8995 RFP Economic Impact Study.pdf

OregonBuys Bid S-63400-00001264

8995 RFP (final).doc Page 1 of 16

STATE OF OREGON

COVER PAGE

OREGON PARKS AND RECREATION DEPARTMENT

is issuing this Intermediate Procurement under

OregonBuys Bid S-63400-00001264 for

ECONOMIC IMPACT STUDY

Date of Issue: November 17, 2021

Opening Date: December 15, 2021 at 3:00 PM

Single Point of Contact (SPC): Margie A. Becker, Sr. Contracts Coordinator

Address: 725 Summer Street NE, Suite C City, State, Zip Salem, OR 97301 Phone (voice) 971-375-5019 E-mail: margie.a.becker@oprd.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM PROPOSAL REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSALS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 NEXT STEP DETERMINATION

3.7 POINT AND SCORE CALCULATIONS

3.8 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 CERTIFIED FIRM PARTICIPATION

5.2 GOVERNING LAWS AND REGULATIONS

5.3 EXECUTIVE ORDER 21-29 (“EO-21-29”) COMPLIANCE

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF PROPOSALS; NO DAMAGES

5.6 COST OF SUBMITTING A PROPOSAL

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon (the “State”), acting by and through the Oregon Parks and Recreation Department (“OPRD”), on behalf of its Oregon Heritage Commission (“Commission”) is issuing this Request for Proposals for the purpose of selecting a qualified contractor to provide professional consulting services for conducting a study about the impact Oregon’s heritage sites, properties, organizations, events and other heritage related interests have on Oregon’s economy, completing a study report, and creating a messaging tool using the results of the study.

Additional details on the Scope of the desired services are included in the Scope of Work section below and in Attachment A (Statement of Work) of the Sample Contract.

OPRD intends to award one Contract from this RFP. The term of the Contract is expected to be approximately eight months to comply with the requirements of the grant funding OPRD has received.

Grant funding for this study will be $50,000. Costs for out-of-state travel will not be allowed for this project.

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.

Event Date Time

Questions / Requests for Clarification Due 12/01/2021 3:00 PM

Opening (Proposal Due) 12/15/2021 3:00 PM

Issuance of Notice of Award (approx.) 01/04/2022

1.3 SINGLE POINT OF CONTACT (SPC)

SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

OPRD is issuing this solicitation pursuant to its authority under Oregon Revised Statute (ORS) 279A.050 (6)(d).

OPRD is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and Oregon Administrative Rule (OAR) 137-047-0270.

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2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

"OregonBuys System" or “OregonBuys” means the on-line electronic Oregon automated procurement system administered by the State’s Department of Administrative Services. The OregonBuys System website is : https://oregonbuys.gov/bso/ Terminology specific to the OregonBuys system may be found at https://oregonbuys.gov/bso/view/homepage/homePage.xhtml

Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110, OAR 137-047-0100, or OAR 137-047-0310.

2.2.2 Crosswalk of Terms for OregonBuys

Terms used in OregonBuys Definition

Addenda “Addendum” or “Addenda”, as defined in OAR 137-046-0110(1); or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Addenda.

Bid Opening Date

“Closing” as defined in OAR 137-046-0110(5). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid Solicitation, after which the Bid “Opening” as defined in OAR 137-046-0110(21) will immediately occur.

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; price agreement or on-call contract, etc.;

purchase order; or work order contract.

Quote Any form of Bid submission by vendors; i.e., Bids, Quotes, or any other type of Bid 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 into any form of Contract pursuant to Bid Solicitations advertised in OregonBuys.

2.3 OVERVIEW AND PURPOSE

OPRD is issuing this RFP to complete an Oregon’s heritage economic impact study, which will be submitted to the Commission for revision and approval.

The Commission will carry-out studies and create messaging tools to help heritage organizations communicate the value of their organizations and heritage preservation efforts.

Most recently, a study on the impact of heritage volunteers was conducted that resulted in a messaging tool for heritage organizations to use in illustrating the value of volunteers and also in their recruitment and appreciation efforts.

https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/view/homepage/homePage.xhtml

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Results of this economic impact study of Oregon’s heritage-related organizations, sites, and activities will provide a quantitative analysis of the benefits this industry has on Oregon’s economy. Creating messaging tools will help local heritage organizations and advocates interpret and communicate that benefit to local stakeholder groups and decision-makers, thus increasing awareness of the positive impact heritage preservation has on the local community.

2.4 SCOPE OF WORK/SPECIFICATIONS

Proposers will need to consider the following metrics in their Proposals but are encouraged to submit their own ideas and strategies on getting the necessary information to illustrate the economic impact:

- Employment and jobs

- Tax revenue

- Heritage tourism

- Public and private investment in historic properties, heritage-related projects, and heritage organizations

Additional considerations for Proposers include using heritage as a metric for livability of a community and drawing-in businesses and residents.

For the purpose of this study, organizations, places, and activities to consider as heritage include, but are not limited to, museums, historical societies, historic cemeteries, historic downtowns, historic properties, historic districts, heritage preservation organizations, and designated heritage traditions.

The selected contractor will coordinate and consult with a committee made up of representatives from two to three partners of the Commission, partners and contacts to be provided by Commission staff, at least two times; once as an introduction to the study, methodology and its purpose and another time when reviewing the first draft of the results.

The selected contractor will be required to provide a full report that easily conveys the information to the general public. Proposer also will be asked to provide a summary of results with consideration for including additional summaries for regions of the State.

In addition to producing the study and its results, the selected-contractor will be asked to create a messaging tool to help illustrate the economic impact heritage has on Oregon. The audience of this tool is the heritage community and will be used by them to talk to their community and local decision-makers about the important role heritage plays locally and statewide. The selected contractor will use the Value of Heritage Toolkit Style Guide when producing the messaging tool.

Services will include committee coordination and project management, development of study methodology and plan, analyzing results of the study, provide a full report and summary of results, presentation of results, and development of a messaging tool. Services are described in detail in Exhibit A (Statement of Work) of the Sample Contract.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM PROPOSAL REQUIREMENTS

3.1.1 Proposer must have must have experience developing and executing a study similar to an economic impact study and must be able provide examples of previous similar work.

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3.1.2 Proposer must include in its Proposal availability and resources needed to complete the project by June 30, 2022.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposer shall submit one electronic copy of its Proposal in accordance with Section 3.3.4 below. In addition, 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), and Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

3.2.2 Proposal Page Limits

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. Price information must be submitted as a separate electronic file/sealed envelope. The font size must be at least 10 point.

Proposer shall submit one electronic copy. The total combined size of the Proposal and Coversheet should be compressed so it does not exceed 16 megabytes. Each Proposal must be no longer than 10 numbered-pages (when printed front and back, each side is considered one page). 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:

• Cover page

• Resumes (See Section 3.4.3 Key Persons and Resumes)

• Work Samples (See Section 3.4.4 Project Approach)

• Proposer Information and Certification Sheet (Attachment A)

• Disclosure Exemption Affidavit (Attachment B)

• Proposed Cost Sheet

3.2.3 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by

OPRD.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Addendums and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Proposers.

https://oregonbuys.gov/bso

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OPRD will advertise all Addendums on OregonBuys e-procurement system. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addendums have been issued. Addendums are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• Refer to the specific area of the solicitation 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.

3.3.3 Pre-Proposal Conference

A pre-submittal conference will not be held for this solicitation.

3.3.4 Proposal Submission

Proposer is solely responsible for ensuring its Proposal is submitted via OregonBuys e-procurement system and is received in accordance with the solicitation requirements before Opening. OPRD is not responsible for any transmission errors or delays or mistaken delivery of email. Proposals submitted by any means not authorized will be rejected.

3.3.4.1 OregonBuys Electronic Submission

o OPRD will accept only those Proposals submitted via the OregonBuys e-procurement system. All Proposers or 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 upper right corner of the OregonBuys website: https://oregonbuys.gov/bso For registration assistance see vendor registration guidance.

- Vendors are responsible for ensuring their vendor registration and general business information is current and correct in OregonBuys. OPRD will not be responsible for defective registration or incorrect vendor information.

o 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, Addendums and notices , question and answer documents, and any other files linked in the File Attachments and Form Attachments subsections; and https://oregonbuys.gov/bso

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

o Proposer should select the “Confidential” checkbox in OregonBuys, when uploading any files required in response to this RFP.

o Proposer will not submit line item pricing in OregonBuys for this RFP.

3.3.5 Modification or Withdrawal of Quotes or Proposals

3.3.4.2 Modification. Any Proposer who wishes to make modifications to a Proposal already submitted in OregonBuys shall submit its modification before the Bid Opening Date and time specified in OregonBuys for this RFP. Proposer must note the specific change(s) to the Proposal submission. Modifications made after Proposal submission must be uploaded to OregonBuys after deleting prior submittal items, using the “Withdraw Quote” button.

3.3.4.3 Withdrawal. If a Proposer wishes to withdraw a submitted Proposal, Proposer shall do so prior to Opening Date and time specified in OregonBuys for this RFP. Proposer also must use the “Withdraw Quote” button in OregonBuys to withdraw the Proposal.

3.3.6 Proposal Opening Date

Proposal and all required submittal items must be received by the SPC in OregonBuys on or before Opening. All Proposal modifications or withdrawals must be completed prior to Opening.

Proposals received after Opening will be considered LATE and will NOT be accepted for evaluation.

3.3.7 Proposal Rejection

OPRD may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

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

• Proposer has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to inappropriately influence a member of the Evaluation Committee.

• Proposer is conditioned on OPRD’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 solicitation or Addenda.

3.3.8 Opening of Proposals

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 Award is

8995 RFP (final).doc Page 9 of 16 issued. However, OPRD will record and make available the identity of all Proposers in OregonBuys after Opening.

3.4 PROPOSALS CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely Proposals to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.4.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

3.4.2 Technical Proposal

3.4.2.1 Qualifications and Relevant Experience

• Describe your experience, background, professional training and expertise in conducting studies related to the economic impact of a specific sector;

• Describe your previous, successful experience analyzing, interpreting data and conveying that that information in a way that is easily understood by the general public;

and

• Describe your experience creating messaging based on research study results.

3.4.2.2 Key Persons and their Resumes

• Specify the key persons who will be assigned to the contract, if awarded. For each key person, provide a current, one-page biography that demonstrates their qualifications and experience related to the scope of work; and

• Provide current resume(s) for all key personnel involved

3.4.2.3 Project Approach

• Provide a narrative discussion of your approach to project management, research studies, analyzing and interpreting data, and conveying information:

o Describing how you would approach this project, including interactions with OPRD, the study committee, and study participants;

o Describe the process and approach of your study methodology for this project.

- Provide two examples of past studies you have done.

- What metrics do you propose to use in order to get the information needed to achieve the goals of evaluating the economic impact of heritage related organizations, places, and activities in Oregon?

o Describe the challenges you anticipate in getting the information and data necessary to complete the study.

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3.4.2.4 Proposed Timeline

This project will be funded by OPRD grant monies, which means adhering to the timeline and regular reviews will be critical. The completed study, results, and deliverables must be completed and accepted by OPRD by June 30, 2022 for OPRD to comply with grant requirements.

• Describe your process for maintaining timelines and reviews of drafts. Describe how you will communicate with Commission staff as the project progresses; and

• Submit a proposed timeline for the process to complete the work described in the Scope of Work section and Exhibit A of the Sample Contract;

o Include key milestones, target dates for preliminary results, final results, first, second and final draft of the report and summary of results, first, second and final draft for the messaging tool.

3.4.2.5 References

Provide at least three references from current or former client firms for similar projects performed for any clients within the last five years. References must verify the quality of previous, related Work.

OPRD may check to determine if references provided support Proposer’s ability to comply with the requirements of this solicitation. OPRD may use references to obtain additional information, break tie scores, or verify any information needed. OPRD may contact any reference (submitted or not) to verify Proposer’s qualifications. References will not be scored but will be used to verify Proposer’s qualifications and the quality of previous work.

3.4.3 Proposed Cost Sheet

Submit a separate proposed Cost Sheet electronically through Oregon Buys that includes the following items: (Total Costs should not exceed $50,000.)

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

• Cost Sheet must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

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

Proposer will NOT complete line item pricing in OregonBuys for this RFP.

3.4.4 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after OPRD 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 Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in

8995 RFP (final).doc Page 11 of 16 whole, as exempt from disclosure is not acceptable. OPRD 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 Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and Proposal Content Requirements section. 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, OPRD may waive mistakes in accordance with OAR 137-047-0470.

In accordance with OAR 137-047-0261(6)(a)(A), OPRD may establish a Competitive Range of all Proposers who have made a good faith effort in submitting a Proposal in response to this solicitation for the purpose of correcting deficiencies in Proposals for determining responsiveness during Round 1.

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

3.5.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a scores for each evaluation criterion listed below in this section.

SPC 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 – Qualifications and Relevant Experience 35 points

• How well does the Proposal demonstrate Proposer’s experience conducting a study related to economic impact?

• How well does the Proposal demonstrate Proposer’s experience analyzing and conveying results of a study in a way that is easily understood by the general public?

• Does the Proposer demonstrate experience in creating messaging based on data?

3.5.2.2 Evaluation Item 2 – Key Persons and Their Resumes 25 points

• How well does the resume align with OPRD’s needs and explain how the key person’s or persons’ qualification can benefit the project?

• How well do the key person’s or persons’ resumes meet the education and expertise requirement needed to successfully perform the services and complete this project?

• Does the resume provide sufficient detail in describing the key person’s or persons’ accomplishments in previous jobs and a sense of the skills gained over the course of their career?

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3.5.2.3 Evaluation Item 3 – Project Approach 20 points

• How well does the project approach address tasks or activities, in regards to resource allocation, data collection, project objectives, and deadlines?

• How clear and achievable is the process and approach of survey methodology for this project?

• Does Proposer include:

- a variety of metrics to measure economic impact?

- a breakout of data by region?

- gathering stories to highlight in the full report?

- gathering data using heritage as a metric for livability of a community and drawing in businesses and residents?

3.5.2.4 Evaluation Item 4 – Proposed Schedule 10 points

How well does the Proposed Schedule align with OPRD Timeline, specifically OPRD review times and a project completion by June. 30, 2022?

3.5.2.5 Proposed Cost Sheet 10 points

• How well does the proposed Cost Sheet address Proposer’s time and staffing to provide services necessary to successfully complete the project? Are time, materials and other direct costs to be expended by Proposer included as line items in a detailed Cost Sheet?

• Does the Proposed Cost Sheet address travel costs associated with information collection, public education and outreach, and multiple site visits and interviews in various locations?

Is the travel estimated in association with specific tasks? Detailed travel estimates should include separate line items or a breakout for airfare, ground transportation, lodging, and per diem/meals/incidentals.

• Does the Proposed Cost Sheet provide pricing for Project Deliverables, including developing and executing the study, the full report, summary of results for the state and summary of results for regions, and messaging tool?

3.6 NEXT STEP DETERMINATION

OPRD 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 Proposals

If OPRD elects to conduct additional round(s), OPRD will provide written notice to all Proposers describing the next step. At any time, OPRD 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.

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3.6.1 Tiebreakers

If OPRD receives Proposers identical in cost, fitness, availability and quality and chooses to award a Contract, OPRD will award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

3.7 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator. Points are the total possible value for each section, as listed in the table below. The SPC will average scores from the evaluators for each evaluation criterion for each proposal.

3.8 RANKING OF PROPOSERS

The SPC will total the final average score (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, SPC 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

OPRD, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer based upon the scoring methodology and process described in Section 3. OPRD may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

OPRD will notify all Proposers in Writing by posting the “Notice of Award” in OregonBuys, stating that OPRD has awarded a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE

3.5.2.1 Evaluation Item 1 – Qualifications and Relevant Experience 35

3.5.2.2 Evaluation Item 2 – Key Persons and Their Resumes 25

3.5.2.3 Evaluation Item 3 – Project Approach 20

3.5.2.4 Evaluation Item 3 – Proposed Schedule 10

3.5.2.5 Evaluation Item 4 – Proposed Cost Sheet 10

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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 OPRD proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in OPRD 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 OPRD (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.

OPRD will not make any payment until OPRD has received 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.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a successful Proposer, OPRD may negotiate the Statement of Work as well as following terms and conditions:

Exhibit A (Statement of Work), Exhibit B (Compensation), and Contract sections 2.1 (Initial Term), 6.1 (Contractor’s Authorized Representative(s)), 10.3 (Personal Information), 15 (Remedies), 16 (Termination), and 18.1 (Subcontracts); and Exhibit C (Insurance): types and amounts of coverage as allowed by law.

In the event the parties have not reached mutually agreeable terms within 10 calendar days, OPRD, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

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

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Any Proposal conditioned upon OPRD’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, OPRD 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.

OPRD 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

5.2 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, 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 of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh Addenda to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

5.3 EXECUTIVE ORDER 21-29 (“EO-21-29”) COMPLIANCE

The selected-contractor shall comply with EO 21-29, as follows:

“…Contractor certifies that for the term of the Contract or the duration of EO 21-29, whichever expires or terminates first, that with respect to (if any) in-person meetings or other activities at indoor premises controlled or operated by OPRD or by any other Oregon Executive Branch OPRD, all of the Contractor’s Workers that participate in such in-person indoor meetings or other activities and all Workers of Subcontractors that participate in such in-person indoor meetings or other activities are or at the time of such participation will be fully vaccinated for COVID-19 , unless an exception applies under paragraph 6 of EO 21-29. The Contractor shall maintain records of Proof of Vaccination or permitted exceptions under EO 21-29. The Contractor shall provide written certification or proof, or both, of its compliance with EO 21-29 upon request of OPRD. OPRD may require use of certification forms available from OPRD. See EO 21-29 for applicable definitions, available at https://www.oregon.gov/gov/Documents/executive_orders/eo_21-29.pdf

The Contractor’s compliance with this provision is a material term of the Contract and the Contractor’s failure to comply will constitute a breach entitling OPRD to its remedies under the Contract, including but not limited to termination for default.”

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5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this solicitation become the property of OPRD. By submitting a Proposal in response to this solicitation, 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 intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF PROPOSALS; NO DAMAGES.

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

5.6 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.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET