OregonBuys Bid S-58800-00017034 RFP OPK TTA Contractor~1.pdf

Last Updated: 7/1/2023 Page 1 of 44

COVER PAGE

Oregon Department of Early Learning and Care

Is issuing this Request For Proposals (RFP) under

OregonBuys Bid #S-58800-00017034 for

STATEWIDE TRAINING AND INDIVIDUALIZED TECHNICAL ASSISTANCE SERVICES

FOR OREGON PRENATAL TO KINDERGARTEN PROGRAMS

Date of Issue: June 26, 2026

Opening Date: July 24, 2026

Single Point of Contact (SPC): Laura Sprehe, Address: 700 Summer ST NE City, State, Zip: Salem, OR 97301

Phone (voice): 971-240-7719 E-mail: laura.sprehe@delc.oregon.gov

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.

TABLE OF CONTENTS

SECTION 1: GENERAL

INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND

SCOPE 5

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF SERVICES

SECTION 3: PROCUREMENT

REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.2 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: ROUND 1 SOLICITATION

PROCESS 16

4.1 Public Notice

4.2 Pre-Proposal Conference

4.3 Questions / Requests for Clarification

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

4.12 ROUND 1 RANKING OF PROPOSERS

4.13 ROUND 1 NEXT STEP DETERMINATION

4.14 ROUND 2 23

4.15 ADDITIONAL ROUNDS

4.16 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

4.17 POINT AND SCORE CALCULATIONS

DELC will add the scores from all rounds conducted for a total by Proposer in the Competitive Range

SECTION 5: AWARD AND

NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: AWARD AND

NEGOTIATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY POLICY

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The Oregon Department of Early Learning and Care (“DELC” or “Agency”) is issuing this Request for Proposal (“RFP”) for Statewide Training and Individualized Technical Assistance Services for Oregon Prenatal to Kindergarten Programs.

Additional details on the Scope of the services are included in the System Requirements/Scope of Services section.

DELC anticipates the award of one or more Contracts from this RFP. The initial term of the Contract will be 1 year with options to renew biennially.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

RFP Release to OregonBuys June 26, 2026 5:00 pm

Voluntary Pre-Proposal Conference July 9, 2026 TBD

Questions / Clarification/Protests Due July 13 , 2026 5:00 pm

Answers to Questions/Clarification/Protest posted to OregonBuys July 16 , 2026 5:00 pm

Closing (Proposals Due) July 23 , 2026 5:00 pm

Evaluation Team Evaluates Proposer Response July 26-August 5, 2026 N/A

Presentations, Demonstrations, or Interviews During Evaluation Period TBD

Issuance of Notice of Intent to Award (approx.) August 2026 estimated

Award Protest Period Ends 7 days after posting of Intent To Award

1.3 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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DELC is issuing this RFP pursuant to its authority under ORS 279A.050, and ORS 329.175.

DELC is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 137-047-0260 and 137-047-0261. DELC 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.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions. For terms used in reference to OregonBuys, the Terminology Crosswalk can be found at TerminologyCrosswalk.pdf (oregon.gov).

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110.

2.2.2 Project Specific Acronyms

OPK- Oregon Prenatal to Kindergarten

TTA- Training and Technical Assistance

DELC: [The Oregon] Department of Early Learning and Care

HSPPS: Head Start Program Performance Standards

CQI: Continuous Quality Improvement

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Department of Early Learning and Care (DELC) is a state agency that works to unify and strengthen Oregon’s early learning and child care system. DELC aims to foster coordinated, culturally appropriate, and family-centered services that recognize and respect the strengths and needs of all children, families, and early learning and care professionals.

Our vision is that children, families, early care and education professionals and communities are supported and empowered to thrive.

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

The Oregon Department of Early Learning and Care is soliciting proposals from qualified Vendor(s) to provide Training and Technical Assistance (TTA) services to Oregon Prenatal to Kindergarten grantees.

2.3.2 Project Overview and Background

Oregon Prenatal to Kindergarten Background Oregon Prenatal to Kindergarten programs provide comprehensive early learning, health, nutrition, mental health, disability, and family engagement in accordance with Head Start Program Performance Standards. Programs vary significantly in size, geographic location, organizational structure, staffing capacity, and community need.

Given the complexity of current operating conditions—including workforce shortages, the ever-growing needs of children and families, and evolving federal expectations—programs require both statewide training opportunities and tailored, individualized technical assistance aligned to local conditions and identified areas for growth.

Oregon Prenatal to Kindergarten (OPK) programs provide comprehensive services for young children and families, including:

• Early learning and education

• Health and nutrition services

• Mental health supports

• Services for children with disabilities

• Family Support Services

• Home Visiting Services Programs operate across Oregon and vary in:

• Program size

• Geographic location

• Organizational structure

• Staffing capacity

• Community needs Due to these differences, programs benefit from both statewide training opportunities and tailored technical assistance aligned with their local conditions and improvement goals.

The Agency seeks a Contractor(s) capable of delivering differentiated supports responsive to each grantee’s strengths, risks, and improvement goals.

The purpose of this procurement is to deliver a coordinated system of training and individualized, grantee-specific technical assistance that:

• Strengthens implementation of the Head Start Program Performance Standards (45 CFR Part 1302);

• Supports high-quality, comprehensive services for children and families;

• Addresses workforce and operational challenges;

• Builds fiscal sustainability and governance capacity;

• Promotes continuous quality improvement (CQI) across diverse program settings.

Through this work, the goal is to ensure OPK programs are equipped to meet performance standards, respond to community needs, and sustain high-quality early learning and family support services.

2.4 SCOPE OF SERVICES

2.4.1 Scope of Services

The Contractor shall implement a comprehensive TTA framework that includes:

A. Training and Professional Development for OPK programs- The Contractor shall design and deliver high-quality training that is accessible to OPK grantees and addresses core competency areas, including:

• Implementation of the Head Start Program Performance Standards;

• Governance and leadership development (including working with and developing Parent

Policy Councils and Boards)

• Fiscal management, internal controls, and sustainability planning;

• ERSEA systems and attendance strategies;

• Inclusion of children with disabilities and special health needs;

• Trauma-informed and culturally responsive practices;

• Workforce recruitment, retention, and compensation planning;

• Continuous Quality Improvement systems.

• Family Engagement Systems

• Home Visiting Services

Training must:

• Be delivered through a mix of virtual and in-person formats;

• Incorporate adult learning best practices;

• Provide tools, templates, and implementation resources;

B. Include evaluation of participant engagement and effectiveness; Individualized Grantee Technical Assistance Plans The Contractor shall develop and implement individualized TTA plans with each grantee included in the contract, in coordination with DELC’s OPK Program Manager and OPK Team (Grant Manager, Preschool Specialist).

Individualized TTA plans must:

• Be informed by program data, self-assessments, fiscal indicators, and OPK grantee-identified priorities;

• Identify clear goals, strategies, timelines, and measurable outcomes;

• Address program-specific strengths and improvement areas;

• Be reviewed and updated at least annually;

• Include on-site and virtual consultation;

• Be submitted to the State for grantees and program updates.

Technical assistance may include but is not limited to:

• Leadership coaching;

• Fiscal systems review and sustainability planning;

• Support for workforce stabilization and organizational development;

• Data system strengthening and governance alignment;

• Cohort-based communities of practice for similarly situated grantees;

• Individualized support for emergent and urgent grantee challenges including but not limited to incidents and emergencies.

The Contractor must differentiate levels of support based on grantee need, providing more intensive, sustained assistance where appropriate.

C. Continuous Quality Improvement Support

The Contractor shall support grantees in strengthening their internal CQI processes by:

• Assisting in development and implementation of Quality Improvement Plans;

• Supporting goal-setting aligned to state requirements and federal performance standards;

• Building data literacy and use of program performance data;

• Providing tools for tracking progress and outcomes.

Collaboration with State and Federal TTA Systems

• The Contractor must coordinate and align TTA services with existing state, local, and federal training and technical assistance systems to ensure cohesive and non-duplicative support for OPK grantees. This includes integrating available training and professional development opportunities into the overall TTA framework.

• The Contractor must actively collaborate with key partners supporting OPK grantees, including the Office of Head Start Region X TTA network and the Early Learning Systems Initiative at Oregon State University, to promote alignment of resources and strategies.

• The Contractor must connect grantees to relevant local, state, and national opportunities for professional development and continuous quality improvement, ensuring access to a broad range of supports that enhance program effectiveness and sustainability.

• The Contractor must join monthly check in meetings with each grantee and OPK staff to ensure alignment with the above referenced requirements, provide ongoing status updates and support grantee’s emergent needs.

D. Deliverables

The Contractor shall provide, at minimum:

• An Annual TTA Work Plan aligned with DELC priorities;

• Individualized TTA plans for each grantee that includes documentation of TTA activities and progress toward individualized goals;

• A professional development and training calendar;

• An annual summary report highlighting statewide trends, common challenges, and system-level recommendations;

• Participant feedback and outcome evaluation data.

• Continuous updates to the OPK Program Manager to inform program administration, grant management and compliance reviews via established ongoing planning meetings and email as needed.

All materials and work products developed under this contract shall become property of the State.

Initial Technical Service Sites and Slot Information

OPK Programs Sites Counties Clackamas ESD Prekindergarten 5 Clackamas Neighborhood House, Inc. 6 Multnomah

North Central ESD Early Education Head Start 4 Sherman Wheeler

Oregon State University Child Development Center 1 Benton Salem-Keizer Head Start PreKindergarten 13 Marion The Children's Learning Center 2 Jefferson

Oregon Child Development Coalition, Inc.

Washington Jackson Klamath Malheur Marion Polk Washington

P-3 OPK P-3 Sites Counties

Community Action Team

Clatsop Columbia Tillamook

Eastern Oregon University 4 Baker Union

NeighborImpact 8 Crook Deschutes

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Round 1 Proposal Submissions

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

• Proposer Information and Certification Sheet (Attachment C)

• Executive Summary

• Organizational Background and Qualifications

• Staffing Plan and Key Personnel Resumes

• Experience and Capabilities

• Scope of Services o Description of Statewide Training Approach o Methodology for Developing and Implementing Individualized TTA Plans o Sample TTA Plan Template o Sample Training Agenda or Materials o Proposed Timeline

• Budget and Budget Narrative (Attachment E)

• References (minimum of three) (Attachment D)

• Underlying Agreements

• Disclosure Exemption Affidavit (Attachment B) – submit 1 copy only

• Responsibility Inquiry (Attachment G)

3.1.2 Proposal Page Limits

Proposal is limited to 50 pages. Any pages exceeding this limit will not be 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)

• Reference Check forms (Attachment D)

• Price Proposal (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Work samples

3.1.3 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. Proposer should follow the procedures outlined in See: Section 4.5.1 for electronic submission.

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.

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

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by DELC.

3.2 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 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 should be straightforward and address the requests of the RFP. Proposal containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.2.1 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.

3.2.2 Executive Summary (Not Scored)

Briefly describe how the proposed solution addresses the high-level requirements listed below. These requirements form the basis for a comprehensive yet succinct Executive Summary, not to exceed three pages, that summarizes

• the contractor’s approach to implementing the Training and Technical Assistance (TTA) framework. The summary should include a high-level overview of how your organization will develop, administer and implement the following;

Training and Professional Development The Contractor must deliver and/or facilitate access to high-quality, accessible training covering core areas such as Head Start Performance Standards, governance and leadership, fiscal management, ERSEA systems, inclusion, trauma-informed care, workforce development, continuous quality improvement (CQI), family engagement, and home visiting. Training should use both virtual and in-person formats, follow adult learning principals, and provide practical tools and resources. Effectiveness must be evaluated through participant engagement and measurable outcomes.

• Individualized Technical Assistance Plans Tailored TTA plans for each grantee in collaboration with program leadership. These plans must be data-driven, include clear goals and measurable outcomes, and address specific strengths and needs. Support may include coaching, fiscal review, workforce development, and data system improvements, delivered through both on-site and virtual methods. Plans must be reviewed annually and adjusted based on progress, with varying levels of support depending on grantee need.

• Continuous Quality Improvement Support The Contractor will help grantees strengthen CQI systems by supporting the creation and execution of Quality Improvement Plans, aligning goals with state and federal standards, improving data literacy, and providing tools to monitor progress and outcomes.

3.2.3 Proposer’s Organization Profile (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:

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.

3.2.4 Experience and Capabilities (Scored)

Proposer must demonstrate Proposer has a minimum of five (5) years of experience providing technical assistance services similar to those requested in this RFP. Proposer must have at least one (1) system successfully implemented in the past three (3) years of similar scope and size.

3.2.5 Key Persons, Organizational Chart and Subcontractors (Scored)

Key Persons. Proposer shall specify key persons to be assigned to the Services and include a current resume (not to exceed two (2) pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements are:

• Strong project management, business analysis, budgeting, and financial Proposers must demonstrate:

• At least five (3) years of experience supporting Head Start or Early Head Start programs;

• Expertise in 45 CFR Part 1302 and related federal requirements.

• Experience developing individualized technical assistance plans;

• Experience delivering adult professional development plans.

• Experience designing and implementing Quality Improvement Plans

• Experience reviewing and analyzing program data including child outcomes and family outcomes

• Knowledge of effective fiscal management, governance, and operational practices;

• Capacity to serve diverse urban, rural, and tribal communities

• Capacity to travel to site locations across Oregon, to the state capital and other relevant locations necessary for the scope of work to be completed

• Preferences for Key Persons:

• Bachelor’s degree or higher in child and family studies, early childhood education or another relevant field is preferred.

• Strong understanding of early learning and family support systems is preferred.

Due to the nature of services, Key Person(s) must be available to work remotely and in OPK grantee sites and State offices as agreed upon between all parties. Work site is designated as DELC’s headquarters office in Salem, Oregon.

Organizational Chart. Proposer shall 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 subcontractors(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.

3.2.6 Scope of Services (Scored)

Proposer must submit a Scope of Services including project timeline, using the information provided in Section 2.4, Scope of Services.

3.2.7 Background Checks

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.

3.2.8 Budget (Scored)

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

Annual budget is $200,000

Planning and materials grant: One time funds of up to $50,000 for development of initial workplan and needed materials

3.2.9 References (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.

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 Closing. Reference forms not received before Closing will not be scored.

Proposer will not be found non-Responsive if the SPC does not receive the required references, but Proposer will receive zero points for a missing reference.

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

3.2.10 Project Samples (Scored)

Proposer shall submit project samples for two (2) projects within the last 5 years that are similar to the scope of this RFP. In the absence of projects the proposer must submit a detailed description of two cases where they supported a Head Start or other early learning program with Training and Technical Assistance.

3.2.11 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.

3.2.12 Underlying Agreements (Not Scored)

Proposer will submit any additional documents required for this project (e.g., End User License Agreement (EULA), Maintenance Agreement, Service Level Agreement (SLA), etc.).

3.2.13 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 as confidential or proprietary, Proposer must specify the reason for the exemption and Proposer must provide an appropriately redacted single hard copy and single electronic copy of the complete, original Proposal submission (see section 3.1.2).

3.2.14 Certified Disadvantaged Business Outreach Plan (Pass/Fail)

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

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 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.

4.2 Pre-Proposal Conference

A virtual pre-Proposal conference will be held at the date and time listed in the Schedule.

Prospective Proposers’ participation in this conference is VOLUNTARY.

The purpose of the pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

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

The pre-Proposal meeting will be held on July 9 , 2026 at a to be determined time.

The time, conference call-in number, and passcode will be posted in OREGONBUYS at least 3 business days prior to the date and time of the conference.

Statements made at the pre-Proposal conference are not binding upon DELC. Proposers may be asked to submit questions in Writing.

4.3 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 an OregonBuys submission, email, or hard copy;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

https://oregonbuys.gov/

• 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.

4.4 SOLICITATION PROTESTS

4.4.1 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 Services, and the proposed Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda or the terms and conditions of the proposed Contract, as provided below.

4.4.2 Protests to Amendment

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 respective Amendment will not be considered.

4.4.3 Requirements for Protests:

Protests must:

• Be delivered to the SPC via email or hard copy;

• 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:

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

and o 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

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to Amendment must be received by the due date identified in the respective Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DELC 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:

4.5.1 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

4.6 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 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 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

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

4.8 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 137-147-0630. However, DELC will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

DELC 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 https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf representative sign the Proposal.

• Proposer has 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 DELC’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.

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.2, Round 1 Proposal 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, DELC may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.2 Responsibility determination

DELC will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposer shall submit a signed Responsibility Inquiry (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

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

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and DELC 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 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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:

4.10.2.1 Experience and Capabilities, Section 3.2.4 (200 Points)

Does Proposer demonstrate sufficient experience in providing the Services?

4.10.2.2 Key Persons, Organizational Profile, Organizational Chart and Subcontractors, Section 3.2.5 (100 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.

4.10.2.3 Scope of Services, section 3.2.6 (300 Points)

The degree to which Proposer demonstrates a clear understanding of the System and the services requested in this RFP, and the business and technical resources that equip Proposer to consistently deliver superior service.

4.10.2.4 Budget/Price Proposal 3.2.8 (100 Points)

Price will be evaluated based on submitted Attachment E- Budget/Price Proposal.

4.10.2.5 References, Section 3.2.9 (100 Points)

References will be scored as follows:

The SPC will add the scores from each Proposer’s three (3) references to determine a total reference score for the Proposer. The Proposer with the highest total score will receive the maximum possible points for references (100). Each Proposer thereafter will receive a portion of the total reference points possible using the following formula:

Highest score for references

Divided by

Reference being scored

Multiplied by maximum reference points possible

Equals Reference Points

4.10.2.6 Project Samples, Section 3.2.10 (200 Points)

Degree to which the project samples show work consistent with that required in this RFP.

4.10.3 PREFERENCES

4.10.3.1 Reciprocal Preference

For evaluation purposes per OAR 137-046-0310, DELC 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.

4.10.3.2 Tiebreakers

Oregon Supplies: If DELC receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, DELC shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator. 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 evaluator’s final score will be the score the SPC will document. The maximum points possible for each evaluation item are listed in the table below.

Cost points are calculated as stated in the Cost Evaluation section.

Round Maximum Points Available

Experience and Capabilities 200

Key Persons, Organizational Profile, Organizational Chart and Subcontractors 100

Scope of Services 300

Budget/Price Proposal 100

Reference 100

Project Samples 200

TOTAL POINTS 1000

4.12 ROUND 1 RANKING OF PROPOSERS

The SPC, in its sole discretion, may conduct an evaluation committee meeting at the end of any round and the evaluators may review their scores. If the SPC elects to conduct an evaluation committee meeting, the SPC will ask for final scores at the end of the meeting.

http://www.oregon.gov/DAS/EGS/ps/Pages/reciprocal.aspx

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).

DELC will rank all Proposers at the conclusion of the evaluation and scoring and may, in DELC’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, DELC 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.

The SPC will combine the average score for each Proposal with Proposer’s price score. After any applicable preference has been applied, 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.

4.13 ROUND 1 NEXT STEP DETERMINATION

At the conclusion of Round 1 evaluation, DELC may determine the Apparent Successful Proposer or 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

4.13.1 Competitive Range Determination

If DELC, in its sole discretion, determines that one or more additional rounds of competition is necessary, DELC 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 DELC’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. DELC will post a notice in ORPIN of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.13.2 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.

DELC 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 DELC.

4.14 ROUND 2

4.14.1 Additional Submittals or Requirements

This Round 2 may contain demonstrations, interviews, and best and final offers.

4.15 ADDITIONAL ROUNDS

4.15.1 Demonstration (Scored)

Proposers progressing to Round 2 or a subsequent Round may be invited to provide demonstrations. Demonstrations may be in person at a location determined by DELC;

however, DELC may elect to conduct demonstrations via teleconference or video conference.

Further details will be provided prior to scheduling demonstrations.

4.15.2 Interviews (Scored)

Proposers progressing to Round 2 or a subsequent Round may be invited to interviews.

Interviews may be in person at a location determined by DELC; however, DELC may elect to conduct interviews via teleconference or video conference. Further details will be provided prior to scheduling demonstrations.

4.15.3 Best and Final Offers (Scored)

Proposers in the Competitive Range may submit Best and Final Offers in Round 2 or a subsequent Round. Further details will be provided prior when and if Best and Final Offers will be used.

4.16 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If DELC 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.

4.17 POINT AND SCORE CALCULATIONS

DELC will add the scores from all rounds conducted for a total by Proposer in the Competitive Range.

Round Maximum Points Available

Round 1 Scores:

Experience and Capabilities 200

Key Persons, Organizational Profile, Organizational Chart and Subcontractors

Scope of Services 300

Budget/Price Proposal 100

References 100

Project Samples 200

Total Score Round 1 1000

(Optional) Round 2 Scores:

Demonstration/Interview 300

Best and Final Offer 200

Total Score Round 2 500

Total Score Rounds 1, 2 1500

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration.

DELC, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. DELC may award less than the full Scope defined in this RFP.

5.1.2 Intent to Award Notice.

DELC will notify all Proposers in Writing that DELC intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission.

An Affected Proposer will 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 Proposer would be eligible for Contract 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.

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

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

• DELC’s evaluation of Proposals or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If DELC receives only one Proposal, DELC may dispense with the intent to award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protests Requirements:

Protests must:

o Be delivered to the SPC via email ;

o Reference the OregonBuys bid number;

o Identify prospective Proposer’s name and contact information;

o Be signed by an authorized representative;

o Specify the grounds for the protest; and o Be received within 7 calendar days of the intent to award notice.

5.2.2 Response to Protest.

DELC will address all timely submitted 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 DELC.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.3.1 Insurance.

Prior to award, Proposer shall secure and demonstrate to DELC proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit C of Attachment A.

5.3.2 Taxpayer Identification Number.

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by DELC or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry.

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Information about these requirements may be found at http://sos.oregon.gov/business/pages/register.aspx.

5.3.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry.

5.3.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to DELC a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.6 Nondiscrimination in Employment.

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class.

The policy and practice must include giving employees a written notice of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation.

After selection of a successful Proposer, DELC may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A).

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to DELC during the Questions / Requests for Clarification period set forth in Section 1.2. If DELC agrees to make any requested changes to http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf the Sample Contract, DELC will issue an Amendment to notify Proposers of such changes.

Unless DELC issues an Amendment modifying any of the terms and conditions, DELC intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

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

In the event that the parties have not reached mutually agreeable terms within thirty (30) calendar days of the date of the Notice of Intent to Award, DELC may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: AWARD AND NEGOTIATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, DELC encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. DELC also encourages joint ventures or subcontracting with certified small business enterprises. For more information please visit https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=or egon4biz If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon.