5906-0 final~1.doc

State of Oregon

Cover Page Oregon Health Authority is issuing this Request For Proposals under OregonBuys Bid # S-44300-00014360 for RFP No. 5906:

RSHINY data Visualization APPLICATION Date of Issue: July 15, 2025 Opening Date and Time (Proposals Due): August 15, 2025, 3:00 PM PT Single Point of Contact (SPC):

Katrina Augustus Single Point of Contact (“SPC”)

Katrina F. Augustus

Address:

ATTN: Office of Contracts & Procurement

500 Summer Street, Suite E03 City, State, Zip

Salem, OR 97301 Phone (voice)

(971) 719-1054 E-mail:

katrina.f.augustus@odhsoha.oregon.gov 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

41.3

SINGLE POINT OF CONTACT (SPC)

5SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

52.1

AUTHORITY AND METHOD

52.2

DEFINITION OF TERMS

52.3

OVERVIEW AND PURPOSE

72.4

SCOPE OF WORK/SPECIFICATIONS

8SECTION 3:

PROCUREMENT REQUIREMENTS

83.1

MINIMUM QUALIFICATIONS

83.2

MINIMUM SUBMISSION REQUIREMENTS

113.3

PROPOSAL REQUIREMENTS

12SECTION 4: SOLICITATION PROCESS

124.1

PUBLIC NOTICE

124.2

PRE-PROPOSAL CONFERENCE

124.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

124.4

SOLICITATION PROTESTS

134.5

PROPOSAL DELIVERY OPTIONS

134.6

PROPOSAL MODIFICATION OR WITHDRAWAL

144.7

PROPOSAL DUE

144.8

PROPOSAL REJECTION

144.9

EVALUATION PROCESS

164.10

POINT AND SCORE CALCULATIONS

174.11

RANKING OF PROPOSERS

SECTION 5:

AWARD AND NEGOTIATION

5.1

AWARD NOTIFICATION PROCESS

5.2

INTENT TO AWARD PROTEST

5.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4

CONTRACT NEGOTIATION

SECTION 6:

ADDITIONAL INFORMATION

6.1

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION……………………………………………………….…………21

6.2

CERTIFIED FIRM PARTICIPATION

216.3

GOVERNING LAWS AND REGULATIONS

216.4

OWNERSHIP/PERMISSION TO USE MATERIALS

6.5

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

6.6

COST OF SUBMITTING A PROPOSAL

6.7

STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8

RECYCLABLE PRODUCTS

6.9

CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

All attachments are posted on the “Attachments” tab of OregonBuys Bid # S-44300-000143560

ATTACHMENT A SAMPLE CONTRACT

Exhibit A Statement of Work Exhibit B Service Level Agreements and Performance Standards Exhibit C Insurance Requirements Exhibit D Certification Statement for Independent Contractor Exhibit E Contractor’s Personnel Exhibit F Agency Personnel Exhibit G License for Contractor Intellectual Property Exhibit H Third Party Licenses

Exhibit I Federal Terms and Conditions Exhibit J Privacy and Security Requirements Exhibit K Payment Schedule

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority (“Agency”), is issuing this Request for Proposal (“RFP”) under the provisions of ORS 279B.060 for a new Oregon Health Data Center Interactive Application (“OHDCIA”) for visualizing particular public health data. The goal of the OHDCIA is to make Behavioral Risk Factor Surveillance System (BRFSS) data and Student Health Survey SHS data more available and more accessible to a variety of users, including local, regional, and state public health programs, researchers, scholars, and other interested parties.

Agency expects to award a single contract for design and development of the OHDCIA. The particular data to be visualized by the OHDCIA include BRFSS data and SHS data. The data visualization method must be through using RShiny software.

Agency seeks Proposers with demonstrated expertise in RShiny application development and demonstrated expertise with BRFSS data to design, develop, and launch the OHDCIA, with input from Agency staff. The OHDCIA needs to be an interactive, flexible, user-driven, and web-based data visualization tool able to access, handle and manage complex, weighted survey data in real time.

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

The initial term and of the Contract is anticipated to be 2 years, and the maximum not-to-exceed compensation of the Contract will be $250,000. Agency reserves the option to amend the contract for additional time, compensation, and Services within the scope of this RFP.

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.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, 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 solicitation pursuant to its authority under Oregon Revised Statutes (ORS) 413.033, ORS 279A.050, ORS 279A.140, ORS 279A.075, Oregon Administrative Rules (OAR) 125-246-0170, and Amendment 1 to Delegation Agreement No. REQ-10000-00020921.

Agency is using the Large Procurement solicitation method set forth in 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

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110. The table below contains terms commonly used when accessing OregonBuys. Additional terminology can be found at the following web address:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

2.3 OVERVIEW AND PURPOSE

Agency Overview and Background Oregon Heath Authority ensures all people and communities can achieve optimum physical, mental, and social well-being through partnerships, prevention, and access to quality, affordable health care. Oregon Health Authority envisions a healthy Oregon. The core values to which the agency adheres include the following:

· Health equity

· Service excellence

· Integrity

· Leadership

· Partnership

· Innovation

· Transparency

The Agency’s Public Health Division (“PHD”) envisions lifelong health for all people in Oregon. Its mission is promoting health and preventing the leading causes of death, disease, and injury. Within the PHD, Program Design and Evaluation Services (“PDES”) is an interagency research and evaluation unit committed to promoting healthy communities and reducing health disparities.

Authorized Purchasers seek to conduct business with industry professionals that are able to develop an interactive application to visualize complex survey data (BRFSS data and SHS data) to apply weighting to survey data in real time/on demand results based on users' data requests. Successful Proposers will consist of organizations that are able to exhibit, in a Proposal response, an accountability to Authorized Purchasers.

Project Overview, Background, and Purpose Public health in Oregon through OHA’s PHD is evidence-based and data-driven. Relevant public health data can be collected from, among other sources, surveys. As part of its survey modernization initiative, PDES has undertaken several activities to improve the availability, accessibility, and usability of existing and incoming public health data.

OHA PHD PDES seeks to design, develop and launch a new OHDCIA for estimating and visualizing public health data OHDCIA initially using existing Oregon BRFSS data, and later adding existing Oregon SHS data. The OHDCIA will allow us to disseminate historical and up-to-date survey results via a multi-faceted, interactive, web-based data visualization tool. .

The BRFSS and SHS are foundational capabilities of Oregon Public Health Division’s efforts to achieve Healthier Together Oregon’s (HTO) purpose of advancing health equity to achieve the vision of Oregon as a place where health and wellbeing are achieved across the lifespan for all Oregonians.

As part of its survey modernization initiative, PDES has undertaken several activities to improve the availability, accessibility, and usability of existing and incoming BRFSS data, of which the OHDCIA will be an important component. We will launch the OHDCIA with BRFSS data first and later add SHS data.

BRFSS is a collaborative project of the U.S. Centers for Disease Control and Prevention and U.S. states and territories. Since 1988, Oregon has participated in this ongoing data collection program designed to measure behavioral risk factors in the adult population 18 years or over living in households. Public Health in Oregon is evidence-based and data-driven. BRFSS is the primary source of risk factor and disease information among Oregon’s adult population. BRFSS collects data on data help Oregon Health Authority and other interested parties to conduct effective health monitoring, priority setting, program and policy planning, and evaluation by supporting the availability and increased use of surveillance data.

SHS is Oregon’s effort to improve the health and well-being of all Oregon students to help them succeed. The SHS is a comprehensive, school-based, anonymous and voluntary health survey of 6th, 8th and 11th graders conducted yearly. It is a key part of statewide efforts to help local schools and communities ensure that all Oregon youth are healthy and successful learners. SHS is designed to address student health and safety, student mental and behavioral health, and school climate and culture.

One purpose of the OHDCIA is to make BRFSS data and SHS data more available and more accessible to a variety of users, including local, regional, and state public health programs, policymakers, researchers, scholars, and other interested parties. Another purpose of the OHDCIA is to enable OHA PHD to disseminate historical and up-to-date survey results via a multi-faceted, interactive, flexible, user-driven, web-based, data visualization tool able to access, handle and manage complex, weighted survey data in real time. An additional purpose of the OHDCIA is to facilitate utilization of past data and current data for reporting, assessing trends, targeting relevant population groups, addressing emerging public health issues, and coordinating efforts to promote health and to prevent disease.

To meet the above purposes, the proposed OHDCIA will have the following requirements:

· is based in RShiny open-source software;

· can import into its application historical and current sets of complex survey data;

· can access estimates and visualizations from complex survey data in real time

· can apply complex, weight(s) to application in real time;

· can apply in real time weight(s) to application-available complex survey data;

· allows users to easily query BRFSS data and SHS data to produce real time, weighted point estimates with confidence intervals and other statistical information (e.g., relative standard error);

· allows users to access in real time data in easy to read, colorful graphs, charts, tables, and maps;

· allows users to define their own crosstabs of interest, computed in real time without the need for static tables on the backend;

· meets State of Oregon security and other requirements in view of the classification of data to be accessed by the application;

· meets, at minimum, State of Oregon (and Federal) digital accessibility requirements, including (i) Federal Register published rules by US Department of Justice and US Health and Human Services agencies concerning digital accessibility requirements based on Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, which rules are scheduled to become effective on April 24, 2026, and (ii) in-process Oregon digital accessibility policy(ies) and associated regulations, which policy(ies) and regulations may be more stringent than the Federal rules (i.e., based on WCAG 2.2, Levels A and AA) and which policy(ies) and regulations may become effective in 2026 prior to April 24, 2026; and,

· meets OHA branding requirements; and

· all code, scripts, documentation, and related materials created by the Proposer during the term of the Contract, whether completed or in-progress, shall be sole and exclusive property of Agency.

2.4 SCOPE OF WORK/SPECIFICATIONS

Agency seeks a Proposer that is prepared to provide a Project Work Plan regarding design, development and launch of the OHDCIA for PDES review and acceptance within 30 days after contract execution.

Agency seeks a Proposer with capacity to provide all personnel, labor, equipment, materials, and supplies to develop a multi-faceted, interactive, flexible, web-based, user-driven, open-source (e.g., R-Shiny)-based, data visualization tool that is able to access, handle and manage complex, weighted survey data in real time.

Agency seeks a Proposer with ability and demonstrable experience, expertise, and technical skill to efficiently accomplish the following:

· Lead the overall look and design of the OHDCIA, with input from Agency staff;

· Incorporate into the OHDCIA design, development and launch best practices for data visualization;

· Advise on and set up parameters and tables for the OHDCIA that are particular to Oregon’s needs;

· Provide draft versions of the OHDCIA design for PDES staff to review, and incorporate into the OHDCIA design PDES feedback;

· Ensure maximum ADA accessibility and documentation of process to meet, at a minimum, WCAG 2.1 Level AA standards, and, preferably, WCAG 2.2, Level A and AA standards;

· Load the OHDCIA with up to 13 years of historical and current BRFSS and SHS data; and

· Provide training and technical assistance to PDES staff to enable PDES staff to load future years of BRFSS data (as well as historical, current and future years of SHS data) to the OHDCIA.

Agency seeks a Proposer with the capacity to provide the following deliverables, each of which will be approved by an Agency Contract Administrator:

· Written Project Work Plan that describes approach and estimated timeline for all design, development and implementation work regarding the OHDCIA, such Project Work Plan to be provided not later than 30 days after contract execution;

· Interactive, accessible, web-based data dashboard with weighted point estimation and various visualization capabilities;

· At minimum, dashboard capabilities would include a welcome tab, indicator tab, and options to develop a geography tab, trend tab, and crosstabs tab;

· Documentation of steps to meet or exceed ADA accessibility standards and criteria; and

· A technical assistance plan and instructions for Agency staff to add future years of additional BRFSS data (as well as historical, current and future years of SHS data).

· Ongoing technical support for technical issues that may arise after the application is launched, if data users experience problems with the application, and if problems are encountered when OHA includes new datasets into the application.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

BUSINESS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

· Demonstrated staff expertise and experience designing and developing web-based data estimation and visualization tools or applications using R Shiny and Shinyapps.io);

· At least five (5) years of experience with BRFSS data and demonstrated staff experience incorporating weighted BRFSS data in estimation and visualization tools or applications using R Shiny and Shinyapps.io);

· Demonstrated staff expertise designing, developing and implementing ADA 508 and other accessibility features and compliance with WCAG 2.1 Level AA or better ; and

· Availability of the facilities and equipment required to fulfill the project goals and provide the project deliverables.

PROJECT WORK PLAN

· Briefly describe how Proposer would carry out the major activities of this Project in context with the Scope of Work. Provide a comprehensive Project Work Plan that includes the following:

· Strategy and approach;

· Project schedule;

· Quality management plan;

· Change control management plan;

· Testing Plan – The Testing Plan must identify the Proposer’s approach to testing the functionality of the OHDCIA and should include elements such as the Test scope, Assumptions and constraints, Testing communication, Risks, Test strategy, Test Deliverables, Entry and exit criteria, Roles and responsibilities; and Schedule.

· Launch Plan – The Proposer’s Launch Plan must outline the tasks and activities that will take place to launch the OHDCIA and should include elements such as the launch phases and timeline. List of go-live preparation activities include a recovery strategy for implementation failures and major issues, and a detailed description of Proposer provided support throughout launch.

· Data Conversion and Migration Plan - Proposer to draft and deliver the Data Conversion and Migration Plan. Proposer to be responsible for the identification of essential data elements, data exchange format and transfer protocol (defined/agreed exchange format and protocol). Proposers Data Conversation and Migration Plan must also include a Data Migration Test Plan.

· Training and Technical Assistance Plan – Proposer’s Training and Technical Assistance Plan must describe how Proposer and Agency will work together to ensure Agency staff are prepared to maintain and expand the OHDCIA. The Training and Technical Assistance Plan must include all elements necessary to support a successful transition to Agency lead, including at a minimum:

· The plan to provide knowledge transfer Agency staff;

· Shadowing to introduce Agency staff to all the processes and tools used to maintain and expand the OHDCIA;

· Coaching and Transitional Support to answer questions and provide guidance as needed and a schedule for the availability of such support.

3.2 MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions

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

· Executive Summary

· Administrative Proposal

· Technical Proposal

· Disclosure Exemption Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Form (Attachment D)

· Price Proposal Form (Attachment E)

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

· Key Persons and Résumés

· Work Examples

· Applicable vendor documents, if any (see section 3.1)

· Other Proposal Page Limits

Proposal is limited to 12 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 Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Forms (Attachment D)

· Price Proposal (Attachment E)

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

· Key Persons and Résumés

· Work Examples Proposal Format and Quantity

· Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposals must be received by the due date and time identified in the Schedule in Section 1.2.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

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

Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL 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, may be considered non-Responsive to this RFP and will not be considered further.

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, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

Proposer Information and Certification Sheet

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 may result in a finding of non-Responsibility.

References

Provide 2 references from current or former client firms for similar projects performed for any clients within the last 6 years. 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.

Proposer shall submit reference names and contact information. Agency will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

Price Proposal

Submit a detailed Price Proposal (Attachment E) in a separate file electronically though OregonBuys with a copy emailed to the SPC.

· For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs;

· The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

· For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual staff person who will perform the Work, and list the salary/wage and fringe rate separately for each such individual.

Key Persons and their Résumés

Specify key persons to be assigned to this project, and include a current résumé (not to exceed four pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers. Modifications, if any, to this will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL 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 delivered to the SPC via an OregonBuys submission;

· Reference the OregonBuys bid number;

· Identify Proposer’s name and contact information;

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

· Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

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 proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

Protests to Amendment(s) Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

Requirements for Protests All protests must:

· Be delivered to the SPC via email;

· Reference the OregonBuys bid 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; and

· 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.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Proposal submission should be electronically through OregonBuys at OregonBuys.gov. Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 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 liquidated and delinquent debt owed to the State or any department or agency 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 SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

· 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 Amendment(s).

4.9 EVALUATION PROCESS

Evaluation of Proposer’s Proposal responses will be conducted as follows.

Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal. At any time prior to award, Agency may reject a Proposer found to be not Responsible. Once the Proposer has been found to be not Responsible, its Proposal will not be evaluated further.

Evaluation Criteria

Proposals meeting the requirements outlined in 2.4.1 Scope of Work/Specifications (as reflected in completed and returned Attachment D Functional, Technical and Security Requirements Checklist) and 3.2 Minimum Submission Requirements sections (Responsiveness requirements) will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed in the table below in this section.

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. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.9.4-4.9 up to the maximum points available as specified in Section 4.10 (Point and Score Calculation).

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

Project Work Plan

· How well does the Implementation Plan describe the activities, tasks and deliverables for the work required to create the proposed Data Center?

· Is the proposed timeline/schedule sufficient?

· How well do the technical assistance services fit Agency’s need?

Key Persons and their Résumés

· Number of years of experience with BRFSS data.

· How well do the key persons demonstrate the qualifications and experience to perform the Work described in Section 2.4 Scope of Work/Specification and outlined in Requirements Check List (Attachment D)?

References

· How well do the references support the Proposer’s ability to deliver a viable solution access and accompanying services outlined in the RFP?

PRICE EVALUATION

Following scoring and ranking of Proposals, based on the qualifications-based criteria referenced above in Section 4.10.2, the sealed Price Proposals from Proposers will be opened and evaluated on the following elements:

· What is the Proposer’s base cost to develop the OHDCIA with the minimum specified capabilities (dashboard populated with BRFSS data that includes a welcome tab and indicator tab (see page 9)?

· What is the Proposer’s cost for each additional dashboard element (option) described in Section 2.4 Scope of Work / Specifications (geography tab, trend tab, crosstabs tab; see page 9)?

· What is the cost associated with the Proposer’s technical assistance plan to increase capacity of Agency staff to maintain and expand the OHDCIA in the future?

· What is the Proposer’s cost for adding SHS data to the OHDCIA?

Each element of the Price Proposal will then be scored as follows:

· Proposer with the most attractive Price Proposal will receive 10 points.

· Proposer with the second most attractive Price Proposal will receive 8 points.

· Proposer with the third most attractive Price Proposal will receive 5 points.

· All other Proposers will receive 0 points.

Here’s an example:

Lowest price/Price x 10 points = price points awarded (whole numbers)

$25,000:

25,000/25,000 x 10 = 10 points

$30,000

25,000/30,000 x 10 = 8 points

$50,000

25,000/50,000 x 10 = 5 points

4.10 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

4.11 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members).

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if 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 Competitive Range Determination If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

· Be emailed to the SPC;

· Reference the OregonBuys bid number;

· Identify Proposer’s name and contact information;

· Be sent by an authorized representative;

· State the reason for the protest; and

· Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP.

5.1.2 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.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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:

· All higher ranked Proposals are non-Responsive.

· Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

· Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

· Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

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

5.2.1.1 Protest Requirements

Protests must:

· Be delivered to the SPC via email;

· Reference the OregonBuys bid number ;

· Identify Proposer’s name and contact information;

· Be signed by an authorized representative of Proposer;

· Specify the grounds for the protest; and

· Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer who is selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit C of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 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. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

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), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying 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).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

· Term of the contract

· Descriptions of goods and services

· Pricing

· IT development process of Section 3.4 to 3.7 of the Contract to coincide with negotiated Statement of Work.

· Ownership of Intellectual Property

· Service Levels, if applicable

· Integration of vendor licensing terms, if any, into Contract

· Security Provisions In the event that the parties have not reached mutually agreeable terms within 120 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

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

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit: https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.3 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 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

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 a Contract, 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, except in the case of Proposals that were submitted late and rejected by Agency.

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; 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 any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract/Price Agreement award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with 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, and costs associated with protests.

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.025)

6.9 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a checklist or not.