34901Self Service Kiosk RFP.doc

RFP/Bid Solicitation S-73000-00000252

State of Oregon

Cover Page Oregon Department of Transportation Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number (OREGONBUYS BID NUMBER) S-7300-00000525 DMV Self-Service Kiosks Notes:

· This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. See RFP section 1.3 – OregonBuys for information regarding vendor registration and terminology used in OregonBuys platform.

· This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this RFP.

Date of Issue: See “Available Date” for this RFP in OregonBuys

Closing Date and Time: See “Bid Opening Date” and time for this RFP in OregonBuys.

Purchaser/Single Point of Contact:

See “Purchaser” and “Info Contact” for this RFP in OregonBuys.

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

51.3

RFP ATTACHMENTS

61.4

PURCHASER/SINGLE POINT OF CONTACT

6SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

62.1

AUTHORITY AND METHOD

62.2

DEFINITION OF TERMS

62.3

OVERVIEW AND PURPOSE

142.4

PROJECT IMPLEMENTATION SCOPE OF SERVICES

152.5

VALUE ADDED OPTIONS

15SECTION 3:

PROCUREMENT REQUIREMENTS

153.1

RESERVED

153.2

MINIMUM SUBMISSION REQUIREMENTS

173.3

[ROUND 1] PROPOSAL REQUIREMENTS

22SECTION 4:

[ROUND 1] SOLICITATION PROCESS

224.1

PUBLIC NOTICE

224.2

PREPROPOSAL CONFERENCE

224.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

234.4

SOLICITATION PROTESTS

244.5

PROPOSAL SUBMITTAL VIA OREGONBUYS

244.6

PROPOSAL MODIFICATION OR WITHDRAWAL

254.7

PROPOSAL DUE

254.8

PUBLIC OPENING

254.9

PROPOSAL REJECTION

254.10

EVALUATION PROCESS

294.11

EVALUATION PROCESS AND SCORE CALCULATIONS

294.12

[ROUND 1] RANKING OF PROPOSERS AND DETERMINATION

304.13 Competitive Range

314.14 round 2 evaluation process (Optional at Agency Discretion)

314.15

ROUND 2 RANKING OF PROPOSERS AND DETERMINATION

324.16

ADDITIONAL ROUNDS

324.17

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

32SECTION 5:

AWARD AND NEGOTIATION

325.1

AWARD NOTIFICATION PROCESS

335.2

INTENT TO AWARD PROTEST

335.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

345.4

CONTRACT NEGOTIATION

35SECTION 6:

ADDITIONAL INFORMATION

356.1

CERTIFIED FIRM PARTICIPATION

356.2

GOVERNING LAWS AND REGULATIONS

366.3

OWNERSHIP/PERMISSION TO USE MATERIALS

366.4

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

366.5

COST OF SUBMITTING A PROPOSAL

366.6

STATEWIDE E-WASTE/RECOVERY PROCEDURE

366.7

RECYCLABLE PRODUCTS

366.8

CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A - SAMPLE CONTRACT

ATTACHMENT B - DISCLOSURE EXEMPTION CERTIFICATION

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D1 - REFERENCE CHECK FORM (PLATFORM)

ATTACHMENT D2 - REFERENCE CHECK FORM (SOLUTION IMPLEMENTOR)

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F - CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G - RESPONSIBILITY INQUIRY

ATTACHMENT H –TECHNICAL PROPOSAL

ATTACHMENT I - STATEWIDE SECURITY STANDARDS REQUIREMENTS

ATTACHMENT J - GLOSSARY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Transportation, (“Agency” or “ODOT”), is issuing this Request for Proposal for self-service kiosks.

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 contract from this RFP. The initial term of the Contract is negotiable, but Agency anticipates that the initial term of the Contract maybe from two to five (5) years, with options to renew.

The State anticipates the implementation work will begin within two months of Contract execution and conclude within 18 months and, thereafter, begin operations, maintenance and support for the remainder of the Contract term.

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.

OREGONBUYS

Registration Requirement. All vendors must be registered in OregonBuys to do business with the state. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

Vendors are responsible for ensuring that their vendor information is current and correct in OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

1.3 RFP ATTACHMENTS

In addition to the provisions set forth and linked within this RFP, this RFP incorporates by this reference the information published or linked on the OregonBuys Bid Solicitation page for this RFP, including but not limited to:

· Details entered in the Header Information section;

· All RFP attachments, “Amendments” (if any), and any other files linked in the File Attachments and Form Attachments subsections; and

· Information, if any, entered in the “Questions” and “Item Information” sections.

1.4 PURCHASER/SINGLE POINT OF CONTACT

The single point of contact for this RFP is identified as the “Purchaser” along with Purchaser’s “Info Contact” in OregonBuys. Prospective Proposers shall direct all communications related to any provision of the RFP to the Purchaser using the “Bid Q&A” button for this solicitation in OregonBuys, 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 DAS delegation #REQ-DASOBO-00016029.

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

See Attachment L- Glossary

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Overview of Oregon Department of Transportation and Driver and Motor Vehicle Services (DMV)

DMV is the second largest division in ODOT. DMV’s mission is to license drivers, title vehicles, and collect revenue through courteous, efficient, and reliable service delivery. The goal of these programs is to reduce traffic accidents and citations involving unqualified drivers, reduce losses from uninsured accidents, protect vehicle ownership rights, identify vehicles for highway use, and protect transportation infrastructure investments.

2.3.1.1 Fees collected by DMV support three core purposes as defined in Oregon Revised Statutes (“ORS”):

· Cover direct and administrative costs of providing DMV services

· Provide funding for transportation infrastructure debt service

· Generate revenue for the State Highway Fund (including disbursements to law enforcement and local city and county governments)

DMV serves as the face and voice of state government for many Oregonians. The public is identified as the primary customer, but everyone who relies upon DMV for services and information is its customer.

DMV business partners and stakeholders include: state and federal lawmakers, law enforcement, the trucking industry, courts, third-party testers, American Association of Motor Vehicle Administrators (AAMVA), and many others. In addition, DMV partners with other jurisdictions and federal agencies to meet requirements for maintaining safe driving practices through standardized testing methods.

2.3.1.2 DMV consists of five operating sections:

· Administrator’s Office;

· Field Services;

· Customer Services;

· Program Services;

· Office of Innovation and Planning

· Administrator’s Office has five positions that provide policy, oversight and administrative functions.

· Field Services is comprised of 458 positions in six geographical regions with 60 field offices serving approximately 12,000 customers each day. In addition, there are four Dealer Processing Centers and an Operations Section. This service group administers driver knowledge, skill and vision tests; issues photo driver licenses and identification cards; reinstates driving privileges; registers vehicles; issues license plates and validating stickers; handles title applications; and inspects vehicle identification numbers.

Field offices also perform work for other ODOT divisions and other agencies:

· Issue motor carrier credentials

· Issue truck oversize/weight permits

· Sell Sno-Park permits

· Register voters

· Verify that vehicles have passed emissions tests, as required

· Issue veterans designation on driver license and identification cards

· Identify organ and tissue donors

· Customer Services has 351 positions located at the Salem DMV Headquarters, and 50-60 adults in custody who provide contracted services at Coffee Creek Correctional Facility and Oregon State Correctional Institution. This service group answers more than 1.7 million calls per year from the general public, government agencies and courts, and answers all calls directed to DMV field offices. This group also manages the DMV Headquarters facility and provides incoming and outgoing mail services for the facility and enters data into the agencies’ data base from all vehicle related transactions received through the mail. They schedule all skills tests taken statewide and help callers conduct business with DMV. The Microfilm Services Unit prepares microfilm records of over 7 million transactions annually. The Records Services Unit provides copies of over 4 million records annually and administers programs designed to ensure the security of personal information held by DMV. This service group includes the DMV Training and Development Unit. Customer Services manages a contract with Oregon State Police for access to DMV records through the Law Enforcement Data System and a contract with the Oregon Employment Department for administrative hearings and Implied Consent hearings for people who appeal DMV actions.

· Employees record traffic violations, convictions, and other driving record information; process accident reports, suspensions, and license reinstatements; manage driver improvement activities and medically at risk driver case reviews; use facial recognition software to review and clear drivers prior to issuance of all drivers’ licenses and ID cards; issue driver licenses with previous photos to eligible military personnel, offenders in state correctional facilities, and others who are temporarily out of the state; and issue hardship permits to eligible suspended drivers. They review medical reports submitted by physicians regarding their patients’ ability to drive, and notify the driver of DMV testing or further medical review with physicians and the State Health Office. They balance and validate all monies received at the DMV Headquarters office.

· Program Services is comprised of five sections with 73 positions. Business Regulation and Fraud Prevention Section issues certificates to Oregon vehicle dealers and dismantlers, which requires a bond and certificate of insurance to qualify for their certificates. The section issues certificates through its Licensing Unit to vehicle appraisers, snowmobile instructors and transporters, and coordinates driving school certification. The Investigations Unit performs statewide dealer investigations and has statutory authority to issue civil penalties. Fraud Prevention conducts risk assessments and performs data mining. The Fraud Prevention Investigators serve to prevent, detect, and remediate DMV-related fraud.

Driver Programs Section provides policy direction and technical expertise for commercial and non-commercial driver licenses and permits, oversees testing standards, assists with administration of external systems and Commercial Drive Schools and the Commercial Driver License (CDL) 3rd Party Tester Program. They write policies pertaining to driver qualifications, directs the Driver Control Programs that include Medical, Re-exam, At-Risk Driver, Driver Improvement, and Bioptic Telescopic Lens Program, Crash Reporting, Insurance, DUII/Diversion/IID, Implied Consent, Court Denial, Convictions and Suspensions. They manage the DMV Organ Donor and Motor Voter programs.

Vehicle Programs Section provides policy direction and technical expertise pertaining to vehicle titling and registration. They write vehicle and business regulation policies. The Analysis Team performs legislative and fiscal impact analyses and business analysis for IT Projects. They coordinate legislative implementation, produce statistical reports and manage the license plate and validating sticker contracts and inventory and DMV form inventory.

· Office of Innovation and Planning has 37 positions. This office facilitates and leads strategic short and long-term cross-divisional organizational change and continuous improvement initiatives that advance DMVs mission and vision. This office leads DMV’s Service Transformation Program, coordinates DMV’s strategic planning and leadership development programs and ensures that there is strategic alignment throughout all areas and levels of the organization.

Systems and Planning Section maintains an archive of business processes and assists the business units with organizational assessments, process mapping, process improvement and process standardization. This section directs the planning, initiation, prioritization and delivery of small IT initiatives, tests changes to DMV systems and technology (hardware and software), and supports DMV Internet and intranet content.

Project Management Office (PMO) directs the planning, initiation, and prioritization of major Information Technology (IT) projects and non-IT initiatives. It ensures that DMV has the necessary project management and governance methods, techniques, standards, and tools to complete projects effectively while maintaining compliance with applicable policies and procedures. PMO coordinates and participates in quality assurance efforts, facilitates business participation in all phases of IT projects, advocates the use of industry best practices, and works with DMV business units to assess their opportunities and needs, and to manage their non-IT initiatives. It also provides support for enterprise-wide strategic and tactical planning, and sometimes funds both project management and delivery resources.

Information Systems (“IS”) is part of ODOT Central Service Division, which includes DMV Application Development (AD) employees who work closely with the DMV operating sections.

· ODOT Enterprise Technology (“ODOT ET’) is a section of ODOT Information Systems Branch and is comprised of 70 positions. ODOT ET provides the design, deployment and maintenance of ODOT enterprise-wide and business specific client/server application infrastructure; including network, server and security architecture; delivery of technical services necessary to deploy and support desktop computers, laptops, mobile end user devices, peripherals, servers and networks throughout ODOT; and administration of ODOT-wide IT programs, such as ODOT Change Management, PC Lifecycle, Mobile Device Lifecycle, UPS Lifecycle, Disaster Recovery for Infrastructure, and Cellular Device Management. Enterprise Technology is the central point of engagement and oversight for work with the Enterprise Technology Services that manages the State Data Center.

· DMV Application Development (“DMV AD”) is a section of ODOT Information Systems Branch and is comprised of 51 positions. Employees are located at the DMV headquarters and work closely with the DMV operating sections. DMV AD is responsible for governance, planning, design, construction, maintenance and operation of IT solutions for DMV and DMV’s business partners. DMV AD’s customers are employees of DMV who work in a very complex business environment. In addition, DMV AD collaborates with external-to-ODOT agencies including Oregon State Police, City of Salem, and the Departments of Justice, Administrative Services, Revenue, and Human Resources. Support is also provided for other state DMVs, the Federal Department of Transportation and public/private business customers. DMV interfaces with multiple jurisdictions, including Federal Law Enforcement Agencies, the Department of Homeland Security, the National Security Agency, Social Security Administration, cities, counties and other State of Oregon agencies by providing information systems that directly benefit public safety for Oregon’s citizens and the Oregon economy.

· Data Center Services (“DCS”), which is part of the Enterprise Information Services (“EIS”), is the leading supplier and expert in managed computing technology for State of Oregon agencies. DCS offers the highest availability in Oregon for mainframe, storage, and server-based applications. The network and voice services provide secure and reliable connection to the people, computers and data necessary to conduct business. DCS’ service portfolio includes providing new Enterprise Applications and replacing legacy applications. These services offer flexibility and choice aimed at meeting the varying needs and sizes of DCS’s customers. All services use best practice standards, meet federal and state requirements, and are maintained and monitored to ensure that the technology supporting the government’s business is secure and reliable.

DCS offerings include:

· Service Delivery owns and operates the shared DCS environment which includes computing hardware, operating systems and enterprise and contracted applications. Services are determined by customer demand, funding and their computing environment needs. Service Delivery staff is there to ensure that systems are delivered and meet defined customer requirements. They are experts in operating the equipment and systems they support to produce services requested and offered in the Service Catalog.

· Service Solutions aligns customers’ business needs with DCS product and services, including services for new customer transition and services internal to DCS. Service Solutions’ relationship with the customer and knowledge of business needs links DCS with the customer’s business strategy. Service Solutions’ staff facilitates the relationship between customers and DCS.

· Technology Availability Management (TAM) monitors, maintains and supports the shared environment including computing hardware, operating systems, and enterprise and contracted applications. TAM staff members ensure that systems are highly available and are experts in maintaining the equipment, systems and services offered.

· Engineering designs and builds the services to be delivered and supported by DCS. Engineering staff maintain a high level of expertise in specific technologies, disciplines and service lines. Engineering is forward looking, working with Solutions Services to pilot new services and technologies.

· Plans and Controls supplies supporting services to meet customer needs. Plans and Controls staff members facilitate budgeting, strategic planning, financial management, human resources management, and project management.

2.3.2 Project Overview, Background and Purpose

DMV will continue to enhance customer service through the placement of self-service kiosks in selected locations throughout the State of Oregon. Self-service kiosks will offer expanded service hours, service availability, and will allow customers to fulfill Agency transactions without the need to visit a field office or mail-in information. In addition, redirecting a subset of transactions from field offices and mail-in transactions to self-service kiosks will streamline workflow, reduce transaction time, reduce customer wait times in field offices, and minimize office congestion. Kiosks allow customers who don’t have internet access, or who feel uncomfortable, completing their transactions online an avenue to get their needs met.

Agency is looking for a contractor to identify, plan, deliver, install and maintain a self-service kiosk solution for the state of Oregon. Agency must preapprove all locations.

Background information

Currently, Agency provides the following three service channels to its customers.

1. Field Office visits where customers receive assistance from Agency employees. Most field offices are open Monday through Friday from 8:00 am until 5:00 pm, except for State holidays. Offices mainly process Driver transactions (e.g., driver license issuance and renewals). Appointments are available as well as standby services.

2. Subset of Vehicle and Drivers transactions through DMV2U online site.

3. Transactions by mail for a limited subset of transactions (e.g. vehicle title transactions).

Agency recognizes the benefit of self-service kiosks as an additional service delivery channel because Agency’s service capacity is limited while the demand for the services is expanding.

· Agency is experiencing a backlog of transaction work due to recent emergencies (e.g., pandemic, wildfires, and inclement weather). Agency is unable to meet service demands due to work backlogs and, until recently, the need for appointment-only services. Agency now allows customers to wait on standby to be assisted as time and resources allow.

· Under Oregon HB 2015, implemented on 1/1/2021, Agency does not require customers to provide proof of legal presence when Agency issues a regular (non-Real ID compliant) driver license. Estimates are that as many as 100,000 individuals, who were not previously able to obtain licenses, now qualify for a driver license. This increased the demand for the field office transactions.

· A REAL ID compliant driver license or ID card will be required to enter Federal facilities and to fly domestically on 5/3/2023. Agency expects increased demand for the Real ID compliant credentials as the 5/3/2023 date approaches.

· Mail volume at headquarters is overwhelming, many times the information submitted is incorrect or missing a key document. Reducing mailed-in transactions is also a goal of Oregon DMV.

· The number of Agency field offices is limited; many customers live far from a field office. Allowing all customers easy access to Agency’s services, either at field offices, online, or via kiosks, is important to the Agency.

By providing self-service kiosks’ services, Agency hopes to improve customer services and flexibility by increasing the capacity for transaction volumes. Leveraging a new service delivery channel will allow the Agency greater flexibility to adapt to legislative mandates and significant changes in business conditions. This includes:

1. Improved Customer Services

· Reduced customer wait time in field offices.

· Expanded service hours.

· Provide services in areas without an Agency field office.

2. Utilize Efficient Business Processes

· Reduction in transactions that require Agency employee assistance.

· Reduction in work process steps by means of automation.

· Reduced process steps and distribution time – resulting from issuing inventory from Kiosks (versus by mail).

3. Increased Flexibility and Transaction Volume Potential

· Increased transaction volumes per day.

· New service channel option for a subset of transaction types.

· New service channel to distribute products (e.g., registration stickers).

4. Enhance Fraud Protection, Business Security, and Controls

· Fewer points of failure by streamlining workflows and removing manual processes.

· Increased options for insuring business continuity during emergency events.

5. Improve Access to Data and Information

· Increased options to access real-time responses to customer inquiries.

Agency is exploring the use of self-service kiosks for other uses in addition to DMV. There is potential, at a later date, for an additional phase, or phases, to expand beyond DMV’s use of the kiosks. Some examples of this may be, but are not limited to:

· Commercial Driver’s License transactions at Ports of Entry managed by Agency Commerce and Compliance;

· Collecting Agency fees managed by Agency Tolling Office; and

· Collecting Road Usage Charge (RUC) fees or allowing a customer to sign up for RUC managed by Agency (OReGO).

Purpose and Scope of Services

Agency seeks a COTS self-service kiosk solution to accomplish the following:

· Provide a new service delivery channel which can operate outside of regular business hours and expand to additional locations besides field offices.

· Provide another type of self-service portal which is independent from customers’ internet connection infrastructure.

· Issue inventories (e.g. Registration card, registration stickers, driving record, etc.) at the completion of transactions.

· Provide means of processing transactions in events of Agency office closures.

· Provide a variety of payment methods.

· Reduce demand on Agency field and headquarters office personnel.

2.4 PROJECT IMPLEMENTATION SCOPE OF SERVICES

DMV requires the following services:

· Project Management

· Project Plan

· Project Management Plan

· Communication Plan

· Project Schedule

· Status Reports

· Project Coordination Meetings

· Issue Resolution

· Risk Management

· Project Initiation

· Kick-off Meeting

· Software Demonstration

· Gap Analysis

· Requirements not met or met in a different way

· Design and Construction

· Functional Specifications

· Products Development

· Data Mapping Strategy

· Testing

· Two Agency Test Regions

· Develop Baseline Kiosks Solution

· Disaster Recovery Plan Development

· Test Plans

· Contractor Testing

· Agency Acceptance Testing

· Implementation

· Implementation Plans, Processes, and Procedures

· Maintenance, Service, and Upgrade Plan

· Production Environment

· Disaster Recovery Testing

· Pilot Kiosks

· Statewide Rollout

· Training and Solution Manuals

· Stabilization Period

· Kiosks Solution Warranty

· Handoff to Production Teams

Agency will not accept Proposals where:

1. Agency must purchase the hardware/software.

2. Agency must lease the hardware/software.

2.5 VALUE ADDED OPTIONS

The purpose of the Value Added Options section is to provide Proposer with an opportunity to identify any value added options or ideas that may benefit the State and Agency. These options or ideas may also be referred to as additional or optional system functionality or services. If Proposer can include more scope or service, Proposer should provide an outline of potential value added options. This may include ideas or suggestions on alternatives in implementation timelines, project scope or modules, methodologies, or goods and services. All value added options must be related to a cost or schedule impact.

Value added ideas must NOT be included in the price proposal. Value added ideas are not scored and will not impact a Proposer if not submitted. Prior to award, the State will determine if any of the value added items will be accepted or rejected.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 RESERVED

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

· Proposer Information and Certification Sheet (Attachment C)

· Disclosure Exemption Certification (Attachment B) – submit only 1 copy if applicable - see Proposal Format and Quantity section below)

· Price Proposal Form (Attachment E)

· Key Persons and Resumes

· Technical Proposal

· Reference Check Forms (Attachment D-1 and D-2)

· Executive Summary

· Certified Business Outreach Plan (Attachment F) -

· Responses and content as requested in section 3.3, Proposal Requirements

Statewide Standards Spreadsheet (Attachment M) See RFP section 5.3 for submittal requirements of selected firm after award notice.

3.2.2 RESERVED

3.2.3 Proposal Format

Proposal should follow the format and reference the sections listed in the Round 1 Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

Price information must be submitted via OregonBuys (see RFP section 3.3.3 for detailed format and submittal requirements).

All other required submittal items must be submitted via OregonBuys in Adobe Acrobat (pdf) or Microsoft Word (docx) format.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall submit a completed and signed Disclosure Exemption Certification (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.4 Electronic Submittal Provisions

3.2.4.1.

Proposers shall make reasonable efforts to minimize the file size of attachments so the total for all submittal files does not exceed 6 megabytes* (for tips on reducing file size, see information at the following link:* How to reduce PDF file size; How to reduce the size of Word documents that contain images).

3.2.4.2.

Agency reserves the right to reject any submittal that is unreadable.

3.2.4.3.

Agency reserves the right to award the Contract solely on the electronically submitted Proposal; however, upon Agency’s request, the apparent successful Proposer shall promptly submit its complete original signed Proposal.

3.2.4.4.

In the event of a failure of an Electronic Procurement System or email system that interferes with the ability to submit electronic Proposals, to protest, or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of electronic Proposals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

3.2.4.5.

By submitting a Proposal in response to this RFP, Proposer (and if selected for award, also as the Contractor) agrees with Agency that Signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or email are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

3.2.5 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 [ROUND 1] PROPOSAL REQUIREMENTS

The Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. The 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. The Proposal should be straightforward and address the requests of the RFP. Proposals containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet (PASS/FAIL) 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 (Attachment C) may result in a finding of non-Responsibility.

3.3.2 Executive Summary (PASS/FAIL)

Proposer shall provide a comprehensive, yet succinct, Executive Summary that does not exceed 3 pages describing how Proposer will address the Program needs especially related to the services detailed in Section 2.4.

3.3.3 Proposer’s Organization Profile (PASS/FAIL)

Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include at a minimum:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Location of the organization’s offices (headquarters and branches);

3. Location of the office from which employees will be assigned to work on the Services for the Agency;

4. Number of employees located in the Pacific Northwest, nationally, and internationally;

5. Established business relationships with proposed subcontractors);

6. Organization’s client base; and

7. Any merger and acquisitions for the past 5 years.

3.3.4 Proposer Qualifications (Scored)

The successful Proposer must demonstrate that its firm has extensive expertise and experience implementing self-service kiosks as described in this RFP, including Section 2.4. Proposer should describe its experience completing full system life cycle implementations of self-service kiosks. Please identify Proposer’s role(s) in implementations. In addition, Proposer should indicate its experience working with government agencies and DMVs to implement self-service kiosks.

Proposer experience should include:

1. Previous projects that are similar to the project described in this RFP.

2. Previous projects that correlate with references provided in Section 3.3.11, References. DMV reserves the right to contact the references listed in response to Section 3.3.11, in order to request evaluations of project work, solution performance, and ongoing production services.

3. Previous experience with the Proposer providing contracting services that allow kiosks to be located in third-party vendor locations. This experience must to reflect circumstances similar to the Agency’s intent to have kiosks located at non-Agency locations (e.g., markets and malls).

3.3.5 Key Persons, their Resumes, Staffing, Subcontractors, Organizational Chart (Scored)

3.3.5.1 Key Persons

· Proposer shall specify a project manager and a technical lead to complete the services described in Section 2.4 and Section 2.5. Proposed personnel shall demonstrate sufficient resources with engagements similar in scope and complexity to support this engagement, including relevant certifications.

Additional Key Person(s) Requirements:

· Include a current resume for each individual that demonstrates qualifications and experience in the last three (3) years similar to the work proposed

Key Person(s) Requirements for individual(s) performing project management functions:

· Project Manager shall have at least three (3) years of demonstrated project management experience within the last five (5) years.

· Experience conducting project activities within public sector environment is preferred.

3.3.5.2 Subcontractors

If Proposer intends to work with subcontractor(s), Proposer shall include a list of all subcontractors and a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services each will provide clearly identified.

3.2.5.3 Organization Chart

Proposer shall provide an organizational chart identifying the staffing that will provide the Services required by this RFP as described in the Scope of Work, illustrating the lines of authority as appropriate.

3.3.6 Project Implementation Scope of Services (Scored)

Proposer shall develop and submit a proposed Scope of Services, including timeline, using the Services described and information provided in Section 2.4. , Scope of Services – Project Management.

3.3.7 Ongoing Services Business Support (Scored)

Proposer shall develop and submit a proposed Scope of Services, using the Services described and information provided in Attachment K Ongoing Services – Business Support.

3.3.8 Business Requirements Table and Queries (Scored)

Proposer shall complete and submit responses to the Technical Proposal – Attachment H.

3.3.9 Security Statement (Mandatory, PASS/FAIL)

Proposal must contain a statement demonstrating Proposer's agreement that if awarded a Contract:

1. Proposer and Proposer's staff with access to State systems, facilities, data, and confidential information will submit to all security checks requested by DAS or Agency, which may include any combination of fingerprinting, Oregon Law Enforcement Data Systems (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks; and

2. Upon request, Proposer and Proposer’s staff will sign a non-disclosure agreement for any and all data or information received or processed on its equipment from the State of Oregon; and

3. Proposer will protect at all times State of Oregon sensitive material; and

4. Proposer and its Solution will meet or exceed the State of Oregon’s security standards as set forth in the following:

· Privileged Access Monitoring and Reporting viewable at: https://www.oregon.gov/das/Policies/107-004-140.pdf

· Statewide Information and Cyber Security Standards viewable at: https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf

· Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf

3.3.10 Statewide Security Spreadsheet (Attachment I) (PASS/FAIL) Solution Security is extremely important to the State. Yet, the State recognizes that security is a joint obligation between the State and the successful Proposer and that the security requirements may be satisfied by more than one approach. In order to assist the State in its evaluation of the Solution, Proposer shall address the security requirements set forth in the Attachment I, Statewide Security Standards Spreadsheet for the proposed Solution. Proposer shall complete the spreadsheet and insert comments on Attachment I. Proposer shall submit the completed spreadsheet with its Round 2 materials.

The responses will be reviewed , and if the Proposer solution does not meet the State’s security requirements, or if the worksheet is incomplete, Agency may reject the Proposal.

3.3.10.1 Security Discussion

At Proposer’s discretion, Proposer may request a meeting with the Purchaser and the Office of the State Chief Information Officer’s Cyber Security Section (CSS) to discuss the Statewide Information Security Standards spreadsheet.

If Proposer requests a meeting, Proposer shall collaborate with the Purchaser to schedule this discussion for an approximate 30-minute period of time prior to the time the submittal is due.

3.3.11 Price Proposal (Scored)

Proposer shall complete and submit the Price Proposal (Attachment E) electronically through OregonBuys.

If the Proposer has more than one business model, multiple Price Proposals may be submitted with descriptions of the differing business models and prices. Each business model will be evaluated as a separate Proposal.

Price Proposal will be evaluated based on the total 5 year cost for the software, maintenance, hosting and implementation services and whether the costs detailed are supported by the Administrative and Technical Proposals, including the descriptions and evaluation of the draft Statement of Work. Proposer shall submit pricing on Attachment E, Price Proposal Form.

The Price Proposal will be scored in Round 1, and must be submitted with the Round 1 Submittals. The detailed Price Proposal(s) must include the following items:

· For each activity described in the Scope of Work, the Price Proposal must include identifiable costs as stated in Attachment E, Price Proposal;

· The Price Proposal must be inclusive of all personnel, travel, supplies, other costs, and administrative and overhead charges; these items will not be separately paid.

3.3.12 References (PASS/FAIL)

Provide three (3) references from current or former client firms for similar projects performed within the last five (5) years. References must be able to verify the quality of previous, related work described in 3.3.4, Proposer Qualifications. Scoring in all scored Sections may be modified based on responses from References. Proposer shall send the Reference Check Forms (Attachment D-1 for the platform and D-2 for the implementor) to its references. Reference forms must be completed by the reference and sent to the Purchaser. Reference forms must be received prior to Closing.

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.

3.3.13 Disclosure Exemption Certification (PASS/FAIL)

Proposer shall complete and submit the Disclosure Exemption Certification (Attachment B) as part of the Proposal. If Proposer is identifying items for nondisclosure as confidential or proprietary, provide an appropriately redacted single electronic copy of the complete, original Proposal submission (see section 3.

If Proposer does not submit the Disclosure Exemption Certification (Attachment B), the State will assume that none of the information contained in the Proposal is exempt from disclosure.

3.3.14 Certified Disadvantaged Business Outreach Plan (PASS/FAIL)

Proposer shall complete and submit Certified Disadvantaged Business Outreach Plan (Attachment F).

3.3.15 Responsibility Inquiry (PASS/FAIL)

Proposer shall complete and submit Responsibility Inquiry (Attachment G).

3.3.16 Technical Proposal (Scored)

Proposer shall answer the questions found in Attachment H, Technical Proposal.

SECTION 4: [ROUND 1] SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the OregonBuys eProcurement system at https://oregonbuys.gov/bso/. RFP documents will not be mailed to prospective Proposers.

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

4.2 PREPROPOSAL 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 submitted using the “Bid Q&A” button for this solicitation in OregonBuys,

· Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

· Be submitted in OregonBuys by the due date and time for Questions/Requests for Clarification identified in the Schedule, RFP section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below.

The State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract as set forth in Section 5.4.1 below; 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 price to the State.

This “Protests to the RFP” is a prospective Proposer’s only opportunity to protest the provisions of the RFP, including the procurement process, Specifications, Scope of Work, or the portions of the Sample Contract (Attachment A) that are not identified as negotiable.

4.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 Requirements for Protests to the RFP and to Addenda

All protests to the RFP or to Addenda, if any, must be delivered to the Purchaser identified in OregonBuys for this RFP via email , must be sent by an authorized representative, must be received by the due date and time identified in the Schedule or as set forth in the respective Addendum, and must include:

· Reference the OregonBuys bid number

· Identify prospective Proposer’s name and contact information

· 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

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

4.4.4 Protest Response

Agency will respond timely to all protests. Protests that are not received timely or do not include the required information may not be considered.

· Be delivered via email to the Purchaser identified in OregonBuys for this RFP;

· Reference the RFP 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

· 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, RFP section 1.2; and

· Protests to Addenda must be received by the due date identified in the respective Addendum.

4.5 PROPOSAL SUBMITTAL VIA OREGONBUYS

Proposer is solely responsible for ensuring its Proposal and all required submittal items are submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. Proposals submitted by any other means will be rejected.

Agency is not responsible for any delays by transmission errors or delays, or for any mis-delivery for any reason. Additional information may be found in the OregonBuys Terms of Use.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to withdraw or modify a submitted Proposal, Proposer must do so using the “Withdraw Quote” button in OregonBuys prior to the Bid Opening Date and time for this RFP in OregonBuys. Proposal withdrawals and modifications must be in conformance with requirements set forth in OAR 125-247-0440

4.7 PROPOSAL DUE

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

A Proposal received after Closing 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

There will be no public Opening of Proposals. Pursuant to OAR 125-247-0630, 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. However, Agency will record and make available the identity of all Proposers after Opening.

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 undisclosed liquidated and delinquent debt owed to the State or any agency, board, commission, department or division 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 Purchaser or those the Purchaser authorizes, or makes inappropriate contact with the Purchaser.

· 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 Addenda.

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility determination

4.10.1.1 Responsiveness determination

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

4.10.1.2 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract.

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

4.10.2 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.