Intermediate Request for Proposal (RFP).pdf

OregonBuys RFP # S-63500-00012140

STATE OF OREGON

COVER PAGE

Oregon Department of Fish and Wildlife is issuing this Intermediate Procurement under RFP #S-63500- 00012140 for

BEAVER HABITAT MANAGEMENT GUIDANCE

Date of Issue: December 19, 2024

Opening Date: January 17, 2025

Single Point of Contact (SPC): Ashley Kallberg, Procurement & Contract Specialist

Address: 4034 Fairview Industrial Dr. SE City, State, Zip Salem, OR 97302 Phone (voice) 971-372-4431 E-mail: Ashley.j.kallberg@odfw.oregon.gov mailto:Ashley.j.kallberg@odfw.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE ..........................................................................................................................................Error! Bookmark not defined.

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFEROR REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFER CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 PRICE EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 TIEBREAKERS ..................................................................................................................................Error! Bookmark not defined.

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION………………………………………………………………….16

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFER NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Fish and Wildlife, (“Agency”), is issuing this Intermediate Procurement for Beaver Habitat Management Guidance services.

Additional details on the Scope of services is included in the Scope of Work 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. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Pre-offer Conference (via Teams) 01/07/25 10:00-

11:00AM

Questions / Requests for Clarification Due 01/10/24 3:00PM

Opening (offer Due) 01/17/25 2:00PM

Issuance of Notice of Award (approx.) 01/28/25 3:00PM

1.3 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 496.146 (11) and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-1370270.

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

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

2.3 OVERVIEW AND PURPOSE

A growing community of restoration practitioners, landowners and land managers are engaging in the work of restoring beaver-modified habitats across the landscape in Oregon and beyond. Significant efforts are being made by ODFW and its partners to conduct holistic, process-based restoration with beavers to help enhance watershed function, reduce fire risk, and to aid in the recovery of migratory salmonids, native fish, and migratory birds. However, the focus and the available resources and guidelines are focused on how to work with beavers to create habitat for other species. What is not currently available, and what is needed through this contract, are guidelines focused on how to create habitat for beavers.

Protection and restoration of riparian floodplain-vegetative communities and beaver-modified habitats are important conservation strategies for the Oregon Department of Fish and Wildlife (Oregon Conservation Strategy 2016, ODFWs 3-year Action Plan for Beaver Modified Landscapes, 2023). There is a need to support well-rounded practitioner/land steward knowledge about beaver habitat and life cycle needs in Oregon, and the factors limiting their habitat availability.

There is limited availability of guidance around maintaining and creating habitat for beaver to support their occupancy and success on the landscape.

The goals of this project are to:

• Create an ODFW-sponsored resource for actionable, accessible ways that practitioners and land stewards can support beaver occupancy on the landscape through habitat enhancement actions.

• Identify the fundamental requirements beavers need to establish, survive, reproduce, and move across the landscape (ecological site characteristics, forage requirements, vegetation characteristics, hydrological requirements, etc.)

• Provide science-based, state-of-the-art guidance to restore and/or enhance habitat for beavers.

• Provide recommendations to support beaver populations in different ecoregions and in balance with the socio-cultural needs of tribal, rural, and urban communities.

2.4 SCOPE OF WORK/SPECIFICATIONS

Develop a Beaver Habitat Management Guidance to provide a resource that describes what beaver habitat is holistically and to guide strategic, process-based floodplain/riparian/wetland enhancement actions for increasing beaver habitat. This will be a stand-alone product that ODFW will provide to staff and interested partners and will seek to incorporate into the Beaver Restoration Guidebook updates and other beaver guidance resources.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html https://www.oregonconservationstrategy.org/ https://www.dfw.state.or.us/wildlife/living_with/docs/ODFW_3YBeaverModLandscapesActionPlan_Final_20230616.pdf https://www.dfw.state.or.us/wildlife/living_with/docs/ODFW_3YBeaverModLandscapesActionPlan_Final_20230616.pdf https://www.dfw.state.or.us/wildlife/living_with/docs/ODFW_3YBeaverModLandscapesActionPlan_Final_20230616.pdf

TASKS:

Contractor will:

1. Develop a guidance document with the following topics and approximate weighting:

a. (10%) Introduction with beaver natural history, population and family dynamics, ecological importance, cultural significance, and influence on the landscape.

i. Why/what this document is, intended audience, how to use this document, with overview of content.

ii. Human tolerance is a component of habitat for and by beaver

iii. Provide links to existing resources.

b. (40%) Biology of beaver and resource needs. Patterns of beaver habitat selection including ecological, hydrological, and vegetation characteristics.

i. Components of habitat for beaver

1. Water: beavers are a semi-aquatic animal that require perennial water for survival, protection from predators, and support foraging activities.

2. Cover: depth to water to provide protection from predators, different den types and the resources needed to support them.

3. Forage: diverse feeding habits depending on time of year – herbaceous vegetation, deciduous trees, ample forage to support individuals & family units.

4. Space: territorial species, cyclical occupancy, linear home range of 0.5 – 1.5 mi.

ii. Contemporary landscape/habitat conditions: beavers can live in highly altered floodplain-riparian-wetland habitats

1. Site appropriate/site potential considerations: Site conditions should consider upstream (input conditions to site) and downstream (output) effects (e.g. flow regulation, land management activities, invasive species presence); especially in areas of potential human-beaver conflict.

2. Interplay with other species- beaver both benefit from and create benefits for other species.

c. (50%) Guidance for creating site-appropriate, beaver habitat with ecoregion specific recommendations and climate change considerations. This should include the following elements:

i. Framing for how to use this guidance and how it fits in with other available resources (links)

ii. Co-existence strategies

a. Messaging

b. Community outreach

c. Managing expectations

iii. Site Assessment

1. Current beaver occupancy at the site and/or proximity to other beaver populations

2. Landscape context – based on current scientific knowledge and patterns of beaver habitat selection

3. Current ecological site conditions– relative to what beaver need

4. Hydrological instream flow persistence

5. Current neighborhood/ community sentiment

6. Available tools

iv. Project considerations (brief with links to other documents)

1. Stream modifications: how might the stream change over time

2. Planting plans, plant availability, and establishment

3. Interim vegetation protection

4. Maintenance

5. Monitoring

6. Adaptive management

v. Opportunities to scale up to look at beaver potential on the landscape with available tools and resources

2. Work with a Technical Review Committee

a. Conduct interviews with 3-5 subject matter experts to gather insights on beaver habitat management practices.

b. Draft a guidance document for review, schedule a group discussion meeting, and establish a review timeframe.

c. Integrate review comments and provide a final draft for small-group review before finalizing the document.

3. Target for 20-30 page document featuring accessible language suitable for a broad audience, supported by photos and illustrations to enhance clarity. Ensure a practical design with simple, easy-to-read fonts and straightforward language. Deliver as an electronic file.

4. Provide a reference list via electronic file.

ODFW will:

1. Provide a resource list of current studies and a list of suggested subject matter experts to interview.

2. Provide support for publishing and distribution.

DELIVERABLES AND SCHEDULE:

1. The Contractor will provide a draft document for ODFW review by May 1, 2025.

2. The Final document will be submitted for review and approval by June 1, 2025.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.1.1 BUSINESS

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

o Experience working in or researching riparian and wetland habitats with a good knowledge base about beaver and beaver habitat.

o Experience engaging with restoration practitioners for technical input into a document, capable of integrating different perspectives and incorporating feedback into drafts of a document.

3.1.2 TECHNICAL

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

Excellent writing skills with the ability to create accessible information for multiple audiences with 2 examples with accessible links provided.

3.2 . MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

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

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

3.2.2 Authorized Representative

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

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the https://oregonbuys.gov/bso. Solicitation documents will not be mailed to prospective Offerors.

https://oregonbuys.gov/bso

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

3.3.2 Questions / Requests for Clarification

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

• Be emailed to the SPC

• Reference the OregonBuys RFP number

• Identify Offeror’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

3.3.3 Pre-Offer Conference

A pre-offer conference will be held at the date and time listed in the Schedule. Prospective Offerors’ participation in this conference is highly encouraged but not mandatory.

The purpose of the pre-submittal conference is to:

• Provide additional description of the project;

• Explain the solicitation process; and

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

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

3.3.3.1 Attendance at Pre-Submittal Conference

The pre-conference will be held on January 7, 2025 from 10:00 – 11:00 AM via Microsoft Teams using link below.

Join the meeting now Meeting ID: 245 110 673 131 Passcode: Sm9yD9wa

Dial in by phone +1 503-446-4951,,474988718# United States, Portland Find a local number Phone conference ID: 474 988 718#

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_Y2QzNWQxNWQtOTI3Zi00YjQyLTk1MzQtNjg4OTljNjA5Zjgx%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%2522aa3f6932-fa7c-47b4-a0ce-a598cad161cf%2522%252c%2522Oid%2522%253a%2522288b752d-e766-4d75-ac00-3f2958e069f1%2522%257d&data=05%7C02%7CAshley.J.Kallberg%40odfw.oregon.gov%7Ce1a387fe621a448c4f4908dd158ae31c%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638690408433967282%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NFju6jfyaDtJuDDYNpHPUZFcpJlCWiHZmmc8oLmMZZQ%3D&reserved=0 tel:+15034464951,,474988718 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F6695bda5-c841-4ea8-9531-d54eb9fd5334%3Fid%3D474988718&data=05%7C02%7CAshley.J.Kallberg%40odfw.oregon.gov%7C6a5ce58daa8d438e1abb08dd1acb109c%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638696181640278114%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0RWPYxhrems3uRk26TKZtreE0LwnUgmnlZLa5aX4siM%3D&reserved=0 mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

Delivery through OregonBuys

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

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

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

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

3.3.5 Modification or Withdrawal of Quotes or Offers

Modifications made after Bid submission must be uploaded in OregonBuys after deleting prior submittal items using the “Withdraw Quote” button. Modifications made after RFP submission shall be prepared on Bidder’s letterhead, be signed by an authorized representative, and state that the modifications amend and supersede the prior RFP. Failure to comply with the provisions of this Section will result in RFP rejection.

Nothing in this Section shall be construed as allowing the Bidder to alter or otherwise change the form of the Bid, the form of the Contract, the conditions of the Bid, or the Specifications or Plans attached to the Bid documents.

Bidders shall not modify RFPs after the RFP Opening Date.

If a Bidder wishes to withdraw a submitted Bid, the Bidder must do so using the “Withdraw Quote” button in OregonBuys prior to Closing/Bid Opening Date and time specified in OregonBuys for this RFP.

3.3.6 Offer Opening Date

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

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

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

3.3.7 Offer Rejection

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

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

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

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

• Offeror makes any contact regarding this solicitation with State representatives such as

State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

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

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

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the 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.

3.4.1 Offeror Information and Certification Sheet

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

3.4.2 References

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

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

Offeror shall send the Reference Check Form (Attachment D) and submit with the Offer prior to opening.

3.4.3 Costs

Submit a detailed Cost Sheet (Attachment E) stating the price for each deliverable and the total price for the entire project that includes the following items:

• Conduct interviews with 3-5 subject matter experts to gather insights on beaver habitat management practices.

• Draft a guidance document for review, schedule a group discussion meeting, and establish a review timeframe.

• Integrate review comments and provide a final draft for small group review before finalizing the document.

• Target for 20–30-page document featuring accessible language suitable for a broad audience, supported by photos and illustrations to enhance clarity.

Ensure a practical design with simple, easy-to-read fonts and straightforward language. Deliver as an electronic file.

• Provide a reference list via electronic file.

3.4.4 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

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

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

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror.

However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-137-0470.

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

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

3.5.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

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

SCORE EXPLANATION

90 – 100%

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 Offeror provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 89%

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.

50 – 59%

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 Offeror.

11 – 49%

FAIR – Offeror meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0-10% RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Offeror has not demonstrated knowledge of the subject matter.

3.5.2.1 Evaluation Item 1 Understanding of Requested Services (Attachment H)(25 Points)

Write a clear and concise understanding of the project based on existing information.

Address general description of the purpose and key issues.

Address general description of the purpose and key issues.

3.5.2.2 Evaluation Item 2 General Qualifications/Demonstration of Expertise (Attachment H) (25 Points)

Demonstrate capability to complete the requested services. Response must list projects performed within the last five years, most comparable to the requested services. Include a description of their type, size, and duration. Also, for each project, indicate whether the work was accomplished within the original budget and deadlines, or needed to be revised.

Briefly explain the reason for any revisions.

Does the Offeror clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements?

Does the proposal demonstrate services comparable to those required under this RFP?

Does the Offeror demonstrate comparable services required under this RFP?

3.5.2.3 Evaluation Item 3 References (Attachment D) and Writing Samples (20 Points)

Score the references based upon the scores submitted from three references as required in Attachment D. References will be asked a series of questions that will be scored. Total average score is worth up to 10 points (as described in 3.9 Table below). The quality of the writing samples is worth up to 10 points.

3.5.2.4 Evaluation Item 4 Cost (Attachment E) (30 Points)

The Offeror must propose pricing pursuant to requirements on Attachment E for the proposed services.

For evaluation purposes Agency will calculate a total based on lines 1 thru 6 by multiplying estimated quantity x unit prices for each line.

3.6 COST EVALUATION

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

lowest cost of all Offerors X cost points possible = cost score cost being scored

3.7 NEXT STEP DETERMINATION

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

3.8 TIEBREAKERS

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

3.9 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion.

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

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE 100

3.5.2.1 Understanding of Requested Services 25

3.5.2.2 General Qualifications/Demonstration of Expertise 25

3.5.2.3 References and Writing Samples 20

3.5.2.4 Cost 30

3.10 RANKING OF OFFERORS

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), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

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

4.1.2 Notice of Award

Agency will notify all Offerors that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions by posting Intent to Award notification on OregonBuys.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

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

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

4.2.2 Taxpayer Identification Number

The apparent successful Offeror 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 Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

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

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror 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.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting an offer, Offeror agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation.

Offeror shall review the attached Sample Contract and note exceptions. Unless Offeror notes exceptions to the terms and conditions identified as negotiable in its Offer, the State intends to enter into a Contract with the successful Offeror substantially in the form set forth in http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed. Offeror is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any Offer that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency will only negotiate the following provision:

• Term of the contract

• Descriptions of goods and services

• Compensation

In the event that the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Offeror.

SECTION 5: ADDITIONAL INFORMATION

5.1 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.

5.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency 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.

Agency 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 Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.3 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 https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov 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.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror 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 Offeror, 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).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency 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 Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.6 COST OF SUBMITTING AN OFFER

Offeror 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.

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror 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.

5.8 RECYCLABLE PRODUCTS

Offeror 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)

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (MUST BE RETURNED

WITH PROPOSAL)

http://www.oregon.gov/DAS

ATTACHMENT D REFERENCE CHECK FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT E COST SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (MUST BE RETURNED WITH

PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT H SCORED COMPONENTS FORM (MUST BE RETURNED WITH PROPOSAL)