1083FleetServicesUniformRentalRFPFinal~1.doc

State of Oregon

Cover Page Department of Administrative Services, Procurement Services, on behalf of Department of Administrative Services, Fleet Services Is issuing this Request For Proposals (“RFP”) under OregonBuys Bid Number S-10700-00001083 for Fleet Services uniform rental and laundry services, and shop supplies Date of Issue: October 27, 2021 Opening Date and Time: November 29 @ 5:00 PM Single Point of Contact (“SPC”):

Jennifer Jolley, State Procurement Analyst Address:

1225 Ferry St Se City, State, Zip Salem, OR 97301 Phone (voice) 971-900-7695 E-mail:

jennifer.jolley@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

41.2

SCHEDULE

41.3

SINGLE POINT OF CONTACT (“SPC”)

5SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

52.1

AUTHORITY AND METHOD

52.2

DEFINITION OF TERMS

52.3

OVERVIEW AND PURPOSE

52.4

SCOPE OF WORK/SPECIFICATIONS

7SECTION 3:

PROCUREMENT REQUIREMENTS

73.1

MINIMUM QUALIFICATIONS

73.2

MINIMUM SUBMISSION REQUIREMENTS

93.3

PROPOSAL REQUIREMENTS

11SECTION 4:

SOLICITATION PROCESS

114.1

PUBLIC NOTICE

114.2

PRE-PROPOSAL CONFERENCE

114.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

124.4

SOLICITATION PROTESTS

124.5

PROPOSAL DELIVERY OPTIONS

134.6

PROPOSAL MODIFICATION OR WITHDRAWAL

134.7

PROPOSAL DUE

134.8

PUBLIC OPENING

134.9

PROPOSAL REJECTION

144.10

EVALUATION PROCESS

184.11

POINT AND SCORE CALCULATIONS

194.12

RANKING OF PROPOSERS

19SECTION 5:

AWARD AND NEGOTIATION

195.1

AWARD NOTIFICATION PROCESS

195.2

INTENT TO AWARD PROTEST

205.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

215.4

CONTRACT NEGOTIATION

22SECTION 6:

ADDITIONAL INFORMATION

226.1

CERTIFIED FIRM PARTICIPATION

226.2

GOVERNING LAWS AND REGULATIONS

226.3

OWNERSHIP/PERMISSION TO USE MATERIALS

226.4

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

236.5

COST OF SUBMITTING A PROPOSAL

236.6

STATEWIDE E-WASTE/RECOVERY PROCEDURE

236.7

RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

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 PURCHASE ORDER

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, Procurement Services (“DAS PS”), on behalf of the Department of Administrative Services, Fleet Services, (“Agency”) is issuing this Request for Proposal under the provisions of ORS 279B.060 for uniform rental and laundry services, and shop supplies.

Agency is seeking to enter into a Price Agreement with a contractor to provide rented uniforms that include, but are not limited to, pants, shirts, and jackets for Agency employees. The contractor shall also provide services that include, but are not limited to, laundry and alterations and repair services for the uniforms. The contractor shall provide goods that include, but are not limited to, shop supplies such as mop heads, floor mats, various towels, etc.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

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

The initial term of the Price Agreement is anticipated to be two (2) years with options to renew up to a cumulative maximum of ten (10) years.

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 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

Agency is issuing this RFP pursuant to its authority under OAR 125-246-0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency 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 in OAR 125-246-0110.

2.3 OVERVIEW AND PURPOSE

Agency Overview and Background Agency is responsible for providing safe and economical transportation for the business needs of the state. Under ORS chapter 283, Agency is given authority to regulate and oversee nearly all state-owned vehicles. Agency assists other state agencies with vehicle acquisition, storage, fueling, maintenance, disposal, and other requirements.

Salem Fleet and Parking Services facility provides full vehicle services including vehicle repair and maintenance, short-term and long-term vehicle rental, and fueling available for Unleaded, Bio-Diesel, E85, and Compressed Natural Gas (“CNG”) vehicles.

Agency provides parking options for state employees visiting or working in the Salem Capitol Mall area, the Portland State Office Building, or the Eugene State Office Building. Under ORS Chapter 276, Agency identifies, develops, and promotes alternative modes of transportation for state employees in Salem.

Purpose Agency desires to enter into a Price Agreement for uniform rental, minor alterations and laundry services, as well as to provide various shop supplies.

Agency is seeking to enter into a Price Agreement with a contractor to provide rented uniforms that include, but are not limited to, pants, shirts, and jackets for Agency employees. The contractor shall also provide services that include, but are not limited to, laundry, alterations, and repair services for the uniforms. The contractor shall provide goods that include, but are not limited to, shop supplies such as mop heads, floor mats, various towels, etc.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

2.4 SCOPE OF WORK/SPECIFICATIONS

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 the Services to be performed. 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.

The successful proposer shall provide regularly scheduled weekly visits to the Salem Fleet and Parking Services facility, 1100 Airport Road SE, Salem, OR 97301, to pick up soiled uniforms and other textile products and to deliver the items picked up the previous week that have been cleaned and to deliver fresh shop supplies.

Prior to making any delivery changes due to holiday, vacation, or other non-emergency, the successful Proposer shall notify the Shop Manager or the Shop Manager’s delegate a minimum of one week prior to the change. Upon notice of schedule deviation, Agency reserves the right to skip one week’s services, at no charge to the Agency, if scheduled deviation results in frequency being three (3) Business Days or less.

Key Person (Account Manager) shall, at no cost to Agency, schedule and attend an initial Price Agreement discussion meeting with Shop Manager and other designated personnel to discuss pickup and delivery schedule, methods for reporting changes, errors, service issues and other pertinent details regarding the Price Agreement.

Key Person (Account Manager) shall, at no cost to Agency, schedule and attend quarterly check in meetings with Shop Manager and other designated personnel, to discuss any service issues, changes to the schedule, or anything else that is pertinent to the Price Agreement.

Emblems:

The successful Proposer shall:

· Provide a minimum of three (3) designs for Agency’s Fleet and Parking Services logo and name badges for the Shop Manager to choose from for all garments. Successful Proposer shall grant Agency either full ownership in all rights to the logo or perpetual and irrevocable license rights to use the logo Agency selects for the garments or for any purpose.

Attach the selected logo and name badges to all garments for each employee.

Garments:

The successful Proposer shall provide all of the following:

A catalog of all garment options including, but not limited to, rain gear and winter coveralls. Provide an updated catalog as needed.

A minimum of two (2) visits to Agency’s Salem Fleet and Parking Services facility for employee garment selection, fitting, and other requirements for each employee.

Alterations for rented garments.

After the initial order, all orders must be delivered within seven (7) days of order.

Repairs for garments with issues within seven (7) days of order.

Replace rented garments that have been in service for 24 months at no charge to Agency.

Suspend all rental charges for any Agency employee with a one (1) week prior notice of absence.

Separate bins for the collection of soiled garments and hangers with clear signage or labeling.

Employee lockers for storage of garments. Proposer shall deliver and install lockers. Proposer shall also remove the lockers at no additional charge when the Price Agreement terminates.

Floor Mats:

The successful Proposer shall provide all of the following:

Floor mats

Weekly cleaning of floor mats including pick up of damaged or heavily soiled floor mats and delivery of replacement floor mats.

Shop Supplies/Towels:

The successful Proposer shall provide all of the following:

An initial shop towel inventory and reassessment of the inventory within one (1) month.

A quarterly inventory of all shop towels and adjust as needed.

Towels – glass, microfiber and red shop towels.

Separate bins for the collection of soiled towels with clear signage or labeling.

Wet mop and wet mop handle and replace as needed.

Ordering Process

Agency will submit to awarded Proposer a Purchase Order (“PO”)(Attachment H) for the initial order of garments, emblems, floor mats and shop supplies. When new or additional items are needed, Agency will submit a PO for those items. Please see Attachment E Price Proposal for the initial order number of each item.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

Key Person (Account Manager) Requirements Proposer shall provide a Key Person who will be the Account Manager for the awarded Price Agreement. The Account Manager shall be authorized to resolve any issues, be able to involve any other necessary staff to resolve issues relating to the awarded Price Agreement. Proposer shall also provide a backup Account Manager should the primary Account Manager not be available. Both the primary and backup Account Managers shall have a minimum of three (3) years of experience managing projects of similar size and scope to that requested in this RFP. Proposal must demonstrate the Account Manager and their backup have the experience and qualifications to carry out the duties and responsibilities of an Account Manager. If Proposal does not provide an Account Manager and a backup Account Manager, the Proposal shall be rejected as non-responsive.

3.2 MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions

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

· Management Plan and Approach

· Emblems

· Garments

· Floor Mats

· Shop Supplies/Towels

· Sample Invoice

· Disclosure Exemption Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Form (Attachment D)

· Price Proposal Form (Attachment E) – Proposer shall provide ALL the items on this Attachment.

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

· Key Persons (Account Manager) and Resumes

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 See: OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

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

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: Searchable Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit 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.

Authorized Representative

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

3.3 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 the Services to be performed or both. 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.

Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

Responsibility Inquiry

Proposer shall complete and submit Attachment G — Responsibility Inquiry.

Management Plan and Approach (Scored)

Proposer shall provide a comprehensive management plan that, at a minimum, includes the following:

· Process for handling Price Agreement issues, such as incorrect or damaged goods, delivery issues, invoice issues, etc.

· Issue escalation process. If the Agency isn’t able to resolve a Price Agreement issue with the primary or backup Account Manager, what is the process Agency should follow?

· Illustrate how the plan will serve to coordinate and accomplish the Services.

Proposer shall also include in their Proposal: their approach to providing the Services, how Proposer will avoid or mitigate Price Agreement issues, and how the proposer will ensure timely and accurate deliveries and invoicing.

Emblems (Scored) Proposer shall provide a minimum of three (3) designs for Agency Fleet and Parking Services logo and name badges for the Shop Manager to choose from for all garments. The emblems must say: “DAS Fleet & Parking Services”. Emblems and name badges may be embroidered or permanently affixed otherwise on any polo shirts rented by Agency and may be either sewn on or a patch for button down shirts.

Garments (Scored)

Proposer shall provide a catalog of all garment options that Proposer offers. Agency is looking for a variety of pants, shorts, shirts, jackets, coveralls, and rain gear for both men and women.

Proposer shall include a detailed narrative that at a minimum describes the following:

· Proposer’s process for initial fitting, adjustments, changes and ongoing upkeep of garments, including any repairs or alterations;

· The replacement model used for all garments;

· How repairs and alterations are requested;

· Whether or not the laundry service, alterations and minor repairs are included in the rental price; and Floor Mats (Scored)

Proposer shall provide a catalog of all shop towels and supplies that Proposer offers. Proposer shall also include a detailed narrative that describes the following:

· Proposer’s towel inventory process, including how inventory adjustments are made and how the inventory is tracked; and

· The collection process for soiled garments and towels.

Shop Supplies/Towels (Scored)

Proposer shall provide a catalog of all shop towels and supplies that Proposer offers. Proposer shall also include a detailed narrative that describes the following:

· Proposer’s towel inventory process, including how inventory adjustments are made and how the inventory is tracked; and

· The collection process for soiled garments and towels.

Sample Invoice (Scored)

Proposer shall provide a sample invoice to show how they invoice for the following:

· Garment rental including laundry, delivery and other related costs;

· Emblem – Set up and embroidery;

· Floor mats;

· Shop supplies/towels; and

· Any other charges on the invoice.

Included with the sample invoice, Proposer shall include a written explanation where necessary to explain invoice processes or invoice charges.

Ordering Process & Inventory Tracking (Scored)

Proposer shall include a detailed narrative describing the process that the Agency would follow to order new garments, repairs, alterations and new shop supplies by submitting a PO (Attachment H) to Proposer.

Proposer shall include a detailed narrative describing how Proposer keeps track of client inventory. The narrative must at a minimum include the following:

· How garment inventory is tracked;

· How shop supply inventory, including, but not limited to, floor mats are tracked;

· How alterations and repairs are tracked;

· Replacement schedule for garments and shop supplies;

· How discrepancies in inventory are remedied and mitigated.

References (Scored) Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 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 the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference and sent to the SPC. Reference forms must be received prior to Opening. Reference forms not received before Opening will not be scored.

Price Proposal (Scored) Proposer shall submit a Price Proposal on the provided Attachment E, electronically through OregonBuys. The submitted Attachment E must be a separate attachment from Proposer’s submitted Proposal.

Prices submitted are valid for the initial Price Agreement term of two (2) years. For any price adjustments after the initial two (2) year term, the awarded Contractor may submit a price adjustment request a minimum of sixty (60) days prior to the end of the term the Price Agreement. Price adjustment requests must, at a minimum, include documentation (such as consumer price index) showing Proposer’s prices have increased and by how much and any other pertinent information to the request. A request to simply adjust the prices by a certain amount without documentation or a price adjustment request not received at least sixty (60) before the expiration of the Price Agreement, shall be denied.

Key Persons (Account Manager) and their Resumes (Scored)

Specify key persons to be assigned to this project, and include a current resume (not to exceed two (2) pages each) for each Key Person including, but not limited to, the backup Account manager that demonstrates qualifications and experience for the Work described. Key Person’s resumes must demonstrate they have the training, experience, knowledge and skills to carry out the services requested in this RFP, as well as the requirements detailed above in Section 3.1.1.

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 Proposers.

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

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.

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.

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 Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

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 returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

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

· 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 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).

4.10 EVALUATION PROCESS

Responsiveness and Responsibility Determination

Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission 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. Proposers 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.

Evaluation Criteria

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 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC 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.

Rating scale and explanation for evaluation criteria worth 10 points.

Rating scale and explanation for evaluation criteria worth 15 points.

Management Plan and Approach

· How well does Proposer’s management plan demonstrate Proposer’s understanding of the requirements described in this RFP?

· How well does Proposer’s management plan explain their escalation process? Is it easy to follow? Do they have a sound process?

· How well does Proposer’s management plan illustrate how the plan will coordinate and accomplish the Services?

· How well does Proposer’s proposal, explain Proposer’s approach to providing the Services?

· How well does Proposer’s approach to providing the Services demonstrate how Proposer will mitigate or avoid Price Agreement issues?

Emblems

· Contractor shall receive two (2) points for each emblem design provided, for up to three (3) designs, for a total of six (6) points possible. For example, should Proposer only submit two (2) emblem designs, Proposer will only receive four (4) points (2 points for each emblem submitted).

Garments

· How well does Proposer’s Proposal explain their process for initial fitting, making adjustments or changes and ongoing upkeep of garments, including any repairs or alterations?

· How well does Proposer’s Proposal explain Proposer’s replacement model for all garments?

Floor Mats

· How well does Proposer’s narrative detail Proposer’s process and timeline for replacing floor mats?

Shop Supplies/Towels

· How well does Proposer’s narrative explain Proposer’s towel inventory process and collection process for soiled towels and garments? Does the narrative include how inventory adjustments are made and how the inventory is tracked?

Sample Invoice

· The extent to which the sample invoice was easy to read and understand.

· How well was the sample invoice explained and organized?

Key Person (Account Manager) and their Resumes

· How well do the Key Person’s resume demonstrate they have the skills, qualifications, knowledge, training and experience to provide the requested Services?

Ordering Process & Inventory Tracking

· How well does Proposer’s narrative explain Proposer’s ordering process and inventory tracking? Does it include a replacement schedule for garments and shop supplies?

· The extent to which the order process and inventory tracking is easy to understand and follow.

References

The references will be scored by the Proposer’s reference. Each reference will fill out and provide a score for each reference question provided on the included Attachment D. Proposer’s final reference score will be determined by dividing the total points for all three (3) by the number of references.

PRICE EVALUATION

The SPC will conduct the price evaluation. The total price for each Proposal will be determined by adding the final price for all of items in Attachment E. The SPC will award a price 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

PREFERENCES

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.

4.11 POINT AND SCORE CALCULATIONS

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

The SPC will average all scores for each evaluation criterion. Price points are calculated as stated in the Price Evaluation section.

Reference scores will be added together and divided by the number of references. The result will be Proposer’s final score for the references.

4.12 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC 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.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

DAS PS, 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.

5.1.2 Intent to Award Notice

DAS PS will notify all Proposers in Writing that Agency intends to award a Price Agreement to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall 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 delivered to the SPC via email;

· Reference the OregonBuys bid number ;

· Identify Proposer’s name and contact information;

· Be signed by an authorized representative of Proposer;

· 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

DAS PS 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 who is selected for a Price Agreement award under this RFP will be required to submit additional information 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 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form 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 shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Price Agreement. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 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.

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

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Price Agreement under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 PRICE AGREEMENT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Price Agreement negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Price Agreement (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Price Agreement and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Price Agreement with the successful Proposer substantially in the form set forth in Sample Price Agreement (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Price Agreement listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

· Term of the Price Agreement and Renewals

· Schedule; and

· Cost (negotiated lower that the Proposer’s proposal).

In the event that the parties have not reached mutually agreeable terms within 14 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit: https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz If the Price Agreement has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Price Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Price Agreement award, or the rejection of any Proposal.

6.5 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.7 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Price Agreement. (ORS 279B.025) DAS Procurement Services, Version 4.4 July 1, 2021