HSD Student Transportation at FRCS RFP.pdf

HUNTINGTON SCHOOL DISTRICT

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-P23007-00012361 for

STUDENT TRANSPORTATION SERVICES FOR

FOUR RIVERS COMMUNITY SCHOOL

Date of Advertisement: December 20, 2025

Submission Deadline: February 18, 2025

Contacts:

Primary Contact: Michelle Clinton, Director of Business and Operations Address: 2449 SW 4th Ave City, State, Zip: Ontario, OR Phone: 541.889.3715 E-mail: michelle.clinton@4riverscs.org

Secondary Contact: Sarah Erstrom, Business Manager Address: 520 3rd Street City, State, Zip: Huntington, OR 97907 Phone: 541.869.2204

Huntington School District 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.

mailto:michelle.clinton@4riverscs.org

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE 5

1.3 CONTACTS 6

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.3.1 Overview and Background

2.3.2 Purpose

2.4 SCOPE OF SERVICE

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

3.1.2 Proposal Format and Quantity

3.1.3 Authorized Representative

3.2 PROPOSAL REQUIREMENTS

3.2.1 Proposer Information and Certification Sheet

3.2.2 References

3.2.3 Price Proposal

3.2.4 Key Persons and their Resumes

3.2.5 Project Implementation Plan

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

4.4.2 Protests to Amendment(s)

4.4.3 Requirements for 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

4.10.1 Responsiveness and Responsibility Determination

4.10.2 Evaluation Criteria

4.10.3 Preferences

4.10.4 Tiebreakers

4.11 RANKING OF PROPOSERS

4.11.1 Competitive Range Determination

4.12 ADDITIONAL ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

5.1.2 Intent to Award Notice

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

5.2.2 Protest Requirements

5.2.3 Response to Protest

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.3.1 Insurance

5.3.2 Taxpayer Identification Number

5.3.3 Business Registry

5.3.4 Responsibility Inquiry

5.3.4 Pay Equity Certification

5.3.5 Nondiscrimination in Employment

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

LIST OF ATTACHMENTS

ATTACHMENT A SCOPE OF SERVICE

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

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

Huntington School District is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060 for Student Transportation Services for Four Rivers Community School, a public charter school located in Ontario, OR.

The Huntington School District is seeking proposals from qualified contractors to provide student transportation services including home-to-school, shuttle services, extended school year programs, field trips, club, and athletic trips for Four Rivers Community School.

The successful proposer will provide leadership, coordination, and cooperation to assure that student transportation services are responsive to the needs of Four Rivers Community School.

Proposals will be evaluated by a committee consisting of Four Rivers Community School and Huntington School District staff.

Huntington School District in collaboration with Four Rivers Community School anticipates the award of one (1) Contract from this RFP.

The initial term of the Contract is anticipated to be Five (5) years with options to renew up to a cumulative maximum of 20 years.

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

1.2 SCHEDULE

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

Event Date Time

Advertise Request for Proposals December 20, 2025

Pre-Proposal Conference January 20, 2025 9:00 AM

Questions / Requests for Clarification Due January 24, 2025 3:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) January 30, 2025

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Proposal Due/Submission Deadline February 18, 2025 3:00 PM

Evaluation by the Evaluation Committee and Possible Interviews February 24 - 28, 2025

Issuance of Notice of Intent to Award (approx.)

OR

Notice of Competitive Range (if applicable) March 4, 2025

If Notice of Competitive Range - BEST AND FINAL OFFER

Best and Final Offer Due (if applicable) March 10, 2025

Evaluation by the Evaluation Committee and Possible Interviews of Best and Final Offer (if applicable)

March 11-14, Issuance of Notice of Intent to Award Based on Best and Final Offer (approx.) March 18, 2025

After Notice of Intent to Award

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

Contract Services Start Date July 1, 2025

1.3 CONTACTS

The primary contacts of this RFP are identified on the Cover Page, along with their contact information. Proposer shall direct communications related to any provision of the RFP to the primary contact, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Huntington School District is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Huntington School District 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 125-246-0110.

2.3 OVERVIEW AND PURPOSE

2.3.1 Overview and Background

Huntington School District located in Huntington, Oregon, serves K-12 students in eastern Oregon and is known for strong academic, athletic, and music programs. It has a longstanding student transportation relationship with Four Rivers Community School.

Four Rivers Community School, a public charter school established in 2003, serves approximately 360 K-12 students. It offers a dual-language immersion program in English and Spanish, ensuring students graduate fully bi-literate. Four Rivers Community School emphasizes high academic and behavior standards, cultural engagement, and career readiness. Its dedicated staff and low turnover rate contribute to long-term stability and effective learning. Four Rivers Community School supports whole-family education by collaborating with non-profit partners to provide early childhood programs and adult learning opportunities. The school is Title I-qualified, with 100% of students eligible for free lunch through USDA's CEP. The student body is 81% Latino, 41% Ever-English Learners, and 11% Special Education.

Huntington School District, Guerri Transportation, and Four Rivers Community School collaborated to provide student transportation services for Four Rivers Community School. While Guerri Transportation will remain the transportation provider for Huntington School District, starting in 2025, Guerri Transportation will not offer home-to-school routes in Ontario, OR. This Request for Proposals (RFP) is specifically for student transportation services within Ontario School District boundaries for Four Rivers Community School students.

2.3.2 Purpose

The purpose of the RFP is to secure Student Transportation Services for Four Rivers Community School.

2.4 SCOPE OF SERVICE

See Scope of Service in Attachment A.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements:

● Executive Summary

● Proposal

● Key Persons and Resumes

● 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)

3.1.2 Proposal Format and Quantity

Proposal should follow the format:

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys.

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.

Hard Copy Response If Proposer elects to submit its Proposal by hard copy, Proposer shall submit its Proposal and all other submittal requirements using 8 ½” x 11” paper, in a font that is easily readable. Proposer shall submit its proposal in a sealed package addressed to the primary contact with the Proposer’s name and the OregonBuys bid number clearly visible on the outside of the package. Proposer shall submit a 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, and 03 additional copies. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478) Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

3.1.3 Authorized Representative

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

3.2 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 Services to be performed. A Proposal that merely offers to services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the proposal. Do not include marketing or advertising material in the proposal, unless applicable to the content. 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.

3.2.1 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.

3.2.2 References

Provide three (3) references from current or former School Districts, Charter Schools or Private Schools for similar projects performed within the last two (2) years. References must be able to verify the quality of previous, related work.

The Evaluation Committee may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. The Evaluation Committee may use references to obtain additional information, or verify any information needed. The Evaluation Committee may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall submit reference names and contact information. The Evaluation Committee will make three (3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.2.3 Price Proposal

A Price Proposal (Attachment E) must be submitted with the response to the RFP

3.2.4 Key Persons and their Resumes

Indicate the 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.

3.2.5 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

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/.

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 any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is mandatory.

The purpose of the Pre-Proposal conference is to:

https://oregonbuys.gov/

● Provide additional description of the project;

● Explain the RFP process; and

● Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Huntington School District.

Proposers may be asked to submit questions in writing.

Interested parties may participate in the Pre-Proposal Conference located at:

Four Rivers Community School 2449 SW 4th Ave., Ontario, OR 97914

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 Primary Contact via an OregonBuys submission, email, or hard copy;

● 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.

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, and the Scope of Work. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below.

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 3:00 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 Primary Contact via email or hard copy;

● 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 Primary Contact in accordance with the RFP requirements before Opening. Huntington School District is not responsible for any delays in mail or by common carriers or 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.

The following delivery options are permitted for this RFP:

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov

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

Alternative Delivery Option: Delivery through Mail or Parcel Carrier

A Proposal may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the OregonBuys bid number. It must be sent to the attention of the Primary Contact at the address listed on the Cover Page.

Alternative Delivery Option: Delivery in Person

A Proposal may be hand delivered and must be clearly labeled and submitted in a sealed envelope, package or box. A Proposal will be accepted, prior to Opening, during Four Rivers Community School’s normal Monday – Thursday business hours of 7:30 a.m. to 4:00 p.m. Mountain Time, except during holidays and other times as listed on the Four Rivers Community School academic calendar. The outside of the sealed submission must clearly identify the Proposer’s name and the bid number assigned to the RFP by OregonBuys. It must be delivered to the attention of the Primary Contact at the address listed on the Cover Page.

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 Primary Contact 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 Primary Contact via email or mail prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the 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

OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the Primary Contact 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 may 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 125-247-0630.

4.9 PROPOSAL REJECTION

A proposal may rejected 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, Huntington School District or Four Rivers Community School.

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

● Proposer makes any contact regarding this RFP with any employee of the District or Four

Rivers Community School other than the Primary Contact or persons authorized by the Primary Contact, or inappropriate contact with the Primary Contact.

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

● Proposal is conditioned on Huntington School District’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).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

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 Primary Contact may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the Primary Contact finds the Proposal non- Responsive, the Proposal may be rejected; however, Huntington School District may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination

Huntington School District 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, Huntington School District 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 Huntington School District may have additional or fewer evaluators for optional rounds of competition.

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 4.10.2.1 (Point and Score Calculation).

The Primary Contact 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.

Price Evaluation

Proposer with the lowest Price will receive 30 points.

Proposer with the second lowest Price will receive 20 points.

Proposer with the third lowest Price will receive 10 points.

All other Proposers will receive 0 points.

Max Points Available: 30

Ability to meet, exceed, and enhance student transportation services as outlined in the RFP

● Ability to provide transportation services.

● Ability to serve midday/afterschool transportation options for field trips and athletics.

● Ability to provide shuttle services between schools.

● Proposed decision-making process to determine additional buses, route effectiveness, and monitoring.

Max Points: 10

● Proposed decision-making process for emergency closures, and shutdowns.

● Ability to route.

● Enhancements or service suggestions.

Fleet Proposal

● Proposed fleet.

● Proposed quality of fleet.

● Proposed maintenance and upkeep of fleet.

Qualifications and Experience of Company, Management and Staff

● Experience of management.

● Tenure with company.

● School Transportation Experience.

Driver Recruitment, Training, and Retention

● Recruitment and training program overview.

● Employee retention programs.

● Employee compensation package.

● Sub driver plan and approach.

● Driver screening and selection standards.

Safety program, history and procedures

● Employee and driver safety and training programs.

● Drug and alcohol program/standards.

● Student management protocols and training.

● OSHA compliance and requirements.

● Preventative maintenance program.

Reference

● Length of contract.

● Number of routes.

● Number of employees.

● Retention of employees/turnover rate.

● Number of accidents in the last two (2) years.

Oregon transportation history and length of time in business

● Years in business.

● Number of ownership changes.

● List of school transportation contracts held in

Oregon.

● Terminated contracts over the last 5 years.

● Prior litigation with customer in the last 10 years.

● Financial Information – Bankruptcy history, debt to equity ratio, and current ratio.

Customer service

● Description of customer service values and approach.

● Best practices for routing.

● Best practices for working with the school staff.

● Description of behavior management on school bus.

● Description of how complaints are addressed.

Preference Points

● Companies with current public-school contracts in Oregon.

Max Points: 5

Evaluation Criteria Total Points Available: 115

4.10.3 Preferences

Preference will be given to companies with current public-school contracts in Oregon.

4.10.4 Tiebreakers

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

4.11 RANKING OF PROPOSERS

The Primary Contact 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 Primary Contact will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the Primary Contact will determine the rank of each

SCORE EXPLANATION

PRICE – Price is the only item that will be worth up to 30 points.

Proposer with the lowest Price will receive 30 points.

Proposer with the second lowest Price will receive 20 points.

Proposer with the third lowest Price will receive 10 points.

All other Proposers will receive 0 points.

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.

Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Huntington School District may, in Huntington School District’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Huntington School District 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, Huntington School District may choose to conduct additional round(s) of competition if in the best interest of Four Rivers Community School.

Additional rounds of competition may consist of, but will not be limited to:

● Interviews

● Presentations/Demonstrations/Additional Submittal Items

● Discussions and submittal of revised Proposals

● Serial or simultaneous negotiations

● Best and Final Offers

4.11.1 Competitive Range Determination

If Huntington School District, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Huntington School District’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Huntington School District will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.12 ADDITIONAL ROUNDS

Best and Final Offers

Proposers in the Competitive Range may submit Best and Final Offers. The written Best and Final Offer (“Revised Proposal”) must be submitted on or before the due date and time set forth on the Schedule and must be delivered to the Primary Contact. LATE REVISED PROPOSALS WILL

NOT BE ACCEPTED.

If Proposer elects not to submit a Revised Proposal, Proposer’s initial Proposal will be accepted as the Best and Final Offer and evaluated accordingly.

Best and Final Offer Requirements

Best and Final Offers must be submitted in writing in the form of an amendment to the Proposer’s initial Proposal. Best and Final Offers must comply with the following requirements and specifications:

● Identify Proposer’s business name and reference the RFP; and

● Submit One (1) copy of the revised Proposal with original Signature, identified as the

“master”, and 03 copies; and

● Clearly identify the information included Proposer’s initial Proposal that Proposer intends to amend or replace in terms of the page, section and paragraph of Proposer’s initial Administrative, Technical or Price Proposal; and

● Include the replacement information and each of the Items listed below; and

● Include a Best and Final Offer letter, signed in ink by Proposer’s authorized representative, which summarizes the Proposal aspects amended by the Best and Final Offer and states that the information included in the Best and Final Offer supersedes the corresponding information included in Proposer’s Proposal submitted on or before March 10, 2025; and

● Include all information requested in the Best and Final Offer letter.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Huntington School District, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Huntington School District may award less than the full Scope of Service described in Attachment A.

5.1.2 Intent to Award Notice

The Primary Contact will notify all Proposers in writing that Huntington School District intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

● All higher ranked Proposals are non-Responsive.

● Huntington School District has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

● Huntington School District abused its discretion in rejecting the protestor’s Proposal as non-

Responsive.

● Huntington School District’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Huntington School District receives only one Proposal, Huntington School District may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.2 Protest Requirements

Protests must:

● Be delivered to the Primary Contact via email, or hard copy;

● Reference the OregonBuys bid number ;

● Identify Proposer’s name and contact information;

● Be signed by an authorized representative of Proposer;

● Specify the grounds for the protest; and

● Be received within 7 calendar days of the Intent to Award notice.

5.2.3 Response to Protest

The Primary Contact will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Huntington School District proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Huntington School District or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

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

5.3.4 Responsibility Inquiry

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

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Huntington School District a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Huntington School District may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, with the exception of those terms listed below for negotiation.

Proposer must submit those exceptions to the primary contact during the Questions / Requests for Clarification period set forth in Section 1.2.

Following the selection of the apparent successful Proposer, Huntington School District may agree to negotiate the negotiable provisions of the Contract. However, Huntington School District is not required to make any changes and many provisions cannot be changed.

In the event that the parties have not reached mutually agreeable terms within 14 calendar days, Huntington School District may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 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.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Huntington School District 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. Huntington School District also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon 4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Baker County; 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 6.2 be construed as a waiver 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.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Huntington School District issues the Notice of 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 Huntington School District.

By submitting a Proposal in response to this RFP, 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 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, except in the case of Proposals that were submitted late and rejected by Huntington School District.

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Huntington School District may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of Huntington School District or Four Rivers Community School, as determined by Huntington School District. Neither Huntington School District or Four Rivers Community School is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with 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, and costs associated with protests.

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

https://www.oregon.gov/das

2.4 SCOPE OF SERVICE

4.12 ADDITIONAL ROUNDS