C2025208_E-Rate_ConsultantProject_RFP.pdf

RFP S-12300-00013679 – Oregon Libraries E-Rate Consultant Project

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Request for Proposals:

Oregon Libraries E-Rate Consultant Project

Date of Issue: May 29, 2025 Pre-Proposal Conference: June 10, 2025 at 1:00 p.m. Pacific Time

Bid Opening Date: June 30, 2025 at 12:00 p.m. Pacific Time

OBDD RFP no. C2025208 OregonBuys no. S-12300-00013679

Single Point of Contact (“SPC”):

Kellie Stavang, Procurement and Contract Specialist Oregon Business Development Department 775 Summer Street NE, Suite 310 Salem, OR 97301 Telephone: 971-382-2123

Email: Kellie.Stavang@biz.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.

LIST OF ATTACHMENTS

• Attachment A – Proposer Information and Certification Sheet

• Attachment B – Disclosure Exemption Affidavit

• Attachment C – Reference Check Form

• Attachment D – COBID Certification/ Outreach Plan

• Attachment E – Responsibility Inquiry

• Attachment F – Sample Contract

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

file://biz.state.or.us/Files/Contracts/File%20Management%20and%20Organization/1%20Contracts/4%20Business%20Development/Broadband%20Office/23-25/C2025208%20Oregon%20Libraries%20E-Rate%20Consultant%20Project%20RFP/Info/Kellie.Stavang@biz.oregon.gov%20

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1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 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

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PROPOSAL REJECTION

4.9 OPENING OF PROPOSALS

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

4.14 ADDITIONAL ROUNDS

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

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

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 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 RESERVATION OF RIGHTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Business Development Department (“OBDD” or “Agency”), on behalf of the Oregon Broadband Office (“OBO”), is issuing this Request for Proposal (“RFP”) seeking a consultant (“Contractor”) to provide E-Rate consulting services for up to 35 Oregon Public Libraries.

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

Agency’s proposed budget for this RFP is $350,000.

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be two (2) years. Agency reserves the right to amend the contract for additional time and/or reasonably related services, dependent on need and approved budget, without conducting further solicitation activities (or as permitted by applicable statute or rule).

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

Pre-Proposal Conference June 10, 2025, at 1:00 p.m.

Questions / Requests for Clarification Due June 17, 2025, at 12:00 p.m.

Responses to Questions / Requests for Clarification Issued June 24, 2025, at 4:30 p.m. (approx.)

RFP Protest Period Ends 7 calendar days prior to RFP Bid Opening Date

Bid Opening Date (Proposal Due) July 01, 2025, at 12:00 p.m.

Issuance of Notice of Intent to Award July 17, 2025 (approx.)

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 OREGONBUYS

This RFP, including all amendments, addenda, attachments, and exhibits is posted as a Bid Solicitation in the OregonBuys web-based eProcurement System. The OregonBuys website is available at: http://oregonbuys.gov. OregonBuys is the only official repository for RFP http://oregonbuys.gov/

C2025208_E-Rate_ConsultantProject_V5_29MAY2025_KS Page 4 of 24 documents; RFP documents will not be separately mailed. Agency assumes no responsibility for content obtained from other sources.

1.3.1 OREGONBUYS ASSISTANCE

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at 1.855.800.5046 or by email at support.oregonbuys@oregon.gov. Proposers may find additional information regarding OregonBuys at:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

1.3.2 OREGONBUYS REGISTRATION INFORMATION

Proposers must be registered in OregonBuys to do business with the State of Oregon.

Registration is free. Current and correct registration information is the sole responsibility of the registered party. Agency accepts no responsibility for missing or incorrect information.

To create a vendor account, click the blue “Supplier Registration” button in the top right corner of the OregonBuys website. For registration assistance, see vendor registration guidance:

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

Vendors are responsible for ensuring that their vendor registration and information is current and correct in OregonBuys. Agency shall not be responsible for defective registration or incorrect vendor information.

1.4 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified as the Purchaser in OregonBuys and on the Cover Page of this RFP. 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 RFP pursuant to its authority under ORS 285A.075.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. 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

2.2.1 General Definitions

For the purposes of this RFP, capitalized words not specifically defined in this document are defined in ORS 279A.010, ORS 279B.005, and OAR 137-046-0110.

2.2.2 Project Specific Definitions

E-Rate means the schools and libraries universal service support program, commonly mailto:support.oregonbuys@oregon.gov https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx https://oregonbuys.gov/bso/view/login/login.xhtml https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf

C2025208_E-Rate_ConsultantProject_V5_29MAY2025_KS Page 5 of 24 known as the E-Rate program, administered by the Universal Service Administrative Company (USAC), utilizing Universal Service Funds (USF) which helps schools and libraries obtain affordable telecommunications and information services.

Oregon Public Libraries for the purposes of this RFP means libraries that meet the definition of library or library consortium found in the Library Services and Technology Act (LSTA), as amended by the Museum and Library Services Act of 2018 (20 U.S.C. § 9122) and the Tribal Library Order (FCC 22-8) in 2022 to include tribal libraries designated by the respective tribal government entity, and are eligible for assistance from a state library administrative agency under that Act.

Eligible Services List (ESL) means the list of eligible products and services that adhere to the respective Funding Year under the E-Rate program. The ESL is organized into two primary sections:

1. Category 1 E-Rate-eligible services means services needed to support broadband connectivity to eligible schools and/or libraries such as basic internet access or data transmission.

2. Category 2 E-Rate-eligible services means services needed for broadband connectivity within schools and/or libraries, and services needed to bring broadband into and provide it throughout schools and libraries such as internal connections, basic maintenance, or managed internal broadband services.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Agency is the State of Oregon’s economic development agency. Our mission is to invest in Oregon’s businesses, communities, and people to promote a globally competitive, diverse, and inclusive economy. To achieve this mission, the agency administers more than 80 core programs.

To learn more about our Agency, please visit our webpage: https://www.oregon.gov/biz To learn more about the Oregon Broadband Office, please visit our webpage:

https://www.oregon.gov/biz/programs/Oregon_Broadband_Office/Pages/default.aspx

2.3.2 Project Overview, Background, and Purpose

Established by the Telecommunications Act of 1996 and administered by the Universal Service Administrative Company under the direction of the Federal Communications Commission (FCC), E-Rate—also known as the Schools and Libraries Universal Service Fund program—was established to ensure that students and library patrons, regardless of their location or socioeconomic status, have access to modern telecommunications and internet services.

In support of the Oregon Broadband Office’s efforts to leverage existing federal funding to close the digital divide in rural Oregon this RFP builds upon the Oregon Libraries E-Rate Needs Assessment conducted in late 2024 and early 2025. The E-Rate Needs Assessment provides a comprehensive evaluation of existing digital infrastructure, identification of gaps, and a strategic plan to leverage E-Rate funding for optimal connectivity and digital access for public libraries in rural areas and federally recognized tribal lands, the purpose of which is to allow them to effectively apply for and utilize E-Rate funds to meet technology and community needs.

https://www.oregon.gov/biz https://www.oregon.gov/biz/programs/Oregon_Broadband_Office/Pages/default.aspx

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Rural public and tribal libraries often face unique challenges participating in the E-Rate program and securing funding due to application procedures, compliance requirements and local conditions. This RFP seeks to identify an experienced consultant or firm able to support up to 35 Oregon Public Libraries in obtaining funding for telecommunications and internet services (Categories 1 and 2). Contractor will support participant library applications, ensure program compliance, and maximize funding opportunities related to the E-Rate application process utilizing the information and the identified barriers to program participation in the Oregon Libraries E-Rate Needs Assessment study.

2.3.3 Desired Qualifications

Desired qualifications for Contractor include, but are not limited to:

• Expert knowledge of the E-Rate program rules and requirements including but not limited to form preparation and submission, Category 1 and 2 services eligibility, the competitive bidding process, and overall program compliance.

• Substantial experience working with rural libraries.

• Substantial experience working with tribal communities.

• Expert knowledge of federal, state or local procurement rules or regulations.

2.4 SCOPE OF WORK/SPECIFICATIONS

Contractor will be expected to complete the following tasks, at a minimum, to the highest standards prevalent in the industry or business most closely involved in providing the Services that the Agency is procuring under this RFP.

Task 1: Project Initiation and Planning

1.1 Kick Off Meeting

Contractor will meet with OBO staff and key stakeholders to initiate the Oregon Libraries E- Rate Consultant project in developing a comprehensive strategic plan to include an engagement and communications plan.

1.2 Host Webinars Oregon Public Libraries

Contractor will conduct a preliminary webinar for key participating library personnel and key stakeholders.

1.3 E-Rate Program Education and Training

Contractor will develop and distribute an E-Rate Guidebook, conduct workshops and webinars for E-Rate application preparation and submission; and provide training on Category 1 and Category 2 E-Rate-eligible services and technology.

Task 2: E-Rate Service Assessment and Technology Planning

2.1 Network Infrastructure Assessment

Contractor will complete a comprehensive review of library participants’ existing network infrastructure and future needs to determine necessary equipment, including but not limited to the following:

• Floor plan and facilities construction;

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• Cabling / conduits / wall drops;

• Computers for public use (hardware, software, assistive technologies, multilingual resources);

• Wireless access point locations;

• Existing network equipment / photos;

• Ethernet cabling;

• Network diagram;

• Internet filtering; and

• Cabinets, uninterruptible power supply (UPS), power, heating, ventilation, and air conditioning (HVAC)

2.2 Technology Strategy

Contractor will develop a multiyear E-Rate strategy tailored to each library participant to maximize funding opportunities and align with technology goals.

Task 3: E-Rate Form Preparation, Application, and Compliance Support

3.1 Form Preparation and Application

Contractor will support eligible library participants in the preparation and filing of all required E-Rate forms, including but not limited to:

• Form 470: Request for Services

• Form 471: Funding Request

• Form 486: Service Start Certification

• Form 472: Billed Entity Applicant Reimbursement (BEAR) Reimbursement Form

• Form 474: Service Provider Invoicing (SPI) Reimbursement Form

3.2 Records Retention

Contractor will maintain records of all forms and certifications acquired or completed for audit purposes.

3.3 Competitive Bidding Support

3.4 Contractor will assist in the drafting of Request for Proposals (RFPs) in accordance with E-Rate and local procurement rules, and posting Form 470 and ensuring all bidding windows are compliant and facilitate vendor interviews and evaluations.

3.5 Funding Request and Award Management

Contractor will Submit Form 471 applications including Item 21 attachments, review Funding Commitment Letters (FCL’s)and will support appeals or service substitutions as necessary.

3.6 Invoicing and Reimbursement Support

Contractor will assist with the following invoicing and reimbursement support tasks:

• Tracking service delivery and collecting necessary documentation from vendors

• Filing BEAR or SPI forms for reimbursement

• Reconcile reimbursement payments with invoices

3.7 Audit Preparation and Compliance

Contractor will maintain audit-ready documentation for a minimum of ten (10) years, and will assist library participant stakeholders in responding to inquiries from the Universal Service Administrative Company or the Federal Communications Commission. Contractor will provide training or documentation to support internal compliance efforts.

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Task 4: Reporting and Communication

4.1 Contractor will submit quarterly written progress reports to OBO.

4.2 Contractor will hold regular monthly and quarterly check-ins with library participant stakeholders.

Contractor will notify library participants of any regulatory changes or updates from USAC and the FCC which may impact the E-Rate Program.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

Proposals that do not demonstrate that the Proposer satisfies the following minimum qualifications will be rejected:

3.1.1 Proposer must be a registered vendor in OregonBuys.

3.1.2 Proposer must have work experience with, at minimum, five (5) clients per year within the last five (5) years. Work experience must include preparing and submitting forms on behalf of library entities including but not limited to standard FCC E-Rate Forms, advising libraries on service eligibility in accordance with the FCC’s Eligible Services List, managing the full competitive bidding process for libraries, maintaining all necessary documentation for USAC audits and internal compliance reviews, and responding to Program Integrity Assurance (PIA) inquiries.

3.1.3 Proposer must be licensed to do business in their state and be prepared to comply with requirements for doing business in Oregon, including registering with the Oregon Secretary of State.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section 3.3):

• Attachment A - Proposer Information and Certification Sheet

• Attachment B - Disclosure Exemption Affidavit – submit 1 copy only

• Attachment C - Reference Check Form

• Attachment D - COBID Certification / Outreach Plan - submit 1 copy only

• Attachment E - Responsibility Inquiry - submit 1 copy only

• Executive Summary

• Experience and Qualifications

• Approach and Administration Plan

3.2.2 Proposal Page Limits

Proposals are limited to ten (10) pages. Individual sections’ page limits, if any, are described in Section 3.3. Agency will consider the pages up to that allowable number and

C2025208_E-Rate_ConsultantProject_V5_29MAY2025_KS Page 9 of 24 discard all pages in excess of the allowable number. One (1) page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text.

Proposers may use their discretion for the font size of other materials (e.g., graphics, charts). Any page or partial page with substantive text, graphics, charts, resumes, etc., will be counted as one (1) 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 10 page limit:

• Table of Contents

• Attachment A - Proposer Information and Certification Sheet

• Attachment B - Disclosure Exemption Affidavit

• Attachment C - Reference Check forms

• Attachment D - COBID Certification / Outreach Plan

• Attachment E - Responsibility Inquiry

3.2.3 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.

Proposer shall submit its Proposal and all other submittal requirements electronically through OregonBuys. Proposer shall follow the procedures outlined in Section 4.4 for electronic submission.

Proposer shall submit a copy of its Proposal and all other submittal requirements. The Agency will accept Proposals in electronic files compatible with Microsoft Office applications.

The signed Proposer Information and Certification Sheet (Attachment A), as required by section 3.2.1, bearing the Proposer’s authorized representative’s signature must be submitted as a .PDF file.

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 also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

Agency requests that you do not password protect your original submissions or that Proposer provides an additional copy of your submissions that are not password protected. Agency sometimes needs to separate the documents within a submission group for the purposes of evaluation. Please contact the SPC if you have any questions or concerns.

Failure to demonstrate compliance with these submission requirements may result in a finding of non-Responsiveness.

3.2.4 Authorized Representative Signature

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

3.3 PROPOSAL REQUIREMENTS

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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.

3.3.1 Proposer Information and Certification Sheet (Attachment A, Not Scored)

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment A). Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 Disclosure Exemption Affidavit (Attachment B, Optional, Not Scored)

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Attachment B is required only if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

If Proposer believes any of the Proposal is exempt from public disclosure:

• Proposer shall complete and submit the Disclosure Exemption Affidavit, Attachment B.

• Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. This is in addition to submitting a non-redacted Proposal.

• Proposer shall mark as “Confidential” in OregonBuys all attachments Proposer believes are exempt from public disclosure. Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

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

3.3.3 Reference Check Form (Attachment C, Not Scored)

Proposer shall provide three (3) references from current or former client firms for similar projects performed within the last three (3) years. References provided 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. References will not be scored but may be used as part of a “responsibility” check to verify the Proposer’s ability to perform.

Proposer shall complete the Reference Check Form (Attachment C) and submit with the Proposal.

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3.3.4 COBID Certification / Outreach Plan (Attachment D, Not Scored)

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (COBID) Certification/Outreach Plan (Attachment D). See section 6.2 for further details.

3.3.5 Responsibility Inquiry (Attachment E, Not Scored)

Proposer shall complete and submit the Responsibility Inquiry (Attachment E). See section

4.10.1.2 for further details.

3.3.6 Executive Summary (Not Scored)

Proposer shall submit an executive summary. The executive summary must contain no more than one (1) page which condenses and highlights the contents of the Proposal, including an overview of the Proposer's understanding of the contents of the RFP, and a description of how the Proposer's generally intends to meet the RFP requirements.

3.3.7 Experience and Qualifications (Scored)

Proposer must clearly state their experience and working knowledge for providing services similar to this Proposal’s requirements as outlined in Section 2.4 - Scope of Work. Proposer must demonstrate experience working with libraries in support of the following:

• Preparing and submitting standard FCC E-Rate Forms on behalf of library entities;

• Advising libraries on service eligibility in accordance with the FCC’s Eligible Services List, including broadband, internet access, switches, cabling, and wireless access points;

• Managing a full competitive bidding process, including RFP creation, bid evaluations, and compliance with FCC rules on fair and open bidding; and

• Maintaining all necessary documentation for USAC audits, internal compliance reviews, and responding to PIA inquires, if applicable.

Proposer must demonstrate their success rate in securing E-Rate funding for libraries including percentage (%) of awarded applications.

3.3.8 Approach and Administration Plan (Scored)

Proposer shall submit an Approach and Administration Plan that provides a comprehensive work plan Proposer intends to follow, including procedures to accomplish the tasks described in section 2.4, Scope of Work. The work plan must illustrate how it will serve to coordinate and accomplish the work, including a proposed work schedule and a timeline Proposer will follow to coordinate and facilitate successful delivery of the Services.

Proposer must also include a Key Person List of the specific individuals who would be assigned key positions for this project. Include, by individual, a description of their duties and responsibilities for this Project and attach a one-page maximum resume for each person identified as a Key Person. The skills and experience of the staff assigned to the project must be comparable to those submitted in the Proposal. Agency reserves the right to determine comparability. If a Contract results from the Proposal, substitutions or replacement of staff identified as Key Persons must be approved in advance by Agency.

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3.3.9 Price Proposal (Scored)

Proposer shall submit a Price Proposal that includes the following items:

• 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;

• 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 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 and fringe rate separately for each such individual.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in OregonBuys at https://oregonbuys.gov/. RFP documents will not be mailed to Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. 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 be held at the date and time listed in Section 1.2 of this RFP.

Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the pre-proposal conference is to:

• Provide additional background information and a description of the Project;

• Explain the solicitation process; and

• Answer any questions Proposers may have related to the Project or the process.

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

4.2.1 ATTENDANCE AT PRE-PROPOSAL CONFERENCE

Interested parties may participate in the Pre-Proposal Conference by attending a virtual Microsoft Teams meeting at the link below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 246 944 193 103 9 Passcode: f9Th7Kh7 https://oregonbuys.gov/ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTYzM2VmOWQtYWMxNi00OGYxLThhMTYtMjI2YjI5MjdlODQw%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%225298636a-f769-44a8-8425-86ac1bcff501%22%7d

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Dial in by phone +1 503-446-4951,,49216723# United States, Portland Find a local number Phone conference ID: 492 167 23# For organizers: Meeting options | Reset dial-in PIN

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 submitted no later than the specified date in Section 1.2 and emailed to the SPC identified on the Cover Page of this RFP.

Substantive questions and answers will be issued as official addenda to this RFP. Changes or modifications to this RFP shall be binding on the Agency only if in the form of written addenda issued by Agency.

Agency will provide addenda by posting them to OregonBuys. Anyone who has received a copy of this RFP from a source other than Agency is responsible for checking with the SPC or online postings. Agency is not responsible for sending addenda to any potential Proposers.

4.4 SOLICITATION PROTESTS

4.4.1 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.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a written protest of anything contained in an Amendment to this RFP. 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.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys solicitation number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative of Proposer;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, tel:+15034464951,,49216723 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=49216723 https://teams.microsoft.com/meetingOptions/?organizerId=5298636a-f769-44a8-8425-86ac1bcff501&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_MTYzM2VmOWQtYWMxNi00OGYxLThhMTYtMjI2YjI5MjdlODQw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

C2025208_E-Rate_ConsultantProject_V5_29MAY2025_KS Page 14 of 24 unnecessarily restrictive, legally flawed, or improperly specifies a brand name;

and o 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 Section 1.2 of this RFP.

Protests to an Amendment must be received by the due date identified in the Amendment or Section 4.4.2 of this RFP.

Agency will not consider any solicitation protest submitted after the deadline established in this subsection.

4.5 PROPOSAL DELIVERY

Proposers shall submit their Proposals and all other submittal requirements using https://oregonbuys.gov/bso/. Proposer is solely responsible for ensuring its Proposal is submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. Proposals submitted by any means not authorized will not be accepted.

Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal (Bid) which can be found at https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, or to withdraw its Proposal, it must do so through OregonBuys prior to the RFP Bid Opening Date.

4.7 PROPOSAL DUE

Proposals (including all required submittal items) must be received in OregonBuys on or before Bid Opening Date. All Proposal modifications or withdrawals must be received prior to Bid Opening Date. Agency relies on the OregonBuys system clock to determine the correct time and is not responsible for any errors of any kind involved with electronic submission, delays, or difficulties experienced in the transmission of any Proposal, nor for notifying Proposers of complete or incomplete receipt of a Proposal.

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

Agency will open all timely received Proposals electronically on the Bid Opening Date.

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 https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

C2025208_E-Rate_ConsultantProject_V5_29MAY2025_KS Page 15 of 24 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 RFP Amendment(s).

4.9 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 Award is issued.

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 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 137-047-0470.

4.10.1.2 Responsibility Determination

Agency will determine if a Proposer is Responsible prior to reviewing and scoring a Proposal. Proposers shall submit a signed Responsibility Inquiry form (Attachment E) as part of their Proposal. At any time prior to award, Agency may reject a Proposal if the Proposer is found to be not Responsible.

4.10.2 Evaluation Criteria

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 of 0% to 100% for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

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

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SCORE EXPLANATION

1-49% POOR TO FAIR – Proposer meets minimum requirements but does not demonstrate “Satisfactory” knowledge of the subject matter.

50-60% SATISFACTORY– Response meets all requirements in an acceptable manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with little or no additional value provided.

61-89%

GOOD TO VERY GOOD – Response provides useful information, while showing experience and knowledge within the affected services area.

Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

90-100%

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and opportunity. Proposer provides deep and meaningful insight into its expertise, knowledge, and understanding of the subject matter.

4.10.2.1 Experience and Qualifications (50 points maximum)

• How well does the Proposal address the Proposer’s experience and knowledge providing services for libraries in support of funding E-Rate applications?

• Did the Proposer demonstrate their success rate in securing E-Rate funding for libraries including percentage (%) of awarded applications?

4.10.2.2 Approach and Administration Plan (40 points maximum)

• How well did the Proposer illustrate a comprehensive work plan that will serve to coordinate and accomplish the Scope of Work described in section 2.4, including a proposed work schedule and timeline?

• Did the Proposer provide a Key Person list of the specific individuals who would be assigned key positions for this project. Are the skills and experience of the staff assigned to the project comparable to those required in the Proposal?

4.10.2.3 Price Proposal (10 points maximum)

• Did the Proposer provide a Price Proposal related to the Scope of Work services and include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs?

• To what extent does the Price Proposal demonstrate the value received for the services provided compared with the estimated costs?

• Did the Price Proposal include personnel costs as required in section 3.3.8?

4.10.3 PREFERENCES

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4.10.3.1 Reciprocal Preference

For evaluation purposes per ORS 279A.120(2)(b), Agency shall add a percentage increase to each out-of-state Proposer’s Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer’s state.

https://www.naspo.org/research-and-innovation/state-preference-repository/

4.10.3.2 Tiebreakers

Oregon Supplies: If Agency receives Proposals identical in price, fitness, availability, and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

Scores are the values (0% through 100%) assigned by each evaluator to each evaluation criterion.

Points are the maximum possible value for each evaluation criterion as listed in the table below.

The scores will be used as a percentage multiplier of the maximum possible points for that criterion.

MAXIMUM POINTS POSSIBLE 100

4.10.2.1 Experience and Qualifications 50

4.10.2.2 Approach and Administration Plan 40

4.10.2.3 Price Proposal 10

ADDITIONAL ROUNDS POINTS POSSIBLE (if applicable) TBD

TBD TBD TBD

EXAMPLE:

Proposal A receives a score from evaluator #1 of 30% on an evaluation criterion worth 50 points. (50 multiplied by 30% is 15). The calculated point for this evaluation criterion from evaluator #1 is 15.

Calculated points for all evaluation criteria across all evaluators are combined to receive the Total Calculated Points for the Proposal.

4.12 RANKING OF PROPOSERS

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

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.

https://www.naspo.org/research-and-innovation/state-preference-repository/

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If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – Total Calculated Points from the previous round will be set aside and will not carry over.

The Proposer with the highest Total Calculated Points from the final round will receive the highest final ranking.

4.13 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

4.13.1 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 of competition, including scoring.

4.13.2 Competitive Range Protest

Proposers who claim to have been adversely affected by the exclusion 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.

4.14 ADDITIONAL ROUNDS

RESERVED.

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4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – Total Calculated Points from the previous round will be set aside and will not carry over.

The Proposer with the highest Total Calculated Points from the final round will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

Agency’s Intent to Award Notice will be published as an Amendment(s) in OregonBuys notifying that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

Agency may withdraw an Intent to Award Notice if:

1) Proposer fails to submit required follow-up documents that are satisfactory as determined by Agency;

2) Proposer is not able to meet the Representations and Warranties of Agency’s Contract;

3) Proposer fails to come to terms with the Agency and execute a Contract within 90 days;

4) Agency finds that to enter into the Contract may impair the integrity of the solicitation process or that such rejection or withdrawal is in the best interest of Agency.

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.

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• 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 execution of the Contract, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment F.

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

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 http://sos.oregon.gov/business/pages/register.aspx

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5.3.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment E — Responsibility Inquiry.

5.3.5 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.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment A - 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.