00016327_Final.docx

OREGON DEPARTMENT OF TRANSPORTATION

REQUEST FOR QUOTES (RFQ)

Best Value Analysis (BVA) OregonBuys Bid Solicitation Number: S-73000-00016327 Cloud Smartsheet Platform

Issuing Office: Oregon Department of Transportation

Single Point of Contact: See “Purchaser” and “Info Contact”, including email address, for this RFQ in OregonBuys. This is the only point of contact for this RFQ. All inquiries regarding this procurement, whether relating to the RFQ process, administration, deadline or award, potential Conflict of Interest (COI) issues, or to the intent or technical aspects of the Services must be submitted in writing via e-mail to the Purchaser.

Accessibility: The Oregon Department of Transportation (“ODOT” or “Agency”) 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 United States Code (U.S.C.) 794d), and 36 Code of Federal Regulations (C.F.R.) 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys as the “Purchaser” 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 SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” in OregonBuys).

GOVERNING LAW: This RFQ and the resulting Contract shall be governed by and construed and enforced in accordance with the laws of the State of Oregon without regard to principles of conflicts of law. Specific laws and rules that govern the solicitation process are found in Chapters 279A and 279B of the Oregon Revised Statutes (“ORS”), and Chapter 125, Divisions 246 and 247 of the Administrative Rules (“OAR”) of the Oregon Department of Transportation. The solicitation and resulting WOC may be subject to other laws and rules.

Commitment to Diversity, Equity, and Inclusion: The State of Oregon (“State”) is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and veteran-owned businesses by reducing barriers to compete for and be awarded state contracts. All eligible interested businesses are encouraged to submit bids for this contracting opportunity.

Non-Discrimination Notice: ODOT 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 eligible Bidders that it will affirmatively ensure that all eligible business enterprises will be afforded full opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SECTION 0.0 OREGONBUYS; SOLICITATION SCHEDULE

OregonBuys is the electronic procurement system used by Agency. This RFQ is advertised in OregonBuys (https://oregonbuys.gov/bso/) as a Bid Solicitation, which is open only to registered vendors that have an existing PA, as identified on page 1, with State of Oregon for the needed Services.

0.1 INFORMATION AND ATTACHMENTS INCORPORATED FROM OREGONBUYS

The RFQ includes all documents, whether attached or incorporated by reference, and any addenda thereto, used for soliciting Proposals. In addition to the provisions set forth and linked within this RFQ, this RFQ incorporates by this reference the information published on the OregonBuys Bid Solicitation page for this RFQ, including but not limited to:

· Details entered in the Header Information section of the Summary Tab; and

· All attachments, Amendments, notices, question and answer documents, and any other files linked in the Attachments section.

0.2 CROSSWALK OF TERMS USED IN OREGONBUYS

Definition of terms used in OregonBuys.

Amendment means “Addendum” or “Addenda” as defined in OAR 125-246-0110(1).

Bid Opening Date means “Closing” as defined in OAR 125-246-0110(26).

Master Blanket Purchase Order (“MBPO”) means Any form of contract, agreement (i.e. price agreement, on-call contract, etc.), purchase order or WOC.

Quote means Any form of offer submission by vendors; i.e., Bids, Proposals, Price Proposals, or any other type of offer in response to a Bid Solicitation.

Vendor means Any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter into Purchase Orders, MBPOs, or Release Requisitions pursuant to a Bid Solicitation or RFQ advertised in OregonBuys.

0.3 GUIDANCE FOR OREGONBUYS

For quick reference information regarding common questions from vendors when using OregonBuys, see User Guides under “OregonBuys eProcurement System” on the Contracting with ODOT webpage: https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx.

0.4 RFQ SCHEDULE

All dates listed are subject to change.

Deadline for Proposal submittal See Bid Opening Date identified in OregonBuys for this RFQ

1.1 ACRONYMS AND DEFINITIONS

Agency means the Oregon Department of Transportation.

Configurations – Dynamic View is a premium application that allows users to share sections of their sheet or report with specific people or groups without sharing the underlying source sheet/data. They can name the view, set what people can see, allow people to add new items, and more. They can customize the details panel content that appears for users when they select a row in the Dynamic View. At one time Smartsheet called each of these self-customized views “configurations”, they now more accurately call them “views”. The cost of this premium app is based on the number of configurations/views within the account when Smartsheet reviews occur.

NTE means not-to-exceed.

Offer means a written response to this RFQ.

Offeror means any of the Contractors identified on the cover page who respond to this RFQ.

Premium Apps – Premium apps are a menu of grouped capabilities beyond the essential base features of the platform.

Premium Support Package – Smartsheet's Premium Support Package provides support, guidance, and education. It specifically includes:

· Smartsheet University’s on-demand prepackaged eLearning

· 24/7 global phone, email, and live chat agent support

· Pro Desk guided coaching sessions for practical advice and best practices. Pro Desk does not deliver demos, training, nor solution building. For complex scenarios or those extending beyond 30 minutes, they may recommend using their Professional Services teams (at additional cost).

Solution Provider means a business or individual that is Offeror or a subcontractor of Offeror that offers comprehensive solutions to address the needs or requirements outlined in this RFQ. These solutions often involve a combination of products, services, expertise, and innovative approaches to meet the specific challenges or goals presented in this RFQ.

SPC means single point of contact; the Purchaser identified in OregonBuys.

State means the State of Oregon.

Workflows – Data Shuttle is a premium application that allows licensed users to automate routine data imports and exports between external platforms and Smartsheet. Modify and build various data movement workflows based on business and stakeholder needs without any technical skills required. The cost of this premium app is based on the number of workflows created within the account when Smartsheet reviews occur.

1.2 SUMMARY OVERVIEW AND WORK ORDER CONTRACT (“WOC”) OBJECTIVES

Oregon Department of Transportation (“Agency” or “ODOT") is issuing this Request for Quote/Best Value Analysis (“RFQ/BVA”) seeking a Cloud Smartsheet Platform (“Solution”).

Smartsheet’s use at ODOT has been primarily as a platform for collaboration, workflow automation, hybrid data integration, information gathering, and asset or project tracking. The platform has proven to be of value and provided savings both in time and reduced technology expenditures.

ODOT anticipates benefit continuation and growth by reducing manual data and information gathering, sharing, and reporting in exchange for less time intensive automated workflows and collaboration. As a result, agency use is expected to expand, and contracts are expected to provide easy scalability as demand increases.

As a result, ODOT is pursuing a contract for the Smartsheet Software as a Service (“SaaS”) Solution that provides a continuation of services. Offeror’s proposal must include all necessary end user licenses, training, maintenance, support, identified premium apps, and easy scalability for expansion of use. This RFQ is only for solutions that are hosted in the cloud, not hosted on-premises. ODOT anticipates the Award of one Purchase Order (“Contract”) as a result of this RFQ.

The term of this contract is one year, as Smartsheet is undergoing licensing structure changes and is currently unable to enter into multi-year agreements with government clients for the Legacy Collaborator Model.

Every ODOT division, including all the regions, plus many of headquarters’ branches have invested time building information gathering, collaboration, workflow automation, hybrid data integration, and asset/project/program tracking assets on the Smartsheet platform. To rebuild these assets on a different platform, and retrain the nearly 1,200 people who use it, is an unjustifiable and costly proposition. As a result, bids for a solution under a different brand name must be rejected.

Offerors responding to this RFQ do so solely at their expense. ODOT is not responsible for any Offeror expenses associated with this RFQ.

1.2.1 Funding Source(s).

State funds

SECTION 2.0 SOLUTION REQUIREMENTS

A high-level list of the Cloud Smartsheet Platform functionality and expected contract elements are as follows:

· The solution must be the Enterprise Plan Smartsheet Platform Legacy Collaborator Model provided as a SaaS (on-demand, cloud-based).

· The authorized reseller contracted will provide platform access for a minimum of 75 Licensed Users, and provide for additional Licensed Users on-demand, invoicing Agency quarterly for all additional Licensed Users added during the preceding quarter (calculated from the Subscription Effective Date). The fees for such additional Licensed Users will be prorated based on the remainder of the then-current order term. This is also called a quarterly “true-up”.

· The Solution Provider must have documentation to help users understand how to set up and use it effectively.

· The Solution Provider must provide access to Smartsheet University’s on-demand prepackaged eLearning to all Licensed Users.

· The Solution Provider must provide 24/7 global phone, email, and live chat agent support to all account Licensed Users.

· The Solution Provider must have a US-based customer success team and provide Pro Desk guided coaching sessions for practical advice and best practices to all account Licensed Users.

· Access must be provided to the following Premium Apps: a minimum of 150 Data Shuttle Workflows with additional Workflows on-demand at a set price per 50 Workflows, and a minimum of 210 Dynamic Views Configurations/Views with additional Views on-demand at a set price per 30 Views.

SECTION 3.0 QUESTIONS AND REQUESTS FOR CLARIFICATION

All questions and requests for clarification regarding this RFQ must be submitted in writing by e-mail to the SPC and must be received no later than the date and time identified in the RFQ Schedule.

ODOT may issue revisions, substitutions, or clarifications of the RFQ. ODOT will send revisions, substitutions, or clarifications, if any, electronically to the above referenced Participating Addenda Holders.

SECTION 4.0 OFFER SUBMITTAL

Offers must be received via OregonBuys on or before the Bid Opening Date and Time to be considered.

Offers will not be accepted after the Bid Opening Date and Time.

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4.1 Submittal Requirements:

To be considered Responsive:

4.1.1 Offer must include submission of the Pricing Sheet (Exhibit No. 1) and responses to Evaluation Criteria outlined in Section 4.2.

4.1.2 Offer must include a statement certifying that Offeror is able to meet contract execution date of no later than June 15, 2026.

4.1.3 Offer must be limited to 2 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:

· Pricing Sheet (Exhibit No. 1)

4.2 Evaluation and Award:

ODOT, in its sole discretion, may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. Offers will be evaluated by an evaluation team assembled by ODOT.

Offers will be scored on the following categories with points weighted as described below. Offeror is encouraged to ensure its Offer demonstrates Offeror’s qualifications in these areas:

4.2.1 Price:

· Offeror’s cost compared to other offers. (75 points) Price scoring will be determined as follows:

· Offeror with the lowest price will receive 75 points.

· Offeror with the second lowest price will receive 65 points.

4.2.2 Experience:

· Describe Offeror’s Key Account Contact Person’s experience, including overseeing accounts with a similar scope of services, ideally with other Oregon state agencies. Include a description of how Offeror ensures high quality for billing accuracy, service provision, etc. (10 points)

4.2.3 Other Criteria:

· Offeror’s ability to follow Exhibit 1, Pricing. (5 points)

· Number of additional Licensed Users provided at no cost (10 points)

4.3 Protest of Intent to Award.

An Affected Offeror will have seven calendar days from the date of the Intent to Award notice to file a Written protest. An Offeror is an Affected Offeror only if the Offeror would be eligible for Contract 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:

Protests must:

Response to Protest. ODOT will address all protests submitted in accordance with this Section 4.3 within a reasonable time and will issue a Written decision to the respective Offeror. Protests that do not include the required information prescribed in Section 4.3 may not be considered by ODOT.

EXHIBIT NO. 1 – PRICING SHEET

It is Offeror’s responsibility to ensure that all costs are accounted for in this Pricing Sheet. Use the format provided and modify only as needed to clearly articulate complete pricing.

$0.00

Total Price:

Level 3 - Restricted

Level 3 - Restricted