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S-10700-00010098 DEIB Services RFP Questions & Answers
| 1 |
| What if we typically work with a network of colleagues to support and expand our expertise, but each of them may have their own rates? Would each of the proposing group need to have separate price agreements? Or adhere to our pricing if its our proposal and they’re subcontracting? |
| If Proposer typically uses subcontractors for this type of work, please provide that information in the submitted proposal (Attachment F Subcontractor Form). Also include the subcontractor name and pricing in the Attachment D Price Proposal as well. Please include subcontractor pricing information on a separate tab and be sure to label the tab. Subcontractor information (including pricing) will be added as Exhibit B-1. See RFP Addendum No. 1 Section 5.2.1 of Agreement to Agree. |
| 2 |
| We submitted a proposal for the DEIB services a few months back and were alerted that we did not win the bid. I have been getting email alerts from Bidnet that something has changed with the project award, but I am unable to see any details in Bidnet. Are you able to provide me with additional information? We would be interested putting our names in the hat again if it has reopened. |
| You will need to go to OregonBuys to view the opportunity and download the documents. All the documents and information you will need to submit a proposal in response to this opportunity are in OregonBuys. Here is a link to the website: OregonBuys - /view/login/login.xhtml. |
If you are not registered in OregonBuys DAS PS highly encourage you to do so. Otherwise, you will not be notified if there are any changes or updates to the opportunity. Registration is free. Click on the blue “Supplier Registration” button in the upper right-hand corner of the home page. If you need assistance with the registration, please contact the OregonBuys supplier help desk: support.oregonbuys@das.oregon.gov or 1-855-800-5046.
This bid opportunity is not related to the one a proposal was submitted for previously. It is a separate and different opportunity.
| 3 |
| Is it possible for more individuals from our organization to attend the pre-proposal conference? If we are unable to attend the conference, will there be a recording available? If so, would it be possible for us to obtain a copy for review? |
| Yes, more than one individual from a company is able to attend. There is no limit. The pre-proposal conference will not be recorded. |
| 4 |
| Is this RFP open to all prospective proposers, or only those with a physical address in Oregon? |
| Yes, this RFP is open to all prospective proposers. |
| 5 |
| What is a Price Agreement or Agreement to Agree (ATA)? |
| The agreement between the State of Oregon and awarded Consultant(s)(a prequalified list of Consultants) pursuant to this RFP setting forth the description of the Services, the terms and conditions related to the Services, the ordering process Authorized Purchasers will use to enter into Contracts under the ATA, and the rates applicable to the Services. |
Under the ATAs, Authorized Purchasers are able to enter info individual Contracts with awarded Consultants, meeting their specific needs.
| 6 |
| We have a couple of different solutions in this space that compliment each other but can also be sold as standalone services, would you be open for a quick 30-minute conversation later this week or next week so I can find out a little bit about your goals and needs and customize our solutions specifically to your challenges. |
| DAS PS is not able to meet individually with contractors/consultants while the RFP is open/active. Please download and review all of the RFP documents. All of the information needed to respond to the RFP is in the documents attached in OregonBuys. |
| 7 |
| Do we include our planning and preparation time along with admin in the hourly rate? |
| Please see Revised Attachment D Price Proposal. See RFP Addendum #1. Hourly rates must include all overhead, administrative and other expenses. For anything charged at an hourly rate, the cost for specific services (facilitation, consulting, strategic planning, etc.) may be negotiated with the Authorized Purchaser while developing the statement of work for a Contract (Service Order Contract) for the specific services. This may include the planning and preparation time. |
| 8 |
| Can we compress and zip the file if it is tool large to send instead of sending several emails? |
| No. DAS PS is not able to accept zip files. Please do not sent zip files. Please see RFP Addendum #1 for a change to email size limit from 20MB to 70MB. |
| 9 |
| If we upload to OregonBuys, can we also send via email? Or only one or the other? |
| One or the other. Please do not do both. |
| 10 |
| Is there a preference for Oregon Certified firms? |
| There is not a preference given to Oregon Certified firms. |
| 11 |
| How can someone obtain the agency DEIB plans? |
| DAS PS does not have access to any of the agency DEIB plans. |
| 12 |
| If we offer trainings or other services that are not covered in the Attachment D Price Proposal, how do I provide the price information on the attachment? |
| Please add another tab to detail the costs for the training and/or services your firm provides that are not accounted for on the Attachment D. For example, if your firm provides on demand training please add that to a tab on the attachment D along with the pricing for the on demand training. |
| 13 |
| My primary focus is education and behavioral health. How would I indicate this on my proposal? |
| What is provided as a response to each question is a business decision for the proposer. Please be sure to fully answer each question. |
| 14 |
| Is the 2% per quarter of the quarterly sales, or 2% per quarter of the annual volume? |
| It is 2% of the quarterly sales, each quarter. |
| 15 |
| In III Technical Proposal, for consulting services, question 1 (C.1) seems to be asking for what was provided in IIB. Can we just reference what we wrote before? |
| See response to question #13. |
| 16 |
| In calculating the company size, should we count only full-time employees or also include part-time employees and/or 1099 Contractors in determining size? |
| Please only include full and part-time employees of your firm for determining company size. |
| 17 |
| I use sub-contractors on a project-by-project basis, so I wouldn’t know who I would use yet because I would need to know the agency. Do I need to list all of my possible subcontractors or just the few I go with most of the time? What happens if I bring on a new consultant before a contract agreement but after completing these forms? |
| This is a business decision for a Proposer, whether to list all, some or no sub-contractors. Proposal information needs to be as accurate as possible. If awarded an Agreement to Agree this information can be updated at that time. |
| 18 |
| What happens if we add a new subcontractor after we complete this form? |
| Please provide notice to DAS PS of the new subcontractor. See RFP Addendum No.1, the amendment to Attachment B Sample Agreement to Agree Section 5.2.1. |
| 19 |
| In Section 4.1 of the RFP, is state that DAS is not willing to negotiate Section 9 Ownership of Work Product and Licenses. Currently, "Work Product" in the ATA is defined as "all tangible or intangible items that . . . the Consultant is required to deliver to the Authorized Purchaser" and Section 9 states that the "Authorized Purchaser shall own all Work Product." Like most DEIB training companies, we build and provide proprietary training courses to hundreds of agencies and companies across the country, including the United States federal government. These pre-built courses also support the state's goals because we are able to provide exceptional training at reduced rates to our clients. Since they are pre-built and used by hundreds of companies and agencies, we cannot grant ownership of those pre-built training courses to the State of Oregon. Is this something that DAS is willing to negotiate and can be added as one of the negotiable terms? |
| See RFP Addendum #1, for changes made to Section 9.1 Work Product of Exhibit A to Agreement to Agree Contract Terms and Conditions. |
| 20 |
| How will the RFP from the agencies show up for the consultants who are awarded this DEIB agreements? Will they post in OregonBuys? Will DAS do outreach with the consultants in the key category? |
| Please see section 5.3 Consultant Selection of the sample Agreement to Agree. The opportunity notice will be coming from the Authorized Purchasers. They should be posted in OregonBuys, however, ORCPP members may send them via email to the Consultants. |
| 21 |
| If I have set forth extensive information on my approach to providing DEIB consulting services, including any theories, models or frameworks that inform my approach, in section IIA, for my answers to III C.1 should I repeat what is in section II or reference back to this section? |
What is provided as a response to each question is a business decision for the proposer. Please be sure to fully answer each question.
| 22 |
| On page 12 of the RFP and following pages that include evaluation criteria breakdowns, the maximum points for each service category is listed as 750, but the points provided under each service category total to 250. Is each service category actually worth 250 points instead of 750 points? |
| Yes, that is a typo in the RFP. Please see RFP Addendum #1 for correction. |
| 23 |
| On page 17 of the RFP, it mentions that proposers must score a minimum of 70% of the total points in order to be awarded an ATA. If a proposer is scored 250 points for the Management section and 250 points per service category, is it correct to assume that 500 points is the maximum points for each proposal, and that a proposer must score 350 points in order to be awarded an ATA? |
Yes, that is correct. This would be for each Service Category that Proposer is offering to provide.
| 24 |
| Attachment C, Responsibility Inquiry section, question 7 asks if the proposer has all licenses, insurance and registration to do business in Oregon. Can you please clarify if proposers are required to have a state of Oregon business license in order to propose? Or would it be acceptable to obtain this if awarded a contract? |
A Proposer must be registered with the Secretary of State prior to the execution of an Agreement to Agree.
| 25 |
| If a proposer intends to only provide services virtually, do we need to also provide in-person rates? |
| No. Proposer should only provide in-person rates if they provide in-person services. Only provide the rates for the services that Proposer provides. |
| 26 |
| Is there a budget cap on the award amount for this RFP? |
| There is no budget for this RFP. This RFP is not for a specific project. This RFP will result in multiple Agreements to Agree (Price Agreement) per Service Category that will be used by all State of Oregon agencies (Authorized Purchasers). It is also open to all Oregon Cooperative Purchasing Program (ORCPP) members (Authorized Purchasers). |
| 27 |
| (Section 4.2) Do you have to be registered before submitting a proposal to do work in Oregon, or can that be done once the project is awarded. |
| A Proposer must be registered with the Secretary of State prior to the execution of an Agreement to Agree. |
| 28 |
| The instructions in Attachment D Price Proposal From on the training and facilitation tab state “If Proposer intends to use subcontractors, please also provide their rates, clearly indicating which are Proposers rates and which are subcontractors rates.” However, the instructions in the RFP document state in section 3.8.5, page 16, “Proposer must also include the prices (in a separate tab on Attachment D) for any subcontractors listed on Attachment F Subcontractor form.” Please clarify. Are proposers to create a separate tab in Attachment D for subcontractor price information? |
| Yes. Create a separate tab for subcontractors. See RFP Addendum #1, Revised Attachment D. |
| 29 |
| Instructions in the RFP and Attachment D (detailed in previous question), and in Attachment F (which requires subcontractors names, addresses, phone number, and role) indicate that proposers are to identify subcontractors in the proposal. However, Attachment E, COBID form, instructs: |
| • | Describe the steps Proposer will take to solicit Certified Firms for subcontracting opportunities if awarded a contract from this procurement. |
Please Clarify How Proposer solicits to Certified Firms for subcontracting opportunities is a business decision for Proposer. Proposer may look to the Certification Office for Business Inclusion and Diversity (COBID) website for a list of certified firms: Business Oregon : Certification Office for Business Inclusion and Diversity (COBID) : Certification Office for Business Inclusion and Diversity (COBID) : State of Oregon
| 30 |
| Attachment D Price Proposal Form. Is the “Customized Training” rate to be for the hours spend only on developing or customizing and preparing for a training? |
| Please see Revised Attachment D for RFP amendment #1 as well as the RFP Addendum #1 for Section 3.8.5 Attachment D, Price Proposal for additional changes. The customized training option is an hourly rate that the Proposer will charge the Authorized Purchaser to create the customized training. How the Proposer determines that hourly rate is up to the Proposer. |
| 31 |
| Is the “Facilitation” rate to be only for the actual delivery of a training? |
| The facilitation rate is the rate a Proposer would charge for facilitation services. See Attachment A Scope of Services Service Category B Training and Facilitation, for examples of facilitation. |
| 32 |
| How are the Training tables supposed to be filled out? Are we to use the Facilitation rate(s) identified in the Facilitation Rate table at the top? |
| The facilitation rate is the rate a Proposer would charge for facilitation services. |
The amounts in the tables are separate from the customized training and facilitation hourly rates.
The tables should be filled out for any trainings that the Proposer offers that are already created. For example, if Proposer offers DEIB 101 training and it is a full day training, fill in cost for the number of participants and facilitators. 1-10 participants and 1 facilitator, 1-10 participants and 2 facilitators, 1-10 participants for 2+ facilitators. If the training only requires 1 facilitator, then the Proposer doesn’t need to fill in the cost for 2 or 2+ facilitators. This would be the same for 11-25 participants, 26-49 participants and 50+ participants. Proposer should follow this same process for the 2- & 4-hour trainings as well, if offered. Proposer may create additional tables if needed.
| 33 |
| Are we supposed to fill in all 6 Training tables? OR only the one’s for the training we are proposing for? For example, if we only have a 2-hour training, do we leave the 4-hour and full day tables blank? |
| Proposers should offer pricing only for those services they are offering. For example, if a Proposer does not offer an all-day training, that table can be left blank. |
| 34 |
| Are we allowed to offer a 1-hour training? If so, do we make a table for it the Price Proposal form? |
| Yes, please add a table for a training not represented. |
| 35 |
| We don’t understand exactly what the calculations are supposed to be for the 2, 4, and full day tables. Are the amounts in these big tables supposed to be separate from the hourly rate(s) recorded in the first two tables or somehow include the hourly rates in the calculations? For example, let’s say our Customized Training hourly rate is $100 for all personnel and our Facilitation hourly rate is $100 for all personnel. And we estimate that it would take one person 2 hours to customize a training and one person to facilitate the training. How would we fill out this table? Please provide clear instructions for completing the 6 tables for 2, 4 and full day training delivery. |
| Yes, the amounts it the tables are separate from the customized training and facilitation hourly rates. |
The tables should be filled out for any trainings that the Proposer offers that are already created. For example, if Proposer offers DEIB 101 training and it is a full day training, fill in cost for the number of participants and facilitators. 1-10 participants and 1 facilitator, 1-10 participants and 2 facilitators, 1-10 participants for 2+ facilitators. If the training only requires 1 facilitator, then the Proposer doesn’t need to fill in the cost for 2 or 2+ facilitators. This would be the same for 11-25 participants, 26-49 participants and 50+ participants. Proposer should follow this same process for the 2- & 4-hour trainings as well, if offered. Proposer may create additional tables if needed.
| 36 |
| Is the price proposal scored in the evaluation process? If so, what are the total available points? |
| Please see section 3.8.5 Revised Attachment D, Price Proposal of the RFP. “The Price Proposal will not be scored. If Proposer is awarded an ATA, the Pricing Proposal will become a part of the ATA.” |
| 37 |
| If our firm doesn’t have 36 months’ professional experience in a category, could the State please clarify what type of education and/or training would help us meet the experience requirements? |
| See RFP Addendum No. 1 for changes to Section 3.5.1 Minimum Qualifications. These are examples of the types of education/experience that could be used in place of professional experience: DEI (or DEIB) certification, internship, volunteer participation, a bachelor’s or master’s degree in areas such as social sciences, psychology or business. Proposer may use a combination of different types of education to meet the requirement. |
| 38 |
| Do all employees have to have 3 years’ experience? Or just the company must have 3 years’ experience? |
| The main point of contact named on the Revised Attachment C, Proposal Form, Section II Management Proposal, Question “D” has to have the 3 years’ experience. Additional experience may be required by the Authorized Purchasers when engaging with Consultants. Authorized Purchasers will provide this information to Consultants in their Opportunity Notice. |
| 39 |
| Is this a MSA that covers all departments within Oregon? Or would we contract for each entity that moves forward if we are selected as one of the vendors? |
| This is an Agreement to Agree (Price Agreement) that will be used by all State of Oregon agencies (Authorized Purchasers). It is also open to all Oregon Cooperative Purchasing Program (ORCPP) members (Authorized Purchasers). |
The ATA is an agreement with the State of Oregon. If awarded, the Proposer is essentially put on an approved Consultant list that Authorized Purchasers are able to work with. When an Authorized Purchaser is need of DEIB services, they will issue an Opportunity Notice (see Exhibit D of the sample Agreement to Agree) to the Consultants approved to provide the services requested by the Authorized Purchaser. See Section 5.3 of Attachment B Sample Agreement to Agree.
| 40 |
| Page #2, Section #1, Paragraph #4: Is this RFP open to non-Oregon bases businesses? |
| See response to question #4. |
| 41 |
| Page #2, Section #1, Paragraph #3: Will a contract be awarded to one business per category? |
| No. This is a multiple award per category. |
| 42 |
| Attachment G, Page #1, Section #1, Paragraph/Question #8: Is there a separate budget for each category of service and will the $10 million total award be disbursed per each service category, for 2 years each? Or will this $10 million award be the total for all service categories over the 2-year period? |
| There is not a budget for this RFP. Each Authorized Purchaser will have their own individual budget for each project. |
The Attachment G is a special procurement process DAS PS conducted to be able to re-open the RFP at anytime to refresh the pool of consultants or the service categories. The $10 million is the estimated total budget amount the State could spend on DEIB services over the entire term of the ATAs. The $10 million is not specific to one ATA or one Contract with an Authorized Purchaser.
| 43 |
| What is the opening date? |
| Please see the RFP cover page. Closing date is the same as the opening date, May 31, 2024 at 11:59 PM |
| 44 |
| What ar the RFP Protest Period dates, 7 days prior to the opening date? |
| Yes, 7 days prior to the opening (closing) date. See Section 1.1 Schedule of the RFP. |
| 45 |
| Can you share the supply and demand for diversity recruiting-specific training? |
| That is not known at this time. Each Authorized Purchaser has their own individual needs. |
| 46 |
| On page 1 of Attachment A under the “Consulting” category: A number of services are listed. Do you want Proposers to explain their approach and experience with all of those methods, or are those just example of types of needs? |
| No Attachment A is just examples of the types of needs. |
| 47 |
| Form C: Training Plan, page 2: If we don’t have a need for a training plan now, but we do in the future, can we submit it at that time? |
| All proposal information has to be provided on or before the Bid opening date and time. Proposal materials cannot be submitted after that date and time. |
Please Section II Management Proposal (250 Total Points): “Proposer must respond to all of the following sections regardless of offered service category or categories. Failure to respond to any section below will result in the rejection of the Proposal.”
| 48 |
| On page 6 of the RFP in 3.5.1 Minimum Qualifications, the RFP mentions, “for each Service Category Proposer is offering, Proposer must have a minimum of 3 years’ experience.” If a Proposer (firm) doesn’t have 3 years of experience in a particular category, but one of the Proposer’s staff has more than three years of experience in this category, do we meet the minimum qualifications? |
| See response to questions 37 & 38. |
| 49 |
| Is the minimum 3 year’s experience requirement specific to the proposer’s experience with Diversity, Equity, Inclusion and Belonging (DEIB)? If so, could you please elaborate on the types of DEIB related experience that would be most relevant to this project? |
| See response to questions 37 & 38. |
This will also depend on the Authorized Purchaser’s needs. The Authorized Purchasers will provide these details in their Opportunity Notice.
| 50 |
| For the minimum 3 years’ experience requirement for both Proposer and Subcontractor, could you please elaborate on how the combination of professional experience and education will be evaluated? Specifically how much weight will be given to teach factor when determining if a proposer or subcontractor meets the experience threshold? |
| See response to questions 37 & 38. |
There is not weight given. It is a meet or does not meet requirement. If Proposer does not meet the requirement or does not provide the information, the Proposer’s Proposal will not be accepted, and it will not be considered for evaluation.
| 51 |
| What types of experience are most valuable for the specific needs of this project? |
| This RFP is not for a specific project. Any specific experience will be detailed by the individual Authorized Purchaser and will depend on their specific needs. Authorized Purchasers will provide this information the Opportunity Notice provided to Consultants. (Exhibit D to ATA) |
| 52 |
| Will there be a requirement of onsite training sessions or will virtual training sessions be permissible? |
| This will depend on the Authorized Purchaser and their needs. The Authorized Purchaser will detail in their Opportunity Notice to the Consultants any requirements for onsite or virtual training sessions. |
| 53 |
| How many total members of staff and management team are there? (We are specifically asking in regard to the anticipated amount of staff and board members expected to be DEIB trained.) |
| This is not known. This will depend on Authorized Purchasers need. They may detail this type of information in their Opportunity Notice provided to the Consultants. |
| 54 |
| What is the total approved budget? |
| There is not a budget for this RFP as it is not for a specific project. This RFP is for Agreements to Agree that will be used statewide by all State of Oregon agencies (Authorized Purchasers). Each Authorized Purchaser will have their own approved budget for each project. The budget information may be provided in the Opportunity Notice sent to the Consultants. |
| 55 |
| In Attachment A under "Scope of Services", the term "DEIB culture audit" is mentioned. Can you clarify whether this audit is distinct from the other assessments listed such as readiness, program, and policy assessments, or should it be integrated into one of these existing categories? |
| Yes, this could be different from the other assessments such as readiness, program, and policy assessments. The latter three could also have a culture component. It will ultimately depend on the Authorized Purchasers needs. |
| 56 |
| In attachment A, Scope of services it suggests the use of "DEIB Scorecards and dashboards" to track success but also poses a query about alternative tracking methods. Could you specify if other methods for tracking the success of DEIB initiatives are acceptable or preferred, and if so, what are these methods? |
| Attachment A is just examples of the types of needs. Authorized Purchasers will provide details on their specific needs, such as scorecards, other tracking methods, and other specific services in their Opportunity Notice to Consultants. (See Exhibit D Opportunity Notice, to Sample Agreement to Agree) |
| 57 |
| Does the State of Oregon have a preference for local vendors in the evaluation of proposals for this RFP? If yes, could you detail the nature of this preference and how it influences the evaluation process? |
| There is no preference to Oregon vendors. The RFP is open to all Vendors in the US. |
| 58 |
| Is there an incumbent vendor currently providing the services outlined in this RFP? If there is, could you provide the name of the incumbent vendor, the contract number, and any insights into areas where the State is seeking improvements? |
| There is not an incumbent vendor. This is the first time DAS PS is soliciting for these services. |
| 59 |
| In Section 3.10 "Ranking and Award," it is mentioned that if DAS PS conducts two or more rounds of evaluations, the scores from all rounds will be added to determine a proposer's final ranking. Could you please clarify the criteria or conditions under which multiple evaluation rounds would be initiated? Additionally, can you provide more details on how DAS PS will decide between awarding full versus partial Scope of Services, especially in scenarios where multiple proposers meet the 70% threshold? |
| If DAS PS and the evaluation committee determine it is in the best interest of the State to engage further with Proposers through an interview, best and final offers, etc. Multiple rounds of evaluation may be requested. At this time DAS PS cannot provide any additional details because the RFP is still open, and Proposals have not been received and evaluated. It will be what is in the best interest of the state. |
| 60 |
| Are we competing against other organizations OR are we in if we score above 70? Example, if 200 organizations apply and make the score, do all get in? Or will it be just a portion of those such as the top 50? |
| For each service category, those Proposers who score 70% or more of the total points will be awarded an Agreement to Agree. Then, when an Authorized Purchaser is in need of DEIB services in one of the Service Categories, they will follow the selection process (also called the Best Value Analysis process) to select a Consultant. See section 5.3 Consultant Selection of the Sample Agreement to Agree (Attachment B). At this time, each Consultant within that service category will be competing against other Consultants. |
| 61 |
| Nondiscrimination in Employment Certification: Is this necessary if we do not have any employees? Is this necessary if we subcontract with others? |
| Yes |
| 62 |
| Attachment E – Clarification needed: In the following 2 statements, are they referring to a contractual relationship within the last two years. |
1. Include a list of Certified Firms that Proposer has had a contractual relationship with within the last two years.
2. Include a list of firms that Proposer has had a contractual relationship with within the last two years that are not certified firms but may be minority-owned, woman-owned, service-disabled veteran-owned or emerging small businesses.
Yes, a subcontractor.
| 63 |
| I am the sole owner of my LLC and I don’t have any employees. I often subcontract with at least one other contractor. I have a pool of subcontractors who are qualified to do the work of my organization. I bring in subcontractors on a case by case basis. Who I bring in depends on their availability and the size of the project. |
· Do I need to list all of my possible subcontractors or just the few I go with most of the time?
What happens if I bring on a new consultant before a contract agreement, but after completing these forms?
See response to question #17 above.
| 64 |
| Attachment D: Please define Senior, Mid, and entry level. |
· Who does that apply to? Those we serve or the consultants?
Assuming its those we serve, but if it’s the consultants, how do we know what category we fall under?
This applies to the Consultant and what their hourly rate is. It is up to the Consultant to say which category (senior, mid or entry level) their hourly rate falls under.
Senior may be the most experienced, Mid may be a Consultant with some experience and Entry Level may be a Consultant who is in the beginning of their career. It is up to the Proposer to make those determinations for their firm.
| 65 |
| Self-Promotion: Are we able to promote that we are an official vendor for the State of Oregon on our Social Media posts, websites, etc.? |
| DAS PS intends this to be a multiple award per Service Category. There will not be an official vendor. All awarded Consultants are able to state they were awarded an ATA for DEIB Services. |
| 66 |
| Projects with Authorized Purchasers: How will the Consultants be notified of the RFPs from the Authorized Purchasers (State of Oregon) show up for the Consultants who are awarded the DEIB ATA? |
· Will they post in OregonBuys?
· Will DAS do outreach with the consultants in the key category?
· Will the consultant be sent direct notification?
Same question for local government agencies who have been given the opportunity to have this list of consultants as a resource.
Please see section 5.3 Consultant Selection of the sample Agreement to Agree. The opportunity notice will be coming from the Authorized Purchasers. They should be posted in OregonBuys, however, ORCPP members may send them via email to the Consultants.
| 67 |
| Contract: Does the purchaser or consultant draft the contract: Per Scope of Work |
| The creation of the scope of services for the ATA will be based on what the Consultant is awarded as a result of this RFP. This will be detailed in Exhibit B to the ATA. The Statement of Work for a specific Service Order Contract with an Authorized Purchaser will be a collaboratively drafted between the Authorized Purchaser and the Consultant. |
| 68 |
| Attachment Format: Google vs Word: Google will convert Word into a writable doc and download it as Word or PDF. I have attached samples of both. |
· Which of the formats are considered acceptable by DAS?
If neither is acceptable, should we have Microsoft Word installed on our computers?
Word or PDF is acceptable.
| 69 |
| If our firm does not have 36 months’ professional experience in a category, could you please clarify what types of education and/or training would help us meet the experience requirements? |
| Please see response questions 37 & 38. |
| 70 |
| May we include the individual consultants’ previous experience toward the required 36 months? For example, if a consultant has been with our firm for 1 year but has the 3+ years’ relevant experience, will that meet the minimum experience requirements? |
| Please see response questions 37 & 38. |
| 71 |
| Are we limited to using only the subcontractors that we list in Attachment F, or may we add additional subcontractors throughout the life of the contract? |
| You may add additional subcontractors throughout the life of the Agreement to Agree. |
| 72 |
| For any bespoke work charged at an hourly rate, the language in the ATA, Exhibit A, 9.1. makes sense. However much of the work that we may engaged to perform relates to our existing product portfolio, such as our proprietary assessment process, training that has already been designed (and is not developed specifically for an agency), and our proprietary strategy process. If an agency decides to buy a product that is “off the shelf”, can there be a modification to the ATA, Exhibit A, 9.1.? |
| See RFP Addendum #1, for changes made to Section 9.1 Work Product of Exhibit A to Agreement to Agree Contract Terms and Conditions. |
| 73 |
| S-10700-00010098_RFP for DEIB_final Section 3.8.4.2 Evaluation Criteria & Available Points Service Category A: DEIB Consulting Services, Page 12, Section 3.8.4.3 Evaluation Criteria & Available Points Service Category B: DEIB Training & Facilitation Services, Page 14, and 3.8.4.4 Evaluation Criteria & Available Points Service Category C: Strategic Planning Services, Page 15: |
Is 750 Total points supposed to be 250 Total Points?
Yes. See RFP Addendum #1 for the correction.
| 74 |
| Request for Special Procurement Section 10.b Background: |
· What is the historical spend for Service Category A: DEIB Consulting?
· What is the historical spend for Service Category B: DEIB Training & Education?
· What is the historical spend for Service Category C: DEIB Facilitation?
· What is the historical spend for Service Category D: DEIB Strategic Planning?
There is no historical budget. This is the first time DAS PS is soliciting for these services.
| 75 |
| Request for Special Procurement Section d. Proposed Contracting Procedure: |
What percentage of ATAs or Service Order Contracts will be federally funded?
For the ATAs there is no specific budget. For Service Order Contracts it will depend on the Authorized Purchaser and their funding source.
| 76 |
| 2021-09 Item-2 Director-Report Attachment-A_DEI-Action_Plan Racial Equity Values Page 10: |
What are the key performance indicators (KPIs) you are using to define success in that plan?
PENDING
| 77 |
| 2021-09_Item-2_Directors- Report_Attachment-A_DEI-Action-Plan Racial Equity Values Page 10 |
Do you currently have a people analytics report associated with the body of you work you desire? If so, what the most current results associated with the current/on-going work?
PENDING
| 78 |
| 2021-09_Item-2_Directors- Report_Attachment-A_DEI-Action-Plan Racial Equity Values Page 10 |
What are the quantitative and/or qualitative variables you will use to define success for this project?
PENDING
| 79 |
| Attachment D-Price proposal Form: Are we permitted to amend the price proposal spreadsheet, create a new spreadsheet or do we need to use the pre-filled tabs on the current spreadsheet. |
| Please use the pre-filled tabs. Only add additional tabs if your firm offers other trainings, etc. than what is accounted for in the price proposal form. |
| 80 |
| Section 2.0 Background: Is it possible to know approximately how many units will be seeking services from consulting firms for any or all the service categories? |
| No, it is not. All State of Orgon Agencies will be using these ATAs and possible ORCPP members as well. |
| 81 |
| For any bespoke work charged at an hourly rate, the language in the ATA, Exhibit A, 9.1. makes sense. However much of the work that we may engaged to perform relates to our existing product portfolio, such as our proprietary assessment process, training that has already been designed (and is not developed specifically for an agency), and our proprietary strategy process. If an agency decides to buy a product that is off the shelf, can there be a modification to the ATA, Exhibit A, 9.1? |
| Please see RFP Addendum #1 for changes made to Section 9.1 in the ATA. |
| 82 |
| I understand that proposers who score above 70% will be considered approved for the pool- Why rank proposers after that cut off threshold? How will the rankings above that point be used? |
| Subject to responsibility requirements and the requirements for apparent successful proposers, Proposers who score 70% or above will be awarded an Agreement to Agree and added to the list of Service Providers. Ranking is for internal use and will have no bearing on the award, or the best value analysis process conducted by the Authorized Purchaser. |
| 83 |
| What happens to the score (to whom is it available to) after proposers are rated? |
| The scores are public record and can be requested and viewed by anyone after posting of the Notice of Intent to Award. |
| 84 |
| What of our proposals will the potential state agencies have access to? |
| Until the Notice of Intent to Award no one other than the evaluation committee will have access to a Proposal. After awards are made and ATAs are negotiated, a response to a request to see a Proposal would be subject to further determination by DAS PS. |
| 85 |
| What pieces of our proposals are available under public records requests? |
| Please see the Oregon Public Records Law (ORS 192.311 through 192.478) to review what is protected under the law. Anything not exempt under the Oregon Public Records Law will be available for public records requests. |
| 86 |
| What training have the graders/evaluators had in anti-racist and DEIB evaluation principles? |
| At this time DAS PS does not intend to provide any formal DEIB training for any of the evaluators. DAS PS selected evaluators based on their DEIB experience within their agencies. |
| 87 |
| Who are the evaluators of the RFPs? |
| The evaluation committee is made of subject matter experts from throughout the State. Evaluator names are not published in the course of sharing Proposer scores. However, DAS PS may share detailed scores for all Consultants awarded an ATA at the time the Notice of Intent to Award is published in OregonBuys. |
| 88 |
| Will you please consider a 2nd round of Q&A before the deadline to submit the RFP? |
| DAS PS reserves the right to extend the deadline for Q&A if, in its sole discretion, its determined to be in the best interest of the State. |
| 89 |
| Where can we find information about how the BVA is conducted (referred to in section 5.3 of the ATA)? |
| Section 5.3 outlines the BVA process. Authorized Purchasers will use Exhibit D Opportunity Notice to request services from Consultants. The Opportunity Notice will detail the information about the services being requested, any qualifications required of the Consultant, proposal requirements, and how each proposal will be evaluated. There is guidance provided to the Authorized Purchasers in Exhibit D. Exhibit D Opportunity Notice is included as an attachment to the Revised Attachment B, Sample Agreement to Agree. |
| 90 |
| What are the conditions outside of this process that state agencies can use to hire equity firms? |
| The ATAs awarded as a result of this RFP are mandatory use ATAs by state agencies. |
| 91 |
| What is the list of agencies that must use the pool of approved proposers to use SEIB contracts? |
| The awarded ATAs will be mandatory use agreements to all State Agencies and is a part of the buy decision (125-247-0200). Here is a link to State Agencies. |
https://www.oregon.gov/Pages/index.aspx
| 92 |
| What is the list of agencies/entities that are exempt from going through this process to secure DEIB contracts? |
| Agencies with independent authority are not required to use ATAs awarded as a result of this RFP. ORCPPs are not required to us the ATAs, however, they are able to. |
| 93 |
| If a contractor doesn’t apply for this RFP to be added to the pool (they are new to the state, miss the deadline, have increased capacity in the future, etc) what can they do to be added to the list of qualified proposers? |
| Pursuant to the Special Procurement, in the event additional Consultants or service categories are needed, DAS PS has the authority to re-open the RFP to allow additional Proposers to propose. At that time a Consultant does not currently have an ATA may submit a proposal for consideration. |
| 94 |
| If a proposer does not reach the threshold on one or all of the categories, what is the process of reconsideration and when are they eligible for it? |
| See response to question 93. |
| 95 |
| When considering employees, do you consider already hired contractors for the proposer or only w-2 employees? |
| See response to question 16. |
| 96 |
| Will you be reissuing an RFP that fixes the grammatical errors which may have an impact on proposer understanding? |
| If there are portions of the RFP that a Proposer needs clarification on a question or request for clarification should be submitted by that Proposer. |
| 97 |
| What is the point of having small/medium/large business designation |
| During the industry forum held in February, one concern we heard from suppliers, was a small firm being evaluated with larger firms. During the evaluation of the proposals, small firms will be evaluated with other small firms, medium with medium and large with large. |
| 98 |
| Will proposers be filtered or excluded or included in future considerations based on size? We have applied for and received and performed well on very large scale projects as a small contractor group. |
| See response to 97. |
| 99 |
| What role will a proposers rates play when agencies are considering using an approved contractor? |
| During the BVA process (outlined in Section 5.3 of the ATA) cost may a consideration for the award to a Consultant as part of the BVA. |
| 100 |
| From the sample ATA section 12- we would be at default if we don’t agree to contract amounts (or lower) so it seems like proposers should anticipate increased costs and submit rates HIGHER than currently used in order to avoid this potential difficulty? |
| Each Proposer should provide its best pricing. The pricing provided on Revised Attachment D, will become part of the ATA and Proposer is not able to charge an Authorized Purchaser more than what is in Revised Attachment D. |
| 101 |
| From Section 16 of the ATA- Would you consider reciprocal indemnity? |
| See Section 4.1 Agreement to Agree Negotiation, indemnity is a negotiable item. |
| 102 |
| From 9.1 of the ATA (page 19)- can proposer negotiate with AP the terms and conditions of Intellectual Property as part of the contracting process? |
| Please see RFP Addendum #1 for changes made to Section 9.1 of the ATA. |