1 - RFP_OCB VendingMachines_nd v6-final-cln06172024.doc

State of Oregon

Cover Page Department of Administrative Services, Enterprise Goods and Services, Procurement Services

On Behalf Of

Oregon Commission For the Blind, Oregon State agencies, and members of the Oregon Cooperative Procurement Program Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10700-00009666 for OCB/Statewide Vending Machine and

Related Options, Add-On Products and Services Date of Issue: July 1, 2024 Opening Date and Time: August 01, 2024, 2:30 PM Single Point of Contact (SPC):

Nancy A. Doll

Address:

1225 Ferry St SE

City, State, Zip Salem OR 97301

Phone:

971-349-2086

E-mail:

nancy.doll@das.oregon.gov The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

Table of Contents

4SECTION 1:

GENERAL INFORMATION

41.1

INTRODUCTION

51.2

SCHEDULE

51.3

SINGLE POINT OF CONTACT (SPC)

5SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

52.1

AUTHORITY AND METHOD

72.3

OVERVIEW AND PURPOSE

92.4

SCOPE OF WORK/SPECIFICATIONS

9SECTION 3:

PROCUREMENT REQUIREMENTS

93.1

MINIMUM SUBMISSION REQUIREMENTS

113.2

PROPOSAL REQUIREMENTS

14SECTION 4:

SOLICITATION PROCESS

144.1

PUBLIC NOTICE

154.2

PRE-PROPOSAL CONFERENCE

154.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

154.4

SOLICITATION PROTESTS

164.5

PROPOSAL DELIVERY OPTIONS

164.6

PROPOSAL MODIFICATION OR WITHDRAWAL

164.7

PROPOSAL DUE

174.8

PROPOSAL REJECTION

174.9

EVALUATION PROCESS

22SECTION 5:

Award and Negotiation

225.2

POINT AND SCORE CALCULATION

245.3

RANKING OF PROPOSERS

25SECTION 6:

AWARD AND NEGOTIATION

256.1

AWARD NOTIFICATION PROCESS

256.2

INTENT TO AWARD PROTEST

266.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

276.4

PRICE AGREEMENT NEGOTIATION

28SECTION 7:

ADDITIONAL INFORMATION

287.1

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

287.2

CERTIFIED FIRM PARTICIPATION

297.3

GOVERNING LAWS AND REGULATIONS

297.4

OWNERSHIP/PERMISSION TO USE MATERIALS

297.5

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

297.6

COST OF SUBMITTING A PROPOSAL

297.7

STATEWIDE E-WASTE/RECOVERY PROCEDURE

307.8

RECYCLABLE PRODUCTS

307.9

CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

EXHIBIT 1 – Technical Specifications

EXHIBIT 2 – Vending Machines with Required and Optional Components

EXHIBIT 3 – Insurance Requirements

EXHIBIT 4 – DAS Approved Purchase Order (Sample)

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H KEY PERSONS CONTACT LIST

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Department of Administrative Services, Procurement Services (“DAS PS”) on behalf of Oregon Commission of the Blind (“OCB” or “Agency”), State agencies, and Oregon Cooperative Procurement Program (“ORCPP”) participants, is issuing this Request for Proposals for OCB Statewide Vending Machines and Related Options, Add-On Products and Services. This Request for Proposals is for a variety of different Vending Machines (as defined below) which will dispense snack items, hot items, cooled items, ice, personal items, such as toothbrush, travel sized toothpaste, travel deodorant, travel sized soap, hairbrush, comb etc., health aide, Personal Protective Equipment (“PPE”), safety equipment items, and more. Also requested are various add-on items such as monetary collection boxes for swap out or replacement, whole machine wraps, partial machine wraps, decals, security cages and individual item labels. All machines must be both coin and dollar-operated and have either credit card capability or utilize a contactless point of sale system (“POS System”).

DAS PS on behalf of OCB requests sealed Proposals from qualified vendors to provide vending machines, parts, accessories, services, and training that meet the Specifications appropriately relevant to the type of vending machine, vending machine parts, accessories, services, and training as detailed in Exhibit 1 to Attachment A.

Additional details on the Scope of the goods or services or both are included in Section 2.4 (Scope of Work/Specifications).

DAS PS may issue Price Agreements those providing one or more of the requested Vending Machines listed on the Price Proposal Form (Attachment E), including add-ons and items. DAS PS may also award by category type as listed below or any combination thereof from this RFP.

1) Snack Vending Machines

2) Refrigerated Fresh/Frozen Food Vending Machines

3) Cold and Hot Beverage Vending Machines

4) Ice Vending &/or Water Vending Machines

5) Micro Market Equipment

6) Retail (non-food) Store Vending Machines

7) Security Cages & Other Vending Machine related items.

Any purchases under the Price Agreement(s) must be authorized by purchase orders or work orders issued by OCB in accordance with the ordering procedures described in Attachment A - Sample Price Agreement. Proposer is advised that there is no guarantee of any specific amount of purchases that will be made under the Price Agreement(s). Notwithstanding the award of a Price Agreement(s), OCB 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. N/A denotes that event is not applicable to this RFP. If DAS PS finds it necessary to change any of the following dates and/or times before Opening, an Addendum will be issued and posted to OregonBuys, eProcurement system. Dates after the Opening date are subject to change without notice at the discretion of the Single Point of Contact identified on the Cover Page of this RFP.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS PS is issuing this RFP for the benefit of state agencies and Oregon Cooperative Procurement Program (ORCPP) participants pursuant to its authority under ORS 279A.205, ORS 279A.050(2) and (7), OAR 125-246-0170, and OAR 125-246-0400.

DAS PS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.050 and OAR 125-247-0260. DAS PS may use a combination of the 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 terms. Defined terms can be found below or in Oregon Revised Statute and Rule.

Terminology specific to the OregonBuys system may be found at: OregonBuys Crosswalk “Affirmative Action” is defined in ORS 279A.100 (Affirmative action) and means a program designed to ensure equal opportunity in employment and business for persons otherwise disadvantaged by reason of race, color, religion, sex, national origin, age or physical or mental disability or a policy to give a preference in awarding public contracts to disabled veterans.

“Certification Office for Business Inclusion and Diversity (COBID)” is defined in ORS 200.025 (Governor’s Policy Advisor for Economic and Business Equity) and 200.055 (Certification as disadvantaged business enterprise, minority-owned business, woman-owned business, veteran owned or emerging small business) and means the office that administers the certification process for the Disadvantaged Business Enterprise (DBE), Minority-owned Business Enterprise (MBE), Woman-owned Business Enterprise (WBE), Veteran-owned Business (VBE), and Emerging Small Business (ESB) Programs. Certification Office for Business Inclusion and Diversity (COBID), formerly OMWESB, is the sole authority providing certification in Oregon for disadvantaged, minority-owned, woman-owned, veteran owned, and emerging small businesses.

“Contractor” means an entity with whom DAS PS enters into a Price Agreement in connection with this RFP.

“Evaluation Committee” means a committee comprised of DAS PS-selected individuals who review the proposal and score them in accordance with the Solicitation evaluation criteria.

“Installation” means the placement and initial set-up of a Vending Machine, its accompanying assemblies, accessories, and parts, including, and not limited to required connections to utilities (such as power and water supply) to make the Vending Machine ready for vending operations according to the Vending Machine Specifications.

“New” means a current production model as of the order date that is not being used, and never has been used.

“Public Buildings” or “Public Properties" means any building, land or other real property, owned, leased, or occupied by any department or Agency of the State of Oregon.

“Successful Proposer” means the person, organization, or governmental entity to which a Price Agreement award is made in connection with this RFP.

2.1.1 Project Specific Definitions

“Self-Serve Kiosk” means an arrangement in which a person may select pre-prepared or pre-packaged items to be purchased rather than being served by another person and pay for those items through an automated payment device.

“Temperature Lockout” means an automatic shut-off feature for Vending Machines with temperature control for food safety when temperatures unsafe for the particular food items exist. The automatic lockout feature is used for cool temperature foods in un-supervised vending machines. See FDA Food Code Section 4-204.111.

“Vending Machine” means a New machine with mandatory and selected optional components that dispenses small articles such as food or drinks when a coin, bill, or another form of payment is inserted.

“POS System” is a point-of-sale system, which is a combination of hardware device or devices and software that complete sales transactions and collects sales data, manages inventory and creates reports.

2.2 OVERVIEW AND PURPOSE

2.2.1 Agency Overview and Background

Oregon Commission of the Blind was established in 1937 as an Oregon state agency to provide services to Oregon’s citizens who experience vision loss and need specialized training and support to live full and productive lives. Agency receives policy direction and oversight from a seven-member commission representing consumer organizations, education, ophthalmology/optometry, business, and individual citizens.

Agency operates under ORS 346.110 through 346.570 and through the Workforce Innovation and Opportunity Act of 2014, which designated the US Department of Education, Rehabilitation Services Administration as the principal federal agency to oversee the national vocational rehabilitation system throughout the nation, in collaboration with the US Department of Labor and other workforce entities.

Agency has the following program objectives in service to its mission:

1) Helping Oregonians who are blind get and keep jobs that allow them to support themselves and their families;

2) Supporting Oregon businesses in hiring and retaining qualified job seekers who are blind in their workforce;

3) Supporting youth who are blind in the transition from high school into a career path/employment;

4) Training Oregonians in the alternative skills related to blindness such as adaptive technology, white cane travel, braille, and activities of daily living;

5) Helping seniors and individuals with vision loss who are unable to work live with the highest levels of independence and self-sufficiency so that they can remain independent in their homes and active in their communities; and

6) Licensing and supporting business owners who operate food service and vending operations in Public Buildings and Public Properties throughout the state.

2.2.2 Project Overview and Background

The State through Agency has a mission to bring independence to individuals who are legally blind, through business opportunities in food concessions. Under ORS 346.510 through 346.570, Agency administers the Business Enterprise Program (“BEP”) in compliance with the Randolf-Sheppard Vending Stand Act, a federal law that mandates a priority to blind persons to have the option as licensed businesses or individuals to operate vending facilities on Federal property. The aforementioned Oregon law is an extension of the federal law stating that persons who are blind have priority or first rights of refusal to operate vending facilities in Public Buildings throughout the State of Oregon or are given preference when another bid for equipment is equal to Agency’s offer. In connection with such use, this Request for Proposals will provide one or more Price Agreement(s) for Vending Machine purchase by Agency.

Agency has a continual need to place, replace, and maintain Vending Machines at a wide variety of Public Buildings or Public Properties as deemed appropriate to the BEP. Moreover, Vending Machines need updates to components, wraps and labels on an as-needed basis.

Agency currently has over 500 vending locations throughout Oregon with 13 vending routs and has other vending opportunities such as cafeterias, snack bars, espresso stands, and micro markets.

Similar to the Agency, other state agencies and ORCPP members may need to acquire Vending Machines.

2.2.3 Purpose

This RFP seeks vendors to provide New Vending Machines which are user friendly to individuals who are legally blind and who will be managing these machines as a business. Agency will purchase the Vending Machines to facilitate the transition of legally blind managers to operating their own Vending Machines businesses. These businesses operate on publicly owned indoor and outdoor facilities throughout the State of Oregon.

This RFP’s resulting Price Agreement(s) will also provide a variety of replacement parts, wraps, labels, and services to keep machines well maintained, updated, and at optimum operational condition.

2.2.4 Estimated Purchases

DAS PS does not imply or guarantee that any specific quantity of Vending Machines will be purchased during the terms of the Price Agreement(s) resulting from this RFP. The purchase quantities and purchase dollar amounts stated in this subsection are estimates only and are presented solely for informational purposes. Larger or smaller quantities may be purchased, and a Proposer awarded a Price Agreement must agree to deliver Vending Machines as ordered by Agency as allowed by statue or Agency by permission. Agency estimates purchasing Vending Machines over the term of the Price Agreements for the following types of Vending Machines with an estimated cumulative dollar value of $4,000,000.00. The items requested by the Agency are:

1. Indoor Glass Front Snack Vending Machine (up to 40 selections) Small;

2. Indoor Glass Front Snack Vending Machine (with 40+ selections) Large;

3. Chilled Snack Vending Machine (up to 38 selections) Small;

4. Chilled Snack Vending Machine (with 40+ selections) Large;

5. Outdoor Glass Front Snack Vending Machine (up to 38 selections) Small;

6. Outdoor Glass Front Snack Vending Machine (with 40+ selections) Large;

7. Refrigerated Fresh Food Vending Machines;

8. Frozen Food Vending Machines;

9. Combo Food and Beverage; Glass Front Vending Machine

10. Hot Beverage Vending Machine;

11. Glass Front Beverage Vending Machine Small;

12. Glass Front Beverage Vending Machine Large;

13. Bottle or Can Stack Beverage Vending Machine;

14. Ice Vending Machine (bag or bulk by weight);

15. Ice/Water Vending Machine (bag/bulk) ;

16. Micro Market Glass Front Coolers – to include coolers w/touch card readers such as PicoCoolers ;

17. Indoor Retail (non-food) Vending Machine (up to 40 selections)Small:

18. Indoor Retail (non-food) Vending Machine (40+selections)Large;

19. Outdoor Retail (non-food) Vending Machine (up to 40 selections)Small:

20. Outdoor Retail (non-food) Vending Machine (with 40+selections)Large:

21. Outdoor Security cages -Various Vending Machines; and

22. Indoor Security Cages, Including Department of Corrections compliant.

2.3 SCOPE OF WORK/SPECIFICATIONS

Successful Proposer(s) may provide New Vending Machines to Agency, State of Oregon agencies, and Oregon Cooperative Procurement Program (“ORCPP”) members.

The “OCB/Statewide Vending Machines and Related Options, Add-on Products, and Services” will include Vending Machines that will dispense snack items, hot items, cooled items, ice (bags or bulk), personal items, such as toothbrush, travel-sized toothpaste, travel deodorant, travel-sized soap, hairbrush, comb, etc.), health aide, personal protection equipment, safety equipment items and more. Also requested are various add-on items such as monetary collection boxes for swap out or replacement, whole machine wraps, partial machine wraps, decals, and individual item labels. Certain locations require security cages to prevent theft or damage. All machines must be both coin/dollar operated and have either credit card capability, or utilize a contactless POS System. Additional information and details available in Exhibit 1 of Attachment A.

Qualified vendors will provide one or more vending machines, or other equipment, supplies and services, or cages they have available with parts and accessories that meet related Specifications and that may meet the optional component Specifications (“Optional Specifications”) along with related services as further detailed in Exhibit 1 to Attachment A (reference attachments).

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

To be considered for evaluation, Proposer’s offering must contain each of the following elements (further detailed in Proposal Requirements section below):

· Disclosure Exemption Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Forms (Attachment D)

· Executive Summary, Section 3.2.2

· Administrative Proposal, Section 3.2.3

· Technical Proposal, Section 3.2.4

· Desired Features (optional), Section 3.2.5

· Price Proposal Form (Attachment E)

· COBID Certification/Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

3.1.2 Proposal Page Limits

Proposal is limited to 35 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 Affidavit (Attachment B)

· Price Proposal Form (Attachment E)

· Responsibility Inquiry (Attachment G)

· COBID Certification / Outreach Plan (Attachment F)

3.1.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

OregonBuys is the preferred method of electronic submission, but should a Proposer have technical difficulties with their submission, and should the Proposer receive the SPC’s prior approval, such Proposer may provide another electronic media response or electronic submission via email to the SPC at the email address provided on page 1. Notwithstanding the foregoing, all official communication must take place through OregonBuys.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). Electronic signatures are acceptable. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall indicate on the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

IMPORTANT NOTE:

In an effort to ensure communication between the Single Point of Contract (SPC) Nancy Doll, please be sure to save the following email address as a trusted email address or place it on a safe sender list. nancy.doll@das.oregon.gov . If Proposer has firewalls that are extra restrictive as a preventative measure, the company may need to provide an IT patch to allow this email address through.

Other Electronic Media Response

If Proposer elects to submit its Proposal by other electronic media, Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, on USB drive, DVD, or CD in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 10 megabytes. 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 fully redacted version of its Proposal, clearly identified as the redacted version.

Proposer shall submit its Proposal in a sealed package addressed to the SPC with the Proposer’s name and the OregonBuys bid number clearly visible on the outside of the package.

The total combined size of the Proposal and cover sheet should be compressed so it does not exceed 10 megabytes.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. 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 fully redacted version of its Proposal, clearly identified as the redacted version.

Proposer shall submit its Proposal in a sealed package addressed to the SPC with the Proposer’s name and the OregonBuys bid number clearly visible on the outside of the package.

3.1.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS PS.

3.2 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 or the Services to be performed or both. A Proposal that merely offers to provide the goods or 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.

3.2.1 References

Provide four (4) references from current or former client firms for similar projects performed for any clients within the last five (5) years on Reference Check Form (Attachment D). References must be able to verify the quality of previous, related Work.

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

Proposer shall submit reference names and contact information. DAS PS will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.2.2 Executive Summary

Provide a brief overview of including history and future of the Proposer. What is the Customer Service philosophy of the Proposer and how do you maintain Quality Assurance across Proposer’s products and services. Include in detail what special machine functions or system processes are available which will provide the BEP specific assistance for business success.

3.2.3 Administrative Proposal

Provide Proposer details, specifically how the Proposer interacts and contributes to the community. What sustainability practices are used, and do such practices include the Proposer’s community? If Proposer does not have a community outreach plan what future plans does the Proposer have in this area..

Detail Proposer policy’s for defects, recalls and customer returns.

Provide details on Proposer’s customer service policy including how your company provides customer training. Moreover, please provide information specific to how BEP’s will be trained to manage their vending machines successfully.

In greater detail tell us how the Proposer’s quality assurance program will support and enable BEP’s in their efforts to have a successful and thriving business.

When the world turns upside down with weather events, forest fires, endemics, pandemics, earthquakes, or any other emergency, what is the Proposer’s emergency response plan to first safeguard your people, then to ensure your business continues successful. Additionally, what measures will be taken to provide the same for the Proposer’s customers.

Does the Proposer maintain a Sustainability Plan? If so, please provide details of that plan, the impacts the plan has for your Proposer, the Proposer’s customers, surrounding community and more. If not, do you have a Sustainability plan in the works? Would the Proposer be receptive to help in developing a sustainability plan?

The state of Oregon is dedicated to providing valuable opportunities to disadvantaged or minority groups or to disabled veterans via Affirmative Action. What is the Proposer’s COBID Outreach plan in accordance with ORS 279.100 and Executive Order (EO) 18-03?

Describe warranties both manufacture and company, available to the BEP customer. What efforts do you take to pass along manufacturer warranties and communicate changes to such warranties and track the date these warranties are reduced or terminated. What types of warranties are provided in addition to manufacturer warranties. Are there other benefits that supplement warranties and are beneficial to the customers success with their vending machine business.

Describe and provide a catalogue of all available Vending Machines that the Proposer will provide.

Describe all available Machine Discounts, Rebates and Price Reduction Incentives, Early payment discounts etc. What measure will be taken to provide the best government pricing.

3.2.4 Technical Proposal

Provide a narrative on the technical details of available vending machines. What is the ability of the Proposer to efficiently deliver, set-up and install vending machines? When a new machine is delivered, how will the Proposer ensure the BEP knows how to operate the machine efficiently and effectively. Provide information on machine diagnostics. Do the machines have self-diagnostics, automated notifications, or other diagnostics technology? What type of site diagnostics are available, is there training for BEP’s to do owner diagnostics that will not invalidate warranties. Additionally, what Machine repairs are available either through the Proposer or the manufacturer. Are there technical documents and will those be made in a format specifically beneficial to the BEP owners.

3.2.5 Desired Features (optional)

1. A cashless payment system. Please provide any information available from the Proposer on cashless payment systems available for any of the various Types of Vending products.

2. Creative or cutting-edge solutions not directly requested in the Statement of Work? Please describe. Please describe any new products available through the Proposer not listed previously. Give details of how this would be advantageous to the BEP. If these products are proprietary in nature because they are in developmental stages or are brand new and trade marked, make note of that also.

3. Speech modules or alternate forms of easy communication for BEP use, or any alternate solution working with the vending machines. Provide details for any type of communication method which will aid BEP business owners with easy use of Vending Machines and related products and services. Additionally, provide creative communication methods available (if any) through Proposer that may also be beneficial to the BEP business owners as they manage their product, machines and maintenance of their machines.

4. Micro markets, cashless minimarkets, or similar products such as self-checkout coolers. Please provide any additional new products available for micro markets, cashless minimarkets or similar products availing easy self-checkout services that do not easily fit under the description of a micro market. Please describe how these could be easily and efficiently managed by the BEP business owner.

3.2.6 Price Proposal

Proposer must complete and submit a detailed Price Proposal (Attachment E). Price Proposal shall include a sampling of the products available to OCB. Include a base price for the listed equipment. Each item within a Category is Subcategories called out as “Type” in “Exhibit E” for price proposal evaluation. The base pricing of a proposed machine must include a fully operational Vending Machine and include any specialized equipment needed for a Blind individual to be able to use the Vending Machine. Include pricing for optional equipment which can be added and parts that can be easily switched out (plug in’s) by a BEP business manager. Also include discounts that apply and percentage off and any other discount opportunity such as volume or in-stock discounts.

NOTE: “Exhibit E” will be representative of the pricing structure for products available through Proposer. When Price Agreements are written, a full offering of products available through the Proposer will be provide by a catalog link or be placed in a CRV formatted catalog for purchasing through OregonBuys. An OregonBuys associate will be available to assist in development of that catalog.

3.2.7 Key Persons and their Resumes – Attachment H

Specify key persons as contacts to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP. Where multiple offices, stores, or warehouse sites exist that would service locations around Oregon please copy paste and add the block of information needed for each key person. Provide the location/key person(s) title and designate as relevant what region(s) of Oregon will be serviced (please reference ODOT region map).

For individuals providing services or training please provide their experience in years and level of expertise.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposer.

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

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not 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, or to the intent or technical aspects of the RFP must:

· Be delivered to the SPC via an OregonBuys submission, or email;

· Reference the OregonBuys bid number ;

· 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 in 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 proposed Sample Price Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Price Agreement marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

· Be delivered to the SPC via email;

· Reference the OregonBuys bid number;

· Identify prospective Proposer’s name and contact information;

· Be sent by an authorized representative;

· 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; and

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

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys (Preferred method) Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov and must be received prior to the opening date listed in section 1.2.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf Alternative Delivery Option: Delivery through Mail or Parcel Carrier

A Proposal may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the OregonBuys bid number. It must be sent to the attention of the SPC at the address listed on the Cover Page and must be received prior to the opening date as listed in section 1.2.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, , or hard copy prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be destroyed.

4.8 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, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

· Proposer has undisclosed 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 SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

· 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 Amendment(s).

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

Responsiveness determination

A Proposal received prior to Opening will be reviewed after proposal opening to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 Minimum Submission Requirements and Section 3.2 Proposal Requirements. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Price Agreement. Proposer shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

4.9.2 Evaluation Criteria

Proposals meeting all Responsiveness requirements will be evaluated by the Evaluation Committee. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.9.2 up to the maximum points available as specified in Section 5.2 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of the Proposal. A response to the clarification request must be to clarify or explain portion of the already submitted Proposal and may not contain new information not included in the original Proposal.

EXECUTIVE SUMMARY - COMPANY INFORMATION

Provide a brief explanation of each element below.

a.

COMPANY OVERVIEW (10):

Provide a brief summary of the company. Include such things as Mission, Vision and Value statements.

b.

COMPANY’s HISTORY (10):

Describe the history of the company, how long in business, number of facilities, number of employees.

c.

LOGISTICS (10):

Explain how your company will meet the delivery demands to meet Agency’s inventory strategies, and lead-time for delivery and installation, including but not limited to standard safety measures adhered to.

d.

FUTURE OF THE COMPANY (10):

Describe the objectives and goals of the company including, at a minimum, the 5-year plan for your company. Include future development efforts for blind operation technology.

ADMINISTRATIVE PROPOSAL

Company Administrative Overview (10) Briefly discuss company type, such as distributor, sole supplier or wholesaler, company management and logistics, including supply chain management, partnerships and collaborations, and innovative solutions to common problems experienced in the vending machine community.

Community outreach (10)

Explain what contributions and interactions the proposer maintains with their community.

Sustainability Practices (10)

Explain company sustainability practices and the support the proposer takes with community sustainability practices.

DISPOSITION(S) AND WARRANTY

Defects (10)

Explain company’s policy on defects both manufacturing and post manufacturing. Included steps for notification and compensation.

Recalls (10)

Explain company’s policy on voluntary and mandatory recalls. Included steps for notification and compensation.

Customer Service (10)

Please provide an overview of proposer’s customer service programs.

Customer returns (10) Briefly explain the process for customer returns. Address defects, recalls wrong item ordered, wrong item received, item not what customer expected, item no longer needed and any other category which a customer may return a product.

Order Discrepancy Policy and Procedures (10) Please explain the corrective actions taken for discrepancies, process and communications of customer complaints, customer complaint resolution process, past performance in Safety review and training programs.

Quality Assurance Plan (10)

Explain Proposer’s Quality Assurance plan and what measures are in place to ensure this plan is followed.

Emergency Response (10)

With respect to communication, Proposer should explain the company emergency response plan.

Warranty (10)

Explain company Warranties and Manufacturer Warranties and if they are cumulative and congruent.

PRICE PROPOSAL

Price Proposal Review (50) The SPC will conduct the price evaluation using the total price listed for the lowest-cost item per Type in each Category. A separate total price score will be given for each Category Type proposed, and the Awarded Price Score will be combined with the remaining evaluation score’s total to arrive to an overall total score per Type. Each Category Type will be awarded to the top three overall scores for each Proposer. The Proposer may propose as many or as few Category Types as they have available.

DAS PS will assign a price score to each proposed Type using this formula:

(L/X)A=B

Where:

L-Lowest Price Proposed

X-Prososer’s Price

A=Available Price Proposal Points

B=Awarded Price Score.

TECHNICAL PROPOSAL, TRAINING AND SUPPORT

Technical Proposal Overview (10) Provide an overview of company ability to provide necessary technical assistance in placement of machines, training on those machines and continued support.

Machine delivery, Installation, and Set-up(10) Describe Proposer’s delivery abilities regionally or statewide, installation for new machine placements, or warehouse placements for latter install.

A critical component for success for BEP business owners is Delivery, Installation and BEP owner training. Proposal will be evaluated and scored based on the Proposer's training and support provided.

Self-Diagnostics (10)

Please describe the availability of self-diagnostics capabilities. Where available how do the self-diagnostics work and are there additional or peripheral functionalities beneficial to BEP owners.

Site and Machine Diagnostics (other than self-diagnostics) (10)

Provide information on Site Diagnostics, Machine maintenance programs and BEP Maintenance training for independent machine maintenance.

Vending Machine Technical Training (10)

Describe training and guidance or guidance documents available for BEP’s when new equipment or new staff call for BEP end user training. Provide insight into additional provisions for the BEP training program, i.e. individual base tool kits for each new (different) machine, on-site training, in-store training, and office training.

4.9.3 DESIREABLES - (40)

Cashless Payment System (10) Propose any available Cashless Payment units or systems available for machines proposed and provide information on how they work, if they need added software, or other product to make them fully functional. Include information on advantages and disadvantages and costs.

Creative or New Solutions (10) Propose creative or new solutions to Vending Machines and operations not mentioned earlier in Specifications for Vending Machines and operations.

Speech Modules (as relevant or needed) (10) Please note: Speech Modules are highly valued by the Commission for the Blind, to aid the blind owners manage machines easily, however, in recognition that there may be machines without electrical components or that do not have such modules please provide all information concerning speech modules, or other methods or product for successful operation of Vending Machines by blind owners.

Mini Markets, Self-checkouts, and Coolers (10) Due to the everchanging markets there may be items that fall under the Randolph Sheppard Act or the State of Oregon’s Laws concerning Vending Machines. Propose items not listed in the Specifications – Exhibit 1 of Attachment A and please provide a brief description of each item that will demonstrate how these may best benefit the Blind business owner and/or improve their route or machine filling process.

SECTION 5: Award and Negotiation

5.1.1 PREFERENCES

Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, 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.

Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

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.

5.2 POINT AND SCORE CALCULATION

Evaluators will score each section. Sections other than Pricing have values between 0 through 10. Categories are the total of the sections under each category. Pricing has a total value of 50 points. Evaluators will review proposal to Specifications and assign a value for each section in accordance with the proposer’s ability to demonstrate overall capability with the Specifications. and are determined by the tally of all evaluators per section divided by the number of the evaluators. An excel calculator will provide total evaluator scores by category and divide the total number of points possible by the total number of points received for the percentage for each category.

Points are the total possible for each section as listed in the table below.

See next page.

EVALUATION SCHEDULE

Process and Communication of Customer Complaints

Customer Complaint Resolution process

Past Performance re; Safety review and corrective action

Eva…