00012165_RFP.doc

RFP/Bid Solicitation S-73000-00012165 – Fiber Optic Management Software (2025)

State of Oregon

Oregon Department of Transportation Request for ProposalS (“RFP”)

RFP TITLE: Fiber optic management software RFP/Bid Solicitation Number: S-73000-00012165 Date of Issue: See “Available Date” for this RFP in OregonBuys Opening Date and Time: See “Bid Opening Date” and time for this RFP in OregonBuys.

Purchaser/Single Point of Contact: See “Purchaser” and “Info Contact” for this RFP in OregonBuys.

Notes:

· OregonBuys: This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system (https://oregonbuys.gov/bso/). See RFP section 1.3 – OregonBuys for information regarding vendor registration and terminology used in OregonBuys platform.

· Hyperlinks: This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this RFP.

· Accessibility: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Purchaser/Info Contact identified in OregonBuys to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both. Accommodation requests must be received by the Purchaser 3 business days prior to the Proposal submission deadline (see “Bid Opening Date” and time in OregonBuys).

· Non-Discrimination: Agency, in accordance with 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.

Table of Contents

5SECTION 1:

GENERAL INFORMATION

51.1

INTRODUCTION

51.2

SCHEDULE

61.3

OREGONBUYS

71.4

RFP ATTACHMENTS

71.5

PURCHASER/SINGLE POINT OF CONTACT

8SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

82.1

AUTHORITY AND METHOD

82.2

DEFINITION OF TERMS

82.3

RFP PURPOSE

82.4

SCOPE OF WORK / SPECIFICATIONS

11SECTION 3:

PROCUREMENT REQUIREMENTS

113.1

RESERVED

113.2

PROPOSAL SUBMISSION REQUIREMENTS

123.3

[ROUND 1] PROPOSAL REQUIREMENTS

14SECTION 4:

[ROUND 1] SOLICITATION PROCESS

144.1

PUBLIC NOTICE

144.2

PREPROPOSAL CONFERENCE

144.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

144.4

SOLICITATION PROTESTS

154.5

PROPOSAL SUBMITTAL VIA OREGONBUYS

154.6

PROPOSAL MODIFICATION OR WITHDRAWAL

154.7

PROPOSAL DUE

154.8

PUBLIC OPENING

164.9

PROPOSAL REJECTION

164.10

[ROUND 1] EVALUATION PROCESS

194.11

[ROUND 1] POINT AND SCORE CALCULATIONS

204.12

RANKING OF PROPOSERS

204.13

NEXT STEP DETERMINATION

214.14 ADDITIONAL ROUNDS (Optional at Agency’s discretion)

234.15

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

23SECTION 5:

AWARD AND NEGOTIATION

235.1

AWARD NOTIFICATION PROCESS

235.2

INTENT TO AWARD PROTEST

245.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

255.4

PRICE AGREEMENT NEGOTIATION

26SECTION 6:

ADDITIONAL INFORMATION

266.1

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

266.2

CERTIFIED FIRM PARTICIPATION

266.3

GOVERNING LAWS AND REGULATIONS

266.4

OWNERSHIP/PERMISSION TO USE MATERIALS

276.5

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

276.6

COST OF SUBMITTING A PROPOSAL

276.7

STATEWIDE E-WASTE/RECOVERY PROCEDURE

276.8

RECYCLABLE PRODUCTS

RFP ATTACHMENTS:

ATTACHMENT A - SAMPLE PRICE AGREEMENT

ATTACHMENT B – DISCLOSURE EXEMPTION CERTIFICATION

ATTACHMENT C – PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D – REFERENCE CHECK FORM

ATTACHMENT E – PRICE PROPOSAL FORM

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Transportation, (“Agency” or “ODOT”), is issuing this Request for Proposals under the provisions of ORS 279B.060 for commercially available off the shelf (COTS) fiber optic management software for use in managing outside plant fiber optic cable assets.

Agency is seeking to establish a Price Agreement for the procurement of user licensing, support services, and training associated with fiber optic management software. Agency is also interested in additional equipment and software that may allow easy data entry of outside plant infrastructure data in the field.

Additional details on the Scope of the Goods and Services are included in the Scope of Work / Specifications section (See Section 2.4).

Agency anticipates the award of one Price Agreement from this RFP.

The initial term of the Price Agreement is anticipated to be 10 years; however, it may be extended as long as the software, support, maintenance, services and terms are beneficial to the Agency.

Agency envisions the need for approximately five read/write licenses and five read only licenses. Agency may choose to purchase fewer or more user licenses from the Price Agreement established from this RFP.

Any purchases under the Price Agreement must be authorized by purchase orders or work order contracts issued by Agency in accordance with the ordering procedures described in Attachment A - Sample Price Agreement. Proposers are advised that there is no guarantee of any specific amount of purchases under the Price Agreement. Notwithstanding the award of a Price Agreement, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Goods or Services similar to what is described within this RFP using any method allowed by law.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

1.3 OREGONBUYS

1.3.1 Registration Requirement; OregonBuys User Guides.

Proposer must be registered as a vendor in OregonBuys. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf). Vendors are responsible for ensuring that their vendor information is current and correct in OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

See OregonBuys User Guides located on OPO’s Contracting with ODOT page (https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx) for quick reference information regarding common questions from vendors when using OregonBuys.

1.3.2 Crosswalk of Terms used In OregonBuys

1.4 RFP ATTACHMENTS

In addition to the provisions set forth and linked within this RFP, this RFP incorporates by this reference the information published or linked on the OregonBuys Bid Solicitation page for this RFP, including but not limited to:

· Details entered in the Header Information section;

· All RFP attachments, “Amendments” (if any), and any other files linked in the File Attachments and Form Attachments subsections; and

· Information, if any, entered in the “Questions” and “Item Information” sections.

1.5 PURCHASER/SINGLE POINT OF CONTACT

The single point of contact for this RFP is identified as the “Purchaser” along with Purchaser’s “Info Contact” in OregonBuys.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the allowable methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 and in RFP section 1.3.2 - Crosswalk of Terms used In OregonBuys.

2.3 RFP PURPOSE

ODOT is seeking Proposals from qualified contractors to provide fiber optic management software, along with necessary software licensing, training, maintenance, and support services. Goods and training will be ordered through POs issued under a Price Agreement, and other services will be issued under work order contracts “WOCs” issued under a Price Agreement.

2.4 SCOPE OF WORK / SPECIFICATIONS

OVERVIEW

ODOT has outside plant fiber optic cabling installed in a variety of locations throughout Oregon serving the communications of traffic signals and other intelligent transportation system field devices. Since 2017, ODOT has used fiber management software to manage its outside plant fiber optic network. ODOT is interested in establishing a new price agreement for fiber management software. Some of ODOT’s existing fiber optic network data is in ODOT’s current fiber management system and some is in Google Earth. During final negotiations with the selected Proposer, ODOT may discuss services Proposer can offer to move the data from the existing system and Google Earth into the new system. If the Agency is interested, this work would be done using a WOC.

At this time ODOT expects to require five read/write capability licenses and five read only licenses for this fiber optic management software. ODOT may choose to purchase fewer or more user licenses from the price agreement established under this RFP.

Proposer may offer:

· a Contractor cloud hosted and managed solution;

· an Agency on-premises solution; or

· an Agency managed Azure cloud hosted environment.

If the selected solution is Agency on-premises or Agency Azure cloud hosted, the selected Proposer shall provide the Agency with installation instructions and assistance when installation issues arise. Proposer may include installation costs in its price proposal, but ODOT will not be obligated to choose or pay for this option.

ODOT may be interested in field verification services and data entry services under the resulting Price Agreement. Proposer may include pricing for these items in its price proposal, but ODOT will not be obligated to choose or pay for these options.

REQUIREMENTS

General

Proposer shall offer fiber optic management software designed to manage fiber optic infrastructure assets. Proposals offering products from other parties will be rejected.

Proposer’s software must allow Agency to geolocate conduits, poles, handholes, buildings, and other facilities. The software must be capable of recording the conduit size, innerduct, number of cables, number of strands, splicing, cable specifications, and ownership. Agency must be able to attach engineering drawings, splice diagram, photos, and other documents to the applicable asset record within the fiber management software.

Agency managed solutions offered by Proposer must be capable of running on ODOT’s standard servers and PCs or on the Proposer’s cloud hosted services with Microsoft Azure. ODOT’s current technology standards are:

Physical Server OS:

Microsoft’s Windows Server 2022 64 bit

Database:

Microsoft’s SQL Server 2019

PC/Laptop OS:

Microsoft’s Windows 11 Pro

Web Browser:

Microsoft’s Edge, latest version

GIS:

ESRI ArcGIS

Cloud Technology:

Microsoft Azure

A Proposer offering Agency on-premises or Agency Azure cloud hosted solutions shall provide the minimum technology specifications required for the Agency to host the solution.

The selected Proposer shall ensure their fiber management software solution is certified to be compatible with a new required technology version within one year of the version being released. The selected Proposer’s fiber management software shall not contain any technologies that have reached their end of life and are no longer supported.

The selected Proposer shall ensure that their cloud hosted service complies with the Agency’s privacy and security requirements listed in Exhibit J of the sample Price Agreement.

Licensing

Proposer’s licensing must be user based.

Security

Proposer’s software must enable/deny access through the use of usernames and passwords. Usernames and passwords must be definable by someone with administration rights. Manufacturer default passwords and backdoors are not allowed.

Proposer shall provide the number of different user levels and rights the software supports.

Proposer shall describe the user authentication process and how passwords are stored and secured on the server.

A Proposer offering Contractor managed cloud hosting services must provide the cloud hosting security associated with the Proposer’s service.

Maps

The software must utilize a GIS map display. If Proposer’s solution requires a different GIS software than the Agency’s ESRI ArcGIS, any map licensing costs must be included with the Proposer’s proposed costs. Proposer shall provide the GIS mapping requirements with their Proposal. Only ESRI ArcGIS will be utilized for Agency cloud hosted or on premises solutions.

Annual Maintenance and Support

Proposer shall provide costs, in Attachment E, for annual maintenance and support of software offered. Annual maintenance and support shall include the following:

(a) Assisting the Agency with installing the software

(b) Determining the causes of errors in the software

(c) Fixing errors in the software as reasonably possible and issuing new versions

(d) Maintaining and supporting the software (if Contractor cloud hosted)

Selected Proposer shall make available technical support via telephone and email during Agency’s normal business hours Monday to Friday. The cost for this telephone/email technical support must be included in the annual maintenance and support cost.

Training

Selected Proposer must provide training for ODOT core staff on the operation and administration of the fiber optic management software. This group training would likely be one day or less in duration and would be held via virtual meeting. Proposer shall provide pricing, if any, in Attachment E along with providing a typical course outline. Proposer must include all expected costs for training on Attachment E. ODOT will not pay any incidental expenses related to this cost category (including but not limited to: travel expenses, per diem rates, etc.).

Mobile Data Entry

Proposer may offer mobile GPS devices that enable the Agency to place or verify roadside features. Proposer shall provide accuracy information within the Proposal and cost information in Attachment E.

Proposer may offer a mobile solution that allows a field technician to be able to view splice diagrams in the field. If so, Proposer shall provide more information about this solution and how it integrates with the server software in Proposal. Proposer shall provide cost information in Attachment E.

PROPOSER LICENSING, REGISTRATION, AND EXPERIENCE REQUIREMENTS

Proposer must own all right, title, and interest in the software offered, including all related intellectual property rights.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 RESERVED

3.2 PROPOSAL SUBMISSION REQUIREMENTS

3.2.1 [ROUND 1] Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Section 3.3 Proposal Requirements):

· Proposer Information and Certification Sheet (Attachment C)

· Disclosure Exemption Certification (Attachment B) – submit only 1 copy if applicable - see Proposal Format and Quantity section below)

· Price Proposal Form (Attachment E)

· Technical Proposal

· Training course outline

(See Section 3.3.2 for instructions on submitting references.)

See RFP section 5.3 for submittal requirements of selected firm after award notice.

3.2.2 Proposal Page Limits

Proposal is limited to 30 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

· Disclosure Exemption Certification (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference check forms

· Training course outline

3.2.3 Proposal Format

· All required submittal items must be submitted via OregonBuys in Adobe Acrobat (pdf) or Microsoft Word (docx) format.

· Disclosure Exemption Certification: If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall submit a completed and signed Disclosure Exemption Certification (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.4 Electronic Submittal Provisions

3.2.4.1.

Proposer shall make reasonable efforts to minimize the file size of attachments so the total for all submittal files does not exceed 6 megabytes (for tips on reducing file size, see: How to reduce PDF file size (https://www.wikihow.com/Reduce-PDF-File-Size); How to reduce the size of Word documents that contain images (https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/).

3.2.4.2.

Agency reserves the right to reject any submittal that is unreadable.

3.2.4.3.

Agency reserves the right to award the Price Agreement solely on the electronically submitted Proposal; however, upon Agency’s request, the apparent successful Proposer shall promptly submit its complete original signed Proposal.

3.2.4.4.

Per OAR 731-146-0150(4), in the event of a failure of an Electronic Procurement System or email system that interferes with the ability to submit electronic Proposals, 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 Proposals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

3.2.4.5.

By submitting a Proposal in response to this RFP, Proposer (and if selected for award, also as the Contractor) agrees with Agency that Signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or email 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.

3.3 [ROUND 1] PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided and Services to be performed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information. A Proposal that merely offers to provide the Goods and Services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C), with the “APPROVED” checkbox marked to certify approval of the Proposal and compliance with Oregon Tax Laws by a duly authorized representative empowered to bind the Proposer. Failure to demonstrate compliance with Oregon Tax Laws may result in a finding of non-Responsibility.

Proposer shall also mark the appropriate box for item 10 regarding Conflict of Interest (“COI”) disclosures. If disclosures are required for Proposer or any subcontractors, the COI Disclosure Form linked on Attachment C must be used to make the disclosures.

3.3.2 References

Proposer shall provide three references from current or former client firms for similar projects performed within the last five years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send a Reference Check Form (Attachment D) to each of its three references. The reference form must be completed by the reference and sent to the Purchaser by email as explained on the form. Reference forms must be received prior to the Bid Opening Date. Any reference form received after the Bid Opening Date will receive a score of zero. The scores from the reference forms will be totaled for the final reference score.

A Proposal will not be rejected if fewer than three forms are received; however, Proposer will only receive points for the forms received. No more than three forms will be permitted. If more than three forms are submitted for any Proposer, only the first three will be considered in the reference score.

3.3.3 Price Proposal

Proposer shall submit a detailed price proposal (using Attachment E) as a separate file uploaded via the Attachments tab for this RFP in OregonBuys. The detailed price proposal must include the following items:

· Price for each annual administrative/full user rights license (est. 5 users)

· Price for each annual read only license (est. 5 users)

· Price for annual maintenance and support (as described in Section 2.4) x 5 years

· Price for each virtual training session (as described in Section 2.4)

Evaluation of the price proposal will be based on the quantity of five administrative/full user rights licenses, five read-only licenses, and five years of annual maintenance and support. Pricing for items listed under “Optional Additional Features and/or Services” will not be evaluated but may be used to set prices for optional items that Agency may or may not purchase at its discretion.

3.3.4 Technical Proposal

Proposer shall submit a technical proposal that describes how its proposed software meets the requirements of this RFP and the sample Price Agreement. The technical proposal should address all of the elements listed in Section 4.10.2.1.

SECTION 4: [ROUND 1] SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the OregonBuys eProcurement system (https://oregonbuys.gov/bso). RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

4.2 PREPROPOSAL CONFERENCE

No pre-Proposal conference will be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, the intent or technical aspects of the RFP, contractual requirements, or any other provision must:

· Be submitted in writing via email to the Purchaser identified in OregonBuys for this RFP. The email must include the RFP number and identify Proposer’s name and contact information;

· Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

· Be received by the due date and time for questions/requests for clarification identified in the Schedule, RFP section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the sample Price Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below.

4.4.2 Protests of Addenda

Prospective Proposer may submit a Written protest of anything contained in an Addendum. Protests of an Addendum must be submitted by the date/time specified in the Addendum or they will not be considered. Protests of matters not added or modified by the Addendum will not be considered.

4.4.3 Requirements for Protests

All protests must:

· Be delivered via email to the Purchaser identified in OregonBuys for this RFP;

· Reference the RFP number;

· Identify prospective Proposer’s name and contact information;

· Be sent by an authorized representative of prospective Proposer;

· State the reason for the protest, including:

· the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and

· evidence or documentation that supports the grounds on which the protest is based

· State the proposed changes to the RFP provisions or other relief sought;

· Be received by the due date and time identified in the Schedule, RFP section 1.2 (for RFP protests);

· Be received by the due date identified in the Addendum (for Addenda protests).

4.5 PROPOSAL SUBMITTAL VIA OREGONBUYS

Proposer is solely responsible for ensuring its Proposal and all required submittal items are submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. Proposals submitted by any other means will be rejected.

Agency is not responsible for any delays by transmission errors or delays, or for any misdelivery for any reason. Additional information may be found in the OregonBuys Terms of Use.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to withdraw or modify a submitted Proposal, Proposer must do so using the “Withdraw Quote” button in OregonBuys prior to the Bid Opening Date and time for this RFP in OregonBuys. Proposal withdrawals and modifications must be in conformance with requirements set forth in OAR 137-047-0440.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received in OregonBuys on or before the Bid Opening Date and time for this RFP specified in OregonBuys.

A Proposal received after the Bid Opening Date and time is considered LATE and will NOT be accepted for evaluation.

4.8 PUBLIC OPENING

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Intent to Award notice is issued pursuant to OAR 137-047-0630. However, Agency will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

· Proposer fails to substantially comply with all prescribed RFP procedures and requirements.

· Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

· Proposer fails to meet the responsibility requirements of ORS 279B.110.

· Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the Purchaser or persons authorized by the Purchaser, or makes inappropriate contact with the Purchaser.

· Proposer attempts to influence a member of the evaluation committee.

· Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

4.10 [ROUND 1] EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness Determination

Each Proposal received prior to the Bid Opening Date for this RFP will be reviewed to determine if it is Responsive to all RFP requirements. If the Proposal is unclear, the Purchaser may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the Purchaser finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.2 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of a Price Agreement. Selected Proposer shall submit a signed Responsibility Inquiry form following Intent to Award notice as required in RFP section 5.3.4.

At any time prior to award, Agency may reject a Proposal if the Proposer is found to be not Responsible.

4.10.2 Evaluation Criteria

The technical proposal portion of each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an evaluation committee. Evaluation committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available listed for each scored item.

Purchaser may request further clarification to assist the evaluation committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1 - Technical Proposal

Max Points: 220 Points will be awarded based on how completely the evaluator determines the Proposer has answered the below questions. Proposer shall provide a narrative (including pictures or screenshots if applicable) for the sections and questions outlined below.

General (50 Points)

· How well did the Proposer demonstrate a software package that manages fiber optic cabling assets?

· Did the Proposer demonstrate their ownership of the software?

· How well did the Proposer demonstrate how their software is scalable and will allow ODOT to manage fiber optic assets at multiple locations and differing densities?

· Did the Proposer describe the user licensing for read/write and read only?

· Did the Proposer describe if software can be run on: a) agency owned servers, b) agency cloud services, or c) contractor cloud hosted services?

· Did the Proposer describe IT server, PC, and/or cloud service requirements?

· Did the Proposer describe the ability to import and export other file types, such as kmz?

Security (20 Points)

· Did the Proposer demonstrate how their software can enable/deny access through the use of usernames and passwords?

· Did the Proposer demonstrate how their software allows administrator rights for defining username and passwords?

· Did the Proposer demonstrate that their software doesn’t require default passwords or backdoors?

· How well did the Proposer demonstrate the number of different user levels and rights the software supports?

· How well did the Proposer demonstrate the user authentication process and how passwords are stored and secured on the server?

· If Contractor hosted cloud services is proposed, did Proposer describe the security?

Fiber Optic Management (60 Points)

· How well did the Proposer demonstrate their software’s ability to add new fiber segments, including conduit size, handholes, manholes, etc?

· How well did the Proposer demonstrate their software’s ability to detail the fiber connections and panel layouts?

· How well did the Proposer demonstrate their software’s ability to add attributes to the fiber segment such as power meter results (dB losses for connectors, splices, etc.)?

· Does the proposal demonstrate how the software can manage multiple agency ownership of fiber strands within the same cable? Different cables owned by different agencies within the same conduit?

· Are splice diagrams easy to read?

Maps (50 points)

· Did the Proposer demonstrate their software’s ability to utilize map displays?

· What licensing needs are there associated with the maps?

· Did the Proposer demonstrate their software’s ability to show map source files that are supported?

· Did the Proposer demonstrate their software’s ability to import and export map files within the software?

· How well did the Proposer demonstrate the map functionality including providing screenshots?

Help and User Manual (20 Points)

· Does the software include a Help function showing how to use the software? Did the Proposer demonstrate this in their proposal?

· Does the software come with a user manual (such as .doc, .pdf, or included as a component of the software itself such as Help Topics, etc.)? Does this format work for ODOT use?

Other (20 Points)

· Does the Proposer offer a mobile system?

· Does the Proposer offer field verification services?

· Does the Proposer offer data entry services?

· Did the Proposal discuss data migration of other fiber management software data in the Proposer’s software?

4.10.2.2 Evaluation Item 2 - References

Max Points: 54 (Reference forms must be submitted by the references, not the Proposer. See Section 3.3.2 and Attachment D for additional information.)

Agency will award up to a total of 18 points for each reference and may use the reference forms to obtain additional information, verify information, etc.

Each reference will self-evaluate their satisfaction with Proposer’s products and services on a scale of 1 to 3 in the following areas:

· Ease of use

· Ease of installation and configuration

· Map usage

· Quality of service and support, including responsiveness and technical competence

· Overall satisfaction with the Proposer

· Overall satisfaction with the software

4.10.2.3 Evaluation Item 3 – Price Proposal

Max Points: 100 Proposer shall submit a complete Price Proposal Form (Attachment E). The evaluation will be based on the quantity of five administrative/full user rights licenses and five read-only licenses and five years of annual maintenance and support.

4.10.3 PREFERENCES

4.10.3.1 Reciprocal Preference

For evaluation purposes per OAR 137-046-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a resident Proposer in the Proposer's state (https://www.oregon.gov/DAS/EGS/ps/Pages/reciprocal.aspx.

4.10.3.2 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Price Agreement, Agency shall award the Price Agreement in accordance with the procedures outlined in OAR 137-046-0300.

4.11 [ROUND 1] POINT AND SCORE CALCULATIONS

Scores are the point totals assigned by evaluation committee members or the Purchaser.

The maximum points possible for each evaluation item are listed in the table below.

The Purchaser will average the scores for the technical proposal portion of each Proposal by totaling the points awarded by each evaluation committee member and dividing by the number of committee members.

The Purchaser will total the points of each reference check form received to establish the final reference score. (See Section 3.3.2 for additional information.)

The price score will be based on the total price for 5 administrative/full user rights licenses for 5 years, 5 ready only licenses for 5 years, and maintenance and support for 5 years. The Purchaser will award a score to each price proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula.

price being scored

4.12 RANKING OF PROPOSERS

After all Proposal scores are determined and any applicable preference has been applied, the Purchaser will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional rounds of competition if, in Agency’s sole discretion, it is in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

· Interviews

· Presentations/Demonstrations/Additional submittal items

· Discussions and submittal of revised Proposals

· Serial or simultaneous Negotiations

· Best and final Offers

4.13.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition are necessary, it will select the Proposers that will be invited to participate in a subsequent round (“Competitive Range”). The Competitive Range will, to the greatest extent practicable, consist of the 3 highest ranked Proposers. Agency, in its sole discretion, may increase or decrease the number of Proposers selected for the Competitive Range if there is a natural break in the scores. Agency will post a notice in OregonBuys of its Competitive Range determination and provide details about the process and schedule for the subsequent round.

4.13.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of the Competitive Range determination. Protests must:

· Be emailed to the Purchaser;

· Reference the RFP number;

· Identify Proposer’s name and contact information;

· Be sent by an authorized representative of the Proposer;

· State the reason for the protest; and

· Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to each protestor. Protests that do not include the required information may not be considered by Agency.

4.14 ADDITIONAL ROUNDS (Optional at Agency’s discretion)

4.14.1 Product Demonstrations

If Agency determines product demonstrations are necessary, Proposers in the Competitive Range will be invited to participate and the following will apply:

· Demonstrations will be conducted in person at a location determined by Agency. Further details will be included with the Notice of Competitive Range.

· Demonstrations will be independently evaluated by the members of the evaluation committee based on the criteria listed below in Section 4.14.1.1. The Purchaser will average the scores by adding the total scores submitted by each committee member and dividing the total of all scores by the number of committee members.

4.14.1.1 Product Demonstrations Evaluation Criteria

Max Points: 200 Points will be awarded based on how completely the evaluator determines the Proposer has answered/demonstrated the below items during the scheduled product demonstration.

User Rights (10 Points)

· How well does the Proposer demonstrate the ability to add user support of different user right levels?

· How well does the Proposer demonstrate the ability to delete a user?

· How well does the Proposer demonstrate the ability of a read-only view?

Adding a fiber segment and editing an existing segment (50 Points)

· How well does the Proposer demonstrate creating a new basic OSP fiber segment between two campuses?

· How well does the Proposer show adding conduit, poles, handholes, etc.? Does the software easily distinguish between conduit and aerial?

· How easy is it to show ownership amongst conduit, innerduct, fiber cable, and fiber strands?

· How well does the Proposer show the fiber breakout and connections?

· How well does the Proposer show the fiber panel layouts?

· How well does the Proposer show editing existing fiber assets to show connecting new to existing?

· How well does the Proposer show if and how their product produces other diagrams or drawings, such as fiber splice diagrams?

· How easy is it to edit? Can a user do group/bulk edits instead of selecting each item individually and editing?

· Meaning grabbing multiple items and editing once from a selectable area?

· Such as conduit size, handhole size, and ownership?

Fiber attributes (25 Points)

· How well does the Proposer demonstrate adding attributes to the fiber cable such as OTDR and power meter values for distance losses, connector losses, splice losses, network equipment and configurations?

· How easy is the system to navigate for these uses?

· How much supporting information (i.e. Visio diagrams, manufacturer specifications sheets, .pdf, .dgn, and .dwg files, etc.) is included to help Agency capture as much information regarding the fiber optic cable assets?

Maps (25 Points)

· How well does the Proposer demonstrate their map functionality?

· How easy is the maps function to use and manage?

· How well does the maps portion of the system align with Agency’s IT environment?

· How well does the Proposer demonstrate the importing and exporting of map files?

· How easy is the creation of map files in the proposed system?

Database (10 Points)

· How well does the Proposer discuss their database?

· How easy is the database system to use?

· How well does the database system align with Agency’s IT environment?

Reports (10 Points)

· How well does the Proposer demonstrate the capability of running asset reports?

· How easy is the Reports function to use?

· How configurable are the reports for the user?

User Manual and/or Help (10 Points)

· How well does the Proposer demonstrate the product’s User Manual or Help information with the application?

· How easy or navigable is the User Manual/Help function to use?

General (30 Points)

· How easy is the overall system to use?

· How well does the overall system align with Agency’s needs?

Other (30 Points)

· Does the Proposer offer a mobile solution? How easy it it to use?

· Does the Proposer offer solutions to migrate Agency’s current fiber management asset data from it existing software into theirs?

· Does the Proposer offer data entry services? Do they offer field verification services?

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Price Agreement, will award a Price Agreement to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP. Agency, in its sole discretion, may make additional award(s) for up to 9 months following the close of this solicitation. Agency may select the next ranked Responsive and Responsible Proposer, issue an Intent to Award notice and begin a new award protest period. If agreement with that Proposer is not reached, Agency may offer award to the next ranked Proposer and so on until agreement is reached or until Agency terminates the process. Agency may require reconfirmation of the qualifications and staffing of any Proposer.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Price Agreement to the selected Proposer subject to successful negotiation of any negotiable provisions (“Intent to Award” notice).

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer will have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Price Agreement award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

· All higher ranked Proposals are non-Responsive.

· Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

· Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

· Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Price Agreement Negotiations and award.

5.2.1.1 Protest Requirements:

Protests must:

· Be submitted via email to the Purchaser identified for this RFP in OregonBuys;

· Reference the RFP number;

· Identify Proposer’s name and contact information;

· Be signed by an authorized representative;

· Specify the grounds for the protest; and

· Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) selected for a Price Agreement award under this RFP will be required to submit additional information via email and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance requirements are found in Exhibit C of Attachment A.

5.3.2 W-9 Form

Proposer shall provide its Taxpayer Identification Number and backup withholding status on a completed W-9 form (https://www.irs.gov/pub/irs-pdf/fw9.pdf) when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer must be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Price Agreement. Visit the Secretary of State website (http://sos.oregon.gov/business/pages/register.aspx) for Oregon Business Registry information.

5.3.4 Responsibility Inquiry Form

The apparent successful Proposer shall provide a completed, accurate and signed Responsibility Inquiry form. The Responsibility Inquiry form is available at: http://www.oregon.gov/ODOT/Business/Procurement/DocsPSK/ResponsibilityInquiry.docx.

5.3.5 Pay Equity Certification

If selected for award and the Price Agreement value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services - For instructions on how to obtain the Certificate visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx. This requirement is also set forth on the Responsibility Inquiry form.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Price Agreement.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Price Agreement under this RFP, Proposer’s authorized representative must certify by marking the “APPROVED” checkbox and entering their name and title on Attachment C - Proposer Information and Certification Sheet that, in accordance with ORS 279A.112, Proposer has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination…