IRFP_Final_ S-58100-00010957.pdf

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF EDUCATION

is issuing this Intermediate Procurement under S-58100-00010957 for

VIDEO CONFERENCING, STREAMING, AND CONSULTING FOR

STATE BOARD OF EDUCATION MEETINGS

Date of Issue: October 21, 2024

Opening Date: November 19, 2024

Single Point of Contact (SPC): Sarah Ortiz, Procurement and Contract Specialist

Address: 255 Capitol St NE City, State, Zip Salem, OR 97310 Phone (voice) (503) 383-8119 E-mail: sarah.ortiz@ode.oregon.gov

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

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/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFERS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERORS

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

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 OFFERS; 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 SCENARIO AND COST ESTIMATE

ATTACHMENT F CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Education, (“Agency”), is issuing this Intermediate Procurement for all services, hardware, and software necessary to produce, stream, caption, record, finalize, and otherwise assist in the hosting of equitable hybrid public meetings of the Oregon State Board of Education.

Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be 2 years with options to renew up to an additional year.

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 October 29, 2024 10:00 AM

Questions / Requests for Clarification Due November 5, 2024 5:00 PM

Opening (offer Due) November 19, 2024 3:00 PM

Issuance of Notice of Award (approx.) December 18, 2024 5:00 PM

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 279A.050 and ORS 279A.140.

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

2.2 DEFINITION OF TERMS

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

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

2.2.1 General Definitions

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

2.3 OVERVIEW

2.3.1 BACKGROUND

The Oregon State Board of Education is responsible for setting educational policies and standards for Oregon’s public-school districts and adopting relevant administrative rules. The Board is a governing body, subject to the public meetings law found in Oregon Revised Statutes Chapter 192.

Board meetings, therefore, must be open to in-person and virtual observation by members of the public as they occur and must be recorded for posterity. Agency supports the Board but has no designated staffing and minimal capacity to facilitate the Board’s holding of equitable hybrid public meetings.

Agency is located in Salem, OR, and provides a physical space for Board meetings, including tables, chairs, and high-speed internet access. For most Board meetings, the physical space is arranged with tables in the round, seating for up to 22, and larger audience seating across from the front of the room. Members of the Board joining virtually use their own hardware to do so. There is a physical space for members of the public to observe the meeting, and this audience seating must maintain a clear line of sight with the Board. The Board is currently composed of 9 voting members, 2 non-voting ex-officio members, 5 non-voting advisors, and 2 supporting staff.

According to Oregon Revised Statutes Chapter 326, the Board is required to meet at least 6 times a year on dates determined by the Board, and at such other times as may be designated by the chair agreeable to a majority of the Board, or at the call of a majority of Board members. Historically, the Board has met 10 months a year, skipping only July and November, and has approved an annual calendar at their June meetings. A calendar for the 2024-2025 cycle is currently available. The calendar for the 2025-2026 cycle will be approved in June 2025. The Board aspires to finalize meeting agendas approximately one week before each meeting and anticipates approximately 22 days of meetings between July 2024 and July 2026, the majority of which will be held at Agency’s Salem, OR location.

Board members are volunteers from across the state and require an equitable hybrid meeting space that provides for parity between the experiences of in-person and virtual participants. This means that virtual participants should be able to communicate with, receive information from, and convey information to in-person participants just as well as those in the room. Similarly, in-person participants should be able to communicate with, receive information from, and convey information to virtual participants just as well as those that join online. Regardless of whether an individual joins the meeting in-person or virtually, the experience should be, to the greatest extent possible, the same.

2.3.2 PURPOSE

The purpose of this solicitation is to find a vendor who can provide comprehensive services, hardware, and software essential for hosting, streaming, captioning, recording, producing, and finalizing hybrid public meetings, ensuring equitable participation for both in-person and virtual participants.

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

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

2.4 SCOPE OF WORK/SPECIFICATIONS

A successful Offeror will be prepared to:

2.4.1 Augment Agency’s ability to hold equitable hybrid public meetings, which may include, but is not limited to:

2.4.1.1 Refining a shared understanding with Agency of equitable hybrid public meetings and the importance of providing overall parity between the experiences of in-person and virtual participants.

2.4.1.2 Developing solutions and providing ongoing technical support to ensure seamless operation of hybrid meeting environments.

2.4.1.3 Supplying, configuring, and hosting the hardware and software (as an example, Zoom Rooms and Zoom Rooms Certified Hardware or similar solutions) necessary to allow in-person and virtual participants to communicate with, receive information from, and convey information to one another in an equitable way, including:

i. Incorporating multiple in-person camera views and microphones into a virtual meeting space to ensure that individual in-person participants are heard, seen, and otherwise brought into a virtual meeting space; and

ii. Projecting the virtual meeting space into the physical room to ensure that individual virtual participants are heard, seen, and otherwise brought into an in-person meeting space, have access to shared content, and are able to easily share content themselves.

2.4.2 Record, stream, and caption live content, which may include, but is not limited to:

2.4.2.1 Accommodating early morning or late evening meetings, the majority of which will be held at Agency’s Salem, OR location, that may require overnight travel or setup and teardown time outside normal working hours.

2.4.2.2 Adapting to meet the unique physical and technical environments of varying meeting spaces.

2.4.2.3 Supplying, configuring, and hosting the hardware and software necessary to record, stream, and caption live content.

2.4.2.4 Recording all video, sound, and shared content from both in-person and virtual spaces necessary to convey the experience of an individual observing the meeting.

2.4.2.5 Making unedited raw footage or rough cuts of recorded content available to Agency.

2.4.2.6 Ensuring hybrid meetings, which include both in-person and virtual meeting spaces, are streamed live over the internet.

2.4.2.7 Providing Agency with a consistent streaming location, such as a single link or webpage, IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings which Agency can post publicly in advance of each meeting.

2.4.2.8 Producing professional grade livestreams that focus on both in-person and virtual participants when speaking, presenting, or otherwise sharing; accurately showcase discussions between both in-person and virtual participants; display content shared in-person or virtually, such as video, audio, or slides; and overall convey the experience of an individual observing the meeting.

2.4.2.9 Ensuring livestreamed meetings include live captions that adhere to the following tenets, inspired by the guidelines for quality captions maintained by the Described and Captioned Media Program (DCMP) and the rules for TV closed captioning adopted by the Federal Communications Commission (FCC):

i. Accurate: Captions should match the spoken words in the dialogue, including technical language, with at least 90% accuracy, with errorless captions as the goal for each production.

ii. Clear and Equal: Captions should convey a complete textual representation of the audio, including speaker identification, so as to effectively preserve and convey the meaning and intention of the material completely.

iii. Synchronous: Captions should coincide with their corresponding spoken words and sounds to the greatest extent possible and should be displayed on the screen at a speed that can be read by viewers.

iv. Complete and Properly Placed: Captions should run from the beginning to the end of the program to the fullest extent possible, be uniform in style and presentation, and be placed so as not to obscure (or be obscured by) visual content.

v. Culturally Sensitive: Captions should reflect the cultural nuances of diverse meeting participants, with particular sensitivity to names and non-English terms.

vi. Human-generated: Unless explicitly approved by Agency and in alignment with the above guidelines, automatic or AI-generated captions on their own are not sufficient. Agency instead encourages the use of Communications Access Real-time Translation (CART) services, as described by the National Association of the Deaf, of Certified Realtime Captioner (CRT) services, as described by the National Court Reporters Association.

2.4.3 Edit, produce, caption, and overall generate professional grade recorded content, which may include, but is not limited to:

2.4.3.1 Editing and producing professional grade meeting recordings that focus on both in-person and virtual participants when speaking, presenting, or otherwise sharing;

accurately showcase discussions between both in-person and virtual participants;

display content shared in-person pr virtually, such as video, audio, or slides; and overall convey the experience of an individual observing the meeting.

2.4.3.2 Ensuring meeting recordings include captions that adhere to the following tenets, inspired by the guidelines for quality captions maintained by the Described and

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

Captioned Media Program (DCMP) and the rules for TV closed captioning adopted by the Federal Communications Commission (FCC):

i. Accurate: Captions must match the spoken words in the dialogue, including technical language, and convey background noises and other sounds with at least 95% accuracy, with errorless captions as the goal for each production.

ii. Clear and Equal: Captions must convey a complete textual representation of the audio, including speaker identification and non-speech information, so as to effectively preserve and convey the meaning and intention of the material completely.

iii. Synchronous: Captions must coincide with their corresponding spoken words and sounds to the greatest extent possible and must be displayed on the screen at a speed that can be read by viewers.

iv. Complete and Properly Placed: Captions must run from the beginning to the end of the program to the fullest extent possible, be uniform in style and presentation, and be placed so as not to obscure (or be obscured by) visual content.

v. Culturally Sensitive: Captions must reflect the cultural nuances of diverse meeting participants, with particular sensitivity to names and non-English terms, and translate non-English spoken words into English as appropriate.

vi. Human-generated: Unless explicitly approved by Agency, and in alignment with the above guidelines, automatic or AI-generated captions on their own are not sufficient.

2.4.3.3 Finalizing professional grade meeting recordings with attention to detail on all video, graphic, caption, and sound elements, matching general style to previous recordings and incorporating Agency branding.

2.4.4 Deliver finalized content to Agency, perform any necessary revisions, and overall engage in continuous improvement, which may include, but is not limited to:

2.4.4.1 Electronically delivering finalized meeting recordings and caption files to Agency for review, using methods such as OneDrive, DropBox, Vimeo, iCloud, or Google Drive.

2.4.4.2 Upon Agency Request, modifying or improving upon the meeting recording and/or captions at the Offeror’s expense until meeting recording and/or captions meets Agency need.

2.4.4.3 Working collaboratively with Agency to enhance processes based on feedback and

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings evolving needs.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

To be considered for evaluation, Proposal must demonstrate how Offeror meets all requirements of this section:

A statement that Offeror agrees to accept the terms and conditions of the Sample Contract, including the ability to obtain the insurance coverage for the Required Insurance (Exhibit B), of the following types and minimum amounts:

Commercial General Liability Insurance $1,000,000 per occurrence, and not less than $2,000,000 annual aggregate.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Elements

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Offers Content Requirements Section 3.4):

a. Technical Plan

b. Up to three examples of final production grade quality captioned recordings of hybrid meetings

c. Up to three examples of unedited recordings of captioned livestreamed meetings

d. Disclosure Exemption Affidavit (Attachment B)

e. Offeror Information and Certification Sheet (Attachment C)

f. Reference Check Form (Attachment D)

g. Scenario and Cost Estimate (Attachment E)

h. Certified Disadvantaged Business Outreach Plan (Attachment F)

i. Responsibility Inquiry (Attachment G)

3.2.2 Offeror Format and Quantity

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. Cost information must be submitted as a separate electronic file.

3.2.3 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.

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

3.3 PROCUREMENT PROCESS

3.3.1 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 Offerors.

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 bid 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-offer 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-offer conference are not binding upon Agency. Offerors may be asked to submit questions in Writing.

3.3.3.1 Attendance at Pre-Offer Conference

The pre-offer conference will be held in person and onsite at the Public Service Building.

Located at 255 Capitol St NE, Salem, OR 97310.

We will gather on the 1st floor by the elevators at the date and time specified in the Schedule. Once the pre-offer conference begins, Offerors can check in at the reception desk on the 4th floor.

https://oregonbuys.gov/bso

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

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 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

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 Vendor Formal 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

Any Offeror who wishes to make modifications to an Offer already received by Agency 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 an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror 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.

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.

3.3.7 Offer Rejection

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

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

• 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. All items marked required must be addressed and submitted in order to be found responsive and move to the evaluation process. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.4.1 Technical plan for meeting Agency needs (0 – 175 Points Possible) (Required)

The Offeror shall submit a technical plan that describes how Offeror intends to meet the needs identified by Agency in section 2.3 Overview and section 2.4 Scope of Work/Specifications and to perform all necessary services. Offer shall include a staffing plan that describes the skills, experience, and overall qualifications of staff, including potential subcontractors.

3.4.2 Up to three examples of final production grade quality captioned recordings of hybrid meetings. (0 – 75 Points Possible) (Required)

The Offeror shall provide up to three examples of final production grade quality captioned recordings of hybrid meetings that showcase Offeror’s experience meeting the needs identified by Agency in section 2.3 Overview and section 2.4 Scope of Work/Specifications and to perform relevant necessary services. Agency will review up to ten minutes of recordings. If recordings are longer than ten minutes, Offeror may specify with timestamps which portions to review. Otherwise, Agency will review the first ten minutes of each

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings recording.

IMPORTANT: Agency will not review more than three video examples.

3.4.3 Up to three examples of unedited recordings of captioned livestreamed meetings (0 – 40 Points Possible) (Required)

The Offeror shall provide up to three examples of unedited recordings of captioned livestreamed meetings that showcase Offer’s experience meeting the needs identified by Agency in section 2.3 Overview and section 2.4 Scope of Work/Specifications and ability to perform relevant necessary services Agency will review up to ten minutes of recordings. If recordings are longer than ten minutes, Offeror may specify with timestamps which portions to review. Otherwise, Agency will review the first ten minutes of each recording.

IMPORTANT: Agency will not review more than three video examples.

3.4.4 Attachment B - Disclosure Exemption Affidavit (Not Evaluated)

If applicable Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) as part of the proposal.

3.4.5 Attachment C - Offeror Information and Certification Sheet (Not Evaluated)

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

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

3.4.6 Attachment D – Reference Check Form (0 – 25 Points Possible)

Offeror shall send the Reference Check Form (Attachment D) to up to three references.

References should be current or former clients that received similar services from Offeror within the last five years. References should be able to verify the quality of previous, related work. Reference forms must be completed by the reference, returned to the Offeror and submitted with the Offer prior to opening.

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, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

3.4.7 Attachment E – Scenario and Cost Estimate (0 – 35 Points Possible) (Required)

Complete and electronically submit a Scenario and Cost Estimate (Attachment E) through OregonBuys . Use the information described in section 2.3 Overview and section 2.4 Scope of Work/Specifications and the included scenario to provide an estimated total cost for fulfilling Agency’s identified needs for a generic Board meeting. The Estimated Total Scenario Cost will be the amount used in section 3.6 Cost Evaluation.

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

3.4.8 Attachment F – Certified Disadvantaged Business Outreach Plan (Not Evaluated)

Offeror shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment F).

Submission is required even if Offeror is not providing subcontracting opportunities. Offeror may indicate – Not Applicable (N/A) on Attachment F if not providing subcontracting opportunities.

3.4.9 Attachment G – Responsibility Inquiry (Not Evaluated)

Offeror shall complete and submit the Responsibility Inquiry (Attachment G).

Agency must find that Offeror is Responsible in order to award a Contract. Agency may, at any time, find an Offeror to be not Responsible and excuse the Offeror from further participation in the IRFP process.

Failure to demonstrate compliance with Oregon Tax Laws and sign the Offeror Information and Certification Sheet (Attachment C) may also result in a finding non-Responsibility.

3.4.10 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 125-247-0470.

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.

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

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 review each evaluation item, considering the maximum number of points associated with each individual criterion, and use the below table to determine the appropriate number of points to award.

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.

EXAMPLE:

Evaluator 1 is reviewing Evaluation Item 1: Technical Plan. Evaluator 1 begins by reviewing the criteria in (a). Using the above table, evaluator determines that the Technical Plan does a “VERY GOOD” job and fulfils 72% of the criteria listed within (a). Evaluator multiplies their 72% score by the 45 possible points associated with (a) and awards 32.4 points. Evaluator 1 then moves to the remaining criteria for the Technical Plan, applying the same process. Once completed, Evaluator 1 adds their scores together to determine their total score for Evaluation Item 1 and submits this to the SPC.

3.5.2.1 Evaluation Item 1: Technical plan for meeting Agency needs (Maximum 175 Points)

a. How well does this item showcase a realistic strategy for supplying, configuring, and hosting the hardware and software (as an example, Zoom Rooms and Zoom Romos Certified Hardware of similar solutions) necessary to allow in-person and virtual

SCORE EXPLANATION

80 – 100%

OUTSTANDING - Evaluation item fully fulfill the evaluation criterion in a clear and convincing manner, demonstrating full knowledge and understanding of the project.

60 – 79%

VERY GOOD – Evaluation item mostly fulfills the evaluation criterion, demonstrating strong knowledge and understanding of the project.

40 – 59%

ADEQUATE – Evaluation item somewhat fulfill the evaluation criterion, demonstrating adequate knowledge and understanding of the project.

20 – 39%

FAIR – Evaluation item poorly fulfils the evaluation criterion, demonstrating minimal knowledge and understanding of the project.

0-19% RESPONSE OF NO VALUE – Evaluation item does not fulfill the evaluation criterion, demonstrating no knowledge and understanding of the project.

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings participants to communicate with, receive information from, and convey information to one another in an equitable way, including:

i. Incorporating multiple in-person camera views and microphones into a virtual meeting space to ensure that individual in-person participants are heard, seen, and otherwise brought into a virtual meeting space; and

ii. Projecting the virtual meeting space into the physical room to ensure that individual virtual participants are heard, seen, and otherwise brought into an in-person meeting space, have access to shared content, and are able to easily share content themselves. (0-45)

b. How well does this item showcase a realistic strategy for using hardware and software to record all video, sound, and shared content, from both in-person and virtual spaces, necessary to convey the experience of an individual observing the meeting? (0-10)

c. How well does this item showcase a realistic strategy for using hardware and software to stream hybrid meetings, which include both in-person and virtual meeting spaces, over the internet, in a manner that conveys the experience of an individual observing the meeting? (0-20)

d. How well does this item showcase a realistic strategy for ensuring that livestreams are accessible via a single link, webpage, or other publicly available location? (0-10)

e. How well does this item showcase a realistic strategy for utilizing Communication Access Real-time Translation (CART), as described by the National Association of the Deaf, Certified Realtime Captioner (CRT), as described by the National Court Reporters Association, or other human live caption services to provide live captions during meetings that align with the tenets described in section 2.4 Scope of Work/Specifications? (0-35)

f. How well does this item showcase an understanding of equitable hybrid public meetings, as described in section 2.3 Overview and section 2.4 Scope of Work/Specifications, and the importance of providing overall parity between the experiences of in-person and virtual participants? (0-15)

g. How well does this item showcase a realistic strategy for adapting to the unique physical and technical environments of varying meeting spaces? (0-5)

h. How well does this item showcase an ability to provide staffing sufficient to achieve the desired outcomes described by Agency? (0-10)

i. How well does this item showcase the skills, experience, and overall qualifications of staff, including any experience fulfilling similar projects? (0-10)

j. How well does this item showcase the skills, experience, and overall qualifications of potential subcontractors, as well as their experience fulfilling similar projects? (0-15)

3.5.2.2 Evaluation Item 2: Up to three examples of final production grade quality captioned recordings of hybrid meetings (Maximum 75 Points)

a. How well do these items collectively showcase hybrid meetings that include a mix of both in-person and virtual participants? (0-10)

b. How well do these items properly highlight speakers as appropriate, including discussions between multiple individuals? (0-10)

c. How well do these items convey shared content, such as videos or slides? (0-5)

d. How well do these items appropriately convey the content of the meeting and the experience of an individual observing the meeting? (0-15)

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

e. How well do these items showcase captions that are at least 95% accurate to spoken dialogue, including technical language and relevant background noises? (0- 10)

f. How well do these items showcase captions that include accurate speaker identification in a manner that effectively communicates the meaning and intention of the audio? (0-10)

g. How well do these items showcase captions that are displayed at a speed that can be read by viewers, accurate within 5 seconds of spoken specific spoken words or sounds? (0-10)

h. How well do these items showcase audio in a language other than English with captions that translate that audio into English? (0-5)

3.5.2.3 Evaluation Item 3: Up to three examples of unedited recordings of captioned livestreamed meetings (up to 40)

a. How well do these items collectively showcase the ability to produce livestreams that focus on both in-person and virtual participants while speaking, presenting, or otherwise sharing? (0-10)

b. How well do these items collectively showcase the ability to produce livestreams that accurately showcase discussions between both in-person and virtual participants? (0-10)

c. How well do these items collectively showcase the ability to produce livestreams that display content shared in-person or virtually, such as video, audio, or slides?

(0-5)

d. How well do these items collectively showcase the ability to produce livestreams that include overlaid captions that are properly displayed and align with the tenets described in section 2.4.2.9? (0-5)

e. How well do these items collectively showcase the ability to produce livestreams that overall effectively convey the experience of an individual observing the meeting? (0-10)

3.5.2.4 Evaluation Item 4: Reference Check Form (up to 25)

a. How well do these items collectively showcase an ability to work with clients and develop solutions tailored to their own unique needs? (0-25)

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:

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

• 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 PREFERENCES

3.8.1 Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror 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.

3.8.2 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

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

Scores are the values assigned by each evaluator.

The SPC will average the scores for each proposal totaling the points awarded by each evaluation committee member and dividing by the number of members.

Cost points are calculated as stated in Section 3.6 Cost Evaluation. Points possible are as follows:

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

TOTAL POINTS POSSIBLE : 350

POINTS POSSIBLE 315

3.5.2.1 Evaluation Item 1 Technical plan for meeting Agency needs 175

3.5.2.2 Evaluation item 2 Up to three examples of final production grade quality captioned recordings of hybrid meetings

3.5.2.3 Evaluation Item 3 Up to three examples of unedited

recordings of captioned livestreamed meetings

3.5.2.4 Evaluation Item 4 Up to three written reviews, references, or testimonials from past clients

3.12 COST POINTS POSSIBLE 35

EXAMPLE:

Offeror A receives scores of 150, 135, and 100 for Evaluation Item 1, worth 175 points. The SPC averages 150, 135, and 100 for a score of 128.33. Offeror A’s points for that evaluation item is 128.33.

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 in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

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 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.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings

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 7 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*Bizhttps://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=678 7&TN=oregon4biz

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 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 https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov mailto:Biz.COBID@biz.oregon.gov https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

IRFP #S-58100-00010957 Video Conferencing, Streaming, and Consulting for State Board of Education Meetings 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…