranking of Proposals will be completed
separately for each individual discipline. Evaluators will independently judge the merits of the Proposals by
comparing the requirements and criteria stated in the RFP with the responsiveness and the relevance of
experience/qualifications presented in the Proposal. The outcome of the Evaluation process may, in
Agency’s sole discretion, result in:
(a) notice to Proposers of selection or rejection for Contract negotiation and possible award; or
(b) further steps to gather additional information for evaluation (e.g. checking references, notice of
placement on an interview list, requesting clarification).

Agency may require any clarification it needs to understand the Proposer’s Proposal. Clarifications may
not be used to rehabilitate a non-responsive Proposal.
3.2 EVALUATION CRITERIA

Criteria Maximum
Points
1 Project Team – This criterion relates to the Proposer's firm and key individuals
qualifications, capabilities, and experience. Provide a description of the following:
• Description of the firm.
• Credentials/experience of key individuals that would be assigned to this
project. Provide description of previous experience of the key individuals
30

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
working together as a team. Must be comprehensive expertise to cover all
phases of the project.
• Description of what distinguishes the firm from other firms performing similar
services.

2 Prior Experience – This criterion relates the record of past performance, including
but not limited to price and cost data from previous projects, quality of work, ability
to meet schedules, cost control and contract administration. Provide a description
of the following:

• Providing similar services to public entities of a similar size project where the
design is completed within the past five (5) years. Must provide project
owner representative contact (phone and email) information.

20
3 Project Understanding and Approach – This criterion relates to the Proposer’s
understanding of the project and the methodology and course of action used to
meet the goals and objectives of the project. The issue is whether the Proposer
has a clear and concise understanding of the project based on existing information.
Provide a description of the following:

• Proposer’s understanding of the project as demonstrated in the RFP.
• Proposer’s awareness of key issues.
• Proposer’s awareness of project requirements to produce the necessary
project deliverables on schedule and within budget.
• At least one page (11” X 17” allowed) of this section shall be dedicated to
providing a detailed matrix illustrating tasks, subtasks and percent of
overall project resources on one axis, and a timeline on the other axis. The
matrix must identify the resources committed to perform the work and the
proportion of the time that the firm’s staff would spend on the project,
including time for specialized services.
• Proposer’s understanding of their role in the public involvement process
and ability to incorporate comments from the general public, stakeholders
and the Agency into the overall project.

30
4 Communication and Availability – This criterion relates to accessibility and
availability for project work, meetings, and other interaction with the County.
Provide a description of the following:

• Ongoing projects for key staff and percent contracting availability for
assignment to this project.
• Resources available to perform the work for the duration of the project.
• Accessibility for interaction with the Agency for meetings and other
project tasks.
• Ability to establish and maintain functional, productive working
relationships with public agencies.

10
5 Supportive Information – Supportive material may include graphs, charts,
photographs, resumes, references, etc., and is completely discretionary. Please
note that the material included as supportive information will not be considered
when scoring any sections of the Proposal other than “Supportive Information”.

10

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
3.3 INTERVIEWS
Agency may, in its sole discretion, conduct and score interviews with the top ranked Proposers following
Proposal evaluation. If interviews are conducted, the following will apply:
• A minimum of 3 evaluators shall score the interviews;
• Evaluation and scoring will based on the criteria in section 3.2;
• Interviews will have a maximum score of 50 points;
• The number of Proposers selected for interviews is at the sole discretion of Agency;
• Interviews may require physical attendance at Agency’s offices; however, Agency may elect to
conduct interviews via teleconference or video conference. Further details will be included with
notification of time and date of interviews, if conducted.
3.4 REFERENCES
Agency reserves the right to investigate references including customers other than those provided in the
Proposal or Proposal Coversheet (Attachment A). 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 Agency.
3.5 METHOD OF AWARD
The scores for Proposer ranking and tentative award will be determined as follows:

• Total Proposal Score = Total of all evaluator scores for a given Proposal, divided by the number
of evaluators.
• Total Interview or Follow-up Questions Score (if conducted) = Total of all evaluator scores for a
given Proposer, divided by the number of evaluators.
• Final Score = Total Proposal Score plus Total Interview or Follow-up Questions Score (if
conducted).
3.6 RESPONSIBILITY DETERMINATION
At any time prior to Contract execution, Agency may rescind the intent to award notice, if applicable, and reject
any Proposer found to be not responsible.
3.7 INTENT TO AWARD NOTICE
If an apparent successful Proposer is selected, Agency will issue an intent to award notice on the
eProcurement System specified in RFP section 2.2. Award to the apparent successful Proposer is subject to
successful negotiation of the Contract.
3.8 PROTEST of CONSULTANT SELECTION
A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest
ranked Proposer may submit a written protest of the selection to the Purchaser/Single Point of Contact,
identified on page 1 of this RFP, no later than 7 calendar days after the date of the selection notice.
Selection protests submitted after this deadline will not be considered. Selection protests must identify
the RFP number, and project name it applies to, and must be in conformance with requirements set forth
in OAR 137-048-0240(2). All costs of a protest shall be the responsibility of the protestor and undertaken
at the protestor's expense.
3.9 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 the

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Agency.

4.0 CONTRACT AWARD REQUIREMENTS & NEGOTIATIONS

The submittal requirements in this section 4 apply only to a Proposer that receives intent to award notice
following Agency’s evaluation and scoring of Proposals (and interviews, if conducted).
Cost information shall not be submitted as part of the Proposal package and shall be submitted only
when requested by Agency.

Failure to submit required submittal items in a timely manner may result in Agency rescinding the intent
to award notice and issuing notice of intent to award to the next ranked Proposer.
4.1 COST INFORMATION
4.1.1 Approved Cost Data on File with ODOT. If awardee or its subconsultants have current,
approved overhead, salary, or Negotiated Billing Rate (NBR) rate schedules on file at ODOT,
awardee and its subconsultants will submit those approved rate schedules and any required
certifications to Agency (or Agency may obtain approved rate schedules from ODOT) in lieu of
the submittal requirements in section 4.1.3 below. If awardee or any of its subconsultants do
not have approved cost data on file with ODOT, then the cost data and certification forms
required under section 4.1.3 must be submitted as applicable.

4.1.2 Conformance with Federal Cost Principles. Direct and indirect costs as applied to cost
estimates and invoices under federally funded Agency Contracts and subcontracts must be in
conformance with Federal Cost Principles (48CFR Part 31). Costs may not be discriminatory
against the Agency. It is discriminatory against the Agency if employee (or owner/sole
proprietor) compensation (in whatever form or name) is in excess of that being paid for similar
non-Agency work under comparable circumstances. Any cost data submitted by Proposer
pursuant to this solicitation may be shared with ODOT, FHWA and Oregon Secretary of State as
necessary for audit purposes.

4.1.3 Billing Rates. Following notice of intent to award, the selected Proposer shall submit
(electronically in Excel format) billing rate information within 5 Business Days of request by
Agency. Compensation related forms/templates are available at
https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx. Billing rate
information must include either “Direct Salary and Overhead Information” or “Negotiated
Billing Rate Schedule” described below, as applicable to your firm’s (and subconsultant’s)
accounting method:

a. Direct Salary and Overhead Information:
(i) Direct Salary Rate Schedule. This schedule includes the name, classification and actual
direct salary rate for each employee that may be used under the Contract. The direct salary
rate schedule will not be included in the Contract but will be used by Agency for
negotiations and to develop an approved billing rate schedule, if applicable, for the
Contract.
(ii) Calculation of Overhead Rate (if applicable for your firm’s type of accounting). Current
overhead accounting information on a form using the standard 3-column format. Firms shall
condense or expand categories as applicable to the firm’s method of accounting. Firms
that have not established an overhead rate, based upon their particular financial reporting
methodology, shall be reviewed by Agency to determine whether an overhead rate
schedule will be required or a negotiated non-provisional billing rate will be used. If a firm
does calculate overhead, the information must be submitted to Agency and updates must
be provided annually.

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(iii) Cognizant Audit – If an audit for the most recent fiscal year has been completed for your firm
(or any sub-contractors) by the appropriate federal cognizant agency, this must be submitted
with the billing rate information (electronically in PDF format).
(iv) Independent Audit – If an audit for the most recent fiscal year has been completed for your
firm (or any sub -consultants) by an independent, third party accounting firm, this must be
submitted with the billing rate information (electronically in PDF format).
(v) Certification of Indirect Rate – FHWA directive 4470.1A requires firms to submit a signed
certification of compliance with 48CFR Part 31 Federal Cost Principles. If your firm
calculates overhead, submit a signed copy of the Certification of Final Indirect Costs form.

b. Negotiated Billing Rate Schedule (NBR): This schedule is used by firms that do not have an
acceptable overhead rate with independent audit as part of their normal accounting practice and
Agency determines it is in the best interest of the government to negotiate fully loaded billing
rates. The negotiated billing rate schedule includes rates that are fully loaded with direct salary,
indirect expenses and profit. Provide name, classification (project role) and fully loaded rate for
each employee. Use of a negotiated billing rate schedule may be required by Agency (or ODOT)
for consultants or subcontractors that do not have audited overhead rates or that, upon cursory
review, appear not to be calculating overhead correctly and in conformance with Federal Cost
Principles.

4.1.4 Cost Estimate Breakdown. The cost estimate must include a detailed breakdown of the costs
for each element of the work regardless of compensation method. Unless specified otherwise
in the solicitation, Contract, or by Agency, the estimate must identify:
• the proposed staff assignments (job classifications, and names if requested) and hours per
task and sub-task.
• an itemization of any necessary rental equipment, flaggers, travel and other direct non-labor
expenses (estimates from vendors or other documentation shall be provided upon request);
• hours per task and sub-task for each subconsultant with job classifications (and names if
requested), and itemized direct non-labor costs.
• Contingency Tasks. Each contingency task, if any, must be shown as a separate line-item on
the estimate with same requirements for breakdown of costs as non-contingency tasks. The
total amount for a contingency task must include all labor, overhead, profit, and direct non-
labor expenses for the contingency task. Do not include expenses for contingency tasks in the
amounts or totals for non-contingency tasks; they must be reported separately on the
estimate.
Notes:
• Consultant must submit their initial cost estimate breakdown without profit included. Profit will be
negotiated and added to cost estimates following agreement on the SOW, labor costs and
expenses.
• Do not add profit to costs based on fully-loaded NBR billing rates. Profit is already included in the
hourly rate.
4.2 CERTIFICATION REGARDING DEBARMENT & OTHER RESPONSIBILITY MATTERS
Within 5 Business Days of receipt of notice of intent to award, for Contracts that will exceed $150,000
(including as may be amended) the selected Proposer shall submit a signed Certification Regarding
Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters form available on line
at: https://www.oregon.gov/odot/Business/Procurement/DocsLPA/DebarCertFederal.pdf
(ref 48CFR 52.209-5)
4.3 CERTIFICATES OF INSURANCE
Prior to Contract execution, selected Proposer shall provide certificates of insurance via e-mail for
insurance coverage required in Exhibit C of the Sample Contract (RFP Attachment C).

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
4.4 RESERVED
4.5 TAX ID NUMBER
The selected Proposer shall provide their Taxpayer Identification Number (TIN) and backup withholding
status on a completed W-9 form if either of the following apply:
• When requested by Agency prior to Contract execution, or
• When the backup withholding status or any other information of Proposer has changed since the
last submitted W-9 form, if any.
4.6 BUSINESS REGISTRY NUMBER/REGISTERED AGENT
If selected for Contract award, Proposer must be duly authorized by the State to transact business in the
State before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of
State business registry number (unless operating as your real and true name). See process for obtaining
a business registry number. All Corporations and other business entities (domestic and foreign) must
have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For
more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules.
The titles in this subsection are available at the following Internet site:
https://sos.oregon.gov/business/Pages/default.aspx.
4.7 NEGOTIATIONS
Agency will negotiate in the best interest of the government, the SOW, costs, and any provision(s)
Agency has indicated in the RFP or any Addenda it will negotiate. Agency will, either orally or in Writing,
formally terminate negotiations with the highest ranked Proposer if Agency and Proposer are unable for
any reason to reach agreement on a Contract within a reasonable amount of time. Agency may
thereafter negotiate with the second ranked Proposer, and if necessary, with the third ranked Proposer,
and so on until negotiations result in a Contract. Agency may end this solicitation if negotiations do not
result in a Contract within a reasonable amount of time, as determined in the sole discretion of Agency.

5.0 GENERAL TERMS & CONDITIONS FOR THIS RFP
5.1 NON-DISCRIMINATION
Agency, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to
2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of
the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of
Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure
that all business enterprises will be afforded full opportunity to submit Proposals in response to this
solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in
consideration for an award.
5.2 FUTURE WORK LIMITATIONS
(For these purposes, “Affiliate” or “Affiliates” of a consultant means any Person or entity that controls, is
controlled by or is under common ownership or control with that consultant.)

• If preliminary engineering and final design will be performed under the prospective Contract,
Agency is not obligated to proceed with final design for any alternative. All reasonable alternatives
will be evaluated and given appropriate consideration, and consultant may not proceed with final
design until the relevant NEPA decision documents have been issued (e.g., Categorical
Exclusion, Finding of No Significant Impact, or Record of Decision).
• If a consultant or any Associate of consultant enters into personal services Contract(s) with Agency
for the purpose of advising or assisting in developing specifications, a scope or statement of work,

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
an invitation to bid, an RFP or other solicitation documents and materials related to a given
procurement, the consultant may not be eligible to propose/bid on the prospective procurement
(based on a case-by-case assessment by Agency, ODOT or FHWA).
5.3 ELECTRONIC FILES LINKED OR ATTACHED TO RFP
This RFP document must be viewed electronically to access files, attachments, forms, provisions or other
documents that are attached electronically (shown as icons) or provided via hyperlinks from the Internet
in this RFP. All files, attachments forms, provisions or other documents attached electronically or linked
from the Internet are incorporated in this RFP with the same force and effect as though fully set forth in
this RFP.
5.4 PUBLIC RECORDS
Proposals shall be open to public inspection in accordance with ORS 279C.107. If a Proposal contains
any information that may be considered exempt from disclosure as a trade secret under either ORS
192.311(2) or ORS 646.461(4), or under other grounds specified in Oregon Public Records Law, ORS
192.311 through 192.478, the Proposer must clearly designate on or with the Proposal the portions of its
Proposal which Proposer claims are exempt from disclosure, along with a justification and citation to the
authority relied upon. Identifying the Proposal in whole as trade secret, confidential or otherwise exempt
from disclosure is not acceptable. In such circumstances Agency will require Proposer to submit a
memorandum citing the statutory justification for each specific area of the Proposal that Proposer claims
to be exempt. If Proposer fails to identify, on or with the Proposal, the portions of the Proposal Proposer
claims are exempt from disclosure and the authority used to substantiate that claim, Proposer is deemed
to have waived any later claim of an exemption or request for nondisclosure of that information. Agency
will not be held liable for any disclosure of information which Proposer considers to be exempt from
disclosure if required by a Public Records Order. Notwithstanding any rights under 17 USC 101 et seq.,
(the United States Copyright Act), when Agency is required to provide copies of the non-exempt portion
of the Proposal pursuant to a Public Records Order, Proposer hereby grants a license to Agency to copy
those portions of the Proposal that are subject to disclosure.
5.5 USE of RECYCLED PRODUCTS
Consultants/contractors shall use recyclable products to the maximum extent economically feasible in the
performance of the Contract work set forth in this document.
5.6 RFP CANCELLATION
Agency may reject any or all Proposals and may cancel this RFP at any time if doing either would be in
the public interest as determined by Agency. In no event shall Agency have any liability for the
cancellation of this solicitation.

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
ATTACHMENT A - PROPOSAL COVER SHEET
Part I – Proposer Information and References
RFP#: 2025-90; Project Name: SE Sunnyside Rd: 132nd Ave - 172nd Ave (Clackamas)

Legal Name of Firm as provided to IRS: ______________________________________________________
DBA Name (if different than legal name): ______________________________________________________

DUNS Number: Is Proposer registered as a foreign corporation in Oregon? Yes No
Corporation Professional Corporation Ltd. Liability Company Partnership Limited Partnership Ltd.
Liability Partnership Sole Proprietorship Other:
State of Incorporation/Organization:
Mailing Address:
Type name of authorized contact for this RFP:
Email address:
Telephone: Fax:
Type name of person(s) authorized to sign Contract:

MINIMUM QUALIFICATIONS
• Registered Professional Engineer per requirements of RFP section 2.3.1:
Name Registration Number



REFERENCES
Provide references for 3 clients for which Proposer has provided, in the last 3 years, similar services to those described in
this RFP (please verify contact information):

1) Name of Firm: Reference Contact Person
Telephone: _____ email __________
Project Title:
Scheduled Contract Completion Date: ________ Actual Contract Completion Date: _________
Contract Est. Cost: ____________ Contract Actual Cost:____________
Project Delivery Method: DBB; CMGC; DB; __________________

2) Name of Firm: Reference Contact Person
Telephone: _____ email __________
Project Title:
Scheduled Contract Completion Date: _____________ Actual Contract Completion Date: _____________
Contract Est. Cost: ____________ Contract Actual Cost:____________
Project Delivery Method: DBB; CMGC; DB; __________________

3) Name of Firm: Reference Contact Person
Telephone: _____ email __________
Project Title:
Scheduled Contract Completion Date: _____________ Actual Contract Completion Date: _____________
Contract Est. Cost: ____________ Contract Actual Cost:____________
Project Delivery Method: DBB; CMGC; DB; __________________

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LPA A&E RFP Form S006-B071421rev3 RFP # 2025-90
ATTACHMENT A - PROPOSAL COVER SHEET

Part II - Proposer Certifications

By signing below, the authorized representative on behalf of Proposer certifies that:

1. Proposer agrees to and shall comply with the terms and conditions of the sample Contract associated with this
RFP and all requirements, specifications and terms and conditions contained within the RFP (and all Addenda,
if any).

2. All contents of the Proposal (including any other forms or documentation, if required under this RFP) and this
Proposal Cover Sheet, are truthful and accurate and have been prepared independently from all other
Proposers, and without collusion, fraud, or other dishonesty. No attempt has been made or will be made by
Proposer to induce any other person to submit or not submit a Proposal. Proposer understands that any
statement or representation it makes, in response to this solicitation, if determined to be false or fraudulent, a
misrepresentation, or inaccurate because of the omission of material information could result in a "claim" {as
defined by the Oregon False Claims Act, ORS 180.750(1)}, made under the resulting Contract being a "false
claim" {ORS 180.750(2)} subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities
or penalties associated with the making of a false claim under that Act.