MPSA_RFQ_iQMS_Final.docx

REQUEST FOR QUOTES (RFQ)

Best Value Analysis Process

Issue Date: June 22, 2020

Issuing Office: Oregon Secretary of State’s Office

RFQ Contact Information

Service Category: iQMS

Issued to:

1. Introduction

Authorized Purchaser is issuing this RFQ for independent quality management services for the Oregon Centralized Voter Registration Project. See Section 2 (Background Information) below for further details.

The period of performance of the Work Order Contract (WOC) is estimated to be January 2021 thru June 2023. Although the WOC will be signed before the period of performance, services will not begin until Authorized Purchaser issues a notice to proceed to the selected iQMS consultant (expected in January 2021). The period of performance may need to be adjusted later, either starting performance later or extending the period of performance to a longer interval. In such a case, Authorized Purchaser and the selected iQMS consultant will follow the change control process provided in the Price Agreement.

Authorized Purchaser may cancel the WOC after its Effective Date and prior to the start of the period of performance without obligation to the iQMS consultant.

2. Background Information

Authorized Purchaser is seeking to replace or modernize its election management systems, and requires an independent quality assurance consultant to provide quality management services for the project. Authorized Purchaser intends to solicit proposals and select a solutions consultant by or before December 31, 2020. Authorized Purchaser, therefore, does not yet know if the solution for the project will be an off-the-shelf system; customized in whole or in part; hosted on premise or with a cloud service provider, etc., since those details will be decided after selecting a solutions consultant and negotiating the resulting contract.

Authorized Purchaser will use federal funds from a federal Help America Vote Act grant to provide payments on the resulting WOC. Therefore, the provision of Exhibit H of the MPSA will apply to the resulting WOC.

Voluntary Pre-Offer Conference

Authorized Purchaser will hold a voluntary pre-offer conference via GoToMeeting to answer any questions that prospective Offerors may have about the project or this RFQ. Conference details are as follows:

Pre-Offer Conference for iQMS RFQ Thu, Jul 2, 2020 10:00 AM - 11:00 AM (PDT)

Please join my meeting from your computer, tablet or smartphone.

https://global.gotomeeting.com/join/761071581

You can also dial in using your phone.

United States: +1 (872) 240-3212

Access Code: 761-071-581

New to GoToMeeting? Get the app now and be ready when your first meeting starts:

https://global.gotomeeting.com/install/761071581

3. Scope of Services:

Authorized Purchaser requires independent quality management services as provided in Exhibit 3.

4. Questions and Requests for Clarification:

All questions and requests for clarification regarding this RFQ must be submitted using https://oregonbuys.gov, and must be received no later than July 6, 2020 at 4:00 PM PDT.

When appropriate, as determined by Authorized Purchaser in its sole discretion, revisions, substitutions or clarifications of the RFQ will be sent electronically.

5. Quotation Submittal:

Quotes must be submitted using https://oregonbuys.gov and be received on or before the Offer Due Date and Time to be considered. Quotes will not be accepted after the Offer Due Date and Time. Authorized Purchaser may extend the Offer Due Date when it is in the best interest of Authorized Purchaser.

Authorized Purchaser may reject all Quotes or to cancel this RFQ if in its sole determination, it is in the best interest of Authorized Purchaser.

6. Submittal Requirements:

a. Quotes must include a description of Offeror’s methodologies for providing the Services.

b. Quotes must include a description of Offeror’s Key Persons, other staff, and their experience.

c. Quotes must include submission of the Pricing Sheet (Exhibit No. 1), which must be based on the deliverable schedule provided in Exhibit 3. Cost evaluation will be based on the Maximum Not to Exceed Amount. The rate card will be used for informational purposes by Authorized purchaser (e.g. negotiating Special Request tasks/deliverables, if any).

d. Quotes must include 3 references using the Reference Check Form (Exhibit No. 2). Forms must be completed by the reference, returned to the Offeror and submitted with the quote. References should be from customers for whom Offeror has performed independent quality assurance services for projects within the past five (5) years.

7. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based on the evaluator’s determination of what best meets the needs of Authorized Purchaser, taking into account the following considerations (percentages represent relative weight of importance for each consideration):

· Offeror experience = 30%

· Qualification of key persons = 50%

· Price = 20%[footnoteRef:1] [1: Pricing will be calculated using a formula based on the Maximum Not to Exceed Amount. The formula used will be as follows: ]

For the non-price criteria, each evaluator will assign a raw score between 0 – 100 (with 0 being the lowest score and 100 the highest). The raw score will be used as a multiplier against the given criterion to calculate the score (e.g. a raw score of 50 would yield a multiplier of 0.50, and if given to “Offeror experience” would result in a score of [0.5*30] = 15). The final score will be calculated by averaging all evaluator scores for each criterion and adding up all averaged scores for all criteria to give the final score.

After reviewing written Offers, Authorized Purchaser may conduct virtual interviews with top-ranked Offerors. Top-ranked Offerors will be determined by the three highest-scored Offers, or those that are “top-ranked” as determined by a natural break in the scoring sequence (determined solely by Authorized Purchaser). If Authorized Purchaser conducts virtual interviews, it will do so during the week of July 13 2020. Evaluation considerations will be the same as for the written Offers, with the caveat that the Price score will not be recalculated and will be rolled over from the written evaluation.

Authorized Purchaser’s determination is final.

The Offeror with the most advantageous quote will be awarded a contract in a form substantially similar to the Work Order Contract attached as Attachment C to the MPSA. Authorized Purchaser may negotiate contract terms and conditions with the successful Offeror.

EXHIBIT NO. 1

RFQ Pricing Sheet

1.1

1.2

2.1

2.2

2.3

2.4

2.5

2.6

3.1

3.2

3.3

4.1

5.1

5.2

5.3

TOTAL MAXIMUM NOT-TO-EXCEED COST

RATE CARD

EXHIBIT NO. 2

Reference Check Form

Please respond to the following questions.

Score: 1-5 for each response.

1. Detailed description of Qualifying Engagement.

Score:

Comments:

2. Proposer’s role and functional area of Qualifying Engagement.

Score:

Comments:

3. Description of technical environment and complexity.

Score:

Comments:

4. Description comparing Qualifying Engagement to RFP Scope of Work.

Score:

Comments:

5. If given the opportunity, how likely would you use Proposer’s services again?

Score:

Comments:

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