35228_73000-00002613_IntRFP_final~1.pdf

RFP#35228/OregonBuys Bid # S-73000-00002613– Equity Line Newsletter

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Cover Page

STATE OF OREGON

Intermediate Request for Proposal (“RFP”)

Issued by: Oregon Department of Transportation

RFP TITLE: EQUITY LINE NEWSLETTER

RFP/Bid Solicitation Number:

OregonBuys Bid# S-73000-00002613

(ODOT RFP #35228)

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.

A pre-Proposal conference will be held.

https://oregonbuys.gov/bso/

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A pre-Proposal conference is scheduled on Thursday, June 2, 2022, 1:00 P.M., Pacific Time, to be held virtually through Microsoft Teams meeting (see links and phone numbers below).

Attendance is not mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Proposers may have related to the project or the procurement process. Proposers are cautioned that the official RFP requirements will change only by written Addenda issued by Agency per RFP section 3.3.1.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in writing.

Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 971-277-1965,,964631946# United States, Portland Phone Conference ID: 964 631 946# Find a local number | Reset PIN Learn More | Meeting options

Non-Discrimination: Agency, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally- Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

NOTE: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C.

794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys (see “Purchaser and Info Contact”) to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both.

Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” and time in OregonBuys).

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWY1ZmM4ZGUtY2I4NS00OTUxLWFiZmEtZTlkNzA1ZWFmZGI5%40thread.v2/0?context=%7b%22Tid%22%3a%2228b0d013-46bc-4a64-8d86-1c8a31cf590d%22%2c%22Oid%22%3a%228c9ffb39-5bc9-4cd6-8586-1aeae98a6d47%22%7d tel:+19712771965,,964631946#%20 https://dialin.teams.microsoft.com/80754e0b-00f9-4a9c-96be-54349c5593bc?id=964631946 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=8c9ffb39-5bc9-4cd6-8586-1aeae98a6d47&tenantId=28b0d013-46bc-4a64-8d86-1c8a31cf590d&threadId=19_meeting_MWY1ZmM4ZGUtY2I4NS00OTUxLWFiZmEtZTlkNzA1ZWFmZGI5@thread.v2&messageId=0&language=en-US

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 RFP ATTACHMENTS

1.5 PURCHASER/SINGLE POINT OF CONTACT

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW, BACKGROUND and PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM QUALIFICATIONS (RESERVED)

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSAL CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 PRICE EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNING LAWS AND REGULATIONS

5.2 OWNERSHIP/PERMISSION TO USE MATERIALS

5.3 CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES

5.4 COST OF SUBMITTING A PROPOSAL

5.5 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.6 RECYCLABLE PRODUCTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Transportation, (“Agency” or “ODOT”), is issuing this Request for Proposals (“RFP”) for the services of a consultant to design, develop and produce a newsletter that covers topics related to Agency Office of Civil Rights (“OCR”) activities, current contracts, and opportunities for small business certified firms across the State of Oregon. Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

Agency anticipates the award of 1 Contract from this RFP. The initial term of the Contract is anticipated to be through at least June 30, 2023 with options to renew and extend beyond initial 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.

Event Date Time

Pre-Proposal Conference Thursday, June 2, 2022 1:00 pm PST

Questions / Requests for Clarification Due 7 calendar days prior to the Bid Opening Date in OregonBuys for this RFP

Closing (Proposal Due) See Bid Opening Date and time in OregonBuys for this RFP

Issuance of Notice of Intent to Award Estimated 2 weeks following Bid Opening Date in OregonBuys for this RFP

1.3 OREGONBUYS

1.3.1 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. Agency will accept no responsibility for incorrect vendor information.

1.3.2 Crosswalk of Terms used in OregonBuys

https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf

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Terms used in OregonBuys Definition

Amendment “Addendum” or “Addenda”, as defined in OAR 125-246-0110; or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Amendment.

Bid Opening Date “Closing” as defined in OAR 137-046-0100(5). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid Solicitation.

Bid Solicitation

Any form of solicitation: Request for Proposal, Invitation to Bid, Request for Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.). Each Bid Solicitation has a separate page and ID number in OregonBuys.

Change Order A formal change to an existing MBPO (i.e., any form of contract;

agreement; price agreement or on-call contract, etc.; purchase order; or work order contract.).

Master Blanket Purchase Order (“MBPO”)

Any form of contract, agreement (i.e. price agreement, on-call contract, etc.), purchase order or work order contract.

Quote Any form of offer submission by vendors; i.e., Bids, Technical Proposals, Price Proposals, or any other type of offer required by a Bid Solicitation.

Vendor

Any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter Purchase Orders, MBPOs, or Release Requisitions pursuant to Bid Solicitations advertised in OregonBuys.

1.4 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.

1.5 PURCHASER/SINGLE POINT OF CONTACT

The single point of contact for this RFP is identified as the “Purchaser” along with Purchaser’s “Info Contact” (including email address) in OregonBuys.

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

Agency is using the Request for Proposals method, pursuant to ORS 279B.070 and OAR 125-247- 0270.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below and in RFP section 1.3.2 - Crosswalk of Terms used in OregonBuys.

“Agency” or “ODOT” means Oregon Department of Transportation;

“APM” means Agency’s Project Manager;

“Certified Small Business” means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a service-disabled veteran owns”. Also referred to as a “Certified Firm”;

“NTP” means Notice to Proceed;

“OAR” means Oregon Administrative Rule;

“OCR” means the [ODOT] Office of Civil Rights;

“ORS” means Oregon Revised Statute;

“SOW” means Statement of Work.

2.3 OVERVIEW, BACKGROUND and PURPOSE

Agency’s Office of Civil Rights (“OCR”) fosters the development of programs that increase opportunities for Oregon’s workforce and small business stakeholders. The Small Business Management Program supports emerging small businesses with resources such as trainings, workshops, newsletters, among others, to draw awareness of contracting opportunities with Agency and to foster capacity of the small business community to participate in contracting opportunities.

The newsletters enable OCR to share information about OCR activities, current Agency contracts, and Agency opportunities for small business certified firms throughout Oregon. Agency has released newsletters to the small business community since 2018, archived versions of which are accessible through the Equity Line Archive on the Agency OCR Outreach and Events website at the following hyperlink: https://www.oregon.gov/odot/Business/OCR/Pages/Events.aspx.

2.4 SCOPE OF WORK

The selected Consultant shall provide services to design, develop and produce digital newsletters (“Services”) with the purpose of covering topics related to, but not necessarily limited to, OCR activities and staff, small business certified firms, supportive services and resources, current contracts, and opportunities for small business certified firms across the State of Oregon. The Services will cover separate newsletters that are released throughout the year. The newsletters are of varying length and content. Agency anticipates publishing newsletters via its Digital Subscription https://www.oregon.gov/odot/Business/OCR/Pages/Events.aspx

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Management Service (“DSMS”) every 2 months throughout the year but may amend the contract in the future if Agency, based on Agency need, increases or decreases the number of newsletters published during any specified period.

The Services are described in more detail in the Proposed Statement of Work (Attachment E).

Contract is anticipated to start within 30 calendar days of the Intent to Award notice.

Agency budget limits this procurement for initial term to an amount not to exceed $30,000.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM QUALIFICATIONS (RESERVED)

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format

All submittal items (refer to RFP section 3.2.2 for more information on Proposal Section documents) must be submitted via OregonBuys in Adobe Acrobat (pdf).

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. Refer to RFP section 3.4.5 for more information.

3.2.2 Proposal Sections and Page Limits

3.2.2.1 Proposal Section A

Proposal Section A (“Section A”) documents listed below are provided to the Evaluation Committee. Section A is limited to a total of 20 pages (including any limitations, in Section 3.5.2.2). Any pages exceeding this limit will not be provided to the Evaluation Committee or considered in the evaluation. All Section A documents are required submittal items for this RFP.

• Proposer Information and Certification Sheet (Attachment C); refer to RFP section 3.4.1

• Technical Proposal; refer to RFP section 3.4.4

Section A submittals may be combined as a single PDF file, or may be separate files, uploaded via the Attachments tab for this RFP in OregonBuys.

Content incorporated by reference or web-link will be redacted and not considered by the Evaluation Committee.

3.2.2.2 Proposal Section B

Proposal Section B (“Section B”) documents listed below are not provided to the Evaluation Committee. However, all Section B documents are required submittal items for this RFP except as noted below. There is no page limit for Section B.

• Reference Check form(s) (Attachment F); refer to RFP section 3.4.2

• Price Proposal (Attachment D); refer to RFP section 3.4.3

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• The following documents are not required unless applicable:

o Disclosure Exemption Certification (Attachment B) and fully redacted version of

Proposal; refer to RFP section 3.4.5 o Conflict of Interest Disclosure Form(s); refer to RFP section 3.4.1 o Proposer noted exceptions on Sample Contract; refer to RFP section 4.3.1.

Proposer shall submit each Section B document as a separate file uploaded via the Attachments tab for this RFP in OregonBuys.

3.2.3 Electronic Submittal Provisions

3.2.3.1 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).

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

3.2.3.3 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.

3.2.3.4 Per OAR 125-247-0330(6), 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.

3.2.3.5 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.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFP including all 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.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the RFP process, administration, deadline or method of award, the intent or technical aspects of the RFP, contractual requirements, or any other provision must:

https://blog.gonitro.com/2013/04/5-tricks-to-reduce-pdf-file-size/ https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/ https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/

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

RFP;

• 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.

3.3.3 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 misdelivery for any reason.

Additional information may be found in the OregonBuys Terms of Use.

3.3.4 Modification or Withdrawal of Proposals

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.

3.3.5 Proposal Due

A Proposal (including all required submittal items) must be received in OregonBuys on or before the Bid Opening Date and time for this RFP specified in OregonBuys.

A Proposal received after the Bid Opening Date and time is considered LATE and will NOT be accepted for evaluation.

3.3.6 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.

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

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• 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 inappropriate contact with the Purchaser.

• Proposer attempts to inappropriately 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.

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3.3.7 Opening of Proposal

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 137-047-0630. However, Agency will record and make available the identity of all Proposers after Opening.

3.4 PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both.

A Proposal that merely offers to provide the goods or services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

3.4.1 Proposer Information and Certification Sheet (Attachment C)

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C), with the following:

• “APPROVED” checkbox marked to certify approval of the Proposal and compliance with Oregon Tax Laws by a duly authorized representative empowered to bind the Proposer.

Failure to demonstrate compliance with Oregon Tax Laws may result in a finding of non- Responsibility.

• Appropriate box marked for item 10 regarding Conflict of Interest (COI) disclosures. If disclosures are required for Proposer or any subs, complete and submit COI Disclosure Form(s) linked on Attachment C to make the disclosures.

3.4.2 References (Attachment F)

Proposer shall complete and submit the References Form (Attachment F) to provide at least 3 references from current or former client firms for similar projects performed for any clients within the last 5 years (in format set forth in section 3.2.1) uploaded via the Attachments tab for this RFP in OregonBuys. References must be able to verify the quality of previous, related Work.

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

3.4.3 Price Proposal (Attachment D)

Proposer shall submit a detailed Price Proposal (Attachment D) as a separate file (in format set forth in section 3.2.1) uploaded via the Attachments tab for this RFP in OregonBuys. The detailed Price Proposal must show the fixed price for each deliverable, including any Contingency Task(s)/deliverable(s), as shown in the Proposed Statement of Work (Attachment E). The fixed price amounts must be all-inclusive (e.g., preparation of materials, expenses, software, including all labor, overhead, profit, etc.). Price Proposal assumptions are listed in Appendix 1 of Attachment D. Proposer shall not add footnotes or assumptions to the Price Proposal form. Any

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Proposer footnotes or assumptions to the Price Proposal will otherwise be redacted by Agency and not considered for evaluation purposes.

The total price for the entire project (“TOTAL BID AMOUNT”) on Attachment D will be used for “Price Proposal” evaluation purposes only (see RFP section 3.6). Agency reserves the right to negotiate the deliverable(s) price(s), billing rates, and final price under this Contract with the successful Proposer.

3.4.4 Technical Proposal

Proposer shall submit a Technical Proposal (up to the page limit set forth in section 3.2.2 and in the in format set forth in section 3.2.1) which must include responses to address each of the evaluation criteria listed in section 3.5.2. Responses must describe how Proposer meets the requirements specified in this RFP as related to the evaluation criteria. Responses must be clear and concise and should be labeled to indicate the item being addressed.

3.4.5 Public Record/Confidential or Proprietary Information

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

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

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

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Bid Opening Date and time for this RFP will be reviewed for Responsiveness to all RFP requirements including compliance with Proposal Content Requirements section (RFP section 3.4). 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.

Agency may reject a Proposer found to be not Responsible at any time.

3.5.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee. Scoring and ranking of Proposals under this Section

3.5.2 is based on qualifications-based criteria. Evaluators will assign a score for each evaluation

07/09/21 Page 12 of 18 criterion listed below in this section up to the maximum points available listed for each scored item. The maximum points possible for each evaluation item are listed in the table under RFP section 3.9.

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

3.5.2.1 Evaluation Item 1 – Knowledge of Certified Small Business Market in Oregon (Maximum Points: 10)

• Describe the Proposer’s demonstrated knowledge of the Certified Small Business market in Oregon.

3.5.2.2 Evaluation Item 2 – Experience of Project Manager and Key Person(s) (Maximum Points:

40)

• Specify Project Manager and up to 2 Key Persons to be assigned to this project, and include a current resume (not to exceed 2 pages each resume) for each individual that demonstrates qualifications, and the technical ability to deliver digital content to provide the Services resulting from this RFP. Indicate the proposed position or role of the Key Persons to perform or provide the Services. A maximum of 3 resumes may be submitted.

Any resumes beyond this limit will be discarded by Agency and will not be included in the evaluation. Any resume pages beyond the 2 page limit will be discarded by Agency.

The maximum score possible for Evaluation Item 2 will apply for qualifications and experience overall and will not be broken down into a per person score.

3.5.2.3 Evaluation Item 3 - Work Samples (Maximum Points: 60)

• Submit 2 work samples of digital or electronic newsletters that your firm has done of a similar nature to the work being requested in this RFP that show how Proposer’s qualifications and experience demonstrate the ability to provide requested Services.

• The samples are for the bid proposal and evaluation purposes only. The work samples will be rated on the following criteria:

o Professionalism of content for public-facing consumption o Applicability of material or demonstrated transferability of related or similar work o Aesthetic appeal of composition and presentation in digital form

3.5.2.4 Evaluation Item 4 - Clarity of Proposal and Conformity with Requirements (Maximum Points: 10)

• Proposers do not need to provide a written response to this criterion.

• Proposals will be scored by evaluators on the following:

o Proposal form is easy to read and aesthetically pleasing;

07/09/21 Page 13 of 18 o Ease of finding clear, concise responses that correlate with the evaluation criteria (section 3.5.2) in this RFP; and o Proposer’s ability to follow instructions.

3.6 PRICE EVALUATION

Following scoring and ranking of Proposals based on the qualifications-based criteria, the Purchaser will conduct the price evaluation. The Purchaser will award a price score, rounded to the nearest whole number, to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

Maximum price points possible for the Price Proposal is 20 points.

The amounts used for the “proposed price” is the “TOTAL BID AMOUNT” on the Price Proposal Form (Attachment D). The lowest total bid amount of all the Proposals advanced to the Evaluation Committee is the “lowest Proposer’s price”. In the above formula, the “price being scored” is the respective Proposer’s “TOTAL BID AMOUNT”. The “lowest price of all Proposers” is the “lowest Proposer’s price.”

Example:

“TOTAL BID AMOUNT”

Proposer A $5,000 (lowest price of all Proposers) Proposer B $10,000 Proposer C $15,000

Next, to illustrate the application of the formula using the above hypothetical amounts listed under “TOTAL BID AMOUNT”:

$5,000 (Proposer A) / $10,000 (Proposer B) = .5 .5 X 20 (price points possible) = 10 (price score for Proposer B)

$5,000 (Proposer A) / $15,000 (Proposer C) = .3 (rounded to nearest 10th) .3 X 20 (price points possible) = 6 points (rounded to the nearest whole number) (price score for Proposer C)

Under this example, Proposer A is awarded a price score of all possible 20 points, and Proposer B and Proposer C are awarded 10 points and 6 points respectively.

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3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Proposers describing the next step. Any additional round that will be evaluated and scored will have a maximum score of 60 points.

At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services (RESERVED)

3.8.2 Recycled Materials (RESERVED)

3.8.3 Tiebreakers

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

3.9 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator.

The maximum points possible for each evaluation item are listed in the table below.

The Purchaser will average all scores for each evaluation criterion.

The price score for each Proposal is calculated by the Purchaser as stated in section 3.6 - Price Evaluation.

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RFP Section Evaluation Criteria Maximum Points Possible

3.5.2.1 Evaluation Item 1 - Knowledge of Certified

Small Business Market in Oregon

3.5.2.2 Evaluation Item 2 - Experience of Project

Manager and Key Persons(s)

3.5.2.3 Evaluation Item 3 - Work Samples 60

3.5.2.4 Evaluation Item 4 - Clarity of Proposal and

Conformity with Requirements

TECHNICAL PROPOSAL POINTS POSSIBLE 120

3.6 Price Points Possible 20

Total Points Possible 140

3.7 Additional round, if conducted and scored 60

Total Points Possible (with a scored additional round, if conducted)

3.10 RANKING OF PROPOSERS

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

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this RFP.

Agency, in its sole discretion, may make additional award(s) for up to 9 months following the close of this solicitation. Agency may select the next ranked Responsive and Responsible Proposer, issue an Intent to Award notice and begin a new award protest period. If agreement

07/09/21 Page 16 of 18 with that Proposer is not reached, Agency may offer award to the next ranked Proposer and so on until agreement is reached or until Agency terminates the process. Agency may require reconfirmation of the qualifications and staffing of any Proposer.

4.1.2 Notice of Award

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

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.2.1 Insurance

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

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

4.2.2 Taxpayer Identification Number

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

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

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

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

4.2.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules.

The titles in this subsection are available at the following Internet site:

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

4.2.4 Responsibility Inquiry Form

Selected Proposer(s) shall submit a completed, accurate and signed Responsibility Inquiry form within 5 business days of receipt of Intent to Award notice (see form for additional information regarding Agency’s responsibility review). The Responsibility Inquiry form is available at:

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

07/09/21 Page 17 of 18 https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Miscellaneous Procurement Forms) and may be submitted as hard copy or electronically via e-mail.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a successful Proposer, Agency may negotiate the Statement of Work (“SOW”) within the scope of work advertise in this solicitation, as well as following terms and conditions:

• Pricing

• Method of Compensation and Basis for Payment

• Term of Contract

By submitting a Proposal and certifying the Proposer Information and Certification Sheet (Attachment C), Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation. Proposer shall review the attached Sample Contract and note exceptions. Proposer must note those exceptions in its Proposal to Agency. Unless Agency agrees to modify any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Any Proposal that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. It may be possible to negotiate some provisions of the final Contract; however, Agency is not required to make any changes and many provisions cannot be changed. Any subsequent negotiated changes may be subject to prior approval of the Oregon Department of Justice.

In compliance with Oregon State laws, the following items may not be negotiated between Agency and the apparent successful Proposer:

• Choice of law

• Choice of venue

• Constitutional requirements

• All applicable Federal and State requirements

Agency will negotiate in the best interest of the State. In the event that the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx

07/09/21 Page 18 of 18 of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

5.2 OWNERSHIP/PERMISSION TO USE MATERIALS

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

5.3 CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES.

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

5.4 COST OF SUBMITTING A PROPOSAL

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

5.5 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.6 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract. (ORS 279B.025) http://www.oregon.gov/DAS