Compostability Research and Technical Report RFP.pdf

OregonBuys Bid # S-34000-00014782

STATE OF OREGON

COVER PAGE

Department of Environmental Quality is issuing this Intermediate Procurement under S-34000-00014782 for

COMPOSTABILITY RESEARCH & TECHNICAL REPORT

Date of Issue: 9/25/2025

Opening Date (Offers Due): 10/30/2025

Single Point of Contact (SPC): Stephanie Brandon, Procurement & Contract Specialist

Address: 700 NE Multnomah Street, Suite 600 City, State, Zip : Portland, OR 97232 Phone: 503-528-4330 E-mail: BIDSDEQ@deq.oregon.gov mailto:BIDSDEQ@deq.oregon.gov

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 OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFER CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 PRICE EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H CERTIFICATION OF MINIMUM OFFER REQUIREMENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Environmental Quality (“Agency” or “DEQ”), is issuing this Intermediate Procurement for contracting research services to support Oregon DEQ in fulfilling the legislative obligation set forth by SB 582 (2021), Section 44a. The purpose of the required study is to study the impacts of covered products on both compost facilities and the finished compost product, and to then use these findings to draft a report that contains findings and policy options related to covered products.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be 2 years with options to renew up to a maximum of 2 years. The budget cap for this project is $100,000.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Pre-offer Conference 10/9/2025 10:00 AM

Questions / Requests for Clarification Due 10/13/2025 5:00 PM

Opening (offer Due) 10/30/2025 11:59 PM

Issuance of Notice of Award (approx.) 12/15/2025

1.3 SINGLE POINT OF CONTACT (SPC)

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

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

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 solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

Terminology specific to the OregonBuys system may be found at the OregonBuys Program Information website.

2.2.2 Project Specific Definitions

“Covered Products” - Covered product means: packaging, printing and writing paper, food serviceware. (ORS 459A.863)

“Compost facility” - Composting Facility means a site or facility composting feedstocks to produce a useful product through a managed process of controlled biological decomposition. Examples of composting facilities include sites used for composting windrows and piles, anaerobic digestion, vermiculture, vermicomposting and agricultural composting. (OAR 340-093-0330)

“Composted material or Compost” – “Composted material" or "Compost" is the solid material resulting from the composting process. It includes both the material produced from aerobic composting and the solid digestate produced by anaerobic digestion, although the solid digestate may require additional composting in order to be suitable for certain applications. (OAR 340-093-0330)

“Composting” - Composting means the managed process of controlled biological decomposition of feedstocks. A managed process includes, but is not limited to, reducing feedstock particle size, adding moisture, mixing feedstocks, manipulating composting piles, and performing procedures to achieve human pathogen reduction.

"Composting" includes both aerobic composting and anaerobic digestion. Other examples of composting include bokashi, fermentation, and vermiculture. (OAR 340- 093-0330)

“Environmental Impacts” - Environmental impact means any change to the environment wholly or partially resulting from, either directly or indirectly, the facility’s activities, products, or services. An environmental impact may be determined circumstantially, without direct measurement. (OAR 340-014-0105)

“Environmental life cycle aspects” - Environmental life cycle aspects means elements of a facility’s activities, products or services that can interact with the environment at any stage of the system, including but not limited to raw material acquisition, utilization of natural resources, transportation of materials, and ultimate use and disposal of the product. (OAR 340-014-0105)

“Feedstock” - Feedstock means organic and other solid wastes used in a composting process to produce composted material or used in a conversion technology facility to produce other products. For composting, four types of feedstocks are defined:

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html https://www.oregon.gov/das/ORBuys/Pages/Index.aspx https://www.oregon.gov/das/ORBuys/Pages/Index.aspx https://www.oregonlegislature.gov/bills_laws/ors/ors459A.html https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=319721 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=319721 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=319721 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=319721 https://oregon.public.law/rules/oar_340-014-0105 https://oregon.public.law/rules/oar_340-014-0105

• Type 1 feedstocks include source-separated yard and garden wastes, wood wastes, agricultural crop residues, wax-coated cardboard, vegetative food wastes including department approved industrially produced vegetative food waste, and other materials the department determines pose a low level of risk from hazardous substances, physical contaminants and human pathogens. Type 1 feedstocks also include digestate derived only from type 1 feedstocks.

• Type 2 feedstocks include manure and bedding and other materials the department determines pose a low level of risk from hazardous substances and physical contaminants and a higher level of risk from human pathogens compared to type 1 feedstock. Type 2 feedstocks also include digestate derived from feedstocks that include Type 2 feedstocks but does not include any type 3 or type X feedstock.

• Type 3 feedstocks include dead animals, meat and source-separated mixed food waste and industrially produced non-vegetative food waste. They also include other materials the department determines pose a low level of risk from hazardous substances and a higher level of risk from physical contaminants and human pathogens compared to type 1 and 2 feedstocks. Type 3 feedstocks also include digestate derived from feedstocks that include Type 3 feedstocks but does not include any type X feedstock.

• Type X feedstocks include specified risk material (SRM) from bovine animal mortality and animal by-products from slaughter that pose a risk to the environment and public health from exposure to prions that can cause Bovine Spongiform Encephalitis (BSE). This includes the brain, skull, eyes, trigeminal ganglia, spinal cord, vertebral column (excluding the vertebrae of the tail, the transverse processes of the thoracic and lumbar vertebrae, and the wings of the sacrum), and dorsal root ganglia from cattle 30 months of age and older and the distal ileum of the small intestine and the tonsils from all cattle. It also includes whole cattle from which the SRM has not been removed, cattle that are not able to walk, and cattle with symptoms that might indicate BSE disease. Type X feedstocks also include digestate that was derived from any quantity of type X feedstocks. (OAR 340-093-0330

“Food Serviceware” - Food serviceware means paper or plastic plates, wraps, cups, bowls, pizza boxes, cutlery, straws, lids, bags, aluminum foil or clamshells or similar containers:

that are generally intended for single use; and, that are sold to a retailer or a dine-in food establishment or a take-out food establishment, regardless of whether the item is used to prepackage food for resale, is filled on site for food ordered by a customer or is resold as is.(ORS 459A.863)

“Packaging” - Packaging means: Materials used for the containment or protection of products, including but not limited to paper, plastic, glass or metal or a mixture thereof;

Single-use bags, including but not limited to shopping bags; and Nondurable materials used in storage, shipping or moving, including but not limited to packing materials, moving boxes, file boxes and folders. (ORS 459A.863)

“Printing and writing paper” - Printing and writing paper includes, but is not limited to, newspaper, magazines, flyers, brochures, booklets, catalogs, telephone directories and paper used for copying, writing or other general use. (ORS 459A.863) https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=319721 https://www.oregonlegislature.gov/bills_laws/ors/ors459A.html

“Responsible Management” - Responsible management means the handling, tracking and disposition of covered products from the point of collection through the final destination of the collected materials in a way that benefits the environment and minimizes risks to public health and worker health and safety. (ORS 459A.863)

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview

DEQ is an agency of state government in Oregon. Its mission is to be a leader in restoring, maintaining and enhancing the quality of Oregon's air, water and land. DEQ’s Land Quality Division supports this mission by reducing the environmental and health impacts of materials during their production and use; reducing, recovering and safely managing the disposal of solid and hazardous wastes; administering the state’s underground storage tank and heating oil tank programs; responding to spills of oil and hazardous materials;

and assessing and managing environmental cleanups.

Within the Land Quality Division, DEQ’s Materials Management section plans and implements policies and programs to reduce impacts of materials and products throughout their full life cycle, from design and production through distribution, consumption, use and management at end-of-life.

2.3.2 Contract Purpose

Contractor will be conducting research, including interviews, to support Oregon DEQ in fulfilling the research portion of the legislative obligation set forth by SB 582 (2021), Section 44a (see below for more detail). The purpose of the research is to study the impacts of “covered products” (generally, packaging, food serviceware, and printing/writing paper) on both compost facilities and the finished compost product, and to then use these findings to draft a report that contains findings and policy options related to covered products. The final Legislative Report will then be drafted by DEQ using the findings from the Contractor’s Technical Report. According to SB 582:

• The Department of Environmental Quality shall study the compostability of covered products and the effects of covered products on composting systems. In conducting the study, the department shall:

o Examine the effects of covered products on compost facilities and finished compost;

o Consider trends, challenges, opportunities and relevant policies relating to composting and covered products;

o Consider the experience of compost facilities located in other states;

and o Develop recommendations for reducing environmental impacts while maintaining and enhancing the environmental and economic sustainability of Oregon’s compost industry.

• In conducting the study, the department shall consult with compost facilities serving Oregon, local governments, producer responsibility organizations serving Oregon and the Oregon Recycling System Advisory Council.

• The department shall submit a final report and recommendations for legislation, in the manner provided by ORS 192.245, to the interim committees of the Legislative Assembly related to the environment no later than December 15, 2026.

2.3.3 Objectives

• Examine the effects of covered products on composting facilities and finished compost;

o Consider trends, challenges, opportunities and relevant policies relating to composting and covered products;

o Consider the experience of compost facilities located in Oregon and other states; and o Identify and evaluate options for reducing environmental impacts while maintaining and enhancing the environmental and economic sustainability of Oregon’s compost industry.

2.3.4 Background and Additional Context

Oregon is home to roughly 50 commercial compost facilities using a variety of technologies (windrow, aerated static pile, etc.). Some compostable materials from Oregon are also processed by a compost facility in a neighboring state. Capacity to accept compostable materials is expected to grow in the coming years as DEQ implements food waste recovery goals in Oregon’s Climate, Equity and Resilience through Action (CERTA) Grants.

Compost facilities serving Oregon accept a variety of feedstocks such as yard debris and pre- and post-consumer food scraps. Some accept both yard debris and all forms of food scraps, some facilities chose to only process yard debris while others handle yard debris and only vegetative food scraps. Oregon’s anaerobic digesters mainly seek agricultural waste such as residues and manure, or commercial food scraps without yard debris.

Facilities receive feedstock from a diverse collection system – transfer station, self haul, commercial, residential, manufacturing, etc.

Oregon has in place a statutory waste recovery goal of at least 52 percent (for all waste) and a 25 percent food-waste recovery goal that was established with the 2015 enactment of Senate Bill 263. Both goals can be found under ORS 459A.010, and neither goal has been met. Locally, the Metro Regional Government also has a food scraps policy in place that mandates that certain businesses within the Metro regional boundary separate food scraps from garbage.

These goals sit in a context of an underlying policy of sustainable materials management, which seeks to reduce environmental impacts by managing materials throughout all stages of their life cycle. Oregon’s 2050 Vision and Framework for Action envisions an Oregon in 2050 where people produce and use materials responsibly - conserving resources, protecting the environment and living well. Importantly, Oregon’s over-arching policy objective is to reduce impacts and improve human well-being. Oregon does not have “zero waste” or “circular economy” goals per se, and the state’s support for waste recovery and circularity initiatives is conditioned on such initiatives being aligned with the higher-order goals of the 2050 Vision. In this context, composting is a means to an end, not an end goal in and of itself.

Oregon recently updated its materials management policy in ORS 459.015 to first prioritize management approaches that minimize the net negative environmental impacts https://www.oregonmetro.gov/food-scraps-policy https://www.oregon.gov/deq/filterdocs/mmanagementor.pdf https://oregon.public.law/statutes/ors_459.015 of materials across their life cycle. Only if impacts are unknown should management decisions be made on the basis of the traditional hierarchy of first reduce, then reuse, then recycle, then compost, then recover energy, then landfill/dispose. Oregon DEQ generally supports food and yard waste recovery over landfilling because of the potential for environmental benefits that recovery provides. Additional information on Oregon-specific policies can be found HERE.

The approach of managing materials based on minimizing life cycle impacts has also led Oregon to view compostable food serviceware and packaging through a different lens than some other states. While some state policies incentivize or prioritize compostable products and packaging, Oregon focuses instead on overall environmental impacts. DEQ research found that compostable products are not necessarily better (or worse) for the planet – what matters more is how the materials are made and from what materials they are manufactured. In some cases, making and using compostable packaging and food serviceware can have higher environmental impacts than using non-compostable materials.

In addition to these full life cycle considerations, compostable food service ware and packaging have the potential to impact composting and composting operations in multiple ways.

Accepting compostable products can help compost facilities attract customers that desire a positive environmental image. Some hypothesize that the so-called “carrier benefit” of compostable food service ware results in collection of more food scraps.

However, many Oregon compost facilities have chosen not to accept most compostable products, with the exception of compostable bags/liners. Here is a statement from nine facilities, laying out the reasons they don’t want compostable products in their feedstock.

Oregon's Plastic Pollution and Recycling Modernization Act is an extended producer responsibility law for paper, packaging, and food serviceware that was adopted in 2021 and is now being implemented. Obligated producers must report the amount of covered products they sell into Oregon and pay fees to the producer responsibility organization, Circular Action Alliance, based on the amount and type of material. The fees for each material are set based on several factors including the cost to manage that material.

Circular Action Alliance takes actions and distributes fees to implement its DEQ-approved program plan and to meet the obligations of the law. For example, recycling processing facilities receive two fees from the PRO—one to support operational costs and one to cover the cost of pulling out covered products that are not accepted in the mixed recycling. At one point during the development of the RMA legislation, a similar contamination management fee was proposed for Oregon’s compost facilities, but that fee was not included in the final (adopted) bill.

California’s extended producer responsibility packaging law, CA SB 54, requires all packaging to eventually be recyclable or compostable. The likely effect of California’s law is that more products that are labeled “compostable” will show up in Oregon, multiplying the impacts (both positive and negative) of those products on Oregon’s recycling and composting systems.

Products may be labeled “compostable” based on different standards. Currently, two different third-party entities certify “compostable” materials using two different approaches. BPI relies on laboratory testing to certify both resins as well as products themselves as meeting either ASTM D6400 or D6868 standards. Compost Manufacturing https://policyfinder.refed.org/oregon/ https://www.oregon.gov/deq/FilterDocs/compostable.pdf https://www.oregon.gov/deq/FilterDocs/compostable.pdf https://www.oregon.gov/deq/mm/Documents/MessagefromComposter-En.pdf https://www.oregon.gov/deq/mm/Documents/MessagefromComposter-En.pdf https://www.oregon.gov/deq/recycling/Documents/CAAApprovedPlan.pdf https://www.oregon.gov/deq/recycling/Documents/CAAApprovedPlan.pdf

Alliance conducts field testing to ensure disintegration of materials in compost facilities.

Because of the diversity of composting operations and practices, actual conditions at such facilities may or may not be replicated by laboratory test protocols.

It is against this complex backdrop that Oregon DEQ is charged with submitting a report to Oregon’s legislature on the compostability of covered products and their impacts on composting systems. DEQ is seeking the assistance of a contractor to perform background research and to support the evaluation of policy options to inform DEQ’s legislative report.

2.4 SCOPE OF WORK/SPECIFICATIONS

*For all deliverables (unless otherwise noted), DEQ will have a one (1) week period to review and make any edit requests before a deliverable is finalized.

TASK 1: Project Kick-Off and Work Plan Finalization

As part of their proposal, the Contractor will submit an initial, detailed Work Plan outlining their approach to the scope of work.

Following proposal acceptance, the Contractor will prepare and submit a draft updated Work Plan to DEQ for review at least five (5) business days prior to a kick-off meeting.

This draft must include:

• Methodology

• Timeline with milestones and deadlines

• Deliverables

• Proposed collaboration strategy

DEQ will review the draft and provide feedback in advance of the project kick-off meeting.

The Contractor will schedule and host a kick-off meeting, during which they will:

• Introduce the Contractor’s team, including subcontractors

• Present the updated Work Plan reflecting DEQ’s feedback

• Review the project scope

• Share relevant data sources and availability

• Review prior engagement efforts

• Identify potential interview subjects

• Coordinate with the internal project team to clarify their role in reviewing draft findings and determine the best engagement approach

• Propose a schedule for regular virtual check-ins with DEQ to ensure ongoing collaboration

Within five (5) business days of the kick-off meeting, the Contractor will submit:

• Final Work Plan addressing DEQ comments

• Any meeting notes or agreed-upon action items

Deliverables:

• Draft Project Work Plan

• Final Project Work Plan

TASK 2: Research Phase I

This task includes all background research, literature review, and initial policy analysis necessary to inform the partner interviews in Task 3, that will feed into the Final Technical Report.

• Part I: Covered Product Impacts - The Contractor will analyze how covered products affect composting systems, including operational efficiency, contamination, economic costs, labor, and finished compost quality. The analysis will also address effects on regulatory compliance, certification eligibility (e.g., OMRI, USCC STA, BPI, CMA), and marketability.

• Part II: Broader Trends and Industry Context - The Contractor will investigate national and state-level trends related to compostable product development, certification, labeling, economics and end-of-life management. The analysis will explore how these practices support or hinder proper sorting, processing, and public understanding.

• Part III: Practices and Policies in Other States - The Contractor will research how other states, and local jurisdictions manage covered products, including:

operational practices at compost facilities, policy tools, outreach strategies, regulatory frameworks, and methods for measuring the economic costs of covered products within their systems.

• Part IV: Policy Landscape and Options - The Contractor will analyze the regulatory and policy frameworks at the local, state, and federal levels that impact compostable and other covered products. Based on findings from Parts I–III of this list under Task 2, the Contractor will develop a draft list of policy options for DEQ to review. This list will be refined through partner and public engagement in subsequent tasks.

Deliverables:

• Interim Report on Facilities and Facility Impacts, including an annotated bibliography of key reports, policies, and regulations

• Interim Report on Policy Options, including:

ο A 1–2-page draft memo of policy options to send as a pre-read for partner interviews in Task 3 ο An internal memo that includes initial assessment of pros and cons of each policy option

TASK 3: Partner Engagement

The Contractor will conduct targeted engagement via interviews with Oregon-based composting facilities, local governments, waste haulers, Producer Responsibility Organizations (PROs) (as well as out-of-state contacts for each of these categories), Oregon Refuse and Recycling Association (ORRA), and Oregon Recycling System Advisory Council (ORSAC). These interviews will serve as a method to gather feedback on the draft policy options developed in Task 2 and inform the direction of Phase II research.

Engagement formats may include individual interviews, group discussions, and surveys, with methods tailored to each audience. The goal is to identify operational realities, diverse perspectives, and implementation considerations for potential policies. The Contractor will propose a methodology to accomplish this goal. DEQ may opt to manage and/or participate in certain partner engagement activities.

Partner engagement will likely surface new concepts. If they do, the consultant will conduct additional research under Task 4 to explore these issues further.

Deliverables:

• Draft Partner Engagement Plan

• Final Partner Engagement Plan

• Log of engagement activities (including dates, participants, and topics)

• Interim Report of key findings from partner engagement

TASK 4: Research Phase II

The focus areas for this second phase of research will be informed by the partner engagement process in Task 3. This phase will likely include follow-up interviews to explore new concepts in greater depth.

Deliverables:

• Draft Research Plan, highlighting new focus areas and topics

• Final Research Plan

• Updated annotated bibliography of key reports, policies, and regulations consulted

• Final Report of key findings from research and partner engagement (including findings from any additional interviews conducted in Task 4)

• Final memo of policy options that will be included in the Final Technical Report

TASK 5: Final Technical Report

The Contractor will synthesize findings from all previous tasks into the Final Technical Report. The report will present research findings, partner input, and finalized policy assessments in an accessible format, incorporating data and visuals where appropriate.

Deliverables:

• Draft Technical Report (including up to 3 rounds of revisions from DEQ)

• Final Technical Report

Project Timeline for Deliverables

Task Deliverable Name Notes

Task 1 Draft Project Work Plan To be submitted to DEQ at least 5 business days prior to kick-off meeting

Project Kick-Off and Work Plan

Finalization

Final Project Work Plan To be submitted within 5 business days following the Kick-off Meeting

Task 2 Research Phase I

Interim Report on Facilities and Facility Impacts

Dates TBD in coordination with DEQ

Interim Report on Policy Options

Task 3 Partner

Engagement

Draft Partner Engagement Plan Dates TBD in coordination with DEQ Final Partner Engagement Plan Log of engagement activities Interim Report of key findings from partner engagement

Task 4 Research Phase II

Draft Research Plan Dates TBD in coordination with DEQ Final Research Plan Updated annotated bibliography Final Report of key findings from partner engagement Final memo of policy options

Task 5 Final Technical

Report

Draft Technical Report To be submitted to DEQ by 8/1/26

Final Technical Report To be submitted to DEQ by 9/15/26

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.1.1 BUSINESS

To be considered for evaluation, Offeror must demonstrate how Offeror meets all of the following business requirements:

Demonstrated experience conducting literature reviews, partner interviews, focus groups, and meetings, and synthesizing findings into science-based policy options.

Experience developing and delivering large technical reports or similar complex documents for government agencies.

3.1.2 TECHNICAL

To be considered for evaluation, Offeror must demonstrate how the proposed solution meets all of the following technical requirements:

Outlines project management systems for tracking tasks, milestones, timelines, and deliverables, with regular progress updates to DEQ.

Ensures secure collection, management, and storage of project data, in compliance with public records and confidentiality requirements.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

Offeror should follow the format and reference the sections listed in the Offeror Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

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

Agency shall advertise all Amendments on OregonBuys e-procurement system.

Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments 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 submitted via OregonBuys or to BIDSDEQ@deq.oregon.gov.

• 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

If submitting via OregonBuys: Questions can be submitted by navigating to the bid solicitation and entering questions in the Q&A tab.

If submitting to BIDSDEQ@deq.oregon.gov, Offeror will receive an email confirmation that Agency received your question(s). If you don’t receive a confirmation, please contact the SPC.

https://oregonbuys.gov/bso

Email shall:

o Reference the OregonBuys bid number o Identify Offeror’s name and contact information o Be sent by an authorized representative

3.3.3 Pre-Offer Conference

A pre-submittal conference will be held at the date and time listed in the Schedule.

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

The purpose of the pre-submittal conference is to:

• Provide additional description of the project;

• Explain the solicitation process; and

• Answer any questions Offerors may have related to the project or the process.

Statements made at the pre-submittal conference are not binding upon Agency. Offerors may be asked to submit questions in Writing.

3.3.3.1 Attendance at Pre-Offer Conference

Interested parties may participate in the Pre-Offer Conference via Teams.

Join the meeting now Meeting ID: 215 410 496 857 6 Passcode: GL2ph3zC

Dial in by phone +1 503-446-4951,,61235196# United States, Portland Find a local number Phone conference ID: 612 351 96#

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Offeror should submit its Offer electronically through OregonBuys. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Supplier Bid Solicitation Response:

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

NOTE: Upon successful submission of Offer in OregonBuys, OregonBuys will send an email confirmation to the Offeror at the email listed in their vendor profile. If https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGU2NTkyODUtYTAwNC00YzM3LWI2MmMtM2FiNTRjZTA0YTI0%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22fe6fd6c3-006d-4288-8676-f92e3f9876da%22%7d tel:+15034464951,,61235196 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=61235196 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

Offeror does not receive the email, Offeror should contact OregonBuys Supplier Support immediately at 1-855-5046 or support.oregonbuys@das.oregon.gov for assistance. It’s highly recommended Offeror also contact the SPC.

The price sheet must be submitted as a separate electronic response file.

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

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

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Offeror 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 Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Opening Date

Offer and all required submittal items must be received by the SPC on or before Opening.

All Offer modifications or withdrawals must be completed prior to Opening.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation. Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

mailto:support.oregonbuys@das.oregon.gov

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

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

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

• Offeror 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.

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

• Offeror 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 solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFER CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers 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 Offeror Information and Certification Sheet

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

3.4.2 Project Plan

Provide a Project Plan that describes how the Offeror will accomplish the tasks described in Section 2.4 Scope of Work. The Project Plan must incorporate all the information from Section 2.4 Scope of Work. The Project Plan must also include a proposed work schedule and timeline the Offeror will follow to produce the deliverables described in Section 2.4 Scope of Work

3.4.3 Project Team/Key Persons Experience and Resumes

Provide a list of the specific individuals, including subcontractors, who would be assigned key positions for this project. Include, by individual, a description of their duties and responsibilities for this project. Attach up to a 2-page resume for each person identified as a Key Person on the Project Team. The skills and experience of the staff assigned to the project must be comparable to those submitted in the Offer. Agency will determine comparability. If a Contract results from the Offer, substitutions or replacement of staff identified as Key Persons must be approved in advance by Agency.

3.4.4 Work Samples

Offeror shall submit at least three (3) work samples. Work samples must be current, within the last five (5) years. Work samples must represent work product that is materially similar to this Offer’s requirements and be no longer than five (5) pages.

For each sample project, Offeror shall include:

• A project overview for each project including underlying project type, size, budget, duration and objectives.

• A description of the services provided by the Offeror, including identifying any proposed team members who were responsible for the cited project work and their roles in the project.

• Contact information for the customer. Agency may contact the project contact for additional information.

• A description of the results and value provided to the customer by the Proposer and whether the services were accomplished within the Proposer’s original estimated budget and schedule or needed to be revised (include succinct explanations for any revisions).

• Any other important and relevant information regarding the project.

3.4.5 References

Provide at least three (3) references (Attachment D) from current or former client firms for similar projects performed for any clients within the last five (5) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

3.4.6 Price

Submit a detailed Price Sheet (Attachment E), via a separate electronic file, that includes the following items:

• A proposed budget which includes all estimated labor and material costs associated with the project.

• Hourly rates to be applied by classification for each Key Person on the project team.

• Estimates of staff hours by person and total costs associated with the accomplishment of each milestone or project deliverable listed in the Offeror’s

Project Plan based on the hourly rates given in the Price Sheet. Provide a summary of all proposed costs, including a total cost for the project proposed.

• A summary of all proposed costs, including a total project cost not to exceed $100,000.00. Offers in excess of this amount will be deemed non-responsive.

• Separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges (if any).

Agency may reimburse travel and other expenses of the Contractor at the rates set forth in the Oregon Accounting Manual (OAM) as of the date Contractor incurred the travel or other expenses. The OAM is available at:

http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf

3.4.7 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer 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), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror 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 Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

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

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror. However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

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

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.5.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer 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 offers. A response to a clarification request must be to clarify or explain portions of the already submitted Offer and may not contain new information not included in the original Offer.

3.5.2.1 Project Plan and Technical Approach (0-50 points possible)

The extent to which the Project Plan demonstrates:

A clear understanding of the scope, deliverables, and objectives.

Feasible and well-structured methodologies for conducting literature reviews, developing annotated bibliographies, and synthesizing findings into interim and final reports.

An approach for designing and implementing partner engagement, including interviews, surveys, focus groups, and coordination with DEQ staff.

A framework for analyzing composting facility operations, market impacts, contamination, and regulatory requirements at state and national levels.

A strategy for developing and refining policy options, including analysis of pros/cons, feasibility, costs, and equity impacts.

Provides for accessible, well-structured deliverables (reports, memos, presentations) with data visualizations, tables, and graphics suitable for technical and non-technical audiences.

Allows for multiple rounds of DEQ review and incorporates feedback efficiently into draft and final deliverables.

Realistic schedules and milestones for completing tasks and delivering interim/final reports.

Section 3.5.2.1 Rating Scale Point Range Explanation

45-50 OUTSTANDING - Response meets all requirements and demonstrates thorough knowledge and understanding. Provides significant insight and clear, innovative methods.

36-44 VERY GOOD – Response meets all requirements, demonstrates above-average knowledge and ability, and provides useful information with no major deficiencies.

21-35 ADEQUATE – Response meets requirements in an acceptable manner and demonstrates ability to comply, but without additional depth or insight.

1-20 FAIR – Response meets only minimum requirements, with limited demonstration of subject matter understanding.

0 RESPONSE OF NO VALUE – Response is unacceptable, does not meet requirements, or fails to demonstrate knowledge of subject matter.

3.5.2.2 Project Team and Key Personnel (0-25 points possible)

The extent to which the Project Team (including subcontractors, if listed) demonstrates:

Relevant expertise and qualifications, including composting systems and the handling and incorporation of food waste, Oregon regulations, and policy development.

Prior experience managing projects of similar size, scope, and complexity.

Clear roles and responsibilities for team members, including Key Persons cited in

Work Samples.

Demonstrated ability to collaborate with agencies, partners, and diverse communities.

Experience applying principles of environmental justice and integrating equity considerations into research and engagement processes.

Section 3.5.2.2 Rating Scale Point Range Explanation

23-25 OUTSTANDING - Team shows exceptional qualifications, highly relevant experience, and strong alignment to project needs.

18-22 VERY GOOD – Team shows above-average qualifications and relevant experience, with no major gaps.

11-17 ADEQUATE – Team meets requirements, demonstrates sufficient qualifications, but provides limited detail or relevance.

1-10 FAIR – Team meets only minimum requirements with limited or weak qualifications.

0 RESPONSE OF NO VALUE – Response is unacceptable, does not meet requirements, or fails to demonstrate relevant qualifications.

3.5.2.3 Work Samples (0-15 points possible)

The extent to which submitted work samples demonstrate:

Relevance to this solicitation’s scope and complexity.

Quality, clarity, and accessibility of deliverables.

Evidence of successful outcomes for clients, including budget/schedule performance.

Ability to synthesize research and engagement into actionable recommendations

Section 3.5.2.3 Rating Scale Point Range Explanation

14-15 OUTSTANDING - Work samples are highly relevant, high quality, and clearly demonstrate successful outcomes.

11-13 VERY GOOD – Work samples are relevant and of good quality, with strong evidence of successful outcomes.

7-10 ADEQUATE – Work samples meet requirements but are limited in relevance or depth.

1-6 FAIR – Work samples minimally meet requirements, show limited quality or applicability.

0 RESPONSE OF NO VALUE – No acceptable work samples provided.

3.5.2.4 Understanding of Oregon Context and Regulations (0-10 points possible)

The extent to which the Offeror demonstrates:

Knowledge of Oregon’s Recycling Modernization Act and related state/local frameworks.

Familiarity with Oregon’s composting/recycling ecosystem and stakeholders.

Ability to apply lessons from other states/national practices to Oregon’s unique context.

Section 3.5.2.4 Rating Scale Point Range Explanation

9-10 OUTSTANDING - Response shows exceptional understanding of Oregon-specific regulations, stakeholders, and context.

7-8 VERY GOOD – Response demonstrates strong understanding with relevant application to Oregon’s context.

4-6 ADEQUATE – Response meets requirements, demonstrates basic understanding, but lacks depth or specificity.

1-3 FAIR – Response minimally meets requirements, with limited connection to Oregon-specific context.

0 RESPONSE OF NO VALUE – Response is unacceptable or does not demonstrate relevant knowledge.

3.5.2.5 Equity and Partner Engagement Approach (0-5 points possible)

The extent to which the proposed solution demonstrates:

Commitment to environmental justice and equity.

Inclusive and effective engagement strategies for diverse partners.

Clear methods for documenting and integrating partner feedback into recommendations.

Sensitivity to multiple perspectives and potential conflicts.

Section…