2304 Digital ID SystemFINAL.pdf

Request for Proposal (RFP) #2304 Digital ID System

Issue Date

April 13, 2023

Closing Date/Time April 27, 2023

1:00 pm Local Time

ATTENTION

Electronic Proposals Only

Submit Proposals with the forms specified in the Solicitation Document via email to procurement@chemeketa.edu with “RFP #2304 Digital ID System” in the subject line no later than April 27, 2023, 1:00 pm, Local Time.

Proposals received by any means other than electronic may be rejected and returned unopened.

Proposers are responsible for the timely delivery of emailed Proposals. Conclusive proof of Proposal receipt shall be determined by the date and time the email containing the Proposal is received in the procurement@chemeketa.edu inbox. Proposals must contain the forms specified in the RFP. Proposers must acknowledge receipt of all addenda.

mailto:procurement@chemeketa.edu

RFP #2304 Digital ID System

Issue Date: April 13, 2023

Issuing Office: Procurement Services

RFP Coordinator: P. Kevin Walther, CPPB, Procurement Management Analyst Procurement Services 503.385.6652, kevin.walther@chemeketa.edu

Technical Contact: Bill Arndt, Technology Analyst II Information Technology 503.399.6133, bill.arndt@chemeketa.edu

Deadline for questions: April 19, 2023, no later than 10:00 am Local Time Email questions to the RFP Coordinator and copy the Technical Contact on the email.

RFP Closing Date/Time April 27, 2023, no later than 1:00 pm, Local Time

Electronic Proposals ONLY Submit Proposals electronically to: procurement@chemeketa.edu

WARNING

Proposers are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render a Proposer’s Proposal unacceptable and subject to rejection. Questions and comments may be addressed to the RFP Coordinator named above.

Unless otherwise indicated herein, this entire Solicitation Document may be obtained from the College’s Procurement Services website. If obtaining this Solicitation Document from any source other than the College’s Procurement Services’ website, it is the Proposer’s responsibility to ensure a full and complete set of the Solicitation Document has been obtained. Any addenda or clarifications to this Solicitation Document shall be published on the College’s Procurement Services website @ https://go.chemeketa.edu/procurement. It is the responsibility of each Proposer to check the College’s Procurement Services website for any information or Addenda to this solicitation.

The RFP Coordinator and Technical Contact are the sole points of contact for this procurement. Email inquiries shall be identified in the subject line as: “RFP #2304 Digital ID System”. Proposers are to rely on written statements issued exclusively by the RFP Coordinator or Coordinator’s designee. Any other communication will be considered unofficial and non-binding. Communications directed to parties other than the RFP Coordinator will have no legal bearing on this RFP or the resulting Contract(s).

The terms “Offeror(s)” or “Proposer(s)” as they appear within this RFP may be used interchangeably and shall mean any/all interested parties submitting offers/responses to this RFP.

mailto:mariah.martinez@chemeketa.edu mailto:bill.arndt@chemeketa.edu https://go.chemeketa.edu/procurement

Table of Contents

Part I - General Information

A. Public Notice

B. Reserved

C. General Information

D. Supplementary Conditions

Part II - Addenda/Proposal Submittal Requirements

A. Scope of Work/ Evaluation

List of Exhibits

Exhibit A Response Form

Exhibit B Mandatory Requirements

Exhibit C Scored Criteria

Exhibit D Implementation Plan

Exhibit E Key Personnel Resumes

Exhibit F References

Exhibit G Insurance Requirements

Exhibit H Proposers Software License and Maintenance-Support Agreement and accompanying Proposer Contract

Title IX/Affirmative Action Chemeketa Community College prohibits unlawful discrimination based on race, color, religion, national origin, sex, marital status, disability, protected veteran status, age, gender, gender identity, sexual orientation, pregnancy, whistleblowing, victim of domestic violence, genetic information, or any other status protected by federal, state, or local law in any area, activity or operation of the college. The college also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under federal, state, or local laws.

Under college policies, equal opportunity for employment, admission, and participation in the college’s programs, services, and activities will be extended to all persons, and the college will promote equal opportunity and treatment through application of its policies and other college efforts designated for that purpose.

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, interpersonal violence, and stalking, contact the Title IX coordinator at 503.365.4723, 4000 Lancaster Dr NE, Salem, OR 97305, or http://go.chemeketa.edu/titleix. Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600.

Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem, Oregon 97305. To request this publication in an alternative format, please call 503.399.5192.

Part 1 General Information

Part I A - Public Notice

Chemeketa Community College RFP #2304 Digital ID System

Chemeketa Community College requests Proposals from qualified Proposers for a Digital ID System, as described in the RFP documents posted on the Chemeketa Procurement Services’ website at:

https://go.chemeketa.edu/procurement. Official RFP documents, submittal requirements, timelines, and information will only be available on this website.

Electronic Proposals ONLY Proposals will be accepted electronically only. Submit Proposals with the forms specified in the Solicitation Document via email to procurement@chemeketa.edu with “RFP #2304 Digital ID System” in the subject line no later than April 27, 2023, 1:00 pm, Local Time. Proposals received by any means other than electronic may be rejected and returned unopened.

Proposals may be rejected for failure to comply with the law applicable to submission, failure to comply with the rules adopted by the Local Public Contract Review Board concerning the submission of Proposals, or failure to comply with the requirements of this Solicitation.

The College reserves the right to reject any or all Proposals upon a finding it is in the public interest to do so.

The College reserves the right in its sole discretion to waive minor informalities in Proposals submitted provided that such informalities have no effect on price, quality, quantity, fitness, delivery or any matter to be evaluated in making a selection and confer no material advantage on the Proposer whose nonconformity is waived.

Extension of time for the submission of Proposals The College may in its sole discretion extend the time for the submission of Proposals upon a finding that it is in the interest of the College to do so. Such extension shall be by written Addendum which may be issued either before or after the time for the submission of Proposals has passed; however, no Addendum extending the time for submission of Proposals shall be issued once any Proposal properly received has been opened.

Residence of Proposer ORS 279A.120(1)(b) defines a “resident bidder” as a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder” under this paragraph. Proposer shall state on the Response Form whether Proposer is a “resident bidder”.

Firm Proposal:

No Proposer may withdraw its Proposal within sixty (60) days after the hour set for Closing.

RFP Coordinator P. Kevin Walther, CPPB, Procurement Management Analyst, Chemeketa Community College, 503.385.6652.

Publish April 14, 2023, Chemeketa Community College Procurement Services’ website at:

https://go.chemeketa.edu/procurement, and the OregonBuys website at: https://oregonbuys.gov/bso/

Part I B – Reserved https://oregonbuys.gov/bso/

Part 1 C General Information

Introduction: Chemeketa Community College is located in Oregon’s Willamette Valley and serves Marion, Polk and Yamhill counties. Chemeketa has campuses in Salem and McMinnville, additional centers in Brooks, Dallas and Woodburn and runs the Viticulture Center at Eola and the Center for Business and Industry in downtown Salem.

Chemeketa is the only community college in Oregon not named after a county or geographic feature. The location of the Salem campus, in the Willamette Valley, was originally a revered place where native people would gather to meet. The Kalapuya nation gave it the name “a place of peace.”

Chemeketa provides comprehensive educational opportunities throughout the district, offering 96 certificates or degrees in career & technical education and transfer studies. The College also provides basic skill development, personal enrichment, and professional development courses.

The College employs approximately 1,150 faculty, staff, and administrators

Tentative Schedule – RFP #2304 Digital ID System

RFP released April 14, 2023

Proposer questions deadline April 19, 2023, 10:00 am, Local Time

Answer questions via addendum April 20, 2023, 5:00 pm

RFP Closing: Electronic Submissions ONLY, email to procurement@chemeketa.edu April 27, 2023, 1:00 pm, Local Time

Evaluation of Proposals April 28 – May 4, 2023

Evaluation Committee scoring meeting May 4, 2023 Presentation if applicable, via Zoom, presentations will be recorded May 9 – 10, 2023

Notice of Intent to Award issued May 10, 2023

Contract negotiations May 11 – 16, 2023

Contract execution, Notice to Proceed issued May 17, 2023

Sustainability: The College recognizes that the long-term protection, preservation, and restoration of the natural environment are fundamental to a healthy, safe, learning and working environment. The College is committed to continuously improving the environmental and sustainable performance of its operations and instruction, making the most efficient use of its resources to meet the needs of the present generation without compromising the needs of future generations.

Public Record: At the conclusion of the selection process, the contents of all Proposals received and opened will be made available for public inspection (ORS 192.410 to 192.505). The College will endeavor to withhold trade secrets or proprietary information that are recognized as such and are protected by law (ORS 646.461 to 646.475), if clearly identified as such in the Proposal submitted.

If a Proposal contains any proprietary information that the Proposer does not want disclosed to the public or to be used by the College for any purpose other than evaluation of their Proposal, each sheet of such information shall be readily separable from the remainder of the Proposal and must be marked with the legend:

“CONFIDENTIAL,” “PROPRIETARY” or “TRADE SECRET” Separate the material to be protected from other information appearing on that page. Information sought to be exempt from disclosure must qualify for exemption under ORS 192.501, ORS 192.502 or another provision of law. The College reserves the right to waive the exemption from disclosure if the exemption is waivable and it is in the public interest to do so. Final determinations concerning the withholding of information from public disclosure rest with the District Attorney, the Attorney General or the Courts and not with the College. The College may not disclose information that the law forbids it to disclose and may not withhold information the law requires it to provide. Failure to mark information, documents or data shall be conclusive proof that the Proposer claims no exemption for it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary.

Any response marked as a trade secret in its entirety may be considered non-responsive and may be rejected.

All submissions and additional information, if any, shall become public record after award of Contract.

Proposal Development Costs/Ownership: The College is not obligated to pay any expenses incurred by the Proposer in preparation of its. It is a condition of submission that Proposal costs are solely the cost of the Proposer. All Proposals become the property of the College and will not be returned to the Proposer. Proposals that are not opened may be returned to the Proposer or disposed of by the College at the College’s discretion.

Contractual Process: The College reserves the right to conduct discussions with the highest ranked, eligible Proposer or Proposers and to negotiate: 1) the Statement of Work; 2) the addition of value added products and services listed in the Proposer’s response to Exhibit C Scored Criteria; 3) the Contract Price as it is affected by negotiating the Statement of Work; and 4) any other terms and conditions reasonably related to those expressly authorized for negotiation in the RFP or Addenda thereto. Negotiations are conducted for the purpose of reaching agreement on final contract terms.

If an agreement cannot be negotiated with the most responsive and responsible Proposer within 14 days after the date of the Notice of Intent to Award, or some other timeline as determined by the College, but which shall not be less than 14 days unless mutually agreed upon by the College and the Proposer, the College reserves the right to discontinue negotiations with the highest ranked Proposer and begin negotiations with the next highest ranked Proposer.

Competitive Range: If a Competitive Range has been established by the College, the College will provide written notice via email to all Proposers of its intent to engage in discussions with Proposers in the Competitive Range; said notice shall identify those Proposers in the Competitive Range.

Proposal/Proposal Rejection and Procurement Cancellation: The College reserves the right to cancel all or any portion of the procurement and to reject all or any Proposals.

Prohibited Contact: Any contact, or attempt to contact, a member of the Evaluation Committee (Committee) during the RFP evaluation process where it is unsolicited by the Committee members, is grounds for disqualification of the Proposer’s Proposal. Submission of a Proposal is a representation by the Proposer that the Proposer has not and will not engage in the conduct prohibited.

It is not permissible for any Proposer, or any entity working on behalf of a Proposer, to solicit information from any other individual or government source (Federal, State, or local) other than from the official point of contact listed herein. Any unauthorized solicitations for information that are reported are grounds for disqualification of the Proposer’s Proposal.

No person submitting a Proposal and no person on behalf of a Proposer shall give or promise anything of value to any person who is a public official, an employee of the College, a member of its governing body, or a member of any Committee to obtain information or to influence or attempt to influence the decision of that person on anything pertaining to this RFP or any subsequent Contract or subcontract. “Thing of value” includes not only direct gifts or payment but the conferring of a benefit on any such person, person’s relative or other person or entity for purpose of influencing the public official.

No person being a Proposer under this RFP or a Proposer on any subsequent contract or an officer, employee or agent of either shall require any kickback, fee, rebate, deduction or payment from any person to be considered as an employee, subcontractor, supplier, service provider or consultant unless the requirement be authorized by law and the amount duly recorded and paid over to the College or the person or entity entitled to receive it.

No Proposer shall pay or give to any person or entity anything of value for work done on or in connection with the response to this RFP contingent upon the Proposer being selected to proceed to the second step of this procurement. This prohibition does not prohibit the payment of a bonus to an employee of the Proposer under a pre-existing bonus plan and formula nor does it prohibit the Proposer from engaging services to be performed in the future on a bid or Proposal or a Contract awarded the performance of which services are contingent upon the Proposer’s success.

Part 1 D Supplementary Conditions

Acceptance Authority: All work performed under any resultant Contract or any extension thereof must be approved by the Executive Dean of the Student Development & Learning Resources or their designee.

Renegotiated Contracts for Supplies and Services: Pursuant to OAR 137-047-0800, the College may renegotiate the terms and conditions, including the Contract Price, of a Contract without additional competition and amend a Contract if it is in the best interest of the College subject to the following conditions: The College must determine that, with all things considered, the renegotiated Contract is at least as favorable to the College as the original Contract; and The renegotiated Contract will not have a total term greater than allowed in the original Solicitation Document, Contract or approval of a Special Procurement after combining the initial and extended terms. For example, a one-year Contract, renewable each year for up to four additional years, may be renegotiated as a two to five-year Contract, but not beyond a total of five years. Also, if Contracts with a single Contractor are restated as a single Contract, the term of the single Contract may not have a total term greater than any one of the prior Contracts.

If a Contractor Offers a lower price in exchange for a change in term or condition that was expressly rejected in the original solicitation, the amended Contract may be structured with this changed term as an optional, but not as a mandatory Contract term.

College Confidential/Proprietary Information: The Contractor awarded the Contract as a result of this RFP will treat as confidential all the College’s information in its possession and will take precautions to not reproduce, copy, duplicate, disclose or in any way treat the information supplied by the College in any manner except as specified by this agreement. The successful Contractor agrees to exercise extreme caution and discretion in safeguarding the College’s information and materials.

Conduct of Contractor’s Employees/Subcontractors: College retains the right to stop any activity and/or to require dismissal from the job site any Contractor employee or subcontractor whose conduct does not comply, or gives the College reasonable suspicion to believe the conduct does not comply, with College Policy, or is otherwise unlawful. Activities and/or behaviors may include, but not be limited to, providing a:

1. Respectful workplace;

2. Harassment free workplace;

3. Drug and alcohol free workplace; and

4. Smoke free workplace

a. The use of tobacco products, marijuana, and inhalant delivery systems is prohibited on any property owned and/or controlled by the College, including but not limited to, buildings, sidewalks, parking lots, vehicles (owned or leased) recreational areas and landscaped areas

b. It is unlawful for a person under 18 years of age to possess tobacco products or inhalant delivery systems ORS 167.785 [Formerly 167.400]

5. College retains the right to stop any activity and/or to require dismissal from the job site any Contractor employee or subcontractor whose conduct is deemed to be hazardous to College employees, members of a user group, students, community members or College owned and/or controlled property, or is otherwise unlawful

a. Chemeketa Community College is a college campus; however, there are a large number of minors on College property. Contractors are encouraged to be mindful of any prior misconduct of their employees and/or subcontractors. Contractors are solely responsible and shall be held solely liable for any misconduct of their employees or subcontractors on College owned and/or controlled property

6. Contractor is solely liable for Contractor employee’s and subcontractor’s conduct while performing services on any College owned and/or controlled property

7. Contractor is solely responsible for properly addressing allegations of unlawful workplace misconduct or College Policy violations among Contractor’s employees and subcontractors on any College owned and/or controlled property

8. Contractor agrees to cooperate with investigations of alleged Title IX violations committed by Contractor’s employees and subcontractors against College employees, members of a user group, students or community members on College owned and/or controlled property

Financial Stability: The College reserves the right to consider a company or corporation's financial well-being as one of the criteria in making an award. The College reserves the right to investigate and evaluate, at any time prior to award and execution of the Contract, the Proposer's financial responsibility to perform the anticipated Contract. The College may postpone the award or execution of a Contract or selection of finalists in order to complete its investigation and evaluation. Failure of a Proposer to demonstrate financial responsibility shall render Proposer non-responsible and shall constitute grounds for Proposal rejection.

Submission of a signed Proposal shall constitute approval for the College to obtain any credit report information the College deems necessary to conduct the evaluation. If the College requires additional information from Proposer to ensure Proposer’s responsible (ORS 279B.110), or for clarification purposes—not for making material changes—but to assure full understanding of the Proposal (OAR 137-047-0600(2)), the College shall notify the Proposer(s), in writing, of any other documentation required, which may include, but need not be limited to: recent profit-and-loss history; current balance statements; assets-to-liabilities ratio, including number and amount of secured versus unsecured creditor claims; availability of short and long-term financing; bonding capacity and credit information; etcetera. Failure to promptly provide this information shall result in rejection of the Proposal.

Cooperative procurement: Pursuant to OAR 137-046-0430, this Solicitation is a Permissive Cooperative Procurement. Authorized agencies may utilize a Permissive Cooperative Contract pursuant to ORS 279A.215.

Generally: Authorized agencies may establish contracts or price agreements with the Contractor to purchase the Goods and Services awarded by this Solicitation; and Authorized agencies may not materially change or alter the terms, conditions, or prices from the original contract between the Contractor and the College. Volumes of other agencies are not included in this Solicitation.

On Exhibit C Bid Response Form, the Bidder must indicate that it will or will not extend the terms, conditions and prices to any authorized agency that desires to establish a contract awarded to the Contractor(s) resulting from this Solicitation.

The purchasing contracting agency and the Contractor understand that the College shall not accept any responsibility or liability whatsoever for any agreement entered into by the parties as a result of this Solicitation including but not limited to the performance of the Contractor and any payment for Products or Services ordered by the purchasing contracting agency.

Part II - Addenda/Proposal Submittal Requirements

Addenda: Any Addenda or clarifications to this Solicitation shall be published on Chemeketa Procurement Services’ website at https://go.chemeketa.edu/procurement. It is the responsibility of each Proposer to check for any information or Addenda to this solicitation. All Addenda, with the exception of Addenda to the RFP Closing date and time, will be issued not less than 72 hours before the specified RFP Closing date and time.

Addenda specifically related to the RFP Closing date and time may be issued with less than 72-hours’ notice.

Failure of any Proposer to receive any such Addenda or interpretation shall not relieve the Proposer from any obligation under its Proposal as submitted.

Proposal Submittal Requirements: RFP Closing date and time: April 27, 2023, no later than 1:00 pm, Local Time

Proposers must respond and return the required forms with their Proposal following the format of the forms included with this RFP. Failure to respond to any or all parts of the questionnaires, checklists, response forms, and attachments, may result in the College determining the Proposal to be nonresponsive. Proposers may submit more than one (1) Proposal; however, each alternative Proposal must be presented as a complete Proposal and will be evaluated independently of any other.

Your response shall be signed by an officer of your firm with the authority to commit the firm. The signature may be an electronic signature.

Proposals, shall be firm and may not be modified or withdrawn, for a period of 60 days after the RFP Closing date. Each respondent may withdraw their Proposal if it has not been accepted within 60 days from the RFP Closing date.

Submittals must be clearly and distinctly typed or written with ink in the English language. No erasures are permitted. Mistakes must be crossed out and initialed in ink or electronically by the person authorized to sign the Proposal, otherwise the interlineations may render the Proposal non-responsive.

Proposals should be prepared simply, providing a straightforward, concise description of the Proposer’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, organization, and clarity of content.

All responses to “Exhibit B Mandatory Requirements” and “Exhibit C - Scored Criteria” shall be in the same ascending, sequential order as listed under their respective sections, beginning with “A 1” as applicable, and each page of the response shall be numbered and dated. For ease in scoring the Proposals, provide tabs keyed to each of the criterion's numbers. The required Attachments/Exhibits shall be appended to the end of your Proposal. Submittals shall include Proposer’s response to:

• Exhibit A – Response Form

• Exhibit B – Mandatory Requirements

• Exhibit C – Scored Criteria

• Exhibit D – Implementation Plan

• Exhibit E – Key Personnel Resumes

• Exhibit F – References

• Exhibit H - Proposers Software License and Maintenance-Support Agreement and accompanying

Proposer Contract

Part II A – Scope of Work/Evaluation

Definitions of Key Words: “Shall” and/or “Must:” Indicates a mandatory requirement. Failure to materially satisfy these mandatory requirements may result in the rejection of the Proposal. "Should:" Indicates something that is recommended but not mandatory. If the Proposer fails to provide recommended information, the College may, at its sole option, ask the Proposer to provide the information or evaluate the Proposal without the information. “May:” Indicates something that is not mandatory but permissible.

Scope of Work: The College is seeking to replace physical ID cards with digital ID Cards that can be used on a student's phone. This will allow the College to shut down nearly all ID printing stations and realize the associated savings, e.g., maintenance, service, printer ribbons and blank cards. In its place of a physical card, a student will have a digital ID on their phone that can be used anywhere they were using their ID card, including printers and to check out library books as long as the books have a displayable barcode.

It is expected that, at a minimum, the proposed system will afford for the following functionality and services:

1. A mobile phone application with a barcode reader that can be used to sign into classes and events;

2. Students can email a digital picture of themselves to a specific place to have their digital ID set up;

3. Use the digital ID on the Print Center copiers to pay for copies;

4. Check out library books;

5. Public Safety employees/officers can search and view ID pictures on laptop computers and iPads in the field;

6. Be compatible with Banner and EAB Navigate, so user's ID Photo can be viewed when searching when looking up information in Banner;

7. Elimination of at least 4 of the current ID Printing Systems;

8. Provide 7 new barcode scanners to check out books at the library;

9. Optional: Digital ID Card can be stored in a mobile phone 'Wallet', make it easier to get to, even if not online; and

10. Optional: Proposer requires a 2nd form of ID to create this digital ID.

The desired implementation deadline is September 1, 2023

Evaluation: The selection process will be based on the information submitted, obtained, received, presented, found, and heard in response to this RFP. The College will be the sole judge of the merits of each Proposer’s submission. Proposals will be opened by the College and examined for compliance with the requirements of this RFP. Proposals that do not comply, are not timely delivered or are improperly marked may be rejected without further consideration. Only those Proposals, which appear to materially satisfy all Mandatory Requirements will be further considered. Failure to respond to any or all parts of the Mandatory Requirements of the RFP may result in disqualification. Those whose Proposals are deemed noncompliant will be informed. Proposals that appear to materially satisfy all Mandatory Requirements will be submitted to the Evaluation Committee (Committee) for scoring based upon the Scored Criteria identified in this RFP. No person who’s closely affiliated with a Proposer or who’s participated in any way in the preparation of a Proposal may serve on the Committee.

The Committee may call upon the resources of the College as necessary for technical information or for advice on the interpretation or legal effect of information before it. Members of the Committee and/or Procurement Services staff may check references or confirm information provided as requested by the Committee.

Each member of the Committee shall evaluate each eligible Proposal. No member of the Committee may discuss an evaluation with a Proposer however the Committee members may discuss evaluations with one another. Evaluation and scoring of Proposals will be conducted using a juried process. Committee members will independently evaluate the Proposals and assign preliminary scores. The Committee will then meet to discuss their preliminary scores. Committee member scores may be revised, up or down, based on the information shared. Computation of the final scores will follow the discussion.

Assigning Points: The evaluator may assign points by category without regard to attribution to individual Scored Criteria within the category. Fractional points may be awarded. The Committee will use the following scoring guidelines to determine which Proposal best meets the College’s needs.

90 to 100% - Excellent; Provides lots of good material and discusses different approaches. Submission exceeds expectations, excellent probability of success and in achieving all objectives. Very innovative.

80 to 89% - Above average; exceeds minimum in some areas. Very good probability of success. Achieves all objectives in reasonable fashion.

70 to 79%: - Acceptable; meets minimum requirements. Has reasonable probability of success. Some objectives may not be met.

40 to 69% - Fair; partially unresponsive. Falls short of expectations and has a low probability of success.

Below 40% - Inadequate; fails to meet perceived needs. Submission fails to meet requirements and the approach has no probability of success.

0% Nonresponsive; not addressed in Proposal.

Points for Scored Criteria will be awarded as follows for each Category;

Scored Criteria % of Total Pts. Available Pts. Available Firm background and experience relative to a higher education environment. 10% 10

Digital ID System features: Including addressing Item #’s 1 – 8 in the Scope of Work section under Part 2.A – Scope of Work/Evaluation

55% 55

Implementation, training, and post implementation support 10% 10

Value added products, services, and options 5% 5

Cost 20% 20

Competitive Range: If a Competitive Range is established, the College will provide written notice to all Proposers of its intent to engage in discussions with Proposers in the Competitive Range; said notice shall identify those Proposers in the Competitive Range. The College may increase the number of Proposers in the Competitive Range if the College’s evaluation of Proposals establishes a natural break in the scores of Proposers indicating a number of Proposers greater than the initial Competitive Range are closely competitive, or have a reasonable chance of being determined the best Proposer after the College’s evaluation.

Notwithstanding the foregoing, however, in instances in which the College determines that a single Proposer has a reasonable chance of being determined the most Advantageous Proposal, the College need not determine or rank Proposers in the Competitive Range (OAR 137-047-0261(6)(a)(A)).

Interview/Presentation (Interview): The College reserves the right to request Interviews. On the basis of the evaluation, the College may extend an invitation to any Proposer in the Competitive Range to participate in an Interview. Interviews will be held virtually. Product demonstrations will be allowed. If a Proposer is unable to participate in an Interview, the College reserves the right to remove that Proposer from consideration.

The College will use the Interviews for clarification purposes only and will simply increase or decrease the marks originally awarded. The Committee may adjust their scores based on the cohesiveness of the presentation;

evidence of role clarity and teamwork, both as indicated within the presentation team, and as projected would occur with the College; and the Proposer’s ability to furnish the required product/service within the implementation schedule; and project budget proposed. Computation of the final scores will follow the Interview and discussions.

Interviews are not opportunities for Proposers to modify an already submitted Proposal. Clarifications made during the Interview will be appended to the written Proposal as if they had been submitted with the Proposal itself. Interviews will be recorded and shall become public record subject to disclosure, unless otherwise exempted in law.

If the College awards a contract, the College will award the contract to the Proposer whose proposal will best serve the interests of the College, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110.

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Exhibit A Response Form

RFP #2304 Digital ID System Closing Date/Time: April 27, 2023, 1:00 pm, Local Time

I, the undersigned, an authorized representative of (Company Name) whose address is (Number and Street) (City) (State) (Zip) have read and thoroughly understand the RFP Solicitation Document issued by Chemeketa Community College for furnishing the Work required by RFP #2304 Digital ID System.

Acting on behalf of my firm, which is listed above, I do attest that the services offered by us meets Chemeketa Community College's specifications in every respect except those described on the attached list of "Exceptions."

We attach listing of Exceptions: ☐ Yes ☐ No

Addenda: Bid acknowledges, agrees, and certifies to the following: If any Addenda are issued in connection with this ITB, Bidder has received and duly considered such Addenda, and has completed the blanks below identifying all Addenda issued, and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, Plans and Specifications of this ITB. Receipt of addenda is hereby acknowledged as follows:

Oregon Business Registration: Oregon law requires people and businesses transacting business in Oregon under an assumed name to register it as a public record with the Oregon Secretary of State. Please indicate your business' current registration type with an "X" in the appropriate space:

☐ Corporation ☐ Professional Corporation ☐ Partnership ☐ Limited Partnership ☐ Limited Liability Company ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other

Registration No.:

Oregon Reciprocal Preference Law: (ORS 279.029): In compliance with ORS 279.029, each Bidder must state in its Bid whether it is a Resident or Non-resident Bidder. Bids that fail to provide this information may be considered nonresponsive and may be rejected.

Definition Resident Bidder: A Bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the Bidder is a "Resident Bidder."

Addendum No. Date of Addenda

Definition Non-Resident Bidder: A Bidder who is not a Resident Bidder as defined above. Indicate by an "X" in the appropriate space whether you are an Oregon Resident Bidder or Non-resident Bidder:

☐ Oregon Resident Bidder ☐ Non-Resident Bidder

If a Non-resident Bidder, indicate the state in which the Bidder resides and the preference discount given by that state:

State: Preference Discount (percentage):

The preference discount listed must be specifically for the type of product work or service bid. In determining the lowest responsible Bidder, this percentage will be added to bids of Non-resident bidders that are given a preference discount.

Cooperative Procurement: Indicate whether the Prosper will or will not extend the terms, conditions and prices to any authorized agency that desires to establish a contract awarded to the Proposer resulting from this Solicitation by checking; YES ☐ or ☐ NO.

The Proposer certifies and warrants the following:

That the Proposer, for a period of no fewer than six (6) calendar years prior to the date of the order has faithfully complied with the following:

All tax laws of this state, including but not limited to ORS 305.620 and ORS chapters 316, 317 and 318;

Any tax provisions imposed by a political subdivision of this state that applied to Proposer, Proposer’s operations, receipts, income, or to Proposer’s performance of or compensation for any work performed by Proposer;

Any tax provisions imposed by a political subdivision of this state that applied to Proposer, goods, services, or property, whether tangible or intangible; and

Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the forgoing tax laws or provisions.

The College will in no case be responsible for any loss for any unanticipated costs which may be suffered by the Proposer as a result of the Proposer's failure to fully inform himself/herself in regard to all conditions pertaining to the completion of the contract.

The Proposer, before signing his/her Proposal, has made a careful examination of the plans, specifications, and character of work required; that he/she has made a careful examination of the location and condition of the work, verified all measurements at the job site, and sources of supply of materials.

Proposals submitted by firms under “joint venture” arrangements or other multi-party agreements must submit a power of attorney delegating authority to one principal with authority to negotiate and execute any/all contract documents resulting from negotiations/award of this Request for Proposal and its subsequent Contract.

The Proposer represents by submitting its Proposal that it will comply with all statutes, regulations, executive orders, and college policies as are hereby incorporated by reference.

The Proposal has been arrived at independently, without consultation, communication, collusion designed to limit independent bidding or competition, or agreement as to any matter relating to this

Proposal that would in any way interfere with fair competition except as otherwise stipulated by Oregon Statute.

Prices submitted herein have been arrived at in an entirely independent and lawful manner by the Proposer without consultation with other Proposers or potential Proposers or foreknowledge of the prices to be submitted in response to this solicitation by other Proposers or potential Proposers on the part of the Proposer, its officers, partners, owners, providers, representatives, employees or parties in interest, including the affiant.

Each person signing on behalf of the Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the Chemeketa Community College Board of Education or college officer, employee, or person whose salary is payable in whole or in part by Chemeketa Community College, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof, except as noted otherwise herein.

Any notice required to be given the College under the Contract Documents shall be sufficient if given in email to Chemeketa Community College, Attention: Procurement Services, at procurement@chemeketa.edu. Any notice required to be given the Contractor under the Contract Documents shall be sufficient if given in writing, by first class mail, to the address written below and addressed to the attention of the Contractor’s authorized representative as it appears below.

The Contract when executed and delivered is a valid and binding obligation and enforceable in accordance with Contract terms.

Any goods or services delivered to the College as contracted shall be provided free and clear of any and all liens, claims, mortgages, security interests, liabilities, charges and encumbrances of any kind.

The undersigned has the power and authority to enter into and perform any resulting Contract.

I have read and understood the attached Solicitation Document and agree to abide by and fulfill its requirements if awarded the Contract as a result of this Proposal.

Proposer (Entity’s name):

DBA (if any):

Authorized Signature: Date:

By (print name): Title:

Proposer Address:

Contact Phone Number: Contact Mobile Number:

Contact E-Mail Address:

Your Input Will Be Helpful

Please help us understand how to best reach Contractors by quickly filling out the following survey:

How did you find out about this solicitation?

☐ oregonprocurementsearch.com

☐ ORPIN (Oregon Procurement Information Network)

☐ Chemeketa Procurement website

☐ Other:

How can we improve the notification process?

Thank you http://oregonprocurementsearch.com/

Exhibit B – Mandatory Requirements

The following constitute the Mandatory Requirements of this RFP. Proposals failing to materially satisfy all "Mandatory Requirements" will be rejected as non-responsive. Proposers must respond to each criterion in numerical order.

Item #1 – Required Exhibit Submittals

Proposers shall submit responses the following Exhibits:

• Exhibit A – Response Form

• Exhibit B – Mandatory Requirements

• Exhibit C – Scored Criteria

• Exhibit D – Implementation Plan

• Exhibit E – Key Personnel Resumes

• Exhibit F – References

• Exhibit H - Proposers Software License and Maintenance-Support Agreement and accompanying

Proposer Contract

Does your proposed solution meet this requirement? Yes ☐ No ☐

For Official Use Only Pass ☐ Fail ☐

Item #2 – Firm’s Higher Education Experience

Proposers must show that they have successfully implemented a minimum of two (2) projects for Higher Education institutions in the last calendar year that were similar in scope and nature to the college’s project.

The Proposer’s response to Exhibit G References may be used to fulfill this mandatory requirement.

Does your proposed solution meet this requirement? Yes ☐ No ☐

For Official Use Only Pass ☐ Fail ☐

Exhibit C – Scored Criteria

1) Firm Background and Experience (10%)

a) Provide a brief history of your firm including an organizational chart.

b) Briefly describe a minimum of three (3) examples of similar projects in scope and nature to the

College’s project that the firm has successfully completed. Two (2) of these must have been completed within the last calendar year.

c) Provide Project Manager, and Implementation team member resumes on “Exhibit E –Key Personnel Resumes”. Return the completed Exhibit E with your Proposal.

2) Digital ID System features (55%)

a) Describe the functionality and application of your Digital ID System. You must minimally address Item

#’s 1 – 8 in the Scope of Work section under Part 2.A – Scope of Work/Evaluation listed below.

1. A mobile phone application with a barcode reader that can be used to sign into classes and events;

2. Students can email a digital picture of themselves to a specific place to have their digital ID set up;

3. Use the digital ID on the Print Center copiers to pay for copies;

4. Check out library books;

5. Public Safety employees/officers can search and view ID pictures on laptop computers and iPads in the field;

6. Be compatible with Banner and EAB Navigate, so user's ID Photo can be viewed when searching when looking up information in Banner;

7. Elimination of at least 4 of the current ID Printing Systems;

8. Provide 7 new barcode scanners to check out books at the library;

9. Optional: Digital ID Card can be stored in a mobile phone 'Wallet', make it easier to get to, even if not online; and

10. Optional: Proposer requires a 2nd form of ID to create this digital ID.

3) Implementation, training, and post implementation support (10%)

a) Provide a copy of your implementation and training plan for the proposed solution on “Exhibit D

Implementation/Training Plan”. Return the completed Exhibit D with your Proposal. The desired implementation deadline is September 1, 2023.

4) Value added products, services, and options (5%)

a) Value added products and services

1. Describe any other value-added services included in your Proposal. These are complimentary or ancillary to the core services offered in your Proposal. Value-added services can focus on an area your firm is uniquely qualified or particularly skilled in. No additional charges are allowed for value added services.

b) Value added options

1. The College is interested in knowing what optional products/services your firm offers that you believe could be useful in the higher education environment. These are relevant products/services not previously addressed in the RFP and that are not priced in the Proposer’s Proposal. Additional charges are allowed for value added options.

(1) The college reserves the right to negotiate the addition of any or all of these options into the original contract, or via amendment to the original contract, at a later date.

(2) In no way is the college obligated to negotiate the inclusion of these options into the original contract, or via amendment to the original contract, at a later date.

Proposer is to provide prices on the following chart for the optional products/services offered:

Optional Product/Service Pricing

Product/Service Price

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5) Cost (20%)

a) Cost Points will be calculated using the following formula:

(A/B) multiplied by N = Points for Cost A = Initial 3-year total cost of the lowest valid Proposal B = Initial 3-year total cost of the Proposal being scored N = Total Points allocated cost (20)

b) Use the following table to submit your pricing. The yearly price shall be inclusive of all license and support/maintenance fees associated with the software solution as proposed.

Products/Services Year 1 Year 2 Year 3 Year 4 Year 5

Annual license and support/maintenance fee $ $ $ $ $

Implementation fee $ $ $ $ $

Initial 3-year cost used for evaluation purposes:

(Annual license & support/maintenance fee for years 1-3) +

(Implementation fee) =

Consulting Hourly Rate: This rate is for consulting hours requested by the College outside of those included in your proposed implementation fee.

Training Hourly Rate: This rate is for training hours requested by the College outside of those included in your proposed implementation fee.

Exhibit D – Implementation Plan

1. Implementation Provide an implementation plan that enhances the likelihood of a successful implementation occurring within a mutually agreed upon timeframe. The desired implementation deadline is September 1, 2023.

The implementation plan must include, but not be limited to, the following:

a. Timeline;

b. Typical tasks and their duration;

c. Proposer responsibilities;

d. College responsibilities;

e. Testing; and

f. System administrator and end user training.

g. Provide a description of post-implementation support available at no additional cost to the College. Include the type of support, e.g., phone, text, chat, on-line knowledge base, and forums.

h. Describe how software upgrades/fixes are deployed, the average expected work stoppage length of time, the frequency of upgrades/fixes occurring, and advanced notification procedures.

i. What are the support availability limitations, e.g., holidays, day of the week, and time of day?

Exhibit E –Key Personnel Resumes

These Key Personnel are required to have performed in their respective roles as proposed for this project, on a minimum of two (2) projects of similar complexity within the last year. They must have performed these duties for the majority of the duration of the project time. Please reference those projects in the resumes.

Provide a detailed resume for the Project Manager and brief resumes for the Implementation Team members.

The College requires that the proposed Project Manager and Implementation Team perform their respective roles through the duration of the project.