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Road Usage Charge Program Procurement

Updated Procurement Documents and Amendments

Procurement for Oregon's Road Usage Charge Program is now underway! Proposals are due July 18, 2014.
 
Documents are available on the ORPIN website.
  • The Opportunity No. for the ODOT Account Manager (OAM) RFP is 26093.
  • The Opportunity No. for the Commercial Account Manager (CAM) RFQ is 00084.
 
An amendment was issued June 16, 2014; changes are described in an accompanying document posted on ORPIN. Listed below are reference documents that are included in the amended Verification Cross-Reference Index related to acceptance criteria. The requirement numbers these references are associated with are indicated in the document titles.
 
 
 
 

Draft Procurement Documents Now Available

View and download all draft procurement documents for Oregon's Road Usage Charge Program on the ORPIN website.
 
The Opportunity No. for the ODOT Account Manager (OAM) RFI is 26093.
The Opportunity No. for the Commercial Account Manager (CAM) RFQ is 00084.
 
 
 

ODOT Seeks Vendor Input for the Road Usage Charge Program

The Oregon Department of Transportation’s (“ODOT’s”) Office of Innovative Partnerships and Alternative Funding (“OIPP”) is releasing a series of procurement documents for acquiring equipment and services relative to establishing the legislatively mandated Road Usage Charge Program (“RUCP”). This initial procurement for the RUCP will focus on full turnkey mileage collection and account management services. OIPP will contract directly with Account Managers but expects them to subcontract with Mileage Reporting Device (“MRD”) manufacturers to offer full turnkey capability.
 
In support of this release, OIPP is soliciting feedback from potential vendors on the attached procurement document packets.
 
Two Procurements Will Be Published for Two Categories of Equipment and Services
There are two sets of draft procurement document packets released. These packets relate to the two types of Account Management equipment and services envisioned for the RUCP:
  • The ODOT Account Manager (“OAM”) will be procured through a single award competitive Request for Proposals (“RFP”). The awarded vendor for the OAM will be responsible for providing full turnkey mileage reporting and account management equipment and services on behalf of ODOT. As such, the equipment and services will be “branded” for ODOT where the awarded vendor will design, develop, and modify their equipment and services to fully reflect ODOT. As the OAM vendor will be acting fully on behalf of ODOT, they will be limited in their hardware and account management capabilities, and not allowed to offer value-added services or resell telematics data collected by the RUC payer.
  • The Commercial Account Manager (“CAM”) will be procured through a multiple-award Request for Qualifications (“RFQ”). The awarded CAM vendors will compete in an open market for RUC payers by offering hardware and account management choices, plus value-added services and resale of telematics data. Since they will compete in an open market, there are minimal restrictions on their capabilities and offerings (compared to the OAM).
A vendor may propose on both the OAM RFP and the CAM RFQ; but, if awarded the OAM Price Agreement, a vendor shall be precluded from an award for a CAM Price Agreement unless explicitly directed by the Agency.

 

Potential Proposers May Review and Comment on Draft Procurement Documents
OIPP intends to release the final procurement documents in early May 2014. Prior to release, ODOT is requesting feedback from the vendor community on the requirements and terms and conditions presented in the draft procurement documents.  
All interested Proposers should provide written comments to OIPP No Later Than (“NLT”) Monday, April 14, 2014 by 3:00 p.m. PDT. These comments can be emailed to the OIPP Contracts Manager, Mr. Jim Atkins, at jim.atkins@odot.state.or.us.
For Proposers who submit written comments by the due date above, OIPP may request 30-minute follow up teleconference sessions. These sessions will occur on Thursday, April 17, 2014 and Friday, April 18, 2014 from 9:00 a.m. to 3:00 p.m. PDT.
Teleconferences may be requested to discuss specific questions related to the procurement documents. ODOT will provide a teleconference number.
ODOT recognizes that information conveyed in comments on the review of these draft documents may include details that reasonably could be considered confidential.  ORS 192.502(4) states: Information submitted to a public body in confidence and not otherwise required by law to be submitted, where such information should reasonably be considered confidential, the public body has obliged itself in good faith not to disclose the information, and when the public interest would suffer by disclosure.
Any specific information deemed confidential by the Bidder should be clearly annotated as such in their submitted Comment Form.  Bidder must identify specific items it believes is covered under ORS 192.502; blanket coverage cannot be accepted.
 
Instructions for Reviewing Procurement Documents
OIPP is releasing the procurement documents in a “draft” format to allow vendors to review the terms and conditions and requirements for the RUCP. In reviewing the documents, Proposers should focus on the terms and conditions defined in the Sample Price Agreements, the scope and tasks defined in the Work Order Contracts, the technical requirements provided in the System Requirements Specifications (“SRS”) document and in the Interface Control Document (“ICD”); the business requirements provided in the Business Requirements Document; and the response submittal requirements in the Request for Proposal (“RFP”) and Request for Qualifications (“RFQ”) documents.
Proposers should provide comments relative to questions or concerns and recommended changes to the provided documents. They should reference specific sections, subsections, and page and paragraph numbers in a particular document to the fullest extent possible.
 
Procurement Packet Composition
In each procurement document packet, there are several key documents which have been developed. The documents and their relativity to the RUCP are as follows:
 


Documents specific to each Account Manager

OAM Request for Proposals (“RFP”) Document – Defines the opportunity, the directions for bidders, and the evaluation criteria for selecting the OAM vendor.

CAM Request for Qualifications (“RFQ”) Document – Defines the opportunity, the directions for bidders, and the eligibility criteria for the CAM vendors.

Sample Price Agreement (“PA”) – Provides the terms and conditions and overarching scope for the OAM vendor. This Sample Price Agreement will become the overarching contractual document between OIPP and the awarded vendor. There is one PA specific to each Account Management type in each procurement packet.

Sample Work Order Contract (“WOC”) – Provides the detailed scope, tasks, schedule expectations, deliverable requirements, and compensatory terms associated with the Account Management activities. There is a Sample WOC specific to each Account Management type in each procurement packet.

Service Level Agreement (“SLA”) – Provides the service categories and key performance indicators (“KPI”s) which the vendors will be required to maintain over the duration of the contract. There is a SLA specific to each Account Management type in each procurement packet.

Verification Cross Reference Index (“VCRI”) – A matrix of technical and business requirements (compiled from the Business Requirements Document and the SRS) which defines the functional and business requirements expected of the vendors. Each of these requirements will be verified through documentation review, testing, and process demonstration. There is a VCRI specific to each Account Management type in each procurement packet.

Cost Proposal Template – A matrix where proposers will include their costs specific to several tasks and categories relative to the RUCP operations. There is a Cost Proposal Template specific to each Account Management type in each procurement packet.

Documents applicable to both Account Managers
Business Requirements Document – Provides the business related conditions which each vendor must adhere to during RUCP operations.
System Requirements Specifications (“SRS”) – Defines the technical and functional specifications for the key components of the RUCP system. Proposers shall be evaluated on their ability to meet the requirements established in the SRS and provided in the Verification Cross Reference Index.
Interface Control Document (“ICD”) – Defines the interfaces required for establishing the legislatively mandated “open” systems requirements between various components that comprise the RUCP system.
System Overview – Defines the RUC project architecture (as defined in SB 810) and provides operational narratives for the processes experienced by RUC payers, vendors, and ODOT administrative and operations staff.
 
 
View and download all draft procurement documents for Oregon's Road Usage Charge Program on the ORPIN website.
The Opportunity No. for the ODOT Account Manager (OAM) RFI is 26093.
The Opportunity No. for the Commercial Account Manager (CAM) RFQ is 00084.
 
 
 
 
 
To prepare for the procurement process, ODOT hosted a Road Usage Charge Summit last November. For background and more information about the development of the Road Usage Charge Program, view the Summit presentations and handouts listed below.
 

Oregon's Road Usage Charge Summit 2013

Oregon's Road Usage Charge Summit was held in Portland on Nov. 13, 2013. Thank you to everyone who participated and helped us move this project forward. To view and/or download the various presentations, please cllck on the appropriate links below. NOTE: some files are very large and may take a while to appear.

 

Summit Documents

The following materials were provided to Summit attendees: