Enterprise Software RFP~1.pdf

OREGON CASCADES WEST COUNCIL OF GOVERNMENTS

ENTERPRISE SOFTWARE

Request for Proposals

October 19, 2022

Single Point of Contact

Oregon Cascade West Council of Governments 1400 Queen Ave, SE Albany, OR 97322 jsele@ocwcog.org

(541) 924-8454 mailto:jsele@ocwcog.org

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TABLE OF CONTENTS

PURPOSE

ABOUT THE ORGANIZATION

SCOPE OF WORK

SOFTWARE QUALIFICATONS

TERM OF CONTRACT

SUBMITTAL REQUIRMENTS

A. Letter of Interest

B. Threshold Requirements

a. Evidence of Insurance

b. References

c. Business Registry

d. Pay Equity Compliance

C. Main Proposal

a. Experience and Qualifications

b. Software Capabilities

c. Pricing Proposal

PREFERENCES

A. Oregon Supplies and Services

B. Reciprocal Preference

C. Recycled Materials

D. Tiebreakers

SELECTION PROCESS

A. RFP Schedule

B. Questions/Requests for Clarification

EVALUATION CRITERIA AND SCORING

Experience and Capacity

NEGOTIATION

SUBMITTAL DUE DATE

RESERVATION OF RIGHTS

PUBLIC OPENING

NON DISCRIMATION

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COST OF SUBMITTING A PROPOSAL

OWNERSHIP/PERMISSION TO USE MATERIALS

ATTACHMENT A - RFP SUBMITTAL REQUIREMENTS CHECKLIST

CHECKLIST DISCLAIMER

ATTACHMENT B - CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - RESPONSIBILITY INQUIRY

ATTACHMENT E - COMPLIANCE SIGNATURE FORM

ATTACHMENT F – REQUIREMENTS MATRIX

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PURPOSE

This Request for Proposal (RFP) is being issued by Oregon Cascades West Council of Governments (OCWCOG). The purpose of this notice is to invite vendors to submit their proposals to provide Enterprise Software including Finance, HR, Payroll, and CRM. All notices related to this RFP will be posted on the Oregon Buys Network which is accessible at: https://oregonbuys.gov/

ABOUT THE ORGANIZATION

The Oregon Cascades West Council of Governments (OCWCOG) is organized under Oregon Revised Statutes Chapter 190 as a voluntary-created intergovernmental entity l formed by local governments across Benton, Linn, and Lincoln counties. The council was chartered as a Type B Area OCWCOG on Aging in 1982. The purpose of the Council is to be aware of and facilitate communication relating to the region’s physical and social condition and provide staff resources to local governments to assist in programs or activities that are locally beneficial. Operations include services to elderly and/or disabled persons in economic or social need, veterans, loan packaging, and assistance to member cities and counties in economic planning and development.

Funding for programs and administration is received under the Federal Older Americans Act, Oregon Project Independence, Social Security Act – Title XIX, federal grants and loans, State of Oregon programs, other local governments, fund raising, community groups and individual donations. Most of OCWCOG’s funding is provided by way of contracts to administer specific services. OCWCOG has physical building locations in Albany, Toledo, and Corvallis. Various meal site locations and several remote workers are spread around the tri-county region. OCWCOG employs about 200 staff. Oversight consists of a governing board of local elected officials representing each of the member entities. More information is available at OCWCOG’s website, www.ocwcog.org.

We also work closely with a sister agency, Community Services Consortium (CSC) which has similar services to the same tri-county region. CSC is supported by federal, state, and local funds, as well as private grants and donations. Oversight consists of a governing board of local elected officials which overlaps with OCWCOG board members. CSC employs about 170 staff. More information is available at CSC’s website, www.communityservices.us.

SCOPE OF WORK

Introduction:

OCWCOG desires to implement an agencywide enterprise software solution to provide finance, HR, payroll, and CRM functions to the organization. CSC has similar needs, and we desire a solution that will work for their similar environment. Consideration of a multi-entity system with CSC in mind should be included in the proposal. Actual http://www.ocwcog.org/ http://www.communityservices.us/

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Implementation of CSC’s finance, HR, payroll, and CRM functions will be handled as a separate project.

The current software used by OCWCOG for finance and payroll is Springbrook. HR functions are accomplished using a combination of Office applications, Suti HR cloud-based software, paper documents and other state cloud-based software. We desire most of the finance, HR, payroll, and CRM functions to be included within a new Enterprise Software solution and these functions can generally be treated as a new implementation with minimal migration or integration with existing systems. We expect to transition to an Enterprise solution and retrain staff with new processes and procedures that better aligns with the new software.

The attached Requirements Matrix lists detailed requirements and should be filled out and submitted with any proposal. The general requirements of this new Enterprise Software solution must include:

Finance:

• Multi-entity

• Fund-Based Accounting/Program Group Allocation

• Public Sector, Service, and Non-Profit Oriented

• Purchase Orders Management

• Budget Management

• Project & Contract Management

Payroll:

• Time & Attendance

• Approval Workflows

• Integration to Finance

• Employee self-service

• State retirement system reporting

HR:

• Recruitment/Onboarding

• Employee Personnel Records

• Benefit Management

• Performance Management

• Learning Management

• Electronic Signature & Workflow

CRM:

• Individual and Business contacts

• Issue Tracking

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• Scheduling

Scope of Services:

Implementation Assistance and Technical Support:

• Assist staff with the installation of the software and necessary systems and databases.

• Provide training to core system users for Finance, HR, Payroll, and Tech on software use, as well as “train the trainer” sessions so that staff can be self-sufficient moving forward.

• Assist staff with planning and implementation of entities, programs, chart of accounts, payroll codes, workflow configurations, security settings, forms, document storage configuration, payroll and HR integrations, CRM integration, and any other required steps to meet the proposed requirements.

• Define and instruct on any new processes or procedures.

• Provide 24-7 tech support.

• Ongoing collaboration with staff to provide continuous improvement to workflows and explore future innovation.

SOFTWARE QUALIFICATONS

A Requirements Matrix spreadsheet is included with this RFP and is to be submitted along with any proposal. This spreadsheet contains a list of requirements in each functional area of the Enterprise Software modules. Requirements have been marked as “Must have” or “Of Interest” relative to the software qualifications for this RFP. Refer to the Requirements Matrix details (Attachment F).

The following counts for various licenses can be used as a guide for the proposal but we will clarify these with the vendor for a final estimate:

Finance Payroll HR Mgr/Sup Total Users

COG 7 3 4 40 210

CSC 4 2 2 30 170

TERM OF CONTRACT

Any contract awarded pursuant to this RFP solicitation shall be for a contract period up to three (3) years, with the possibility of an extension.

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SUBMITTAL REQUIRMENTS

RFP responses must be submitted by e-mail copy sent to jsele@ocwcog.org by 11:59 PM PST on November 26, 2022. Each proposer shall submit the following documents in a clear, legible, 12-point font, and 8.5 by 11-inch format. Responses must be submitted via e-mail, or they will not be considered. Proposers are advised to adhere to the Submittal Requirements. Failure to comply with the instructions of this RFP will be cause for rejection of submittals. All materials submitted by the proposer as part of the proposal will be considered the property of OCWCOG and will not be required to be returned to the proposer.

OCWCOG reserves the right to seek additional information to clarify responses to this RFP. Each response must include the following:

A. Letter of Interest Please submit a Cover Letter of Interest signed by the Proposer, not to exceed two pages in length. The Letter of Interest must also include the following information:

1. The principal place of business and the contact person, title, telephone/fax numbers and email address.

2. A brief summary of the qualifications of the Proposer and team.

B. Threshold Requirements These documents must be submitted and acceptable before OCWCOG will review the Experience and Capacity proposal:

a. Evidence of Insurance

i. Commercial General Liability with limits $1,000,000 Per Occurrence / $2,000,000

General Aggregate / $2,000,000 Products and Completed Operations Aggregate.

Aggregates shall apply per Project.

ii. PROFESSIONAL LIABILITY insurance with limits not less than $1,000,000 per claim and $1,000,000 annual aggregate with 24 months tail coverage.0; and

iii. Workers Compensation; Employers Liability $500,000 each accident / $500,000 policy limit / $500,000 each employee

b. References

Two (2) references of Enterprise Software implementations currently utilizing your proposed software solution, including provider name and point of contact name, email, and phone number.

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c. Business Registry If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

d. Pay Equity Compliance As required by [ORS 279B.235 or ORS 279C.520], Contractor shall comply with ORS

652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability, or age. Contractor’s compliance with this section constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles OCWCOG to terminate this Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

C. Main Proposal

Please provide the following information:

a. Experience and Qualifications Provide a narrative description regarding the years of experience and detailed qualifications in performing the scope of work as described in this document.

b. Software Capabilities Provide a detailed description of the software product, as well as relevant specifications to demonstrate the ability of the product to perform the necessary functions described in the scope of work.

c. Pricing Proposal Provide product price rates, including one-time costs, licensing costs, and any optional or variable costs associated with delivering a product that meets the requirements described in the scope of work.

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PREFERENCES

A. Oregon Supplies and Services

OCWCOG prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, OCWCOG shall subtract 5% (5 percent) from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

B. Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, OCWCOG shall add a percent increase to each out-of-state Proposer's Proposal price that is equal to the percent preference, if any, given to a Resident Proposer in the Proposer's state.

C. Recycled Materials

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

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

D. Tiebreakers

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

SELECTION PROCESS

The Selection Committee comprised of OCWCOG, CSC staff , and potentially outside parties will review qualifications in accordance with the evaluation criteria set out in this RFP. Proposals that are submitted timely and comply with the mandatory requirements of the RFP will be evaluated in accordance with the terms of the RFP. Any contract resulting from this RFP will not necessarily be awarded to the vendor with the lowest price. Instead, contract shall be awarded to vendor whose proposal received the most points in accordance with criteria set forth in RFP.

A. RFP Schedule

1) Issuance of RFP by OCWCOG Oct 19, 2022

2) Deadline for Questions/Requests for Clarification Nov 4, 2022

3) Deadline for Requests to Attend Public Opening Nov 19, 2022 https://www.naspo.org/reciprocity1

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4) Submission of proposals no later than 11:59 p.m. Nov 26, 2022

5) Public Opening via Teams Nov 29, 2022

6) Evaluation completed Dec 6, 2022

7) Demos completed Dec 22, 2022

8) Vendor selected Dec 27, 2022

9) Contract negotiated and signed Jan 10, 2023

B. Questions/Requests for Clarification Questions regarding this RFP should be submitted in writing via email to Jason Sele, at jsele@ocwcog.org prior to the deadline in the RFP Schedule.

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EVALUATION CRITERIA AND SCORING

In evaluating responses to this Request for Proposal, OCWCOG & CSC will take into consideration the experience, capacity, and costs that are being proposed by the Proposer. The following Evaluation Criteria will be considered in reviewing submittals:

Experience and Capacity The point system is to evaluate the experience and capacity of the Proposer.

1. Proposers will be awarded up to 40 points for software capabilities and the ability of the product to meet the requirements.

2. Proposers will be awarded up to 10 points for experience working with Councils of Governments or other public sector agencies.

3. Proposers will be awarded up to 30 points for pricing. See also Preferences section regarding Oregon pricing preference.

4. Proposers will be awarded up to 20 points for customer service and implementation experience.

The top three (3) proposals will be selected through these initial evaluations and then invited to provide demos of the software to a selection committee of OCWCOG and CSC staff. The detailed demos and scoring will be used to make a final determination of the successful Proposer.

NEGOTIATION

After selection of a successful Proposer, OCWCOG may enter into contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment G), except for those terms listed below for negotiation. Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to OCWCOG prior to the Questions / Requests for Clarification deadline set forth under the RFP Schedule (See under Selection Process, Section A, under number 2. herein). Unless OCWCOG agrees to modify any of the terms and conditions, OCWCOG intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment G).

It may be possible to negotiate some provisions of the final Contract; however, OCWCOG is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that OCWCOG believes modifications to the standard provisions constitute increased risk and increased cost to our agency. Therefore, OCWCOG will consider the Scope of requested exceptions in the evaluation of Proposal.

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SUBMITTAL DUE DATE

Responses to this RFP are due by 11:59 p.m. on November 26, 2022. Responses to this RFP must be e-mailed to: Jason Sele, at jsele@ocwcog.org.

Hard copies will not be accepted.

RESERVATION OF RIGHTS

OCWCOG reserves the right to: seek clarifications of each proposal; negotiate a final contract that is in the best interest of OCWCOG, its members, and the public; reject any or all proposals; cancel this RFP at any time, if doing so would be in the public interest, as determined by OCWCOG in its sole discretion; award the contract to any proposer based on the evaluation criteria set forth in this RFP; waive minor informalities contained in any proposal, when, in OCWCOG’s sole judgment, it is in OCWCOG’s best interest to do so; and request any additional information OCWCOG deems reasonably necessary to allow OCWCOG to evaluate, rank and select the most qualified Proposer to perform the services described in this RFP.

PUBLIC OPENING

A Public Opening will be held on the date and time listed in the Schedule and at the location stated on the Cover Page. The Public Opening will be performed through Microsoft Teams and requests to attend must be received by the deadline, also listed in the Schedule. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

NON DISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disabled veteran as defined in ORS 408.225.

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COST OF SUBMITTING A PROPOSAL

Proposer will pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

OWNERSHIP/PERMISSION TO USE MATERIALS

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

All Proposals submitted in response to this RFP become the Property of OCWCOG. By submitting a Proposal in response to this RFP, Proposer grants OCWCOG a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer.

The remainder of this page has intentionally been left blank

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ATTACHMENT A - RFP SUBMITTAL REQUIREMENTS CHECKLIST

Please provide Checklist with response to RFP

Letter of Interest

Evidence of Insurance

References

Main proposal including experience and qualification narrative and software capabilities.

Pricing Proposal

Attachment A - RFP Submittal Requirements Checklist

Attachment B – Certified Disadvantage Business Outreach Plan

Attachment C – Proposer Information and Certification Sheet

Attachment D – Responsibility Inquiry Sheet

Attachment E – Compliance Signature Form

Attachment F – Requirements Matrix

Attachment G – Sample Contract

CHECKLIST DISCLAIMER

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

OCWCOG is not liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this

RFP.

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ATTACHMENT B - CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

Proposer Name: _____________________________________________________________

Date: _______________________Contact Name: __________________________________

Telephone: ____________________ Email: ______________________________________

"Certified Firm" means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity (COBID) as minority-owned businesses, woman-owned businesses, businesses that service-disabled veterans own, and emerging small businesses.

Certified Firms must have an equal opportunity to participate in the performance of contracts financed with state funds. By submitting its offer, Proposer certifies that it has taken, and if there are further opportunities, will take reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the performance of any subcontracts resulting from this procurement.

The information submitted in response to this clause will not be considered in any scored evaluation.

1. Is Proposer an Oregon certified firm? Yes No

If yes, indicate all certification type(s): DBE MBE WBE SDV ESB

Supply Oregon State Certification Number: __________________________________

Include a list of Certified Firms that Proposer has had a contractual relationship with within the last two years.

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Include a list of firms that Proposer has had a contractual relationship with within the last two years that are not Certified Firms but may be minority-owned, woman-owned, disabled veteran-owned or emerging small businesses.

2. Does Proposer foresee any subcontracting opportunities for this procurement?

Yes No

If no, do not complete the rest of this form and submit this first page with your Proposal.

If yes, please complete the following pages and submit all pages with your Proposal.

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3. Describe the steps Proposer will take to solicit Certified Firms for subcontracting opportunities if awarded a contract from this procurement.

4. Describe the subcontracting opportunities and the approximate dollar value of each that may be available, if awarded a Contract.

5. Would Proposer be willing to report the identity of each subcontractor and the value of each subcontract to COBIO if awarded a Contract from this procurement?

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ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

Legal Name of Proposer: ____________________________________________________

Address: ____________________________________________________________________

State of Incorporation: _________________ Entity Type: ______________________________

Contact Name: _____________________________ Telephone: ________________________

Email: ________________________________

Oregon Business Registry Number (if required):______________________________________

Are products priced in Proposal are for goods manufactured with recycled materials:

Yes No

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

1. Proposer understands and accepts the requirements of this RFP. By submitting a Proposal, Proposer agrees to be bound by the Contract terms and conditions in Attachment A and as modified by any Addenda, except for those terms and conditions that OCWCOG has reserved for negotiation, as identified in the RFP.

2. Proposer acknowledges receipt of any and all Addenda to this RFP.

3. Proposal is a Firm Offer for 180 days following the Closing.

4. If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Contract.

5. I have knowledge regarding Proposer's payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620, and ORS Chapters 316, 317, and 318.

6. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS

200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service disabled veteran owns or an emerging small business.

7. Proposer and Proposer's employees, agents, and subcontractors are not included on:

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a. the "Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at:

www.treasury.gov/ofac/downloads/sdnlist.pdf.; or,

b. the government-wide exclusions lists in the System for Award Management found at:

www.sam.gov/portal/SAM/#1

8. Proposer certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP. If any changes occur with respect to Proposer's status regarding conflict of interest, Proposer shall promptly notify the State in writing.

9. Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet, are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

10. Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" {as defined by the Oregon False Claims Act, ORS 180.750(1)}, made under Contract being a "false claim" {ORS 180.750(2)} subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

11. Proposer acknowledges these certifications are in addition to any certifications required in the Contract and Statement of Work in Attachment A at the time of Contract execution.

Authorized Signature Date

(Print Name and Title) http://www.treasury.gov/ofac/downloads/sdnlist.pdf http://www.sam.gov/portal/SAM/#1

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ATTACHMENT D - RESPONSIBILITY INQUIRY

OCWCOG will determine responsibility of a Proposer prior to award and execution of a Contract. In addition to this form, OCWCOG may notify Proposer of other documentation required, which may include but is not limited to recent profit-and-loss history, current balance statements and cash flow information, assets-to-liabilities ratio, including number and amount of secured versus unsecured creditor claims, availability of short and long-term financing, bonding capacity, insurability, credit information, materials and equipment, facility capabilities, personnel information, record of performance under previous contracts, etc. Failure to promptly provide requested information or clearly demonstrate responsibility may result in an OCWCOG finding of non-responsibility and rejection.

1. Does Proposer have available the appropriate financial, material, equipment, facility and personnel resources and expertise, or ability to obtain the resources and expertise, necessary to demonstrate the capability of Proposer to meet all contractual responsibilities?

2. Within the last five years, how many contracts of a similar nature has Proposer completed that, to the extent that the costs associated with and time available to perform the contract remained within Proposer's control, Proposer stayed within the time and budget allotted, and there were no contract claims by any party? Number: ______

How many contracts did not meet those standards? Number: ______

If any, please explain:

3. Within the last three years has Proposer (including a partner or shareholder owning 10% or more of Proposer's firm) or a major subcontractor (receiving 10% or more of a total contract amount) been criminally or civilly charged, indicted, or convicted in connection with:

• Obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract;

• Violation of Federal or State antitrust statutes relating to the submission of bids or

Proposals; and/or

• Embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, tax evasion, or receiving stolen property?

If yes, indicate the jurisdiction, date of indictment, charge or judgment, and names and summary of charges:

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4. Within the last three years, has Proposer had:

• Any contracts terminated for default by any government OCWCOG, or

• Any lawsuits filed against it by creditors or involving contract disputes?

If yes, please explain. (With regard to judgments, include jurisdiction and date of final judgment or dismissal.)

5. Does Proposer have any outstanding or pending judgments against it? Yes No

Is Proposer experiencing financial distress or having difficulty securing financing?

If yes on either of the above questions, please provide additional details:

Does Proposer have sufficient cash flow to fund day-to-day operations throughout the proposed contract period? Yes No

If no on the above question, please provide additional details:

6. Within the last three years, has Proposer filed a bankruptcy action, filed for reorganization, made a general assignment of assets for the benefit of creditors, or had an action for insolvency instituted against it? Yes No

If yes, indicate the filing dates, jurisdictions, type of action, ultimate resolution, and dates of judgment or dismissal, if applicable:

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7. Does Proposer have all required licenses, insurance and/or registrations, if any, and is Proposer legally authorized to do business in the State of Oregon? Yes No

If no, please explain:

8. Pay Equity Certificate. This certificate is required if Proposer employs 50 or more full-time workers and the prospective contract price is estimated to exceed $500,000. [This requirement does not apply to architectural, engineering, photogrammetric mapping, transportation planning or land surveying and related services contracts.] Does a current authorized representative of Proposer possess an unexpired Pay Equity Certificate issued by the Department of Administrative Services? Yes No N/A

[If the certificate was provided with the Bid or Proposal submitted for a solicitation related to the prospective contract, then it is not necessary to resubmit it. Just indicate "see Bid" or "see Proposal" in the response field. Otherwise, if applicable, submit a copy of the certificate with this form.]

AUTHORIZED SIGNATURE

By signature below, the undersigned Authorized Representative on behalf of Proposer certifies to the best of his or her knowledge and belief that the responses provided on this form are complete, accurate, and not misleading.

Proposer Name: __________________________________ RFP: ______________________

Project Name: ____________________________________ Date: ______________________

Authorized Signature Date

Print Name Title

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ATTACHMENT E - COMPLIANCE SIGNATURE FORM

Every public contract that is subject to Oregon Revised Statute 279B must include a representation and warranty from the contractor that the contractor has complied with the tax laws of this state or a political subdivision of this state, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318. The public contract must also require a covenant from the contractor to continue to comply with the tax laws of this state or a political subdivision of this state during the term of the public contract and provide that a contractor’s failure to comply with the tax laws of this state or a political subdivision of this state before the contractor executed the public contract or during the term of the public contract is a default for which a contracting OCWCOG may terminate the public contract and seek damages and other relief available under the terms of the public contract or under applicable law.

By signing below, Contractor certifies compliance with the tax laws of the State of Oregon or a political subdivision of the State of Oregon and provides a covenant to continue to comply with the tax laws of this state or a political subdivision of this state for duration of this contract.

Contractor Signature Date

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ATTACHMENT F – REQUIREMENTS MATRIX

The Requirements Matrix spreadsheet should be filled out and submitted electronically with the RFP. The Requirements Matrix contains a list of required functions that have been marked as “Must Have” or “Of Interest” by both OCWCOG and CSC. For each line item the proposer should place an X in the cell to mark if the vendor software has the mentioned feature. Place an X under “Y” if it is a standard feature or under “N” if it is not a standard feature. Optionally you can place and X under “Cust” if the feature can be accomplished through vendor custom programming or integration to a 3rd party solution. Add any additional comments to explain any answers.

This Requirements Matrix will be considered along with other submitted documentation to determine if the vendor software will adequately meet our requirements for each module of the Enterprise Solution. Our scoring system uses these requirements as one of the major factors for RFP vendor selection.

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ATTACHMENT G – SAMPLE CONTRACT

OREGON CASCADES WEST COUNCIL OF GOVERNMENTS

PERSONAL SERVICES CONTRACT

This is an agreement by and between OREGON CASCADES WEST COUNCIL OF GOVERNMENTS, an intergovernmental entity created under the authority of ORS 190.010, hereinafter called OCWCOG, and XXXXXXXXXXXX, an independent consultant hereinafter called CONTRACTOR.

WHEREAS, OCWCOG has need for the services of a contractor with the particular training, ability, knowledge, and experience possessed by CONTRACTOR to assist in the planning and implementation of an Enterprise Software solution.

NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree as follows:

1. TERM OF CONTRACT: This contract shall become effective upon signature, and shall terminate on XXXXXXXXX.

2. SERVICES TO BE PROVIDED: CONTRACTOR shall provide the services as described in Attachment A, SCOPE OF WORK.

3. COMPENSATION: CONTRACTOR shall be paid (SPECIFIC TO THE DETAILS OF THE CONTRACT) Payment will be made upon receipt of invoice – detailing the deliverables outlined in the Scope of Work (Attachment A) and after approval by the Executive Director or their appointed designee. CONTRACTOR invoice – Exhibit B.

If this agreement crosses fiscal years, OCWCOG’s obligation to pay any amount in the subsequent year is subject to approval of appropriations by the governing body of OCWCOG.

Should appropriations not be approved by the governing body, this agreement will terminate at the beginning of the new fiscal year.

4. ASSIGNMENT/DELEGATION: OCWCOG has entered into this agreement in reliance upon the specialized professional skills, experience, resources, or knowledge of CONTRACTOR, accordingly neither party shall assign, subcontract, or transfer any interest in or duty under this agreement without the prior written consent of the other, and no assignment shall be of any force or effect whatsoever unless and until the other party has so consented.

5. STATUS OF CONTRACTOR: The parties intend that CONTRACTOR, in performing the services specified in this agreement, shall act as an independent contractor. Although OCWCOG reserves the right to (i) determine and modify the delivery schedule for work to be performed and (ii) evaluate the quality of the completed performance, only CONTRACTOR shall have the control of the work and the manner in which it is performed. CONTRACTOR is not to be considered an agent or employee of OCWCOG and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits OCWCOG provides its employees.

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CONTRACTOR will not be eligible for any federal social security, state workers' compensation, unemployment insurance, or Public Employees Retirement System benefits from amounts paid under this contract, except as a self-employed individual.

If this payment is to be charged against Federal funds, CONTRACTOR certifies that it is not currently employed by the Federal government and the amount charged does not exceed its normal charge for the type of service provided.

OCWCOG will report the total amount of all payments to CONTRACTOR, in accordance with Federal Internal Revenue Service and State of Oregon Department of Revenue regulations.

CONTRACTOR shall be responsible for any Federal or State taxes applicable to amounts paid under this contract.

6. WARRANTY: OCWCOG has relied upon representations by CONTRACTOR regarding its professional ability and training as a material inducement to enter into this contract.

CONTRACTOR represents and warrants that all its work will be performed in accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state, and local laws, it being understood that acceptance of CONTRACTOR's work by OCWCOG shall not operate as a waiver or release of such warranty.

7. INDEMNIFICATION: CONTRACTOR shall hold harmless, indemnify, and defend OCWCOG, its officers, agents, and employees from any and all liability, actions, claims, losses, damages or other costs including attorney's fees and witness costs (at both trial and appeal level, whether or not a trial or appeal ever takes place) that may be asserted by any person or entity arising from, during or in connection with the performance of the work described in this contract, except liability arising out of the sole negligence of OCWCOG and its employees. Such indemnification shall also cover claims brought against OCWCOG under state or federal workers’ compensation laws. If any aspect of this indemnity or the above warranty shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification or the above warranty.

8. INSURANCE: CONTRACTOR and any subcontractors will maintain insurance coverage as set out in Attachment B. Such insurance shall remain in full force and effect throughout the term of this contract.

If CONTRACTOR employs one or more workers as defined in ORS 656.027 and such workers are subject to the provisions of ORS Chapter 656, CONTRACTOR shall maintain currently valid workers' compensation insurance covering all such workers during the entire period of this contract.

9. METHOD AND PLACE OF GIVING NOTICE, SUBMITTING BILLS, AND MAKING

PAYMENTS: All notices, bills and payments shall be made in writing and may be given by personal delivery, U.S. mail, or electronic mail. Notices, bills, and payments sent by mail should be addressed as follows:

OCWCOG: Oregon Cascades West Council of Governments

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Attn: Finance Dept.

1400 Queen Ave SE, Ste 201

Albany, Oregon 97322

(541) 967-8720

CONTRACTOR: Name

Address

City/State/Zip 97333

Phone

Email

When so addressed, said item shall be deemed given upon deposit in the United States Mail, postage prepaid. In all other instances, notices, bills, and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to whom notices, bills, and payments are to be given by giving notice pursuant to this paragraph.

10. TERMINATION: At any time, with or without cause, OCWCOG, in its sole discretion shall have the absolute right to terminate this agreement by giving written notice to CONTRACTOR. If OCWCOG terminates pursuant to this paragraph, CONTRACTOR shall be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred, an amount which bears the same ratio to the total fees specified in the agreement as the services satisfactorily rendered by CONTRACTOR bear to the total services otherwise required to be performed for such total fee; provided, that there shall be deducted from such amount the amount of damage, if any, sustained by OCWCOG due to any breach of the agreement by CONTRACTOR.

11. OWNERSHIP OF WORK PRODUCT: OCWCOG shall be the owner of and shall be entitled to possession of all work products of CONTRACTOR that result from this contract (“the work products”). In addition, if any of the work products contain intellectual property of CONTRACTOR that is or could be protected by federal law, CONTRACTOR hereby grants OCWCOG a perpetual, royalty-free, fully paid, nonexclusive and irrevocable license to copy, reproduce, deliver, publish, perform, dispose of, use and re-use all such work products, including but not limited to databases, templates, file formats, scripts, links, procedures, materials, training manuals and other information, designs, plans or works provided or delivered to OCWCOG or produced by CONTRACTOR under this contract.

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12. NONDISCRIMINATION: CONTRACTOR shall comply with all applicable federal, state, and local laws, rules, and regulations on nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition, disability, sexual orientation, gender identity or source of income.

13. STATUTORY AND REGULATORY COMPLIANCE: CONTRACTOR shall comply with all federal, state, and local laws, ordinances, and regulations applicable to the work under this contract, including, without limitation, the applicable provisions of ORS chapter 279, 279A, 279B or 279C, depending on the nature of the work performed, particularly ORS 279C.505, 279C.515, 279C.520 and 279C.530, as amended. In addition, CONTRACTOR expressly agrees to comply with Title VI of the CIVIL RIGHTS ACT of 1964 and comparable state and local laws. CONTRACTOR shall also comply with Section V of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (Pub. Law No. 101-336), ORS 659A.142 ORS 659A.400 to ORS 659A.417, and all regulations and administrative rules established pursuant to those laws.

14. EXTRA (CHANGED) WORK: Only the Executive Director or their appointed designee may authorize extra work (and/or changed) work. The parties expressly recognize that other OCWCOG personnel are not authorized to either order extra work (and/or changed) work or waive contract requirements. Failure of the CONTRACTOR to secure Executive Director or their appointed designee’s authorization for extra work shall constitute a waiver of any and all right to adjustment in the contract price or contract time due to such unauthorized extra work and the CONTRACTOR thereafter shall be entitled to no compensation whatsoever for the performance of such work.

CONTRACTOR further expressly waives any and all right or remedy by way of restitution and quantum merit for any and all extra work performed by CONTRACTOR without the express and prior written authorization of the Executive Director or their appointed designee.

15. CONFLICT OF INTEREST: CONTRACTOR covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services. The CONTRACTOR further covenants that in the performance of this contract it shall not employ any person having any such interest.

16. PERSONAL IDENTIFYING INFORMATION: CONTRACTOR agrees to safeguard personal identifying information in compliance with Oregon Revised Statutes ORS 646A.600, the Oregon Consumer Identity Theft Protection Act, and the Fair and Accurate Credit Transaction Act provisions of the Federal Fair Credit Reporting Act. In the event of any inadvertent disclosure or release of information protected by any of these provisions, CONTRACTOR shall immediately notify OCWCOG and shall hold harmless, defend, and indemnify OCWCOG for any costs related to notification, mitigation or remediation required by the disclosure by CONTRACTOR.

17. AUDIT: CONTRACTOR shall maintain records to assure conformance with the terms and conditions of this agreement, and to assure adequate performance and accurate expenditures within the contract period. CONTRACTOR agrees to permit OCWCOG, the State of Oregon, the federal government, or their duly authorized representatives to audit all records pertaining to this agreement to assure the accurate expenditure of funds. CONTRACTOR shall notify OCWCOG of any independent audit report of CONTRACTOR’S activities or finances prepared for CONTRACTOR and agrees to submit such reports to the Finance Director upon request.

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18. GOVERNING LAW: This contract shall be governed and construed by the laws of the State of Oregon.

19. SEVERABILITY: If any term or provision of this contract is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected.

20. MERGER: This writing and the attached exhibits constitute the entire and final contract between the parties. No modification of this agreement shall be effective unless and until it is made in writing and signed by both parties.

Signed:

Ryan Vogt Date Name Date Executive Director CONTRACTOR Oregon Cascades West Council of Governments

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SAMPLE CONTRACT ATTACHMENT A

SCOPE OF WORK

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SAMPLE CONTRACT ATTACHMENT B

INSURANCE COVERAGE REQUIRED

Contractor shall not commence any work until Contractor obtains, at Contractor's own expense, all required insurance as specified below. Such insurance must have the approval of Oregon Cascades West Council of Government as to limits, form, and amount. The types of insurance Contractor is required to obtain or maintain for the full period of the contract will be:

COMMERCIAL GENERAL LIABILITY insurance including personal injury, bodily injury and property damage with limits as specified below. Limits maybe provided by Excess or Umbrella policy:

LIMITS:

$1,000,000 Per Occurrence / $2,000,000 General Aggregate / $2,000,000 Products and Completed Operations Aggregate. Aggregates shall apply per Project.

FORM: All policies must be of the occurrence form with combined single limit for bodily injury and property damage. Any deviation from this requirement must be reviewed and approved by the OCWCOG Finance Director. All claims-made forms must have tail coverage and the prior approval of the OCWCOG Finance Director. Submit a complete copy of claims-made policies and endorsements with the certificate of ins

SEXUAL ABUSE AND MOLESTATION insurance with limits as specified below. The General Liability policy must not specifically exclude coverage for sexual abuse and molestation. If sexual abuse and molestation coverage is excluded under the General Liability policy, evidence of separate sexual abuse and molestation coverage of not less than $500,000 per occurrence and $1,000,000 aggregate each claim, incident or occurrence must be provided to the District in the form of a certificate of insurance and must be approved by the District prior to the execution of this agreement.

$500,000 Per Occurrence / $1,000,000 General Aggregate.

BUSINESS AUTOMOBILE LIABILITY insurance comprehensive form with limits as specified below. The coverage shall include owned, hired, and non-owned automobiles.

$1,000,000 per Accident

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PROFESSIONAL LIABILITY…