PMP RFP Addendum 2 - FINAL.pdf

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Department of Early Learning and Care

RFP: S-58100-00007532

Provider Management Platform

Addendum #2 – Round 3: Best and Final Offer

1. RFP Addendum Purpose This Addendum #2 to Request for Proposals S-58100-00007532 for Provider Management Platform (the “RFP”) is issued to participants in the Competitive Range pursuant to Oregon Revised Statutes 279B.060(10) and RFP Section 4.15. Its purpose is to require additional information, including a Level of Effort Proposal, response to questions, and lower pricing.

Except as revised by this Addendum #2, Addendum #1 (published 07/24/23), the terms and conditions of the RFP remain in effect.

This Addendum #2 is effective upon eMail of an electronic signature copy to points of contact for the RFP for each Proposer named in the Competitive Range.

2. Information required for this Round 3:

This information is required for all Proposals to qualify for further consideration. Proposals of Proposers that do not submit this information timely will be rejected.

For this Round 3, Proposer shall submit:

a. DELC would like the ability for ocular character recognition (OCR). Proposer shall submit a statement certifying that Proposer can supply OCR, describing the services, and if there would be an additional cost. If Proposer cannot supply OCR, Proposer must submit a statement indicating it cannot provide OCR.

b. A Level of Effort Proposal, which details and supplements the information provided in response to

RFP Section 3.2.5, Key Persons, Organizational Chart and Subcontractors and Attachment E, Section A, One-Time Cost, and which consists of the number of hours for each project team member proposed for each line associated with Section A, Attachment E.

c. Price Proposal Supplemental: Proposer shall submit the following additional information relative to its Price Proposal:

i. Fully loaded hourly rates associated with the skill set for each Key Person and each skill level which makes a significant contribution to the project in terms of level of effort. Proposers shall add this information to the Hourly Rate tab of Attachment E, Price Proposal, version 2.

ii. Cost calculations relative to the hourly rate multiplied by the number of hours required for each skill set for each of the Deliverables associated with the tasks identified in Attachment E, Cost Proposal, Section A. Proposers shall add this information to the “Deliverable Pricing” tab of Attachment E, Price Proposal, version 2.

iii. Cost calculations relative to the hourly rate multiplied by the number of hours required for each skill set for each of the customizations identified in the “Mandatory Requirements Pricing,” and

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“Optional Requirements Pricing” tabs of Attachment C, Price Proposal Worksheet. Proposers shall add this information to those tabs within Attachment C, Prie Proposal Worksheet, version 2.

3. In addition, Proposers are offered an opportunity to revise their Price Proposals.

Each Proposer is encouraged to review its Price Proposal and may submit a revised Price Proposal, which shall include all of the information required in Attachment E, Price Proposal Worksheet and the information described in Sections 2(a), (b) and (c) of this Addendum #2.

If Proposer elects to submit a revised Price Proposal, Proposer must submit the revised Price Proposal including the information described in Sections 2(a), (b), and (c) of this Addendum #2 for the initial Proposal, as well as the revised Price Proposal. Proposals that do not include this information will be considered non-responsive and will be rejected. The information requested in Section 2(a), (b) and (c) is required for all Proposals to qualify for further consideration. Proposals of Proposers that do not submit this information timely will be rejected.

4. RFP Modifications This Section contains modifications to the RFP. Unless indicated otherwise, added language is in bold and deleted language is in strike-through font. Proposers are not required to submit this Addendum #2 document as a part their respective Proposals, but shall reflect its content within their Proposals.

a. RFP Section 4.10, Evaluation Process, is amended to read:

DELC will establish an Evaluation Committee to evaluate and score Best and Final Offers.

Proposals will be evaluated on the completeness and quality of content in two (2) steps, or three (3) if the Best and Final Offer option is exercised. The highest possible overall score is 1,775.

1. Round 1, Evaluation and scoring, maximum score is 1000 points;

2. Round 2, Demonstration and Scoring of Price Proposals, maximum score is 500 points; and

3. Round 3, Best and Final Offer, (maximum score is 250 points with an additional 25 to proposer with fewest requested edits).

b. RFP Section 4.15.5, Round 3, is hereby incorporated into the RFP by this reference:

“4.15.5 Round 3: Best and Final Offer Evaluation Criteria

The Evaluation Committee will evaluate the information submitted in response to this Round 3, Best and Final Offers (BAFO) using the following criteria.

Whether Proposer’s ability to provide OCR and description of service meet DELC’s needs.

The degree to which the resources and Level of Effort proposed to provide each deliverable associated with Tasks 1 – 5 of Attachment C.

BAFO evaluation scores awarded by all Evaluation Committee members will be summed and the total divided by the number of evaluators to compute average BAFO scores for Round 3 for each respective Proposal in the Competitive Range. The maximum possible score for this Round 3 is 275.

c. Best and Final Offers, is amended to read:

“If Agency does not cancel the solicitation at the conclusion of Agency’s discussions with all Proposers in the Competitive Range, Agency shall provide notice to Proposers in the Competitive Range of the date and time by which they must submit Best and Final Offers. This notice constitutes Agency’s termination of discussions, and Proposer must submit Best and Final Offer by the date and time set forth in Agency’s notice.

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Proposer shall submit the Best and Final Offers in compliance with the requirements of RFP Addendum #2 and may change the prices included in its original Proposal, as part of its Best and Final Offer, provided the changes are within the scope of the RFP, as it may be amended by Addenda.

Agency may only conduct discussions and accept only one Best and Final Offer from each Proposer in the Competitive Range; provided, however, that Agency may make a written determination that it is in Agency's best interest to conduct additional discussions or change Agency's requirements and require another submission of Best and Final Offers. Otherwise, no discussion of or changes in the Best and Final Offers may be allowed prior to award.

Upon receipt of the Best and Final Offers, Agency shall evaluate the Best and Final Offers based upon the evaluation and scoring methods set forth in RFP Section 4.10 and shall re-evaluate any revised Cost Proposals submitted in response to Agency’s invitation for Best and Final Offers.

d. Section 4.16, is amended to read:

“a. If Agency conducts two or more rounds of competition, the score from each round will be added to subsequent rounds. The Proposer with the highest cumulative score will receive the highest final ranking. For Round 3, scores from Round 1 and Round 2 will not move forward.

b. Agency will then add the corresponding Price Proposal points, as revised and re-evaluated as a result of Best and Final Offers, for each Proposer in the Competitive Range to determine final ranking. Highest rank will be awarded to the Proposal receiving the most points.”

e. Section 5.4, Contract Negotiations All items, except those listed below, may be negotiated between

DELC and the apparent successful Proposer in compliance with Oregon State laws:

• Choice of law

• Choice of venue

• Constitutional requirements

• Any and all federal and state law rules, requirements, policies and procedures,:

Proposer is to review and edit (using tracked changes) Attachment A, Sample Contract. The Proposer with the fewest requested edits will receive an additional 25 points.

5. RFP Addendum Submission Requirements Notwithstanding the due date for Best and Final Offers prescribed in this Addendum #2, all other Proposal Amendment Requirements prescribed in RFP Section 2.5.2 and Proposal Submission Requirements prescribed in RFP Section 2.6, including signature of Proposer’s authorized representative, number and type of copies to be submitted, and where to submit Proposals, remain in effect. Round 3 Best and Final Offers must be submitted by 12:00 PM on September 12, 2023. Proposers are not required to submit this Addendum #2 as a part of their respective Proposals, but shall reflect its content within their Proposals.

6. RFP Addendum Protest

Any Proposer in the Competitive Range may submit written protest of particular provisions contained in this Addendum #2 to the Single Point of Contact identified in RFP Section 1.3 no later than 2:00 PM (Pacific Time) on September 6, 2023. Written protests of a particular provision contained in this Addendum must meet the requirements identified in RFP Section 4.4.2 regarding protests of RFP addenda.