Gov_Marketplace_IntRFP_FINAL_rev_7-31-2024.docx

State of Oregon

COVER PAGE

Department of Administrative Services, State Procurement Services, (DAS SPS), on behalf of the

Office of the Governor (Agency) is issuing this Intermediate Procurement under

OregonBuys #S-10700-00011138 for

VENUE FOR GOVERNOR’S MARKETPLACE PORTLAND

Date of Issue: 07/31/2024 Opening Date: 08/05/2024

OregonBuys Bid #S-10700-00011138

DAS State Procurement Services, Version 4 - March 31, 2023 Page 4 of 18

Table of Contents

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services, (DAS SPS), on behalf of the Office of the Governor (Agency), is issuing an intermediate procurement for a Venue in Portland, Oregon area to hold a Governor’s Marketplace event.

Additional details are included in Section 2.4 Scope of Work/Specifications.

DAS anticipates the award of one Contract from this solicitation. The term of the awarded Contract will begin once the Contract is signed by all parties and estimated to end December 31, 2024, or when the event is complete.

If only one Proposal is received, DAS SPS reserves the right to directly award and begin negotiations if Proposer is found to be a responsible responsive Proposer.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

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

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

DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

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

Terminology specific to the OregonBuys system may be found at OregonBuys

PURPOSE

The Governor’s Marketplace Conference & Tradeshow is a significant event in Oregon. The event connects small businesses to contracting opportunities and business resources with local and state agencies, federal government agencies, non-profit organizations, and private firms.

SCOPE OF WORK/SPECIFICATIONS

Detail outlined in Attachment A/Sample Contract in Exhibit A/Statement of Work.

PROCUREMENT REQUIREMENTS AND EVALUATION

MINIMUM SUBMISSION REQUIREMENTS

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

Authorized Representative A representative authorized to bind the Proposer shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by DAS SPS.

PROCUREMENT PROCESS

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

DAS shall advertise all Amendments on OregonBuys e-procurement system. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

Questions / Requests for Clarification All inquiries, whether relating to the solicitation process, administration, deadline, or method of award, or to the intent or technical aspects of the solicitation must:

Be emailed to the SPC;

Reference the OregonBuys bid number;

Identify Proposer’s name and contact information;

Be sent by an authorized representative;

Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

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

Submission (All responses MUST be submitted prior to opening (closing) of the RFP.

Email electronic response to SPC all required documents.

OR

OregonBuys Electronic Response. Proposer must submit its proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys OregonBuys Vendor Formal Solicitation Response.pdf The cost proposal sheet must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Offer 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 Offer 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 Offer that Proposer believes are exempt from disclosure.

3.2.4 Modification or Withdrawal of Quotes or Offers

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

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

0. Offer Opening Date Offer and all required submittal items must be received by the SPC on or before Opening. All Offer modifications or withdrawals must be completed prior to Opening.

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

Offer Rejection DAS SPS may reject an Offer for any of the following reasons:

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

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

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

Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

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

Proposer is conditioned on DAS SPS’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

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

OFFERS CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation. Proposer shall describe the Services to be performed. An Offer that merely offers to provide the services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

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

Statement of Work Describe in detail how the Proposer will meet the Statement of Work located in Attachment A/Sample Contract/Exhibit A/Statement of Work.

Costs Submit a detailed Cost Proposal Sheet (Attachment D) Public Record/Confidential or Proprietary Information All Offers are public record and are subject to public inspection after DAS SPS issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. DAS SPS advises each Proposer to consult with its own legal counsel regarding disclosure issues.

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

EVALUATION PROCESS

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

At any time prior to award, DAS SPS may reject if a Proposer is found to be not Responsible.

Evaluation Criteria Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to maximum slotted for each evaluation criterion listed below in this section 3.9 Point and Score Calculations.

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

Potential Availability Date(s) (Attachment G) How well does the Proposer’s response meet the needs of the Agency?

Scope of Work How well does the Proposer’s response meet the needs of the Agency?

COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Proposal Sheet based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

cost being scored

NEXT STEP DETERMINATION

DAS SPS may conduct additional rounds of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

Establishing a Competitive Range Presentations/Demonstrations/Additional Submittal Items Interviews Best and Final Offers

If DAS SPS elects to conduct additional round(s), DAS SPS shall provide written notice to all Proposers describing the next step. At any time, DAS SPS may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest- ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

PREFERENCES

Oregon Supplies and Services DAS SPS prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, DAS SPS shall subtract 10% from the cost for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

Recycled Materials In comparing Goods from two or more Proposers, if at least one Proposer proposes Goods manufactured with Recycled Materials, and at least 1 Proposer does not, DAS SPS will select the Proposer proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

Tiebreakers Oregon Supplies: If DAS SPS receives Proposers identical in cost, fitness, availability, and quality and chooses to award a Contract, DAS SPS shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

POINT AND SCORE CALCULATIONS

Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

RANKING OF PROPOSERS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

Award Consideration DAS SPS, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 3. DAS SPS may award less than the full Scope defined in this solicitation.

Notice of Award DAS SPS will notify all Proposers in Writing that DAS SPS has awarded a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Insurance Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to DAS SPS proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

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

Taxpayer Identification Number The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

When requested by DAS SPS (normally in an intent to award notice), or When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

DAS SPS will not make any payment until DAS SPS has a properly completed W-9.

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. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

CONTRACT NEGOTIATION

Negotiation After selection of a successful Proposer, DAS SPS may negotiate the Statement of Work as well as following terms and conditions:

· Methods of Payment and

· Pricing In the event that the parties have not reached mutually agreeable terms within 20 calendar days, DAS SPS, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

ADDITIONAL INFORMATION

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, DAS SPS encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. DAS SPS also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit: Business Oregon : Home : State of Oregon or email: COBID Biz*Biz If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment E) prior to execution.

GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of DAS SPS. By submitting an Offer in response to this solicitation, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, DAS SPS may reject any or all Offers in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or DAS SPS, as determined by DAS SPS. Neither the State nor DAS SPSis liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

COST OF SUBMITTING AN OFFER

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

STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its offer that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

RECYCLABLE PRODUCTS

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)

LIST OF ATTACHMENTS

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