11266-0 RFP.pdf

OregonBuys Bid # S-10000-00011266

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services, the Office of Developmental Disabilities Services (ODDS) is issuing this Intermediate Procurement under S-10000-00011266 for

ADMINISTRATION OF ODDS STIPEND PROGRAM

Date of Issue: September 18, 2024

Opening Date: October 18, 2024

Single Point of Contact (SPC): Burke C. Barnett, OPBC

Address: 500 Summer Street NE, E03

City, State, Zip Salem, OR 97301

Phone (voice) 503-910-7821

E-mail: Burke.C.Barnett@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the SPC at the contact information found above. We accept all relay calls.

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

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OregonBuys Resources:

2.4 AGENCY OVERVIEW

2.5 PROJECT OVERVIEW AND PURPOSE

2.6 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 RESPONSE REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSALS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF PROPOSALS; NO DAMAGES

5.6 COST OF SUBMITTING A PROPOSAL

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

6.1 ATTACHMENTS FOR DOWNLOAD ON OREGONBUYS

ATTACHMENT A PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT D RESPONSIBILITY INQUIRY

ATTACHMENT E SAMPLE CONTRACT

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services, the Office of Developmental Disabilities Services (“Agency”), is issuing this Intermediate Procurement for Administration of Agency’s Stipend Program.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be two years with options to renew up to a maximum of 5 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.

Event Date Time

Questions / Requests for Clarification Due September 30, 2024 3:00 PM

Opening (Proposal Due) October 18, 2024 3:00 PM

Issuance of Notice of Award (approx.) Within 30 days of Opening

1.3 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

2.2.1.1 “Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of a Solicitation Document.

2.2.1.2 “Key Personnel” or “Key Persons” means the person or persons on Proposer’s staff to be assigned to perform the Work under the Contract.

2.2.1.3 “Proposal” means a written response to Request for Proposals.

2.2.1.4 “Proposer” means a person who submits a Proposal in response to a Request for Proposals.

2.2.2 Project Specific Definitions

2.2.2.1 “Community Partner” means an individual or organization invested or involved in either an individual with I/DD or the provision of services to individuals with I/DD.

Examples of a Community Partner may be self-advocate, family member, residential and employment provider, Brokerage, CDDP, Service Coordinator, Personal Agent, agency board member, or consultants.

2.2.2.2 “DAS” means Department of Administrative Services.

2.2.2.3 “Developmental Disability” has the meaning defined in OAR 411-320-0008.

2.2.2.4 “I/DD” means Intellectual and or Developmental Disabilities.

2.2.2.5 “Individual” means either a child or adult who experiences an Intellectual and or Developmental Disability that is eligible to receive services through ODDS.

2.2.2.6 “Intellectual Disability” has the meaning defined in OAR 411-320-0020.

2.2.2.7 “Office of Developmental Disabilities Services” or “ODDS” is the organizational unit within ODHS that focuses on the planning of services, policy development, and regulation of programs for individuals that have Intellectual and or Developmental Disabilities (I/DD).

2.2.2.8 “ODHS” means the Oregon Department of Human Services.

2.2.2.9 “Stored Value Card” means cards from specific vendors that allow the purchase of the value of the cards for goods or services from the vendor. Although the card may be labeled or embossed as a “gift” card, it is not considered a gift card unless the purpose of the card is a gift. Purchasing any type of gift with public funds is strictly prohibited.

2.2.2.10 “Work” means the required activities, tasks, deliverables, reporting, and invoicing requirements, as described in the Scope of Work of this RFP.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

2.3 OregonBuys Resources:

2.3.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com Phone: 1-855-800-5046

2.3.2 For information on how to register as a Vendor in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

2.3.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or %20closed%20bids.pdf

2.3.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf

If the above-links are not an option, obtain the information through the Vendor Help Desk, or contact the SPC.

2.4 AGENCY OVERVIEW

The Office of Developmental Disabilities Services (“ODDS”) is a State government agency whose purpose is to provide Oregonians with an Intellectual and or Developmental Disability (“I/DD”) access to quality supports that are simple to use, responsive to their strengths, needs and choices, while they live and thrive as valued members of their community. ODDS seeks to increase awareness and access to the many services and supports they provide. ODDS strives to support choices of Individuals with I/DD and their families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of each Individual's unique gifts, talents and abilities. ODDS is committed to work toward service options to provide the opportunity to people with I/DD to have lives that are fulfilling and meaningful.

2.5 PROJECT OVERVIEW AND PURPOSE

ODDS frequently engages with a variety of Community Partners to gain feedback on policies and work that pertain to people with disabilities and their families. Their feedback is critical to ensuring that ODDS meets the unique needs of this community, and helps ODDS recognize and proactively mitigate otherwise unexpected consequences of State decisions.

ODDS strives to include the voices of Individuals and their family members early and often in these feedback conversations, to ensure that meaningful input is received from the people most impacted by the work being done. In order to encourage the diverse input of people with different lived experiences, ODDS recognizes a need to remove barriers to participation for marginalized populations.

Organizational and professional Community Partners are paid for their participation in listening sessions, focus groups, committees, and more events in which ODDS solicits program feedback.

mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

In the interest of equity, ODDS wants to ensure that the essential yet under-served community of Individuals and their families are compensated, as well.

2.6 SCOPE OF WORK

ODDS desires to contract with a vendor to purchase and distribute Stored Value Cards as compensation and incentives for Individual and family member participation in listening sessions, focus groups, committees, and other ODDS events throughout the State of Oregon. The successful vendor will perform this work in accordance with the policies and guidance set forth by DAS.

The successful Proposer will:

2.6.1 Develop a uniform process for how Agency managers can request stipends for eligible participants of an Agency event.

2.6.2 Review and track eligible participants to ensure no conflict of interest exists according to guidelines set by DAS, such as current employees, close family members of employees, or duplicate submissions for the same household.

2.6.3 Purchase Stored Value Cards to be used as stipends for participation in Agency events.

Successful Proposer will have discretion on which businesses it provides Stored Value Cards from, however, must ensure that options exist for businesses operating in rural Oregon.

Examples of the types of industry and services that should be considered are:

• Gas cards,

• Grocery stores,

• Retail stores,

• Restaurants, and

• Other Stored Value Cards as approved by Agency.

2.6.4 Connect with eligible participants to establish their preferred delivery method. Distribute the appropriate Stored Value Card option to participants, based on options available in their region, and in the amount directed by Agency staff.

2.6.5 Maintain a record of which participants received Stored Value Cards, including which event they were compensated for and how much they received.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 RESPONSE REQUIREMENTS

Proposers must submit a Response containing the following three elements. A complete Proposal must include the Response described in this Section 3.1, as well as the forms described in Section 3.4, in order to be considered for evaluation. 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 solicitation will be considered non- Responsive to this solicitation and will not be considered further.

3.1.1 NARRATIVE RESPONSE (15 page maximum)

• Proposer must describe their approach to the project as described in the Scope of Work with the critical tasks and deliverables required for accomplishing the described project.

• Proposer must describe the Proposer’s experience, skills, and knowledge as those relate to Proposer’s approach to the project and the services needed for its successful implementation. The description should highlight any successful history working with diverse partner groups.

• Proposer must demonstrate that the Proposer’s staff and any subcontractors who will work on this project have the background, experience, expertise, or training to successfully performed their assigned roles and responsibilities in successfully implementing the project.

3.1.2 KEY PERSON(S)

• Proposer must include a list of the individuals, including any subcontractors, who will be assigned to this project. Key Person(s) responsible for leading this project must have at least three years of professional experience working with the principles of diversity, equity, and inclusion into community outreach activities. For each individual, include a one-page resume and describe the individual’s roles and responsibilities specific to the project.

3.1.3 COST PROPOSAL

• Proposer must include a description of the cost to perform the services requested in Section 2.6. This Cost Proposal should focus on the administrative expenses of Proposer, as the actual value of and quantity of the Stored Value Cards will be set by the Agency. The budget of the actual Stored Value Cards will be added to the total Contract value after negotiation of the administrative costs with the Successful Proposer.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposer Format and Quantity

Proposer shall submit one electronic copy of its Proposal, including the Response from Section 3.1 and each of the forms described in Section 3.4 below, to be considered for evaluation.

3.2.2 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Proposers.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

• Be emailed to the SPC

• Reference the OregonBuys bid number

• Identify Proposer’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation 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

3.3.3 Pre-Proposal Conference

A pre-submittal conference will NOT be held for this solicitation.

3.3.4 Proposal Submission

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery.

Proposals submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

The Cost 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 A - 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). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), https://oregonbuys.gov/bso

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.

The Proposer Information and Certification Sheet (Attachment A) must bear the Proposer’s authorized representative’s Signature.

3.3.5 Modification or Withdrawal of Quotes or Proposals

Any Proposer who wishes to make modifications to a Proposal already received by Agency shall submit its modification in one of the manners listed in the Proposal Submission Options section and must denote the specific change(s) to the Proposal submission.

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Opening. The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Proposal Opening Date

Proposal and all required submittal items must be received by the SPC on or before Opening.

All Proposal modifications or withdrawals must be completed prior to Opening.

Proposals received after Opening are considered LATE and will NOT be accepted for evaluation. Late Proposals will be returned to the respective Proposer or destroyed.

3.3.7 Proposal Rejection

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

• Proposer fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

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

• Proposer has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to inappropriately influence a member of the Evaluation Committee.

• Proposer 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 solicitation or Amendment.

3.3.8 Opening of Proposals

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, Agency will record and make available the identity of all Proposers after Opening.

3.4 PROPOSALS CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation, including the Response required by Section 3.1.

3.4.1 Proposer Information and Certification Sheet

The Proposer shall download from OregonBuys, complete, and return Attachment A, Information and Certification Sheet.

3.4.2 Disclosure Exemption Affidavit – Optional

The Proposer shall download from OregonBuys, complete, and return Attachment B, Disclosure Exemption Affidavit; only if the Proposer is declaring exemption from disclosure. See Section 3.3.4.1 Submission Options for additional information regarding Oregon Public Records Law.

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure and provide a redacted copy of the Proposal.

If Proposer does not have any information it wishes to exempt, then Attachment B is NOT required to be submitted as part of the Proposal. Non-receipt of Attachment B is verification and confirmation to Agency that the Proposer has no information it wishes to exempt, and Proposer has waived any future claims of non-disclosure of information contained within its Proposal.

3.4.3 Response

Proposer shall format its Response from Section 3.1 using 12-point Times New Roman font, with reasonable page margins and lines reasonably spaced, with the requirements and responses clearly marked and shall include the technical requirements in Section 3.1, and not exceed a maximum of fifteen (15) pages. Resumes for Key Persons will not count towards the page limit.

3.4.4 Cost Proposal

Proposer shall create their own Cost Proposal, formatted using an easily readable font with reasonable page margins, with each item and line item clearly marked and easily identified.

The Cost Proposal shall not exceed a total maximum of five (5) pages. The Cost Proposal shall consist of detailed itemized descriptions of all direct and indirect costs for the deliverables in Section 2.6 “Scope of Work”, including:

• An explanation of all deliverables described in the Scope of Work.

• An all-inclusive rate for each identified deliverable, which means all expenses required to provide services will be included in the rate (including wages for allocated staff time, equipment, supplies, etc.)

• Cost Proposals should not include an estimated expense of the Stored Value Cards themselves, as the quantity of cards and amount of each card will be set by Agency separately.

3.4.5 Certified Disadvantaged Business Outreach Plan

Proposer shall download from OregonBuys Attachment C, Certified Disadvantaged Business Outreach Plan, complete and return.

Certified Firms, as defined in Attachment C, must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By submitting its Quote, Proposer certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

If sections of Attachment C or individual questions do not apply, then mark the responses as such.

3.4.6 Responsibility Inquiry

Proposer shall download from OregonBuys, Attachment D, Responsibility Inquiry, complete the information requested, sign the form, and return. Attachment D will assist Agency in determining if a Proposer is Responsible prior to execution of a Contract.

Agency may reject a Proposer found to be not Responsible at any time prior to execution of a Contract.

3.4.7 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and Proposal Content Requirements section. 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.

In accordance with OAR 137-047-0261(6)(a)(A), Agency may establish a Competitive Range of all Proposers who have made a good faith effort in submitting a Proposal in response to this solicitation for the purpose of correcting deficiencies in Proposals for determining responsiveness during Round 1.

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

3.5.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

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

Table 1

SCORE EXPLANATION

10 OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

7-9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

4-6 ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1-3 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

0 RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Proposer has not demonstrated knowledge of the subject matter.

3.5.2.1 Evaluation Item 1: Proposer’s Approach to the Project, Critical Tasks, and Deliverables. (Up to 10 Points).

• How well does the Proposer demonstrate their understanding of the project and critical tasks and deliverables to accomplish the project?

3.5.2.2 Evaluation Item 2: Proposer’s Experience, Skills, and Knowledge as those relate to Proposer’s approach to the project. (Up to 10 Points).

• How well does Proposer demonstrate the professional experience necessary to successfully complete their approach to the project?

3.5.2.3 Evaluation Item 3: The Proposer’s Staff Background, Experience, Expertise, or Training. (Up to 10 Points).

• How well does Proposer demonstrate that the staff assigned to this project have the background, experience, expertise, or training that will correspond with their described roles and responsibilities to make a successful project completion more certain?

3.5.2.4 Evaluation Item 4: Key Person(s) Resumes. (Up to 10 Points).

• How well do the identified Key Person(s) resumes demonstrate professional experience working with the principles of diversity, equity, and inclusion related to community outreach activities?

3.6 COST EVALUATION

The SPC will conduct the cost evaluation for the Cost Proposal (Sections 3.1.3 and 3.4.4). The SPC will award a score to each Cost Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

lowest cost of all Proposers X

10 cost points possible cost score (Up to 10 points) cost being scored

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Proposers describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest-ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

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

3.8 PREFERENCES

3.8.1 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer proposes Goods manufactured with Recycled Materials, and at least 1 Proposer does not, Agency will select the Proposer proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.8.2 Tiebreakers

Oregon Supplies: If Agency receives Proposers identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

Scores are the values in the tables (Section 3.5.2 Evaluation Criteria) assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion.

Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

TOTAL POINTS POSSIBLE 50

Evaluation Criterion Points

3.5.2.1 Approach to the Project, Critical Tasks, and Deliverables 10

3.5.2.2 Experience, Skills, and Knowledge 10

3.5.2.3 Staff Background, Experience, Expertise, or Training 10

3.5.2.4 Key Person(s) Resumes 10

3.6 Cost Evaluation 10

3.10 RANKING OF PROPOSERS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Proposal and Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 3.

Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Proposers in Writing that Agency has awarded a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit C of Attachment E) prior to Proposal submission.

4.2.2 Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 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 Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting a Proposal, Proposer agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment E), with the exception of those terms reserved for negotiation.

Proposer shall review the attached Sample Contract and note exceptions. Unless Proposer notes exceptions to the terms and conditions identified as negotiable in its Proposal, the State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment E). It may be possible to negotiate some provisions of the final Contract; however, 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.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

Any Proposal that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency will only negotiate the following provision:

• Term of the contract

• Statement of Work

• Compensation and Payment Provisions

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

5.2 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 Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment C) prior to execution.

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, 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 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.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this solicitation become the property of Agency. By submitting a Proposal in response to this solicitation, 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 Contract, if awarded to Proposer, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF PROPOSALS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this solicitation 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 Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Proposal.

5.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting 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, or costs associated with protests.

5.7 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. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

SECTION 6: LIST OF ATTACHMENTS

6.1 ATTACHMENTS FOR DOWNLOAD ON OREGONBUYS

ATTACHMENT A PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT D RESPONSIBILITY INQUIRY

ATTACHMENT E SAMPLE CONTRACT

http://www.oregon.gov/DAS