9432-0 ITB Final.pdf

ITB # S-10000-00009432

Duress Devices with Monitoring System and Maglocks

Solicitation ITB # S-10000-00009432-(ITB#9432) DAS Procurement Services, Version 1.0 – February 20, 2019 Page 1 of 21

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services Office of Developmental Disabilities Services, Stabilization and Crisis Unit Is issuing this Invitation to Bid (ITB) under Oregon Buys Bid

Number S-10000-00009432 for

DURESS DEVICES WITH MONITORING SYSTEM AND MAGLOCKS

Date of Issue: November 7, 2024, at 3:00 PM Pacific Time

Bid Opening Date: November 26, 2024 , 3:00 PM Pacific Time

Single Point of Contacts (SPCs): Victoria Crosby, Procurement Specialist Coral Ford, Procurement Specialist

Address: 500 Summer Street, E-03

City, State, Zip: Salem, OR 97301

Phone: 971-372-9892

E-mail: victoria.a.crosby@odhsoha.oregon.gov

Coral.D.Ford@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Single Point of Contacts (SPCs) at the contact information found above.

We accept all relay calls.

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.

mailto:victoria.a.crosby@odhsoha.oregon.gov mailto:Coral.D.Ford@odhsoha.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 PROJECT LOCATIONS INCLUDE:

1.3 SCHEDULE OF EVENTS

1.4 SINGLE POINT OF CONTACT

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 PROCUREMENT AUTHORITY

2.2 DEFINITION OF TERMS

2.3 OREGONBUYS TERMINOLOGY

2.4 OREGONBUYS RESOURCES:

SECTION 3: SCOPE OF WORK /SPECIFICATIONS

3.1 GENERAL INFORMATION

3.2 DURESS DEVICES WITH MONITORING SYSTEM

3.3 MAGLOCKS

SECTION 4: ITB PROCESS

4.1 MANDATORY PRE-BID WALK THROUGH HOME TOUR

4.2 OREGONBUYS

4.3 QUESTIONS AND CLARIFICATIONS

4.4 ADDENDUM

SECTION 5: INSTRUCTIONS TO PROSPECTIVE BIDDERS

5.1 ACCEPTANCE PERIOD

5.2 BID SUBMISSION REQUIREMENTS (GENERAL)

5.3 BID REQUIREMENTS

5.4 BID OPENING

5.5 REQUIRED FORMS

5.6 AUTHORIZED SIGNATURES

SECTION 6: BID REVIEW METHODOLOGY

6.1 RESPONSIVENESS DETERMINATION

6.2 RESPONSIBILITY DETERMINATION

6.3 COST COMPARISON

6.4 MINIMUM QUALIFICATIONS (PASS/FAIL)

6.5 PREFERENCES

6.6 METHOD OF AWARD

SECTION 7: CONTRACT EXECUTION

SECTION 8: ADDITIONAL INFORMATION

8.1 GOVERNMENT BODIES

8.2 OWNERSHIP/PERMISSION TO USE MATERIALS

8.3 COST OF BIDDING

8.4 CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

8.5 RECYCLED PRODUCTS

8.6 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A – Sample Contract and Purchase Order

ATTACHMENT B – Bid Cover Sheet

ATTACHMENT C – COBID Certification / Outreach Plan (optional)

ATTACHMENT D – Responsibility Inquiry

ATTACHMENT E – First Tier Subcontractor Disclosure Form (Mandatory for Maglocks)

ATTACHMENT F – Package #1 Building Plan and Maglock Locations

ATTACHMENT G – Project Criteria, Cost Proposal, Project Criteria Questionnaire

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Department of Human Services (“ODHS”), Office of Developmental Disabilities Services (“ODDS”), Stabilization and Crisis Unit (“SACU”), (collectively the “Agency”), is issuing this Invitation to Bid (“ITB”) to establish a Contract with a qualified Bidder to provide maintenance, repair and upgrade Magnetic Locks and implement Duress Devices with Monitoring Systems that includes ongoing maintenance, repairs, training, and support for 20 SACU homes outlined in Section 1.2 Project Locations.

SACU is a 24-hour crisis residential program, that serves Individuals with Intellectual and/or Developmental Disabilities (“I/DD”), whose support needs exceed the supports offered or provided by community-based residential programs and often-times the Individuals enter Agency homes in crisis. Agency provides several services to Individuals with I/DD in a residential setting.

Agency intends to award one Contract to lowest Bidder that meets all qualifications and who is able to provide both Duress Devices with Monitoring Systems and Magnetic-Locking Systems and the services listed in Section 3 Scope of Work; however, at Agency’s sole discretion, multiple Contracts may be awarded to meet the needs the Agency. Contracts resulting from this ITB with a maximum not to exceed amount up to $200,000.00. Bids that demonstrate the ability to fulfill all needs outlined in this solicitation will be prioritized.

The initial term of the resulting Contract from this ITB is anticipated to be for (12) months, Agency reserves the right to amend the resulting Contract up to a cumulative contract term of (10) years.

The Agency foresees the potential need to purchase additional Duress Devices with Monitoring Systems and Maglocks from the winning Bidder after the initial order of Duress Devices with Monitoring Systems and Maglocks is made. If additional Duress Devices with Monitoring Systems and Maglocks need to be purchased by Agency, Agency will follow the procedure for additional purchases that will be set forth in the resulting contract awarded from this ITB. Agency reserves the right to purchase additional products or services not specifically listed in this ITB that the winning Bidder(s) is able to offer to ODHS.

1.2 PROJECT LOCATIONS INCLUDE:

SACU’s homes are currently in the following counties: Clackamas, Multnomah, Marion, Lane, Linn, and Yamhill.

Successful Bidder shall service all of the following locations below, including but not limited to (properties with * are considered priority locations for the Duress Systems that will need to be implemented first). ODDS reserves the right to renegotiate the priority of each location

Solicitation ITB # S-10000-00009432-(ITB#9432) DAS Procurement Services, Version 1.0 – February 20, 2019 Page 5 of 21 below that may need the Duress Devices with Monitoring System and Magnetic-Locking system with the awarded contractor.

• Brooks: 5334 Quail Street NE, Salem, OR 97305 (Duress)

• Cade: 871 Cade Street NE, Keizer, OR 97303 (Duress and Maglocks)

• Charles: 918 Charles Street, Newberg, OR 97132 (Duress and Maglocks)

• Dean: 650 Dean Avenue, Eugene, OR 97404 (Duress and Maglocks)

• Discovery: *5525 Discovery Place NE, Salem, OR 97317 (Duress and Maglocks)

• Eliot 1: 2736 N Williams Ave, Portland, OR 97227 (Duress)

• Gath: 5683 Gath Road SE, Salem, OR 97317 (Duress and Maglocks)

• Halsey: 18600 NE Halsey Street, Portland, OR 97230 (Duress and Maglocks)

• Hampden: *5545 Discovery Place NE, Salem, OR 97317 (Duress and Maglocks)

• Hawthorne: *9355 SE Hawthorne Boulevard, Portland, OR 97216 (Duress and Maglocks)

• Ina: 4914 SE Ina Avenue, Milwaukie, OR 97267 (Duress)

• James: 1105 James Street, Newberg, OR 97132 (Duress)

• Jody: 2710 Jody Place, Lebanon, OR 97355 (Duress)

• Macleay: *1999 - 74th Avenue SE, Salem, OR 97317 (Duress and Maglocks)

• Madison: *9352 SE Madison Street, Portland, OR 97216 (Duress and Maglocks)

• Oak: 805 E. Oak Street, Lebanon, OR 97355 (Duress and Maglocks)

• River Road: 350 River Road, Eugene, OR 97404 (Duress)

• Turner: *9460 Fowler Lane SE, Turner, OR 97392 (Duress and Maglocks)

1.3 SCHEDULE OF EVENTS

The table below represents a tentative schedule of events. Agency may modify these dates at any time, with appropriate notice. All times are Pacific Standard Time (PST).

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Event Date Time

Mandatory Pre-Bid Walk-Through Home Tour November 14, 2024 10:00AM

Questions and Clarifications Due to SPCs November 18, 2024 3:00 PM

Answers to Questions Input into OregonBuys November 20, 2024 3:00PM

Bid Opening Date (Date Bids are due) See cover page 3:00 PM

Issuance of Notice of Award (approx.) December 3, 2024 3:00 PM

Agency operating hours are:

Monday through Friday 8:00 AM to 5:00 PM, Pacific Time, except for state holidays and State approved closures, including those for inclement weather.

SACU Home operating hours are:

Twenty -four hours a day, seven days a week including weekends, holidays, and inclement weather.

1.4 SINGLE POINT OF CONTACTS

All questions, and requests for clarification, about any component of this ITB, including the Statement of Work, contractual requirements, and the procurement process must be emailed to both of the SPCs identified on the cover page of this ITB.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 PROCUREMENT AUTHORITY

Agency is conducting this ITB pursuant to ORS 279A.050 and OAR 125-246-0170(2).

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this ITB, unless specifically defined in this ITB, capitalized words have the meanings provided in OAR 125-246-0110. These definitions do not apply to the Proposed Contract attached as Attachment A “Sample Contract.”

Per OAR 125-246-0110 the following definitions apply to this ITB:

2.2.1 “Addendum” (referred to as “Amendment” in OregonBuys) means an addition or deletion to, a material changes in, or a clarification of, the ITB. Each Addendum shall be labeled as such and shall be made available to all interested Bidders in accordance

Solicitation ITB # S-10000-00009432-(ITB#9432) DAS Procurement Services, Version 1.0 – February 20, 2019 Page 7 of 21 with OAR 125-249-0250(2). The plural form of “Addendum” is “Addenda.”

2.2.2 “American Rescue Plan Act of 2021” or “ARPA” means the federal legislation that provides additional relief to address the continued impact of COVID-19 on the economy, public health, State and local governments, individuals, and businesses.

2.2.3 “Bid” (referred to as “Quote” in OregonBuys) means the Bidder's written offer submitted in response to the ITB, including all necessary attachments and information required to be submitted prior to award. Bid also means "Offer".

2.2.4 “Bid Opening Date” means the date and time set in the ITB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

2.2.5 “Closing” (referred to as “Bid Opening Date” in OregonBuys) means the date and time set in the ITB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

2.2.6 “Intellectual” or “Developmental Disability” (“I/DD”) means as defined in OAR 411-317-0000.

2.2.7 “Invitation to Bid” or "ITB" means all documents, whether attached or incorporated by reference, and any Addenda thereto, used for soliciting Bids.

2.2.8 “Office of Developmental Disabilities Services” or “(ODDS)” in this ITB, ODDS means the Oregon Department of Human Services (ODHS), Office of Developmental Disabilities Services (ODDS). Organizational unit that focuses on the planning of services, policy development, and regulation of programs for Individuals that have Intellectual or Developmental Disabilities.

2.2.9 “Bidder” means an individual, organization or representative of an organization that submits a Bid in response to an ITB. Bidder also means “Offeror”.

2.2.10 “Opening” means the date/time set to read the Bid submittals.

2.2.11 “OregonBuys” means the on-line electronic Oregon Automated Procurement System administered by DAS. The OregonBuys System website is located at:

https://oregonbuys.gov/bso/

2.2.12 “Schedule of Events” means the specific time and dates events relating to this ITB will occur.

2.2.13 “Signature” means to write one's name to confirm assent, responsibility, or obligation, either by hand using ink or by electronic means that constitute an “electronic signature’ under ORS Chapter 84.

2.2.14 “SPCs” means the Single Point of Contacts listed on the cover page of this ITB. All communications related to any provisions of this ITB shall be directed only to both of

Solicitation ITB # S-10000-00009432-(ITB#9432) DAS Procurement Services, Version 1.0 – February 20, 2019 Page 8 of 21 the SPCs to ensure every Bidder receives the same information.

2.2.15 “Stabilization and Crisis Unit” or “(SACU)” - is a 24-hour crisis residential program operating under the guidance of ODDS.

2.2.16 “Successful Bidder” means the person(s), organization(s) to which the award is made.

2.2.17 “State” means the State of Oregon.

2.2.18 “Writing” when required or permitted by law, or required or permitted in a Solicitation Document, also means letters, characters and symbols made in electronic form and intended to represent or convey particular ideas or meanings.

2.3 OREGONBUYS TERMINOLOGY

Terminology specific to the OregonBuys electronic procurement system follows.

2.3.1 “Amendment” is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to an Invitation to Bid. OregonBuys modifications, if any, to this ITB will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.3.2 “Attachments” described in Section 4.3.2 and Section 7.7 of this ITB are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this ITB Document.

2.3.3 “Bid” or “Bid Solicitation” is the same as Invitation to Bid. The Bid Solicitation Number S-10000-00009432 is ODHS’ Invitation to Bid from qualified Vendors to provide communications consulting, marketing, and public relations services.

2.3.4 “Bid Availability Date” is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.3.5 “Bid Opening Date” is the date and time after which the Bidder will no longer be accepted in OregonBuys.

2.3.6 “Duress System” a device or system that is used to signal that an individual is in danger or under Duress.

2.3.7 “Quote” is a Vendor’s response to a Bid Solicitation. The Bidder submits a Quote in OregonBuys using the Attachment documents provided by ODHS in OregonBuys.

2.3.8 “Seller” or “Seller Administrator” may be the same entity as a Vendor, supplier, or the Bidder.

2.3.9 “Vendor” refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

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2.4 OREGONBUYS RESOURCES:

For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046

For information on how to register as a Vendor in OregonBuys:

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

For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search %20in%20OregonBuys.pdf

Detailed instructions on how to submit a Proposal(“Quote”) in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal %20Solicitation%20Response.pdf

If the above-links are not an option, obtain the information through the Vendor Help Desk by phone or email, or contact the SPCs.

SECTION 3: SCOPE OF WORK /SPECIFICATIONS

3.1 GENERAL INFORMATION

After execution of a Contract, the Bidder will be designated as a Contractor and shall perform the services and complete the work described in this Section 1.3, “Scope of Work”. Agency and the selected Bidder(s) will negotiate a final Statement of Work for the Contract. The Statement of Work will include provisions based on the Scope of Work, the successful Bidder(s) Bid, or other terms and conditions negotiated by the parties or required by statute or rule.

The equipment quantities listed below are for the purpose of the award and reflect the anticipated initial orders the Agency intends to place upon award, utilizing a Purchase Order for Goods and a Trade Service Contract for Services.

Contractor shall include all components and parts necessary, for complete and proper assembly, and operation of the equipment. Contractor shall deliver only new and unused equipment.

Bidders are requested to submit rates for any necessary maintenance, upgrades, and repair services. Please note that these rates will not influence the award decision of this ITB, but will be included in the contract awarded to the selected Bidder.

mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%20in%20OregonBuys.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%20in%20OregonBuys.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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3.2 DURESS DEVICES WITH MONITORING SYSTEM

3.2.1 Bidder shall be responsible for supplying and installing all components required to implement Duress Devices with Monitoring Systems that includes, but is not limited to, the following capabilities:

(1) Centralized control software with documentation and reporting tools, 24-hour real time alerts, monitoring, location tracking, and response applications.

(2) Supply up to 200 wearable devices that allows users to activate a wireless system that will feature:

a. Panic buttons with discreet activation.

b. Long-range GPS location tracking, recording, and reporting.

c. Provides optional styles of wearable devices for staff to select an option that meets their specific needs such as a bracelet, lanyard, clip-on, pocket size or interfaces with user’s cell phone.

(3) An alarm system that includes:

a. Modifiable alarm volume and tones.

b. Ability to set up the alarm system by zones.

c. Provides back up power and redundancy capabilities.

(4) Will be responsible for providing ongoing technical support, replacement of lost or damaged devices, and maintenance and repairs for the Duress Devices with Monitoring System after system installation.

(5) Annually inspect and evaluate the Duress Monitoring System and notify ODDS of any required maintenance, repairs, or deficiencies in the Duress Devices with Monitoring Systems supplied.

(6) Work with SACU point of contract from to identify and resolve any concerns.

(7) Resolve maintenance requests on-site (if resolution cannot be completed remotely) within 24-hours from request by designated SACU staff, and available 24-hours per day seven days per week, including weekends and holidays.

(8) Maintain inventory of parts available to replace as needed for timely repairs.

(9) Be responsible for immediately reporting any issues or errors directly associated with the devices or monitoring systems for all duress devices with

Solicitation ITB # S-10000-00009432-(ITB#9432) DAS Procurement Services, Version 1.0 – February 20, 2019 Page 11 of 21 monitoring systems supplied.

(10) Provide in-person training sessions for SACU training staff and written instructions for staff. ODDS reserves the right to negotiate additional training with the awarded contractor, as needed.

(11) Collaborate with ODHS to develop a coordinated emergency response plan for each SACU home.

3.3 MAGLOCKS

3.3.1 Bidder shall be responsible for providing maintenance and repairs for the Magnetic- Locking systems. Services include, but are not limited to:

(1) Inspect and evaluate Magnetic Locks in SACU homes to identify repairs or replacements needed.

(2) Work with SACU staff to identify and resolve any concerns.

(3) Services are to be performed according to the manufacturer’s specifications and tested for proper functionality.

(4) Performing diagnostic checks.

(5) Replacing or repairing parts as needed.

(a) If replacement is need for any reason, Bidder must first obtain written approval from ODHS.

(6) Reprogramming devices as needed.

(7) Resolve maintenance requests on site (if resolution cannot be completed remotely) within 24-hours from request by designated SACU staff, and available 24-hours per day seven days per week, including weekends and holidays.

(a) Completing all maintenance requests within 24 hours;

(b) If repairs are expected to go beyond 24 hours, Bidder must notify ODDS so that alternative security arrangement can be made.

(c) Provide SACU a schedule of routine maintenance needed each year and upon request, and coordinate with designated SACU for all on-site and remote maintenance visits needed.

(8) Maintain inventory of parts available to replace as needed for timely repairs.

(9) Provide in-person training sessions for SACU training staff and written instructions for staff. ODDS reserves the right to negotiate additional training with the contractor

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3.3.2 Bidder shall be responsible for replacing or installing new Magnetic-Locking device systems that have become obsolete or at the request of SACU. New Magnetic- Locking device systems shall include but are not limited to the following capabilities:

(1) Integrate with the current alarm systems (fire suppressants) in place and disengage when the fire alarms are activated.

(2) Monitor windows and doors.

(3) Lock main entry and exit doors.

(4) Emergency button to open doors.

(5) Use a flat-mount system.

(6) Provide durable keypads that withstand high volume usage and basic hygiene practices such as cleaning with disinfectant wipes and being operated after using hand-sanitizer.

(7) Provides back-up power supply.

(8) Provide holding force of 600 lbs. or greater.

(9) Coordinating with other security contractors to ensure that any systems installed by Bidder does not interfere with existing security features such as, but not limited to fire alarms.

3.3.3 Bidder shall attend planning meetings anticipated to occur monthly or as requested by Agency.

3.3.4 Bidder shall collaborate with ODHS to schedule site visits, installation, maintenance, and annual inspections.

(1) ODHS requires that the Contractor meet the highest standard prevalent in the industry.

3.3.5 Bidder shall provide all labor, travel costs, equipment, tools, and materials required to complete the work.

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SECTION 4: ITB PROCESS

4.1 MANDATORY PRE-BID WALK THROUGH HOME TOUR

A mandatory Pre-Bid Walk-Through will be held for this ITB.

Bidders must attend a mandatory Pre-Bid Walk-Through home tour which will occur on November 14, 2024, at 10:00am PST located at 9352 SE Madison Street, Portland, OR 97216

(see SECTION 1, 1.3 SCHEDULE OF EVENTS).

Bidders who do not attend the mandatory Pre-Bid Walk-Through home tour who submit a bid, will not have their bid considered for award.

4.2 OREGONBUYS

This ITB, including all Addenda, attachments and exhibits will be posted on OregonBuys e-procurement system.

4.3 QUESTIONS AND CLARIFICATIONS

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 e-mailed to the SPCs named on page one of this ITB;

• Reference the OregonBuys bid number S-10000-00009432;

• Identify Bidder’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 Section 1.3 “Schedule of Events.”

Questions submitted via fax or telephone will not be accepted nor responded to.

Agency will respond to questions and requests for clarifications by posting a final Q&A document in OregonBuys. In its sole discretion, Agency, may change this ITB by written Addendum and post to OregonBuys. Clarifications, corrections or changes to this ITB made in any other manner are not binding on the State.

4.4 ADDENDUM

Unless otherwise stated in the ITB, Agency shall post any Addendum on OregonBuys.

Addendum are incorporated into this ITB by this reference and can be viewed and downloaded by interested parties registered in OregonBuys. Bidder is responsible for monitoring OregonBuys regularly until ITB Bid Opening. Agency is not responsible for sending Addendum to any prospective Bidder.

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SECTION 5: INSTRUCTIONS TO PROSPECTIVE BIDDERS

5.1 ACCEPTANCE PERIOD

Bids are firm offers for a period of 90 calendar days from Bid Opening.

5.2 BID SUBMISSION REQUIREMENTS (GENERAL)

5.2.1 BID FORMAT

Bidder shall submit one (1) electronic copy of its Bid.

5.2.2 SUBMITTING BIDS

Bidder is solely responsible for ensuring its Bid is received by the SPCs in accordance with the ITB requirements before Opening. Agency is not responsible for any by transmission errors or delays, or for any mis-delivery for any reason. A Bid submitted by any means not authorized below will be rejected. The following delivery options are permitted for this ITB:

Delivery through OregonBuys

Bid submission should be electronically through OregonBuys at:

https://oregonbuys.gov/bso/

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

5.2.3 QUANTITY OF BIDS TO BE SUBMITTED

One Bid with all required documents must be submitted on or before Bid Opening (date and time).

5.2.4 BID MODIFICATION

Any Bidder who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Bidder wishes to withdraw its Bid, the Bidder must withdraw its Bid prior to Bid Opening date and time. The Bidder must submit a written notice on Bidder’s letterhead of intent to withdraw its Bid. The notice must identify the ITB number, be signed by the authorized representative and be received by the SPCs identified on the cover page of this ITB prior to the Bid Opening date and time.

5.2.5 LATE BIDS

Late bids will NOT be accepted or reviewed. Late Bids will not be returned to the respective https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Bidder.

5.2.6 OPENING OF BIDS

Agency will record and make available on OregonBuys the identity of all Bidders after Opening. Bids received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

5.3 BID REQUIREMENTS

Failure to provide any of the information or comply with any of the requirements in Section 5 and its subsections MAY be considered nonresponsive. Agency has the right to determine if Bids substantially meet the requirements of this ITB.

5.4 BID OPENING

Bids must be submitted by Bid Opening to be considered.

5.5 REQUIRED FORMS

Bidder must submit the following forms, failure to do so will result in Bid rejection:

ATTACHMENT A SAMPLE CONTRACT AND PURCHASE ORDER

ATTACHMENT B BID COVER SHEET

ATTACHMENT C COBID CERTIFICATION / OUTREACH PLAN (Optional)

ATTACHMENT D RESPONSIBILITY INQUIRY

ATTACHMENT E FIRST TIER SUBCONTRACTOR DISCLOSURE FORM (Mandatory for Maglock)

ATTACHMENT F PACKAGE #1 BUILDING PLANS AND MAGLOCK LOCATIONS

ATTACHMENT G PROJECT CRITERIA, COST PROPOSAL, PROJECT CRITERIA QUESTIONNAIRE

SECTION 5.5 (8) BIDDER’S TECHNICAL AND PROFESSIONAL EXPERIENCE

(1) Attachment A Sample Contract and Purchase Order

Attachment A Sample Contract is not submitted with Bidder’s Bid in OregonBuys.

The final Contract will be subject to negotiations between ODHS and Bidder.

Exhibit C of Attachment A contains the Insurance Requirements for a Contract resulting from this Bid Solicitation.

(2) Attachment B Cover Sheet

Bidders must provide the SOS Registry Number and Construction Contractors Board license number on the Attachment B – Bid Cover Sheet. Bidders who do not hold proper licensure and registrations will be failed and will not be considered for award.

(3) Attachment C COBID Certification / Outreach Plan.

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Certified Firms, as defined in Attachment C, must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By submitting its Quote, Bidder certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

Bidder must download Attachment C COBID Outreach Plan from OregonBuys and must submit a completed Attachment C in OregonBuys as part of the Quote.

(4) Attachment D Responsibility Inquiry.

Attachment D Responsibility Inquiry will assist ODHS in determining if a Bidder is Responsible prior to execution of a Contract. Bidder must download Attachment D from OregonBuys.

Bidder shall complete the information requested, sign the form, and submit the signed Attachment D in OregonBuys as part of the Quote.

ODHS may reject a Bidder found to be not Responsible at any time prior to execution of a Contract.

(5) Attachment E First Tier Subcontractor Disclosure Form

Bidders must fill-out, sign, and submit via OregonBuys.

(6) Attachment F Package 1 Building Plans and Maglock Locations

Informational

(7) Attachment G Project Criteria, Cost Proposal, Project Criteria Questionnaire

Project Criteria - Identify if you will be bidding for both the Duress Devices with Monitoring System and Maglocks or a portion of the solicitation.

Cost Proposal - Using Attachment G, Bidder must provide a detailed cost proposal that includes:

(a) Itemized cost structure for all components of the Duress Devices with

Monitoring System and what will be included and excluded; this may include multiple systems depending on final assessment needs and recommended or optional features.

(b) An all-inclusive hourly rate that includes travel including, but not limited to:

a) Meetings;

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b) Emergency response development plan;

c) Assessments;

d) Installation; and

d) Administration costs.

(c) Costs for training Agency staff on the usage of Duress Devices with

Monitoring System.

(d) Ongoing costs for technical assistance, monitoring, and or maintenance fees.

(e) Replacement of duress devices to maintain an inventory of 200 active devices at all time, or an amount as otherwise designated by ODDS.

(f) An all-inclusive hourly rate for Magnetic Lock maintenance and repairs for the Magnetic-Locking systems.

(g) Replacement costs for Magnetic Lock devices.

Project Criteria Questionnaire - Complete the Project Criteria Questionnaire and sign the entirety of the document.

(8) BIDDER’S TECHNICAL AND PROFESSIONAL EXPERIENCE

Bidder must submit a brief summary, not to exceed 5 pages, on how they meet the following:

(a) Bidders experience evaluating projects, making recommendations on installation of system, in-person training session on use of system, and maintenance of Duress Devices with Monitoring Systems and Magnetic-Locking System.

(b) If Bidder will use multiple staff to provide the services in the resulting contract, if yes, provide resumes for those staff and their roles (resumes not to exceed 2 pages)

(c) Describe Bidder’s capacity to allocate experienced staff to work the hours required to complete work detailed in Section 3 and complete the project by

Agency’s set deadline, anticipated project completion deadline is February 28, 2025.

(d) Describe Bidder’s process in determining a Duress System that will meet ODDS’s needs.

(e) Describe how Bidder will provide on-going training and technical assistance to

SACU staff, if requested by ODDS.

(f) Describe the detailed project timeline that includes inspection and assessment of needs, system recommendation and planning meetings, delivery lead time, installation, training, and project completion.

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5.6 AUTHORIZED SIGNATURES

The Bid must be signed by person(s) legally authorized to bind the Bidder to the Bid and the Contract resulting from this ITB. Upon request by Agency, any representative submitting a Bid on behalf of the Bidder shall provide a current document certifying the representative’s authority to bind the Bidder. Upon request of Agency, Bidder shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the Bid to execute agreements on behalf of the entity.

SECTION 6: BID REVIEW METHODOLOGY

6.1 RESPONSIVENESS DETERMINATION

A Bid received prior to Bid Opening will be reviewed to determine if it is Responsive to all ITB requirements including compliance with Section 5.3 “Bid Requirements.” If the Bid is unclear, the SPCs may request clarification from Bidder. However, clarifications may not be used to rehabilitate a non-Responsive Bid. If the SPCs finds the Bid non-Responsive, the Bid may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247- 0470.

6.2 RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Bidder is Responsible prior to award and execution of the Contract and/or Purchase Order. Bidder(s) shall submit a signed Responsibility Inquiry form (Attachment D) with Bid. At any time prior to award, Agency may reject a Bidder found to be not Responsible.

6.3 COST COMPARISON

Agency shall award one or more Contracts for all locations to the lowest Responsible Bidder whose Bid substantially complies with the requirements and criteria set forth in the ITB.

6.4 MINIMUM QUALIFICATIONS (PASS/FAIL)

To be considered, Bidder must meet the following requirements:

(1) At time of Bid submission, Bidders must be actively registered with the State of Oregon Construction Contractors Board (CONSTRUCTION CONTRACTORS BOARD) and have a valid CONSTRUCTION CONTRACTORS BOARD license.

(2) At the time of Bid submission, Bidders must be currently registered with the Oregon Sectary of State (SOS). https://sos.oregon.gov/business/pages/default.aspx

(3) The bidder must complete and meet the requirements in Bidder Evaluation Criteria.

(4) If applicable, a resume must be provided that demonstrates the Bidder’s staff assigned to this project meet the following experience set forth in Section 6.4.1(Resumes limited to three (3) pages) https://sos.oregon.gov/business/pages/default.aspx

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6.5 PREFERENCES

6.5.1 OREGON SUPPLIES AND SERVICES

Agency prefers Oregon goods and services, and for bid calculation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Bidder proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

6.5.2 RECIPROCAL PREFERENCE

For bid calculation purposes per OAR 125-246-0310, Agency shall add a percent increase to each out-of-state Bidder’s Bid price that is equal to the percent preference, if any, given to a Resident Bidder in the Bidder's state.

6.5.3 RECYCLED MATERIALS

In comparing Goods from two or more Bidders, if at least one Bidder offers Goods manufactured with Recycled Materials, and at least one Bidder does not, Agency will select the Bidder offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

6.5.4 TIEBREAKERS

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

6.6 METHOD OF AWARD

6.6.1 GENERAL AWARD

If awarded, Agency will award the Contract to the Responsible Bidder submitting the lowest, Responsive Bid. Agency may award by item, groups of items or the entire Offer provided such Award is consistent with this ITB and in the public interest.

6.6.2 INTENT TO AWARD

After a final selection is made, Agency will issue a notice of Intent to Award on OregonBuys. Bid files are public records and available for review at Agency by appointment.

SECTION 7: CONTRACT EXECUTION

After submission of the required information and insurances identified in the ITB by the awardee and obtaining all requisite approvals required, Agency will proceed with final https://www.naspo.org/reciprocity1

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The Terms and Conditions of the Contact attached hereto as Attachment A “Sample Contract” are not negotiable. Agency will not accept Bidders terms and conditions.

SECTION 8: ADDITIONAL INFORMATION

8.1 GOVERNMENT BODIES

Under ORS Chapter 190, Agency may enter into an agreement with another government body for the Goods or Services that are the subject of this ITB. Intergovernmental agreements are not subject to the Public Contracting Code. If Agency receives an Offer from a government body, Agency will initially review the Offer according to the same criteria set forth in this ITB. Agency, in its sole discretion, may enter into an ORS Chapter 190 agreement with any government body for the Goods or Services, or any portion thereof and cancel this ITB if it would be in the public interest as determined by Agency.

8.2 OWNERSHIP/PERMISSION TO USE MATERIALS

Bids submitted in response to this ITB become the property of Agency. The submission of a Bid in response to this ITB 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 Bid solely for the purpose of evaluating the Bid, awarding a Contract, or as otherwise needed to administer the ITB process, and to fulfill obligations under Oregon Public Records Laws. Bids, including supporting materials, will not be returned to Bidder.

8.3 COST OF BIDDING

Bidders must pay all costs of bidding including, but not limited to, the cost to prepare and submit Bids, samples and other supporting materials, or to participate in demonstrations, if required by this ITB.

8.4 CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

Pursuant to ORS 279B.100, Agency may reject any or all Bids in whole or in part, and may cancel this ITB at any time when the rejection or cancellation is in the best interest of the State. Agency, the State, and their officers, employees and agents are not liable to any Bidder for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this ITB, or rejection of any or all Bids. Unless Agency cancels this ITB prior to the Bid Opening identified in Section 1.3 “Schedule of Events,” all Bids will become part of the public record without obligation to Agency.

8.5 RECYCLED PRODUCTS

Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Contract. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280).

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8.6 CHECKLIST DISCLAIMER

Any checklists contained in this ITB are provided only as a courtesy. Agency makes no representation as to the completeness or accuracy of any checklist. Prospective Bidders are solely responsible for reviewing and understanding this ITB and complying with all requirements.