OHA Video RFP Finalapproved.docx

Cover Page Department of Administrative Services, Enterprise Goods and Services, Procurement Services on behalf of Oregon Health Authority, the Oregon Department of Human Services and the Oregon State Hospital Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00002645 rfp title: VIDEO cONFERENCE SYSTEMS FOR ODHS, OHA & OSH LOCATIONS Date of Issue: June 14, 2022 Opening Date: July 14, 2022

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.

OregonBuys Bid Number S-DASOBO-00002645 Page 1 of 46 Video Conference Systems for ODHS, OHA & OSH Locations Table of Contents

LIST OF ATTACHMENTS

ATTACHMENT A – SAMPLE MASTER SERVICES AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

GENERAL INFORMATION

INTRODUCTION

The Department of Administrative Services, Enterprise Goods and Services, Procurement Services (“DAS”), on behalf of Oregon Health Authority (“OHA”) and the Oregon Department of Human Services (“ODHS”) and the Oregon State Hospital (OSH) (collectively referred to as “Agencies” , is issuing this Request for Proposal (“RFP”) for video conference room technology for all OHA, ODHS, and OSH locations, as needed, including on-site installation, support, and warranty services. This will also include on-site support services for a new fleet of integrated video conference equipment, as well as previously purchased video conference equipment.

The scope of the Contractor services and deliverables for the Master Services Agreement is described in Section 2.4, “Scope of Services.”

DAS anticipates the award of one contract from this RFP. The initial term of the Master Services Agreement is negotiable, but DAS anticipates that the initial term of the Master Services Agreement may be from one to five (5) years, with options to renew.

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, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(3)(b)(A).

DAS is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS 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 will refer to the following definitions.

General Definitions.

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

Terminology specific to the OregonBuys system may be found at: TerminologyCrosswalk(BothPhases).pdf (oregon.gov) Project Specific Definitions.

SMART Room System means video conference equipment running Microsoft Teams Rooms for Windows software, manufactured by SMART Technologies.

Microsoft Teams means Microsoft Teams software.

SMART means the business SMART Technologies, founded in 1987 with headquarters in Calgary, Alberta, Canada.

Video Conference Equipment means equipment that transmits two-way video and audio transmissions between two or more locations.

Microsoft Teams Rooms (MTR) means the purpose-built calling and meeting room solutions on the Windows platform that deliver a native Microsoft Teams experience with HD audio and video, on Teams-certified hardware from Microsoft and Microsoft partners (Microsoft Surface Hub, Crestron, Dell, HP, Lenovo, Logitech, Poly, and Yealink).

OHA, ODHS and OSH (also known collectively as “Agencies”) Locations means Oregon Health Authority, Oregon Department of Human Services and Oregon State Hospital offices and other facilities in the State of Oregon.

BACKGROUND AND OVERVIEW

Video conference serves a critical business need for communication and collaboration, allowing OHA, ODHS and OSH a simple solution to connect with people anytime, anywhere. With remote work becoming more commonplace and hybrid meeting solutions required, the Agencies are seeking to expand and modernize their existing environment of video conference equipment with more of an emphasis on small huddle spaces and interview rooms, while continuing to accommodate medium to large sized conference rooms.

The Agencies are also seeking support for their existing environment of video conference equipment until it reaches end of life, requiring replacement. Replacement of individual equipment will be on an as-needed basis. The purpose of this RFP is to establish a Master Services Agreement for video conference equipment and services for the benefit of the OHA, ODHS and OSH offices statewide.

Background The Agencies use conferencing equipment to communicate two-way video and audio between two or more locations. Such locations include facilities inside of the Agencies’ video conference network across the state of Oregon. The Agencies currently operate video conference equipment utilizing the Microsoft Teams platform, many of which have reached, or are close to reaching, end of life.

Current Video Conference Platforms

· Microsoft Teams

· Microsoft Teams Rooms on Windows

Current Video Conference Hardware Environment

· 243 SMART Room Systems

· 15 Lenovo ThinkSmart Hubs (Gen 1 & 2)

· 4 Logitech Systems (TAP and SmartDock)

· 5 Microsoft Surface Hubs

The current video conference platforms and equipment listed above meet the Agencies’ requirements for a rich, but simple video conference solution, including:

Connection to meetings from one-touch or one-click;

The ability to connect with partners outside the state data network;

A simple solution for scheduling meetings;

The ability to easily share collaborative content, including, but not limited to, whiteboarding and shared desktop;

Audio conferencing integrated with video conference sessions;

The ability to record video conference sessions;

Desktop conferencing with sufficient high-definition quality;

More conference rooms equipped with video conference equipment;

User training and support.

The Agencies currently have a preferred video conference standard (which may or may not change in the future) and are licensed to use the Microsoft Teams platform for instant messaging and video conferencing on desktops and mobile devices. The goal of the Agencies is to leverage capabilities of the existing Microsoft Teams environment for video conferencing in conference rooms. The Agencies have approved Microsoft Teams as the video conference platform standard and any device certified to run Microsoft Teams Rooms on Windows and Microsoft Teams as the conference room equipment standard. The Agencies may need to change the video conference standard or platform as technology emerges or evolves.

Failed or failing video conference units will be replaced as needed. Many of the 267 video conference units currently in operation are expected to be replaced within a 1 to 5-year period. In addition to replacing current video conference systems, the Agencies may expand the video conference environment to include additional equipment and peripherals capable of running Microsoft Teams Rooms on Windows and Microsoft Teams software, or another video conference platform as determined by the Office of Information Services (OIS).

OHA and ODHS facility sizes vary from small remote and rural offices to large population centers in the state capitol and along the I-5 corridor. New video conference equipment will be purchased by departments within the agencies and will be installed in conference rooms of various sizes. Sixty percent (60%) of the agencies’ current video conference equipment installations are within a 60-mile radius of Salem, Oregon. The remaining 40% are installed in State of Oregon offices throughout the rest of the state.

SCOPE OF SERVICES

Work to be performed under the Master Services Agreement (and Contracts issued under the Master Services Agreement) awarded through this RFP includes procurement, installation, and support services.

a) Procurement includes:

Purchase video conference equipment, including but not limited to units listed under Required Equipment Specifications, on behalf of Agency;

Secure storage of all purchased equipment until it is ready to be transported to installation location as a complete video conference package.

b) Installation includes:

Secure, insured delivery to installation location;

Mounting of displays;

Wiring and management of all necessary cables and components;

Provide ADA-certified floor-mounted cable raceways where necessary;

Full system testing;

Relocation services (uninstall from one location and install at another) for equipment listed under Current Video Conference Hardware Environment and new video conference equipment standards as determined by OIS;

Removal and disposal of all packaging/shipping materials.

c) Support includes:

Phone and electronic customer support;

On-site maintenance and troubleshooting;

On-site resolution of hardware and software issues;

Return Merchandise Authorization (RMA), when available;

Return shipping of RMA defective device (if RMA available);

Maintaining inventory of replacement non-RMA equipment (audio/video cables, power cables, etc.);

Removal/uninstallation of defective or end of life hardware;

Secure and environmentally friendly disposal/recycling of defective or end of life hardware (if no RMA available);

End-user training focused functional operations of the Microsoft Teams Room system, or other video conference platform as designated by OIS, including hands-on experience for class attendees;

Documentation of on-site maintenance activities on a routine basis to ensure optimal equipment functionality throughout support contract.

d) Contractor Duties and Responsibilities:

Contractor shall:

Receive and process Purchase Orders sent via mail, facsimile, or electronically (via electronic mail or through the web) by Agency;

Receive and securely store all goods until they may be delivered as a complete video conference package to the shipping address listed on Purchase Order. Contractor retains ownership and liability of goods during delivery to or from OHA location and during installation until acceptance.

Provide equipment installation requirements to Agency prior to installation. Agency will be responsible for fulfilling power and data requirements at installation site prior to installation;

Install video conference equipment at Agency locations. Installation includes unpacking boxes, mounting display(s), all system wiring, cable management, minor modifications to furniture, system calibration, quality control testing, removal and legal disposal of all packaging materials and cardboard, and completion of installation validation checklist;

Implement, monitor, and report both remote and on-site maintenance activities on an ongoing basis to ensure optimal equipment functionality throughout support contract;

Provide on-site, end-user training and training materials for groups up to 30 attendees focused on equipment functional operations (e.g. schedule meetings, join meetings, meet now, whiteboard, share content, etc.) and including hands-on experience for class attendees;

Provide support for video conference equipment within agencies’ work hours (7am-6pm Pacific time, Monday through Friday, excluding State holidays), including: phone and electronic customer support, on-site troubleshooting and resolution of equipment hardware and software issues, return merchandise authorization (RMA), and component replacement;

Maintain a confidentiality policy as it pertains to the agencies’ protected information;

Provide support and liaison services for pre-production release products related to the video conferencing platform and the operating system of the MTR hardware.

e) Contractor Additional Duties:

Contractor shall:

Submit billing invoices and statements to the billing address specified on the Purchase Order after Authorized Representative approves the completion of services;

Notify Agency about video conference software, patches, security and firmware updates, new or changed equipment functionality, and provide white paper and/or end-user documentation for new features of video conference hardware;

Provide monthly service reports including, but not limited to, post-installation, maintenance activities, customer support activities, warranty status reports, and training attendance reports;

Provide customized video conference training session(s) upon request, targeted to Agency participants;

Disseminate a training evaluation form to class participants after each training session and deliver completed forms to Oregon Authorized Representative;

Provide maintenance report for video conference systems, as requested by Agency, on the Purchase Order;

Provide manufacturer’s manuals and agency-generated custom documentation for video conference systems at each installed location.

Current Equipment Specifications A video conference system utilizes the Microsoft Teams platform as the method for transmitting video, audio, and data in video conferences.

Video conference system equipment must be sold as a completed product ready for immediate use and include available extended warranty at time of purchase. The Agencies may purchase a variety of equipment sizes and installation types. Proposer must be able to provide all services, system sizes, and accessories including, but not limited to:

Lenovo ThinkSmart Hub Gen 2 Kiosk Station – Complete system includes (1) ThinkSmart Hub Gen 2, (1) Lenovo ThinkSmart Cam, 27” monitor, and necessary cables Lenovo ThinkSmart Hub Gen2 Small Conference Room – Complete system includes (1) ThinkSmart Hub Gen 2, (1) Lenovo ThinkSmart Cam, (1) 55” Samsung digital signage display, and necessary cables Lenovo ThinkSmart Hub Gen 2 Medium Conference Room – Complete system includes (1) ThinkSmart Hub Gen 2, (1) Lenovo ThinkSmart Cam, (1) Lenovo ThinkSmart Bar, (1) 75” Samsung digital signage display, and necessary cables Lenovo ThinkSmart Hub Gen 2 Large Conference Room – Complete system includes (1) ThinkSmart Hub Gen 2, (1) Lenovo ThinkSmart Cam, (1) Lenovo ThinkSmart Bar, (1) 85” Samsung digital signage display, and necessary cables Lenovo ThinkSmart Hub Gen 2 X-Large Conference Room – Complete system includes (1) ThinkSmart Hub Gen 2, (1) Lenovo ThinkSmart Cam, (1) Lenovo ThinkSmart Bar XL, (1) 98” Samsung digital signage display, and necessary cables Poly Studio – USB Soundbar with integrated wide-angle USB camera + USB stereo speakerphone Mobile Cart (55” displays only) – Must be rated for weight and size of room system equipment, as specified. Mobile cart must include a mechanism for cable management, speaker installation, and shelf for room system administrative console UPS Battery Backup – Must be rated to power display, video conference equipment, and all peripherals installed on mobile cart solution for SMALL and Kiosk-sized systems TV Wall Mount – Mounting hardware for reinforced installation of displays between 55” – 65” Floor Supported TV Wall Mount – Mounting hardware for reinforced installation of displays between 75” – 98” ADA certified Cable Raceway – Raceway to be paired with wall mount or floor stand for management/concealment of cables Microsoft Surface Hub 2s 50” Microsoft Surface Hub 2s 85” Steelcase Roam Wall Mount for Surface Hub 2S 50" Steelcase Roam Mobile Stand for Surface Hub 2S 50" Steelcase Roam Wall Mount for Surface Hub 2S 85'' Steelcase Roam Floor Supported Wall Mount for Surface Hub 2S 85'' Steelcase Roam Mobile Stand for Surface Hub 2S 85'' APC Charge – Microsoft Surface Hub 2S Battery Pen – Replacement pen for Microsoft Surface Hub 2s 50” and 85” Logitech Rally Bar Tap room system with PC – Small Logitech Rally Bar Tap room system with PC – Medium Logitech Tap room system with Intel NUC – Large Logitech Meet-Up Speaker Bar Logitech Rally Bar Mini Logitech Rally Bar Logitech Rally Mic Pod Logitech Rally Mic Pod Hub Poly Studio Poly Trio 8300 Expansion Microphone Kit Display – Liquid crystal display (LCD), light-emitting diode (LED), gas plasma, or other image projection technology yet to be developed. Non-Touch Screen displays will fit the definition of Digital Signage (and/or its successor technology preventing burn-in) and may range in size from 27 inches to 98 inches with the understanding that additional sizes may become available for purchase during the duration of awarded contract. Touch Screen displays will provide touch-screen functionality.

Annual Support and Maintenance - phone and electronic customer support, on-site maintenance, on-site troubleshooting, on-site resolution of equipment hardware.

Microphone – Additional mic pods with cables Video Conference System Training – End-user training for groups up to 30 attendees focused on functional operations of video conference systems (e.g. schedule meetings, join meetings, meet now, whiteboard, share content, etc.), including hands-on experience for class attendees.

Equipment standards and video conference platforms listed above are not final. The Agencies may change the video conference equipment types, standards and platforms as new technology emerges or evolves.

PROCUREMENT REQUIREMENTS AND EVALUATION

SUBMISSION REQUIREMENTS

Round 1 Proposal Submissions To be considered for evaluation, Proposal must contain electronic copies of each of the following elements (further detailed in Proposal Requirements section below):

· Proposer Information and Certification Sheet (Attachment C)

· Proposer’s Organization Profile

· Experience and Capabilities

· Key Persons, Organizational Chart, Subcontractors

· Scope of Services

· Security Requirements

· Price Proposal (Attachment E)

· Reference Check Form (Attachment D)

· Project Samples

· Underlying Agreements

· Disclosure Exemption Affidavit (Attachment B)

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G) Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Round 1 Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

If possible, Proposer should submit its Proposal electronically through OregonBuys. If Proposer is unable or elects not to submit its Proposal through OregonBuys and elects one of the alternate submittal methods, Proposer must notify the SPC at least three (3) Calendar Days prior to Opening.

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

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

Price Proposal (Attachment E) information must be submitted as a separate electronic response file.

Other Electronic Media If Proposer elects to submit its Proposal via other electronic media, 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, on USB drive, DVD, or CD in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents should be compressed so it does not exceed 10 megabytes. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version, along with the completed Disclosure Exemption Affidavit (Attachment B).

Price Proposal (Attachment E) information must be submitted as a separate sealed single electronic media USB drive.

Authorized Representative Proposer’s Authorized Representative must sign the Proposal. Failure of the Authorized Representative to sign the Proposal may subject the Proposal to rejection by DAS.

ROUND 1 MINIMUM PROPOSAL REQUIREMENTS (Pass/Fail) Proposer must meet all of the following minimum qualifications:

ROUND 1 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 be straightforward and address the requests of the RFP. Proposal should not include extensive art-work, 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. Proposal containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

Proposer Information and Certification Sheet (Not Scored) Proposer shall complete and submit the Attachment C (Proposer Information and Certification Sheet).

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

Proposer’s Organization Profile (Not Scored) Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include at a minimum:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Location of the organization’s offices (headquarters and branches);

3. Location of the office from which employees will be assigned to work on the Project for the Agency;

4. Number of employees located in the Pacific Northwest, nationally, and internationally;

5. Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

6. Organization’s client base.

Experience and Capabilities (Scored) Briefly describe Proposer’s experience and capacity to perform the work described in this RFP, including:

Proposer must demonstrate it has five (5) or more years of experience providing procurement, installation, and support services of video conference equipment. Proposer must demonstrate the capability to perform the scope of services for an organization of similar scope and size.

Key Persons, Organizational Chart and Subcontractors (Scored) Key Persons. Specify Key Persons to be assigned to this Project and include a current resume (not to exceed 2 pages each) for each individual that demonstrates qualifications and experience for the Work described in Section 2.4, “Scope of Services”. For Key Persons not identified prior to Proposal submission, a detailed position description must be submitted and explanation of how the Key Person position will be filled and how soon before the contract begins the Key Person will begin work with the Proposer.

The Agencies reserve the right to approve or deny Key Persons submitted for review after award of the Master Services Agreement or a specific Contract.

Note: Resumes of two of Proposer’s Key Persons may be used in combination to show Proposer’s Key Persons collectively meet the technical proposal requirements.

Key Person(s) Requirements and Preferences are:

· Strong project management, business analysis, budgeting, and financial analysis experience and knowledge are required.

· Demonstrate Proposer has internal quality control experience and practices for its Key Person(s) to use when reviewing, editing, and providing feedback on projects, work products, and other artifacts as required.

· Proposer must demonstrate that at least one or more Key Person(s) has five (5) or more years of experience providing procurement, installation, and support services of video conference equipment. Proposer must demonstrate the capability to perform the scope of services for an organization of similar scope and size.

· Demonstrated experience, within the last three (3) years, in conference room system consultation, design, cost estimation, and implementation.

Strong understanding of public sector environment is preferred.

Organizational Chart. Provide an organizational chart identifying the staffing that will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified.

Scope of Services and Implementation Plan (Scored) Provide a description of the proposed approach for providing the Scope of Services described in RFP Section 2.4, including a comprehensive plan the Proposer intends to follow including Implementation Plan. The description should include how the Proposer will meet the needs described in the RFP and has incorporated lessons learned from past experiences.

Provide a comprehensive plan the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the work, furnishing the deliverables described in Section 2.4. Attach the Proposer’s equipment installation plan (from receipt of order to final payment) and post-installation validation checklist. Describe how Proposer would target equipment training for agencies’ end-users. Provide installation and support response times for all Agency locations. Include details of manufacturer and vendor warranties. Describe preventative maintenance plan for hardware management and software updates and the availability of on-line customer report system. Provide performance standards and service level guarantees including time estimates for completing each activity.

Security Requirements (Mandatory, Not Scored) Proposal must contain a statement pertaining to security checks and non-disclosure agreement as described below. This statement is not scored. The statement must demonstrate Proposer's agreement that if awarded a Master Services Agreement:

1. Proposer and Proposer's staff monitoring the systems who will have access to State systems, facilities, and confidential information will submit to all security checks requested by Agency, which may include any combination of fingerprinting, Oregon Law Enforcement Data Systems (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks, and comply with the following State of Oregon security standards:

· Privileged Access Monitoring and Reporting viewable at: https://www.oregon.gov/das/Policies/107-004-140.pdf

· Statewide Information and Cyber Security Standards viewable at:

https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf

· Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf

· Information Assets and Network Information Systems rules, OAR 943-014-0300 through 943-014-0320, as such rules may be revised from time to time

2. Proposer shall sign a non-disclosure agreement for any and all information received or processed on its equipment from the State of Oregon.

3. Proposer shall protect at all times State of Oregon sensitive material.

Price Proposal (Scored) Proposer shall complete and submit the Price Proposal (Attachment E).

References (Not Scored) 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.

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

Proposer shall send the Reference Check Form (Attachment D) 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.

Project Samples (Scored) Proposer shall submit in its Proposal response project samples from two (2) installation projects within the last 5 years that are similar to the scope of this RFP. Examples should include:

· Customer ordering request/portal process/documents

· System design/layout documents

· Installation and quality control checklists

· Before/after illustrations or photos

· User training plans and materials

· Ongoing maintenance plans/activities/checklists

Value Added Services (Not scored) If Proposer is proposing any value-added services, Proposer shall include a statement describing these services. Proposer may submit services including solution engineering, installation, configuration, training and maintenance/support, the corresponding prices and subcontractors and/or resellers available to provide said services.

Underlying Agreements (Not Scored) Proposer shall submit any additional documents required for this project and the Services hereunder (e.g., End User License Agreement (EULA), Maintenance Agreement, etc.)

Disclosure Exemption Affidavit (Pass/Fail) Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) as part of the Proposal. SUBMISSION IS REQUIRED EVEN IF PROPOSER IS NOT IDENTIFYING CONFIDENTIAL OR PROPRIETARY INFORMATION AND DATA FOR NONDISCLOSURE. If Proposer is identifying items for nondisclosure, Proposer must identify the item or portion of the Proposal that is exempt from disclosure and the basis for the exemption. Proposer must provide an appropriately redacted single electronic copy of the complete, original Proposal submission (see section 3.1).

Certified Disadvantaged Business Outreach Plan (Pass/Fail) Proposer shall complete and submit Certified Disadvantaged Business Outreach Plan (Attachment F).

ROUND 1 SOLICITATION PROCESS

Public Notice The RFP, including all Amendments and attachments, is published in OregonBuys at https://oregonbuys.gov/. RFP documents will not be mailed to prospective Proposers.

DAS shall advertise all Amendments on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the RFP by this reference.

A Pre-Proposal conference will not be held for this RFP.

Questions / Requests for Clarification 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 OregonBuys submission or via email to the SPC 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

SOLICITATION PROTESTS

Protests to RFP A 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 sample Master Services Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may submit protests of Amendments as set forth below or Proposer may submit suggested changes to the terms and conditions of the sample Master Services Agreement that are identified as negotiable, as provided below.

Protests to Amendments Prospective Proposer may submit a Written protest of anything contained in the respective Amendment. Protests to Amendments, if issued, must be submitted by the date/time specified in the respective Amendment, or they will not be considered. Protests of matters not added or modified by the respective Amendment will not be considered.

Protest Requirements All protests to the RFP or to Amendment, if any, must be delivered to the SPC via email or hard copy, must be sent by an Authorized Representative, must be received by the due date and time identified in the Schedule or as set forth in Section 1.2 or in the respective Amendment and must include:

· Reference the OregonBuys bid number

· Identify prospective Proposer’s name and contact information

· 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

· State the proposed changes to the RFP provisions or other relief sought Protest Response DAS will respond timely to all protests submitted by the due date and time listed in the Schedule, as set forth above, or the Amendment, if applicable. Protests that are not received timely or do not include the required information may not be considered.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DAS 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 DAS prefers that the Proposal be submitted electronically through OregonBuys at: OregonBuys.gov.

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

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

Alternative Delivery Option: Delivery in Person A Proposal may be hand delivered and must be clearly labeled and submitted in a sealed envelope, package or box. A Proposal will be accepted, prior to Opening, during DAS’ normal Monday – Friday business hours of 8:00 a.m. to 5:00 p.m. Pacific Time, except during State of Oregon holidays and other times when DAS is closed. The outside of the sealed submission must clearly identify the Proposer’s name and the bid number assigned to the RFP by OregonBuys. It must be delivered to the attention of the SPC at the address listed on the Cover Page.

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal it must submit its modification in one of the authorized methods listed in the Proposal Delivery Options section. To be effective the notice 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 or hard copy prior to Opening in accordance with OAR 125-247-0440. 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 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

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 125-247-0630. However, DAS will record and make available the identity of all Proposers after Opening.

PROPOSAL REJECTION

DAS 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 undisclosed liquidated and delinquent debt owed to the State or any agency, board, commission, department or division 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 those the SPC authorizes, or inappropriate contact with the SPC.

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

Proposal is conditioned on DAS’ 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 Amendments.

ROUND 1 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 the Minimum Qualifications section and the Minimum Submission Requirements section. 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, DAS may waive mistakes in accordance with OAR 125-247-0470.

Responsibility determination DAS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. See section 5.3.4 below. At any time prior to award, DAS may reject a Proposer found to be not Responsible.

Evaluation Criteria Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and DAS 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 up to the maximum points available in the Point and Score Calculation section.

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

The Proposals will be scored as follows for Round 1:

Experience and Capabilities (75 Points) Does the Proposer have the experience and capabilities to provide the Services requested in this RFP?

How well did Proposer describe Proposer’s experience, approach, and capacity to perform all work described in this RFP?

Key Persons, Organizational Chart and Subcontractors (50 Points) Degree to which Proposer shall provide a sufficient number of Key Persons and support personnel qualified by experience, credentials and capabilities to deliver the requested Services.

Scope of Services and Implementation Plan (125 Points) The degree to which Proposer demonstrates a clear understanding of the Services requested in this RFP and the business and technical resources that equip Proposer to consistently deliver superior service.

How well has the Proposer demonstrated its plan to provide installation, service, training, repairs, warranties and maintenance? Are the installation and support response times acceptable? Are there processes established to ensure a high level of quality and acceptable preventative maintenance plan, software updates and remote monitoring as required?

Price (40 Points) Price Proposal will be evaluated based on the equipment and service cost identified in Scored section of Attachment E, Price Proposal.

The SPC will score the price proposals using the following approach and formulas:

For each line item in the equipment section and for each kiosk system item, the SPC will assign points based upon the following formula:

“L” divided by “X” times “A” = “B”, where “L” is the lowest price offered for the item “X” is the price for the item being compared “A” is the total possible points (40) and “B” is the score for the item The SPC will add all of the scores for each of the equipment items and the system service items and divide the total by the number of items to come up with an average that will be the Proposer’s awarded points for the Price Proposal.

The Proposer’s additional equipment list and the personnel list (position titles and hourly rates) must be submitted, but as stated above will not be scored.

Project Samples (10 Points) Degree to which the project samples show work consistent with that required in this RFP.

PREFERENCES

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

Recycled Materials In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, DAS will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

Tiebreakers Oregon Supplies: If DAS receives Proposals identical in price, fitness, availability and quality and chooses to award a Master Services Agreement, DAS shall award the Master Services Agreement in accordance with the procedures outlined in OAR 125-246-0300.

ROUND 1 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator. The maximum points possible for each evaluation item are listed in the table below.

Round 1 Scores:

ROUND 1 RANKING OF PROPOSERS

The SPC may conduct an evaluation committee meeting at the end of Round 1 or at the end of any round and the evaluators may review their scores. In each round, an evaluator may change a score up until the time the SPC has requested final scores for that round. If an evaluator elects to change any score, the evaluator must date and initial the change and include a reason for the change. The SPC will ask for final scores at the end of the meeting. The evaluator’s final score will be the score the SPC will document.

The SPC will average the final 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 price score, if evaluated separately. After preferences, if any, have been applied, the SPC will describe the rank order for each Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

At the conclusion of Round 1, DAS may determine an Apparent Successful Proposer with no additional rounds of competition. Or, in the alternative, DAS may choose to declare a competitive range as set forth below and 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/ Additional Submittal Items Discussions and submittal of revised Proposals Serial or simultaneous negotiations Best and Final Offers If additional rounds are conducted, DAS will rank advancing Proposers at the conclusion of each subsequent round.

DAS may determine an apparent successful Proposer at any time during the solicitation process and issue a notice of intent to award, if the award is in the best interest of the State.

COMPETITIVE RANGE

Competitive Range Determination If DAS determines that one or more additional rounds of…