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STATE OF OREGON

COVER PAGE

Department of Public Safety Standards and Training

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-25900-00016594 for

OREGON PUBLIC SAFETY ACADEMY FOOD SERVICES

MANAGEMENT

Date of Issue: April 10, 2026

Opening Date and Time: April 17, 2026 at 3:00 PM (PDT)

Single Point of Contact (SPC): Adam Bergerson, OPBC, OCAC

Address: 4190 Aumsville Hwy SE City, State, Zip Salem, OR 97317 (503)490-0139 Adam.Bergerson@dpsst.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION 4

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE 4

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 9

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS 12

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 ADDITIONAL ROUNDS

4.14 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION 24

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION 27

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A: SAMPLE CONTRACT

ATTACHMENT B: DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C: PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D: REFERENCE CHECK FORM

ATTACHMENT E: PRICE PROPOSAL FORM

ATTACHMENT F: COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G: RESPONSIBILITY INQUIRY

ATTACHEMENT H: CAMPUS CAFÉ SMALL WARES INVENTORY

ATTACHEMENT I: CAMPUS CAFÉ FIXED INVENTORY

ATTACHMENT J: CAMPUS CAFÉ FLOOR PLAN

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Department of Public Safety Standards and Training (“DPSST” or “Agency”), is issuing this Request for Proposals (RFP) under the provisions of ORS 279B.060 for Food Services Management at the Oregon Public Safety Academy (OPSA) located in Salem, Oregon.

Agency anticipates the award of one (1) Contract from this RFP.

The initial term of the Contract is anticipated to be four (4) years with options to renew up to a cumulative maximum of ten (10) years.

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 RFP.

Event Date Time

Questions / Requests for Clarification Due April 14, 2026 1:00 PM (PDT)

Answers to Questions / Requests for Clarification Issued (approx.) April 15, 2026

RFP Protest Period Ends April 16, 2026 at 5:00 PM (PDT)

Opening (Proposal Due) April 17, 2026 at 3:00 PM (PDT)

Opening of Proposal April 17, 2026 3:00 PM (PDT)

Presentations, Demonstrations, or Interviews To Be Determined

Issuance of Notice of Intent to Award (approx.) April 30, 2026

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

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and ORS 181A.410(2)

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Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 or as defined below.

“Academy” means Oregon Public Safety Academy where Public Safety Officers are trained and certified in their field.

“Academy Student” means Public Safety Officers attending the Academy for training.

“Campus Café” means the Kitchen, Servery and Dining areas where meals are prepared, served, and consumed.

“Catering Services” means food services for special events hosted by DPSST or constituents at the DPSST Facility.

“Contractor’s Staff” means any and all Contractor employees, transition team members, Authorized Representatives, and subcontractors.

“Key Person” means Contractor’s Staff who will be principally responsible for managing the Services or for performance of work under this Contract.

“Kitchen” means the area in which the meals are prepared.

“Point of Sale” (POS) means location in the Campus Café where the retail sale of food items is available for purchase, using various payment methods such as check, credit and debit card, and currency.

“Services” means all food and Campus Café management services required by the Contract resulting from this procurement.

“Servery” means an area inside the Campus Café with serving islands offering varied food items

“Subcontractor” means an independent contractor on contract with Contractor to provide Services under a Contract.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The mission of the Department of Public Safety Standards and Training is pursuing excellence in training and accountability for public safety professionals.

DPSST is responsible for delivering basic and ongoing training, certifying and licensing public and private safety professionals, and monitoring compliance with professional standards established by the Board on Public Safety Standards and Training (Board).

DPSST trains and certifies Oregon’s police, corrections, parole and probation officers, firefighters, regulatory specialists, telecommunicators, and emergency medical dispatchers.

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DPSST also certifies and licenses private security providers and entities, private investigators, and polygraph examiners.

DPSST operates and maintains the Oregon Public Safety Academy (OSPA) which includes classrooms, administrative offices, housing, dining, food preparation, scenario application areas, inside and outside skill training areas, and related structures (firearms training building, mat rooms, physical agility testing room, emergency vehicle operations courses, a tactical training building) for use by fire fighters, law enforcement, corrections officers, and breakout training areas.

The OSPA is located at 4190 Aumsville Hwy SE, Salem, Marion County, Oregon, 97317, which consists of 213 acres and 330,000 square feet of building space at which the agency provides student accommodation, classroom instruction, and training venues. The OSPA dormitories consist of lodging capacity of up to 347 students and instructors.

OPSA is also currently home to constituent tenants that include Oregon Youth Authority Training Division, Oregon State Police Training Division, and Oregon State Police Gaming Enforcement.

The 26-member Board governs DPSST and establishes training and certification standards for more than 43,000 public safety professionals throughout Oregon. The Board also makes determinations on moral fitness cases involving potential denial or revocation of certification and is supported by six (6) discipline-specific policy committees.

DPSST training occurs Monday through Friday from 6:00 AM to 7:00 PM (including most holidays), with limited operations during weekends and weekday evening hours. The Campus Café is currently open year-round with the exception of four (4) “Down Weeks”.

Depending on availability and scheduling needs, DPSST may schedule two (2) additional “Inservice Weeks”. During Down and Inservice Weeks traditional students are not on campus and student meals are not served; however, DPSST and constituents will be conducting other business operations at the OSPA during this time. Currently, scheduled Down Weeks are one

(1) week at Thanksgiving, two (2) weeks between Christmas and New Years, and one (1) week around the Fourth of July. Proposer may elect to stay open for catering and walk-in business; however, these weeks offer an opportune time to deep cleaning and organization.

Students, staff, and constituents may be present in the building 24 hours per day, 7 days per week and occasional classes may be conducted after hours and on weekends.

2.3.2 Project Overview and Background

The historical information within this subsection has been provided to assist prospective Proposers in preparing their Proposals. This information is provided for reference only and proposals may contain alternative solutions, systems, and/or hours of operation. Statistical data is historical for the period provided and does not represent a volume commitment by

DPSST.

The incumbent food services vendor at the OPSA was selected via two (2) RFP solicitations resulting in the award of two (2) consecutive, not to exceed ten (10) year contracts since the venue opened in 2006. That vendor has provided services to students under a system that was referred to as the Guaranteed Meal Count. Guaranteed meals represented the minimum number of meals that the vendor would be compensated for in a fiscal year (July 1st to June

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30th). In addition to providing student meals, they also provided catering services to DPSST and other various user groups for events, trainings, and meetings; as well as point of sale transactions to walk-up customers that include members of the public, agency and constituent staff, and other guests.

Statistical data from July 1, 2024-June 30, 2025:

• Number of Academy Students: 1,780

• Number of Guaranteed Meals: 115,200

Number of Student Meals Prepared and Served:

• Breakfast: 28,472

• Lunch: 44,080

• Dinner: 20,461

• Total: 93,016

Catered Events: $31,090.46

Approximate POS Sales Total: $93,000.00

Projected number of students for the time period between July 1, 2025-June 30, 2026 is:

1,733

Agency expects Proposer to communicate anticipated hours of operation within their proposal. However, under normal operating circumstances, the incumbent vendor has maintained the following scheduled hours of operation for meal periods at the OSPA Campus Café:

• Breakfast: 6:00am to 8:00am - Monday through Friday

• Lunch: 11:00am to 1:00pm - Monday through Friday

• Dinner: 5:00pm to 7:00pm - Monday through Thursday

Agency would prefer to see these hours maintained, if not expanded.

2.3.3 Purpose

OPSA Food Services are an essential program to enhance the training experience of academy students. Many students participating in one of our training programs are away from home, living at the OPSA, for up to sixteen (16) weeks. A Food Services program should not only provide necessary caloric intake to meet rigorous training regimes but also help reduce the stress of separation from home and family and contribute to a positive image of the OPSA.

The Scope of Services includes the management services for the OPSA Campus Café to support a fully functional training academy, in addition to associated contingent and emergency services.

While cost is an important consideration in awarding a Contract under this RFP, the intent of the RFP is for Proposers to also provide DPSST with clear information concerning their qualifications, performance history, expertise, knowledge, and skills related to the required performance reflected in this RFP. The Proposal with the lowest cost may not be selected for

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2.4 SCOPE OF WORK/SPECIFICATIONS

Contractor shall coordinate all food and facility management Services for the Agency’s Campus Café. Services include, but are not limited to:

• Providing all management and labor to ensure efficient and uninterrupted operations.

• Managing a diverse food services menu that includes consideration for a variety of meal styles and cuisine, including vegetarian, vegan, gourmet salads, and organic food choices, cultural, religious, healthy, and allergy sensitive options.

• Preparing and serving all food items both in the Campus Café and catering at OSPA.

• Maintaining and stocking a coffee bar that consists of at a minimum:

o freshly brewed (every 4-hours minimum) hot coffee.

o a machine to dispense ice and water.

o a hot water dispenser.

o hot beverage cups.

o stir sticks.

o sugar.

o coffee creamer; and, o a variety of both herbal and caffeinated teas.

Any coffee bar provisions proposed beyond the minimum may be considered a value-added service. Please provide details in accordance with Evaluation Item #1.

• Maintaining an adequate supply of quality foods as described in this RFP

• Ensuring proper preparation and proper storage of all food items,

• Cleaning and sanitizing all areas and equipment within the Campus Café’ to include the dining area, serving area, kitchen, tray return area, a designated portion of the loading dock, and surrounding areas.

• Establish and maintain a system of accurate recordkeeping and provide service reports at Agency request, not less than one (1) time per month;

• Establish and maintain consistent pricing models for students, catering, and other patrons; and

• Establish and maintain an accurate system of invoicing.

The Proposer shall provide a variety of popular menu items that meet or exceed the highest industry standards for quality, following established nutritional guidelines, and ensuring consistent meal presentation. All food must be prepared, stored, and served in compliance with all applicable Federal, State, and local mandatory health and safety requirements and

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 28 regulations. The proposer shall use fresh ingredients such that the ingredients must be within the “use by” or “best by” manufacturer dates; be free from foreign materials; have good color, flavor and odor; and be uniform and consistent in flavor, taste, aroma, and texture. The vendor will be subject to performance evaluations, including customer satisfaction surveys and food quality audits.

Students of DPSST are typically in training from approximately 8:00am to 5:00pm (PST) and provided a lunch meal period of 30-minutes at a time that may fluctuate from day to day.

DPSST class coordinators make reasonable attempts to stagger lunch times as to not overrun the Campus Café.

Meals must supply the necessary nutritional value to maintain essential performance and reflect activity requirements of the training as verified by the Proposers Certified Dietician or Nutritionist. DPSST training consists of both sedentary activity and periods of intense physical activity in both classroom and outdoor presentations. DPSST may request additional Services for meetings or presentations. These Services will be as agreed by the parties.

The successful Proposer will be expected to operate and provide Services in compliance with all applicable agency policy, Federal, State, and local regulations and governing laws.

Proposer shall perform all Services as required by the Contract and Statement of Work and within the time specified in the Contract. In accordance with ORS 2749B.060(2)(c),the successful Proposer will be expected to perform all Services under the resulting contract in a manner that meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. If the means or methods of performing a Service task are not specified in the Contract, the Proposer shall employ methods that are generally accepted, used by the food services industry and comply with all Federal, State and County laws and regulations. (https://www.fda.gov/food)

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, proposal must demonstrate how proposer meets all requirements of this section. Failure to provide any of the information or comply with any of the requirements in this section may result in rejection of the proposal. DPSST reserves the right to determine which proposals meet the minimum proposal requirements of this RFP.

3.1.1 Site Location Availability. Proposer must be able to provide all of the required Services described in this RFP, primarily in Exhibit A to Attachment A, at the OPSA location in Salem, Oregon.

Proposer shall document and describe how this requirement will be met.

3.1.2 To be considered responsive, Proposer must, at the time of Proposal opening, be an established business firm with all required licenses, equipment, and trained personnel necessary to perform work as specified in this RFP. Failure to comply with the requirements may be cause for rejection.

3.1.3 Proposer must have a minimum of ten (10) years’ experience within the last 12 years’ https://www.fda.gov/food

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3.1.4 Provide a cover letter on company letterhead signed by the authorized representative describing how proposer’s firm satisfies the minimum qualifications.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Executive Summary

• Administrative Proposal

• Technical Proposal

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

3.2.2 Proposal Page Limits

Proposal is limited to 50 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms (Attachment D)

• Price Proposal (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Work samples and plans as indicated throughout this RFP

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

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OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in the following link for electronic submission: OregonBuys Vendor Formal Solicitation Response.pdf

The Price Proposal must be submitted as a separate electronic response file.

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

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

3.2.4 Authorized Representative

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

3.3 PROPOSAL REQUIREMENTS

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

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

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

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 References

Provide five (5) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Proposer shall send the Reference Check Form (Attachment D) to its references.

Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.3.3 Price Proposal

Submit a detailed Price Proposal (Attachment E) in a separate attachment Electronically though OregonBuys.

3.3.4 Key Persons and their Resumes

Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this Request for Proposals.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP 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 in Section 1.2.

https://oregonbuys.gov/

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4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email or United States Postal Service Certified mail;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. Proposal submission should be electronically through OregonBuys at: OregonBuys.gov

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section

1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. 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 137-047-0630.

4.9 PROPOSAL REJECTION

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

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

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

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

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC, or persons authorized by the SPC, or inappropriate contact with the SPC.

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

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

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

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4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition.

SCORE EXPLANATION

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

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 4 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

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Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1 - Management Plan (10 Points Possible)

• The successful Proposer will coordinate and perform all food service activities from the Campus Café, located in the Oregon Public Safety Academy, providing quality nutritional meals in a timely manner. Describe experience with planning and what processes you employ for:

Preparing and serving meals in a similar environment to include coordination and delivery of required Services.

Method of safely maintaining adequate food supplies.

Preparing and maintaining varied menus which provide the necessary nutritional value and calories, to maintain essential performance and reflect the physical activity requirements of the students attending the Academy. Include sample menus.

A variety of meal styles and cuisine, including vegetarian, vegan, gourmet salads, and organic food choices, cultural, religious and healthy options will be offered.

Describe how Proposer will meet this requirement.

Ensuring compliance with state and federal allergen protection laws, including but not limited to the Food Allergen Labeling and Consumer Protection Act of 2004 (Public Law 108-282, Title II) https://www.fda.gov/food/food-allergensgluten-free-guidance-documents-regulatory-information/food-allergenlabeling-and-consumer-protection-act-2004-falcpa

• Campus Café Operations. Describe processes and experience performing Services to ensure that the provided facility will be efficiently utilized to ensure that Services are provided to Agency students, staff, and visitors for each meal period, including, but not limited to:

Breakfast, lunch, and dinner operation of the serving area, currently consisting of six (6) food stations offering varied menu items. Describe future concepts or modernization of food stations, proposed hours of operation, and meal period times. Consideration should be made to maintain or improve Services.

Operation of the self-serve coffee bar. Describe plans to set up and operate the coffee bar. Including the type of products offered (e.g., Coffee, tea, hot chocolate, mocha or lattes, apple cider etc.).

Catering services to support the mission of the Agency.

https://www.fda.gov/food/food-allergensgluten-free-guidance-documents-regulatory-information/food-allergenlabeling-and-consumer-protection-act-2004-falcpa https://www.fda.gov/food/food-allergensgluten-free-guidance-documents-regulatory-information/food-allergenlabeling-and-consumer-protection-act-2004-falcpa https://www.fda.gov/food/food-allergensgluten-free-guidance-documents-regulatory-information/food-allergenlabeling-and-consumer-protection-act-2004-falcpa

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4.10.2.2 Evaluation Item 2 – Company Overview and Experience (10 Points Possible)

• Provide a detailed description of Proposer’s company history and background. To include, at a minimum:

Company information to include company ownership, date and state of incorporation as applicable, location of the company headquarters, and location of the office that would service the Agency.

An organizational chart with a description of the Proposers chain of command should any matter require escalation.

A general description of your company’s qualifications and experience relevant to the minimum qualifications along with any necessary substantiating information.

A statement showing the year your company was founded, primary business(es) of the company, the length of time the company has been providing food services equivalent to those described in this RFP. Include the duration and extent of experience the company has with similar food services.

Experience managing food service programs or cafeterias similar in size for public or private entities comparable to the requirements in this RFP. Include the size/scope of the facility managed.

4.10.2.3 Evaluation Item 3 - Financial Condition and Stability (10 Points Possible)

• Provide a detailed description of company financial stability sufficient to adequately demonstrate the Proposer is a responsible and responsive bidder that will allow for continued performance under a resulting Contract.

4.10.2.4 Evaluation Item 4 - Accounting and Reporting Systems (10 Points Possible)

• Provide a description of the Proposers internal accounting program and system that includes, at a minimum:

The method of recording and reporting all sales, including the proposed cash register/card reader or POS system.

Internal control of cash handling including the procedures for holding funds overnight and transporting funds to a bank.

Internal audit system, practices, and procedures.

Purchasing and inventory control systems to be utilized.

Explain and provide examples of other accounting systems that may be used.

Identify proposed accounting periods and fiscal year data.

Provide a description of the reporting capabilities of your internal accounting program:

Describe frequency, types, and format that reporting will be provided to Agency.

Identify the application and system used to track and prepare reports. Describe

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 28 and provide the reporting process and capabilities.

Identify back-up sales recording systems in the event of power, network, or other system outages.

4.10.2.5 Evaluation Item 5 - Personnel Management and Professional Standards Plans (10 Points Possible)

• Key Persons are considered to be the on-site Project Manager for the Transition and Implementation, on-site Chef Manager, alternate Chef Manager and Certified Dietician or Nutritionist. If qualified, the on-site Project Manager and the on-site Chef Manager could be the same person.

Describe how Proposer will employ, or contract with, Key Person(s) and staff that meet all requirements in this RFP. Dietician or Nutritionist will not be required to be on site.

Provide a current resume for each Key Person proposed that demonstrates the experience, qualifications, certifications and proficiencies in providing the Services in a food service or commercial dining operation similar to those described within this RFP.

• While food services staff will be employees of the Contractor, the Agency will perform a required criminal background check on any of the selected Contractor employees that will be working at the Oregon Public Safety Academy and disclose results to the Contractor. An unsatisfactory criminal background check as determined by DPSST in its reasonable discretion will result in exclusion from employment at the site. With that in mind, provide a comprehensive staffing plan. The staffing plan should include, at a minimum:

An organizational chart and plan for the day-to-day staffing and back-up staffing to be utilized under this Contract. The plan must include the total number of employees to be utilized if Proposer is awarded the Contract.

A plan for the day-to-day administrative management and supervision of proposed staffing. This plan must identify an on-site Chef Manager and an alternate.

Description of how fluctuating levels of Service will be accommodated by the Proposer including any limitations.

Describe how Proposer will manage their staff work schedules to include for times of emergency or when back-up coverage is needed.

A list of qualifications, certifications and experience that will be needed from their staff as identified in the day-to-day staffing plan.

Verification that adequate staff will be on-site for day-to-day and periodic cleaning and sanitation requirements.

Provide a copy of Proposer’s written policies and procedures used in training staff on the following:

DAS Procurement Services, Version 4.5 March 31, 2023 Page 19 of 28

• Health and safety for food preparation and sanitation, including Occupational Health and Safety Administration (OSHA) requirements,

• General sanitation and maintenance,

• Cash handling and Reporting,

• Inventory and supply ordering,

• Personnel policies, and

• Customer service.

4.10.2.6 Evaluation Item 6 - Product Purchasing Power and Specifications (10 Points Possible)

• Proposer will address the following via a written description of their food sourcing methods:

Existing contracts or partnerships with local food vendors capable of servicing accounts of similar sizes. Include how the Agency will benefit as a result of these contracts or partnerships.

How the Proposer will incorporate sustainability practices into provided Services.

Minimum food quality standard established by the Proposer.

How the Proposer will ensure the use of fresh foods as described in this RFP and the percentage of food items that will be prepared in-house from scratch.

• Proposer will describe in their proposal their established quality control and assurance plans and how they intend to maintain those plans throughout the duration of the Contract. The plan should include procedures, but also checklists or other internal inspection instruments.

• Describe Proposer’s policy and procedures on receiving food products to include ensuring that all food is purchased and received fresh and safe as described in this RFP.

This should also include proposers’ contingent plan for unforeseen equipment failure or emergency situations.

• Describe Proposer’s procedures for monitoring and addressing food safety recalls and public health alerts including those from the U.S. Department of Agriculture (USDA), and U.S. Food and Drug Administration (FDA).

• Describe Proposer’s waste reduction and management procedures and processes.

4.10.2.7 Evaluation Item 7 - Equipment and Facility Maintenance and Sanitation (10 Points Possible)

• Provide a maintenance plan that describes how Proposer plans to accomplish facility and equipment maintenance.

• Provide a comprehensive cleaning and sanitation plan that describes how Proposer plans to accomplish cleaning and sanitization requirements that meet or exceed

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 28 industry standards while complying with State of Oregon Executive Orders (EO) 12-05 and 20-04 and Center for Disease Control (CDC) guidelines.

• Provide sample log(s) or report(s) that the Proposer will use to document and track equipment and facility maintenance and sanitation.

4.10.2.8 Evaluation Item 8 – Implementation and Transition Planning (10 Points Possible)

• The facility will be available at 8:00am on June 29, 2026. The first meal served will be breakfast on July 6, 2026. Proposer will provide a detailed implementation and transition plan describing how they will ensure successful delivery of Services beginning with the first meal plan. The Proposer’s implementation plan should include contingency options should they not meet the required deadline.

4.10.2.9 Evaluation Item 9 – Catering and Contingent Services (10 points possible)

• Proposer will describe catering and contingent services offered in conjunction to serving student meals. These services may include, but are not limited to:

Catering services including:

• Buffet-style meals,

• Boxed lunches,

• Snack services; and,

• Beverage services.

Point of Sale meals or menu items sold to patrons.

Catering Services, to include menu items offered to the Agency;

Point of Sale single a la carte menu items and meals sold to patrons; and

If applicable, Point of Sale “All You Care to Eat” also known as “All you Can Eat” meals sold to patrons.

Days and hours of availability for Catering and Contingent Services.

• Proposer shall provide a list of pricing for all Catering and Contingent Services offered to the Agency.

4.10.2.10 Evaluation Item 10 – Customer Service, Process Improvement, and Innovation(10 points possible)

• Describe Proposers plan for handling customer service issues.

• Describe Proposers process for measuring, addressing, and tracking customer satisfaction to include complaints regarding food quality or service.

• How does Proposer ensure that meals are delivered on time and meet quality standards?

• Describe Proposers practices regarding both internal and customer-based

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• What steps are taken by the proposer to ensure they remain innovative and market relevant. Include how Proposer intends to implement innovation within their practices at DPSST should they be awarded the Contract for Services.

4.10.2.11 Evaluation Item 11 - Emergency Planning (10 points possible)

• Describe contingency plans to provide Services in the face of unexpected events, e.g., power failure, fire, or other interruptions that would preclude or complicate normal operations. Include sample contingency plan(s).

• Describe how Services will be provided during potential emergencies. Provide a copy of a written emergency operations plan to include communication and coordination with authorized Agency personnel, food sourcing and storage, and food preparation methods.

• Describe how Proposer will safely manage and maintain perishable inventory in the event of an emergency that includes loss of refrigeration.

4.10.3 PRICE EVALUATION (20 points possible)

• When calculating the pricing for the Price Proposal, Proposer shall take into consideration that Agency provides the facility, utilities, and equipment at no charge to Proposer. Additionally, Agency will provide the maintenance and servicing of the facility range hoods and grease trap. Proposer also receives 100% of the payment for all Point-of-Sale items and Catering proceeds. In lieu of charging the successful Proposer for these benefits in a resulting contract, Agency expects Proposer to offer lower Cost Proposal pricing that reflects Proposer's lower costs as a result of receiving these benefits.

• Price Evaluation will be conducted by Agency utilizing the Price Proposal which will reflect the initial two (2) years of the contract for student meals utilizing the data provided within this RFP. The Proposer will prepare their Price Proposal using a structure or model currently utilized by the Proposer in other similar operations.

• Following scoring and ranking of Proposals, based on the qualifications-based criteria referenced above in Section 4.10.2, the sealed Price Proposals from Proposers will be opened and scored as follows:

• Proposer with the lowest Price Proposal will receive 20 points.

• Proposer with the second lowest Price Proposal will receive 10 points.

• Proposer with the third lowest Price Proposal will receive 5 points.

• All other Proposers will receive 0 points.

4.10.4 PREFERENCES

4.10.4.1 (Reserved)

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4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 137-046-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.3 Recycled Materials

Agency will give preference to 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.

4.10.4.4 Tiebreakers

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

4.11 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE: 130

EVALUATION ITEMS POINTS POSSIBLE 110

4.10.2.1 Management Plan 10

4.10.2.2 Company Overview and Experience 10

4.10.2.3 Financial Condition and Stability 10

4.10.2.4 Accounting and Reporting Systems 10

4.10.2.5 Personnel Management and Professional Standards Plans 10

4.10.2.6 Product Purchasing Power and Specifications 10

4.10.2.7 Equipment and Facility Maintenance and Sanitation 10

4.10.2.8 Implementation and Transition Planning 10

4.10.2.9 Catering and Contingent Services 10

4.10.2.10 Customer Service, Process Improvement, and Innovation 10

4.10.2.11 Emergency Planning 10

4.10.3 PRICE POINTS POSSIBLE 20

https://www.naspo.org/reciprocity1

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Scores are the values (0 through 10) assigned by each evaluator.

Points are the total possible for each section as listed in the table above.

4.12 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

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

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State.