Main RFP Document v1.docx

State of Oregon

Cover Page Oregon Health Authority (Cooperative Procurement for Multiple Agencies) Is issuing this Request For Proposals (RFP) 5711 under OregonBuys Bid Number S-44300-00009466 for Publication and creative services Date of Issue: February 15, 2024 Opening Date and Time: April 5, 2024 at 3:00pm Single Point of Contact (SPC): Arlenia Broadwell, Procurement and Contract Specialist 3

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 27 Table of Contents

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY

ATTACHMENT F PRICE PROPOSAL

ATTACHMENT G REFERENCE FORM

ATTACHMENT H ODHS AND OHA WRITING STYLE GUIDE

ATTACHMENT I ODHS GRAPHIC STANDARDS MANUAL

ATTACHMENT J OHA GRAPHIC STANDARDS MANUAL

ATTACHMENT K EVALUATION TOOL

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority (“Agency” or “OHA”), is issuing this Cooperative Procurement, Request for Proposal under the provisions of ORS 279B.060 and OAR 137-047-0290 to expand publication and creative services work for the Oregon Department of Human Services (“ODHS”) and OHA.

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

Agency anticipates the award of multiple Price Agreements from this RFP. Proposers may submit a proposal for one category or multiple categories listed in Section 2.4. A Proposer may submit a proposal for more than one category and if choosing to do so a proposal must be submitted for each category separately. OHA is seeking to award no more than two Price Agreements in any one category.

Agency may issue work orders pursuant to a Price Agreement (see Attachment A) up to 5 years from the effective date of the Price Agreement. It is estimated that the initial Price Agreement term will be for a period of two years from execution of an awarded Price Agreement.

Any purchases under the Price Agreement must be authorized by work orders issued by Agency in accordance with the ordering procedures described in the Attachment A - Sample Price Agreement. Proposers are advised that there is no guarantee of any specific amount of purchases under the Price Agreement. Notwithstanding the award of a Price Agreement, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Goods or Services similar to what is described within this RFP using any method allowed by law.

SCHEDULE

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

SINGLE POINT OF CONTACT (SPC)

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

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 137-047-0290.

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

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-047-0100.

ADA means Americans with Disabilities Act.

Agency means the Oregon Department of Human Services or the Oregon Health Authority, or both.

Campaign means a coordinated marketing effort designed to meet a defined business goal.

Contractor means the Proposer(s) selected through this RFP to enter into Price Agreements with ODHS and OHA to perform the Work described in Scope of Work.

Key Person(s) means the Proposer if the Proposer is an individual, or any person or persons on the Proposer’s staff, including any subcontractors, to whom Proposer will assign the Work if Contractor is awarded a Price Agreement.

ODHS means the Oregon Department of Human Services.

ODHS Equity North Star means the four points that explain the agency’s goals related to equity, inclusion and racial justice. The purpose of the Equity North Star is to provide clear direction to guide the agency toward the vision of an agency free of racism, discrimination and bias.

· Inclusivity: We inclusively lead with race and intersectionality in order to address the roots of systemic oppression that impact all protected classes.

· Equity: We are dedicated to make services, supports and well-being accessible to all.

· Service: We are committed to partnering with communities to develop and deliver policies and programs that are equitable and improve community conditions.

· Well-being: We will know services and supports are working when all who live in Oregon, regardless of identity or place, can achieve well-being.

OHA means the Oregon Health Authority.

OHA Health Equity means Oregon will have established a health system that creates health equity when all people can reach their full health potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, age, gender, gender identity, sexual orientation, social class, intersections among these communities or identities, or other socially determined circumstances.

Achieving health equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments to address:

· The equitable distribution or redistribution of resources and power; and

· Recognizing, reconciling and rectifying historical and contemporary injustices.

OHA Strategic Goal means eliminating health inequities in Oregon by 2030.

PCS means Publications and Creative Services.

Price Agreement means the Price Agreement or Price Agreements awarded from this RFP.

Proposer means each individual or firm submitting a Proposal for this RFP.

Requester means the Agency program or staff from a program who initiate a project using the Price Agreement.

RFP means this Request for Proposal #5711 issued by ODHS and OHA.

Work means the required activities, tasks, reporting, invoicing and deliverables described in the Scope of Work.

OVERVIEW AND PURPOSE

Agency Overview and Background Publications and Creative Services (PCS) is responsible for multiple bodies of work across the Oregon Health Authority (OHA) and the Oregon Department of Human Service (ODHS). PCS work includes translations, forms design and maintenance, warehouse, creative design, editing, ensuring accessibility of all products, brand integrity and other work. PCS has seen a growing level of demand from both OHA and ODHS without a corresponding increase in staff or resources. PCS has been managing the work backlog while implementing new project management software and hiring new staff. Both agencies recognize the need to support and provide additional resources to PCS if business needs are to be met. PCS remains in a stabilization phase while increasing its staff and working through its backlog.

OHA and ODHS programs and divisions work with PCS to produce communications materials that aid all members of the public in accessing information and services, including those materials that are required by state or federal law.

Due to the limited capacity in PCS at this time, OHA and ODHS programs may have unmet needs for services typically provided by PCS. The agencies are seeking to expand capacity for creative services work by contracting out services.

The primary objective of the resultant Price Agreement(s) is to provide additional capacity for publications and creative services work needed by OHA and ODHS, completed in a way that conforms to the agencies’ current standards for branding, accessibility, written and designed materials. Work will meet Agencies’ compliance needs. Additionally, work done under the resultant Price Agreement(s) will align with and support the agencies’ equity objectives.

Standards OHA and ODHS are seeking experienced Contractors to provide creative services on an as-needed basis. In-scope activities include creative services projects approved by the Agencies’ Directors of Communications. Out of scope activities include high priority work already assigned to PCS, forms updates, translation coordination for existing documents, and alternate format production for existing documents.

2.3.2.1 Specifications or Performance Standards. OHA and ODHS require that the Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services.

0. Writing and Brand Standards. Final deliverables produced by the Contractor must follow all writing and brand standards as outlined in the attached documents:

· ODHS and OHA Writing Style Guide (Attachment H)

· ODHS Graphic Standards Manual (Attachment I)

· OHA Graphic Standards Manual (Attachment J) Products that do not follow writing and brand standards as specified in these manuals (including but not limited to fonts and colors used) will not be accepted. Contractor must review and confirm they are familiar with these standards before work may begin.

The only exceptions to this requirement are for campaigns that may utilize colors, fonts and branding that are unique to the campaign and not strictly within the agency branding. Deviation from brand standards must be agreed upon in writing by both parties.

2.3.2.3 Equity. Contractor shall consider agency culture, mission, vision, values and voice when creating products. All work shall align with the equity principles of the agency: for ODHS, the Equity North Star and for OHA, the health equity definition and strategic goal. Contractor shall consult and collaborate with equity subject matter experts within the Agencies as needed to ensure fidelity to the Agencies’ equity values. Contractor shall prioritize the identification of shared goals and values with interest-holders, constituents and partners that add value to equity-focused product development. When needed, an equity analysis will be conducted by the Contractor to identify possible concerns and ensure that the decision-making process prioritizes equity and access.

2.3.2.4 ADA and Accessibility. All products shall be accessible without additional modifications needed, as specified in the style guide and graphic standards manuals. Contractor shall consult and collaborate with accessibility subject matter experts within the Agencies as needed to ensure fidelity to the Agencies’ accessibility values and responsibilities. Any PDF documents shall be fully screen-reader accessible. Images shall include alternate text descriptions. Color contrast shall be optimized. Contractor shall include large print versions of materials as part of the deliverable package. Products shall include alternate format statements as specified in the style guide. Any web content shall meet Web Content Accessibility Guidelines (WCAG) 2.1 specifications, can be found at www.w3.org/TR/WCAG21/.

2.3.2.5 Original Files and Updates. The final product will be owned by OHA or ODHS (the requesting agency). Contractor will deliver the raw design files as well as the finished product to the requester upon completion of the project. Any changes to the delivered products that are required because Contractor failed to meet the final deliverable requirements described in this Standards section shall not be charged to the requester.

2.3.2.6 Translation. To the extent that translation of written material is required for this project, Contractor shall use translation vendors that have price agreements in place through the Department of Administrative Services (DAS). Agencies shall provide Contractor with a current list of price agreements. Contractor shall inform the Requester of any extenuating circumstances around using DAS price agreement translation vendors that would affect Contractor’s ability to deliver a high-quality final product within the timeframe expected. Requester will determine whether these circumstances warrant deviation from the expectation that Contractor use DAS price agreement translation vendors. If Requester allows Contractor to work with a translation vendor that does not have a DAS price agreement, Contractor shall provide independent review to ensure translation quality and consistency with past agency publications. Where available, Agencies shall provide translation glossaries to Contractor to aid consistency.

SCOPE OF WORK/SPECIFICATIONS

The Agencies seek Contractors to provide one or more of the following service areas related to publications and creative services:

1. Graphic design services

2. Writing services

3. Multimedia services Proposers may submit a proposal for one category or multiple categories listed in Section 2.4. Proposer may submit a proposal for more than one category and if choosing to do so a proposal must be submitted for each category separately.

Work that results in any printing or distribution must be completed by DAS Publishing and Distribution per ORS 282.020 and ORS 283.140.

All work by the Contractor will be done at the direction of Agencies’ Communications Units and in coordination with the ODHS or OHA programs that request these services.

Contractor shall perform the following services as requested by Agencies through an executed Work Order Contract (WOC) from each Agency, on an ongoing basis and complete these tasks according to any schedules set by Agencies as negotiated through the WOC. Contractor must adhere to the Standards described in Section 2.3.2 at all times.

Graphic design services Including the following priority services:

a. Graphic design of documents

b. Photography (custom or stock, including the appropriate license or necessary permission to use or reproduce such images)

c. Graphic design of campaigns Writing services Including the following priority services:

a. Writing original content

b. Editing

c. Copy editing

d. Plain language review as described in ORS 183.750 Multimedia services Including the following priority services:

a. Original video and audio

b. Video closed captioning (by professional captioners)

c. Language access and American Sign Language for original video and audio products

d. Audio alternate format

e. Professional voice work

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

Proposers have the option to provide one or more of the following service categories, but must demonstrate in their Proposal how Proposer meets the following minimum qualifications for each service category in which they are proposing to provide services. Proposer must submit Resumes for each Key Person evidencing the following requirements for each category proposing on:

Graphic design Key Persons must have relevant experience in creative and communications services:

· 5 years of graphic design experience (or equivalent).

· Proficient with Adobe Creative Suite (includes InDesign, Photoshop, Design, Illustrator), as demonstrated by Adobe Qualified or Certified credentials or minimum 3 years’ experience with this software.

Writing services Key Persons must have relevant coursework or equivalent experience in the following areas:

· Creative or business writing for diverse audiences, demonstrated through relevant coursework or minimum 2 years' experience performing in this capacity.

· Plain language, demonstrated through relevant coursework or minimum 2 years' experience performing in this capacity.

Multimedia services Key Persons must have relevant experience in multimedia services:

· Two years’ experience creating designs for video and digital

· Apply WCAG 2.1 AAA standards (evidence must be included in Resumes)

MINIMUM SUBMISSION REQUIREMENTS

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

Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) COBID Certification / Outreach Plan (Attachment D) Responsibility Inquiry (Attachment E) Price Proposal (Attachment F) References (3) (Attachment G) Cover Letter – Counts towards page limit Key Persons Resumes Technical Proposal (section below) – Counts towards page limit

· Work Samples Proposal Page Limits Proposal is limited to 25 pages. Any pages exceeding this limit will not e provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit.

Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) COBID Certification / Outreach Plan (Attachment D) Responsibility Inquiry (Attachment E) Price Proposal (Attachment F) References (3) (Attachment G) Key Persons Resumes Work Samples Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

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

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

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

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

PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP.

Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP 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 requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

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.

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

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

Proposer shall send the Reference Check Form (Attachment G) to its references. Reference forms must be completed by the reference and sent to the SPC. Reference forms must be received prior to Opening. Reference forms not received before Opening will not be scored.

Price Proposal Proposers will submit a Price Proposal for each category proposer wishes to propose on.

For each of the following service category areas (Graphic Design, Writing Services, and Multimedia Services), Proposers using the provided Price Proposal Form (Attachment F) shall provide a range of hourly rates low to high covering all key persons involved with services similar size and scope of work included in this RFP. In addition, add a listing of items not billed at an hourly rate including the fee for each.

Cover Letter Provide a Cover Letter that demonstrates the following:

· The service that is being proposed to be provided, from the following categories:

· Graphic Design

· Writing Services

· Multimedia Services

· Experience providing the service selected, and how Proposer meets the Minimum Qualifications referenced in Section 3.1 of this RFP as part of submitted resumes.

· Note: If the Proposer demonstrates any of the following preferred (but not required) qualifications, preference points will be awarded for this section:

· Have, or are working to obtain, certification in accessible document and/or web design

· Demonstrated success working with multilingual media outlets

· Organizational commitment to antiracism, equity and inclusion, evidenced by policies or other formal documentation.

· Knowledge and experience in equity-centered creative work.

· How Proposer will ensure work is aligned with equity principles of the Agencies.

· How Proposer will ensure accessibility of all products delivered under this contract.

· Experience working in a project team, managing deadlines, communicating with clients, taking direction, and organizing work to deliver timely, high-quality, accurate projects that meet client needs.

Key Persons and their Resumes Specify Key Persons to be assigned to this project and include a current resume (not to exceed two pages each) for each Key Person that demonstrates the person’s qualifications and experience for the Work described in this RFP and all requested items from Section 3.1.

Technical Proposal: Graphic Design (only if proposing to provide this service) Briefly describe how Proposer will provide Graphic Design services. Include a comprehensive management plan that the Proposer intends to follow. Include a description of how Proposer will:

· Identify Agencies’ needs and develop a strategy to meet those needs

· Develop and present proposed designs for Agencies’ approval

· Develop and follow a realistic schedule for completion

· Incorporate feedback and edits

· Communicate updates to Agencies

· Conduct quality assurance to ensure deliverables are accessible, culturally and linguistically appropriate, equity-informed and meet Agencies’ branding and compliance standards as described in section 2.3.2 of this RFP

· Deliver final product and design files to Agencies

The plan must:

· Demonstrate creative and innovative thinking to ensure culturally responsive products that align with Agency branding and standards

· Ensure opportunities for Agency input and community engagement where appropriate

· Include a description of Key Persons’ relevant experience in the following core skills:

· Color theory and typography

· Accessible document and/or web design, as described in WCAG 2.1 AAA standards

· Cultural humility and cultural responsiveness in design

· Marketing and branding

· Design process and the ability to execute

Proposer will include three (3) representative samples of work done by Key Person(s). The samples should demonstrate the ability to design in print, video and digital formats in similar size and scope of work included in this RFP. The samples should demonstrate expertise in the core skills outlined above. If available, samples should demonstrate culturally specific work or work with an equity focus. Samples will be attached electronically.

Technical Proposal: Writing Services (only if proposing to provide this service) Briefly describe how Proposer will provide Writing services. Include a comprehensive management plan that the Proposer intends to follow. Include a description of how Proposer will:

· Identify Agency needs and develop a strategy to meet those needs

· Ensure culturally and linguistically responsive communication

· Collaborate with clients to ensure understanding of topics that are the subject of writing projects

· Develop and follow a realistic schedule for completion

· Incorporate feedback and edits

· Communicate updates to Agency

· Conduct quality assurance to ensure deliverables are accessible, culturally and linguistically appropriate, equity-informed, in plain language and meet Agencies’ branding and compliance standards as described in section 2.3.2 of this RFP

· Deliver final product and original files to Agency

The plan must:

· Demonstrate creative and innovative thinking to ensure culturally responsive products that align with Agency branding and standards

· Ensure opportunities for Agency input and community engagement where appropriate

Proposer will include three (3) representative samples of writing work by Key Person(s). The samples should demonstrate the writing services in similar scope and style included in this RFP. If available, samples should demonstrate culturally specific work or work with an equity focus. Samples will be provided by Key Person(s) above and will be attached electronically to the Proposal.

Technical Proposal: Multimedia Services (only if proposing to provide this service) Briefly describe how Proposer will provide Multimedia services. Include a comprehensive management plan that the Proposer intends to follow. Include a description of how Proposer will:

· Identify Agency needs and develop a strategy to meet those needs

· Develop and present proposed approaches for Agency approval

· Develop and follow a realistic schedule for completion

· Incorporate feedback and edits

· Communicate updates to Agency

· Conduct quality assurance to ensure deliverables are accessible, culturally and linguistically appropriate, equity-informed and meet Agencies’ branding and compliance standards as described in section 2.3.2 of this RFP

· Deliver final product and raw design, video or audio files to Agency

The plan must:

· Demonstrate creative and innovative thinking to ensure culturally responsive products that align with Agency branding and standards

· Ensure opportunities for Agency input and community engagement where appropriate

Proposer will include three (3) representative samples of Multimedia work completed by Key Person(s). The samples should demonstrate the Multimedia services in similar size and scope included in this RFP. If available, samples should demonstrate culturally specific work or work with an equity focus. Samples will be attached electronically.

SOLICITATION PROCESS

PUBLIC NOTICE

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

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

QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

Be delivered to the SPC via an OregonBuys submission or email;

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.

SOLICITATION PROTESTS

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

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

Requirements for Protests All protests must:

Be delivered to the SPC via email;

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:

the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and 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.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays 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:

Delivery through OregonBuys 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

PROPOSAL MODIFICATION OR WITHDRAWAL

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

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

PROPOSAL DUE

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

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

PUBLIC OPENING

A formal public Opening meeting will not be held, but Proposers may contact the RFP SPC after the RFP Closing Date to obtain the names of the proposers who submitted a Proposal under this RFP.

PROPOSAL REJECTION

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

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

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

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

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

Proposer attempts to influence a member of the Evaluation Committee.

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

EVALUATION PROCESS

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 SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-247-0470.

Proposer will submit one proposal for each service category selected. Proposals will be evaluated based on each service category separately. A Proposer may be found a successful awardee under multiple service categories.

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

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

Evaluation Criteria Evaluation of items listed in subsections 4.10.2.1, 4.10.2.2 and 4.10.2.4 is described in those subsections below. For the Evaluation of items listed in subsection 4.10.2.3 and 4.10.2.5, Evaluators will base their score for each subsection on the evaluation tool (Attachment K).

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.9 up to the maximum points available as specified in Section 4.10 (Point and Score Calculation).

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

REFERENCES (see section 3.3.2) (9 points possible) Did Proposer submit reference names and contact information? Agency will award up to 3 points for each of the 3 references, depending on whether the reference was Extremely Satisfied (3 points each), Moderately Satisfied (1-2 points each), or Not Satisfied/Unable to be Reached (0 point each); based on responses to Proposer’s previous Work.

PRICE PROPOSAL EVALUATION (see section 3.3.3) (0 points) Following scoring and ranking of Proposals, based on the qualifications-based on each service category referenced above in Section 4.10.2, the sealed Price Proposals from Proposers will be opened and reviewed for completeness and responsiveness to the requested information but will not be scored.

Evaluation of Cover Letter (see section 3.3.4) (10 points possible with 3 additional preference points) Does Proposer indicate clearly in its Cover Letter which services are being proposed?

How well does the Proposer demonstrate its experience and qualifications in providing the services being proposed? How well does the Proposer demonstrate its fulfillment of the minimum qualifications?

· Note: If the Proposer demonstrates any of the following preferred (but not required) qualifications, reviewers will add one preference point to the score of this section for each preferred qualification demonstrated:

· Have, or are working to obtain, certification in accessible document and/or web design

· Demonstrated success working with multilingual media outlets

· Organizational commitment to antiracism, equity and inclusion, evidenced by policies or other formal documentation.

How well does the Proposer demonstrate knowledge and experience in equity-centered creative work?

How well does the Proposer demonstrate how they will ensure work is aligned with equity principles of the Agency?

How well does the Proposer demonstrate how they will ensure accessibility of all products delivered under this Price Agreement?

How well does the Proposer demonstrate experience working on a project team, managing deadlines, communicating with clients, taking direction and organization of work?

Key Persons and their Resumes (Limit 2 pages per person) (see section 3.3.5) (0 points) 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. The resumes will not be scored, but they must be included for the Proposal to be considered responsive.

Evaluation of Technical Proposal: Graphic Design (10 points possible) (see section 3.3.6) How well did the Proposer describe how it will provide Graphic Design services? Did they provide a comprehensive management plan that is easy to follow? Did they include the following in their description:

· Identify Agency needs

· Develop and present proposed designs for Agency approval

· Develop and follow a realistic schedule for completion

· Incorporate feedback and edits

· Communicate updates to Agency

· Review work for accessibility, branding, and compliance

· Describe quality control checks

· Deliver final product and design files to Agency How well does the Proposer illustrate how the plan will serve to coordinate and accomplish the work? Did the plan include all of the following items?

· Demonstrate creative and innovative thinking to ensure culturally responsive projects that align with Agency branding and standards;

· Ensure opportunities for Agency input and community engagement where appropriate.

· Describe Key Persons’ relevant experience in core design skills:

· Color theory and typography

· Accessible document and/or web design

· Cultural humility and cultural responsiveness in design

· Marketing and branding

· Design process and the ability to execute Did the Proposer include 3 representative work samples? Were any of the samples culturally specific or equity-focused?

Evaluation of Technical Proposal: Writing Services (10 points possible) (see section 3.3.7) How well did the Proposer describe how it will provide Writing services? Did they provide a comprehensive management plan that is easy to follow? Did they include the following in their description?

· Identify Agency needs

· Ensure culturally and linguistically responsive communication

· Collaborate with clients to ensure understanding of topics that are the subject of writing projects

· Develop and follow a realistic schedule for completion

· Incorporate feedback and edits

· Communicate updates to Agency

· Review work for plain language, accessibility, branding and compliance

· Describe quality control checks

· Deliver final product and original files to Agency How well does the Proposer illustrate how the plan will serve to coordinate and accomplish the work? Did the plan include all of the following items?

· Demonstrate creative and innovative thinking to ensure culturally responsive projects that align with Agency branding and standards;

· Ensure opportunities for Agency input and community engagement where appropriate.

Did the Proposer include 3 representative work samples? Were any of the samples culturally specific or equity-focused?

Evaluation of Technical Proposal: Multimedia Services (10 points possible) (see section 3.3.8) How well did the Proposer describe how it will provide Multimedia services? Did they provide a comprehensive management plan that is easy to follow? Did they include the following in their description?

· Identify Agency needs

· Develop and present proposed approaches for Agency approval

· Develop and follow a realistic schedule for completion

· Incorporate feedback and edits

· Communicate updates to Agency

· Review work for accessibility, branding and compliance

· Describe quality control checks

· Deliver final product and raw design, video or audio files to Agency How well does the Proposer illustrate how the plan will serve to coordinate and accomplish the work? Did the plan include all of the following items?

· Demonstrate creative and innovative thinking to ensure culturally responsive projects that align with Agency branding and standards;

· Ensure opportunities for Agency input and community engagement where appropriate.

Did the Proposer include 3 representative work samples? Were any of the samples culturally specific or equity-focused?

PREFERENCES

Reciprocal Preference For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

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

POINT AND SCORE CALCULATIONS

Scores are (0 through 10 as referenced in Section 4.10.2) assigned by each evaluator.

RANKING OF PROPOSERS

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

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

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

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. 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 Competitive Range Determination If Agency, 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 Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

Competitive Range Protest Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

Be emailed to the SPC;

Reference the OregonBuys bid number ;

Identify Proposer’s name and contact information;

Be sent by an authorized representative State the reason for the protest; and Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all 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 by Agency.

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the SPC will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

0.0.1 Award Consideration

Agency, if it awards Price Agreements, will award two Price Agreement (one from ODHS and one from OHA) to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4 for each category. Agency may award less than the full Scope of Work described in this RFP. Proposal(s) if awarded, will be awarded based on highest ranked, responsive, responsible Proposal(s) for each category. ODHS/OHA may award more than one Proposal for any one category but based on highest ranked in order of ranking, and so on. A Proposer may receive more than one award based on categories a Proposer proposed on. In this case, multiple Price Agreement awards will be made.

0.0.2 Intent to Award Notice

Agency will notify all Proposers in writing that Agency intends to award a Price Agreement to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

INTENT TO AWARD PROTEST

0.0.3 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 Price Agreement 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.

Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Price Agreement Negotiations and award.

Protest Requirements Protests must:

Be delivered to the SPC via email;

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.

0.0.4 Response to Protest

Agency will…