35304 Pre-proposal -Certification User Group Presentation.pptx

Certification User Group: Training, Planning, and Facilitation Request for proposal: 35304 / 73000-00003084 Pre-Proposal Conference: June 7, 2022

AGENDA

Introductions RFP Solicitation Sections Questions on the RFP Local Agency Certification Program & Certification User Group Overview Presentation Questions on the Program and Project

DISCLAIMER

The official RFP requirements will change only by written addenda issued by Agency in OregonBuys.

Statements made today at the Pre-Proposal conference are not binding upon Agency.

After today’s presentation Proposers will be asked to submit questions to me, the Single Point of Contact.

The take away here is any information discussed today isn’t binding and will only be binding if incorporated by addenda.

SECTION 1.0

General Information

General Information / Introduction Agency anticipates the award of one or more Contracts from this RFP.

The initial term of the Contract is anticipated to be 2 years with the option to extend up to a cumulative maximum of 5 years.

Additional details on the SOW is also included in the Sample Contract.

1.2 SOLICITATION SCHEDULE

Reference the solicitation Schedule on page 3 of the RFP.

Key RFP dates include:

Questions – Must be emailed to me no later than 10 calendar days prior to Bid Opening June 21st (OregonBuys term for when this RFP closes).

Answers to Questions – Must be completed 7 calendars days prior to Bid Opening.

Solicitation Protest – Submit 7 calendar days prior to Bid Opening Date of June 21st.

Issue Notice of Intent to Award – After evaluations are conducted and a winning firm is selected.

Award Protest Period ends 7 calendars days after issuance of Notice of Intent to Award.

OregonBuys

All RFP attachments are found in OregonBuys.

Any Addenda’s will be found in OregonBuys.

All Questions must be submitted through the Single Point of Contact identified in OregonBuys (me). Any questions I receive up to 10 calendar days prior to Bid Opening date including those asked today will be uploaded to OregonBuys as a Q &A document.

DEFINITONS

OregonBuys definitions can be found on page 4 RFP definitions page 5 - 7.

SECTION 1.8

OVERVIEW & PURPOSE

Agency overview and background is found on pg. 7 Project Purpose: Seeking a Consultant who is skilled in working with a diverse set of stakeholders to help them work better together. The work includes facilitating groups, building consensus, delivering training, and working through process improvements. Experience with intergovernmental relationships, particularly in transportation or public works is preferred, but not required. Consultants with similar experience and transferable skills should propose. ODOT, local agencies, and the Federal Highway Administration (“FHWA”) will provide subject matter expertise.

Detailed Scope of Work can be found in the Sample Contract

SECTION 2

Procurement Requirements

Minimum Qualifications – must have a valid drivers license to attend events.

Section 2.1.2 (pages 8-9) lists the Min. Key Persons Requirements, Please review that carefully. If you have any questions on this I can pull up the RFP.

SECTION 2.2

Min. Submission Requirements (Pass/Fail)

To be considered for evaluation Proposal must contain each of the following elements & must be submitted through OregonBuys:

Technical Proposal which must include an Executive Summary Disclosure Exemption Certification, AttB Proposer Information & Certification Sheet, AttC. & Appendix 1 to AttC (provide 3 references) Price Proposal Form, AttE Key Persons Resumes – the key person(s) who will be assigned to this Project

Section 2.2.2 Proposal Page Limits Proposal including Executive Summary is limited to 3 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

Disclosure Exemption Certification (Attachment B) Proposer Information and Certification Sheet (Attachment C including Appendix 1) Price Proposal (Attachment E) Key Persons Resumes One (1) page is defined as: one side of a single 8-1/2" x 11" page that meets the font size requirements stated in subsection 2.2.3. Any page over this size will be counted as 2 pages.

SECTION 2.2.3 Proposal Format Technical Proposals which includes the Executive Summary and Key Person Resumes must use 12-point font size for the substantive text. Proposers may use their discretion for the font size of other materials that do not include substantive text (e.g. graphics, picture or graphics captions, and organizational charts).

SECTION 2.3

Proposal Requirements Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Each subsection explains in detail the requirements.

2.3.1 Proposer Information and Certification Sheet - AttC

2.3.2 References - Appendix 1 to AttC

2.3.3 Price Proposal - AttE

2.3.4 Key Persons Resumes

2.3.5 Technical Proposal

SECTION 3 Solicitation Process Begins on page 12 and it covers the following:

PUBLIC NOTICE, PRE-PROPOSAL CONFERENCE, QUESTIONS / REQUESTS FOR CLARIFICATIONS, SOLICITATION PROTESTS, PROPOSAL SUBMITTAL VIA OREGONBUYS, PROPOSAL MODIFICATION OR WITHDRAWAL, PROPOSAL DUE, PUBLIC OPENING, PROPOSAL REJECTION, EVALUATION PROCESS, POINT AND SCORE CALCULATIONS, RANKING OF PROPOSERS, NEXT STEP DETERMINATION, and ADDITIONAL ROUNDS It is all important Information and you should read through it, this morning I will focus on the Evaluation Process, Points and Scoring and Ranking

SECTION 3.10 EVALUATION PROCESS

RESPONSIVENESS AND RESPONSIBILITY 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 (ME) may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal.

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form following receipt of Intent to Award notice.

SECTION 3.10.2 EVAULTION CRITERIA

Each Proposal meeting all Responsiveness requirements will be independently evaluated by the members of an Evaluation Committee. Evaluators will assign a score for each evaluation criterion listed in the RFP.

SECTION 3.11 POINT SCORE AND CALCULATIONS

SECTION 3.11

Scores are the points assigned by each evaluator and the maximum points possible for each evaluation item are listed in the table we just looked at.

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 3.10.3 - Price Evaluation.

The references for each Proposal is scored by the Purchaser as stated in section 3.10.2.5.

Scores will be ranked at the conclusion of the evaluation and scoring and Purchaser will determine the rank order for each Proposer, with the highest score receiving the highest rank and successive rank order determined by the next highest score.

3.13 NEXT STEP DETERMINIATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if, in Agency’s sole discretion, it is in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

Interviews Presentations/Demonstrations/Additional Submittal Items Discussions and submittal of revised Proposals Serial or simultaneous negotiations Best and Final Offers

SECTION 4

AWARD & NEGOTIATIONS

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

SECTION 4.2.1 INTENT TO AWARD NOTICE

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

SECTION 4.2

INTENT TO AWARD PROTEST

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

SECTION 4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) selected for a Contract award under this RFP will be required to submit additional information via email and comply with the items described in this section:

Please go to pages 22-24 in the RFP to see the complete list.

SECTION 4.4 CONTRACT NEGOTIATIONS

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A).

Proposer shall review the attached Sample Contract and note exceptions. Submit those exceptions to Agency during the RFP Protest period set forth in the Schedule. The takeaway here is if you have a real issue with any of the T&Cs you need to bring that forward now, not after you have been awarded the contract.

SECTION 5 ADDITIONAL INFORMATION

THIS IS THE LAST SECTION IN THE RFP AND YOU SHOULD READ THROUGH THESE SUBSECTIONS BUT I WANT TO HIGHLIGHT A COUPLE OF SUBSECTIONS:

CANCELLATION OF RFP

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.

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.

A

QUESTIONS

Questions??