Request for Proposal for Parentage Testing.doc

State of Oregon

Cover Page

OREGON DEPARTMENT OF JUSTICE

is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-13700-00004874 for

PARENTAGE TESTING SERVICES

Date of Issue: February 21, 2023 Opening Date and Time: _March 23, 2023 at 5:00 PM Single Point of Contact (SPC):

Michelle Long, Contracts Officer Address:

1162 Court Street NE City, State, Zip Salem, Oregon 97301

Phone (voice) 503-947-4386

Email:

CSPContracts@doj.state.or.us Table of Contents

4SECTION 1:

GENERAL INFORMATION

41.1

INTRODUCTION

41.2

SCHEDULE

41.3

SINGLE POINT OF CONTACT (SPC)

5SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

52.1

AUTHORITY AND METHOD

52.2

DEFINITION OF TERMS

72.3

OVERVIEW AND PURPOSE

82.4

SCOPE OF WORK

14SECTION 3:

PROCUREMENT REQUIREMENTS

143.1

MINIMUM SUBMISSION REQUIREMENTS

163.2

PROPOSAL REQUIREMENTS

19SECTION 4:

SOLICITATION PROCESS

194.1

PUBLIC NOTICE

194.2

PRE-PROPOSAL CONFERENCE

194.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

204.4

SOLICITATION PROTESTS

204.5

PROPOSAL DELIVERY OPTIONS

214.6

PROPOSAL MODIFICATION OR WITHDRAWAL

214.7

PROPOSAL DUE

214.8

PUBLIC OPENING

214.9

PROPOSAL REJECTION

224.10

EVALUATION PROCESS

254.11

POINT AND SCORE CALCULATIONS

254.12

RANKING OF PROPOSERS

264.13

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

26SECTION 5:

AWARD AND NEGOTIATION

265.1

AWARD NOTIFICATION PROCESS

275.2

INTENT TO AWARD PROTEST

275.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

285.4

CONTRACT NEGOTIATION

29SECTION 6:

ADDITIONAL INFORMATION

296.1

CERTIFIED FIRM PARTICIPATION

296.2

GOVERNING LAWS AND REGULATIONS

306.3

OWNERSHIP/PERMISSION TO USE MATERIALS

306.4

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

306.5

COST OF SUBMITTING A PROPOSAL

306.6

STATEWIDE E-WASTE/RECOVERY PROCEDURE

306.7

RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A - SAMPLE PRICE AGREEMENT

ATTACHMENT B - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - REFERENCE CHECK FORM

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F - COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G - RESPONSIBILITY INQUIRY

ATTACHMENT H - DOJ EXAMPLE COLLECTION SITE SCHEDULE

ATTACHMENT I - DHS EXAMPLE COLLECTION SITE SCHEDULE

ATTACHMENT J - DATA FILE EXAMPLE

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Justice (“Agency” or “Administrator”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Parentage Testing Services.

Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

Agency anticipates the award of one Price Agreement from this RFP.

The initial term of the Price Agreement is anticipated to be 3 years with options to renew up to a cumulative maximum of 10 years.

Any purchases under the Price Agreement must be authorized by Purchase Orders or work orders issued by the Agency or Authorized Purchaser in accordance with the ordering procedures described in the Attachment A - Sample Price Agreement. Proposers are advised that there is no guarantee of any specific amount of purchases under the Price Agreement. Notwithstanding the award of a Price Agreement, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for goods or services similar to what is described within this RFP using any method allowed by law.

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.

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

This RFP is issued under the authority of the Department of Administrative Services (DAS) delegation #REQ-DASOBO-00023335 (as amended). This delegation of procurement is made under the authority granted in ORS 279A.140, 279A.075, and OAR 125-246-0170.

The solicitation is a Client Services Special Procurement authorized under OAR 125-247-0288. In addition, the solicitation is inclusive of a Joint Cooperative Procurement Group as identified under Section 2.2 and authorized under ORS 279.210.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency 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 are defined in OAR 125-246-0110 or as defined below.

“Administrator” means a governmental body that solicits and establishes the original Price Agreement for Supplies and Services in a Cooperative Procurement. “Administrator” means the Chief Procurement Officer or subject to the approval of the Chief Procurement Officer: an Agency, another Public Body within the state of Oregon, or a governmental body outside the state of Oregon. An Administrator has the same rights and responsibilities as an Administering Contracting Agency under ORS 279A.200 through 279A.225. For this RFP and resulting Contract, the Administrator is the Department of Justice/Division of Child Support.

“Agreement” or “Price Agreement” means the Price Agreement resulting from this solicitation, between Contractor and Agency under which Contractor agrees to hold prices, terms and conditions firm for a specified period of time for the benefit of Agency and Participants.

“Authorized Purchaser” means the Agency and Participants identified under this solicitation and resulting Agreement.

“Contract” means the entire agreement between Contractor and Authorized Purchaser, comprised of a signed Purchase Order and the Price Agreement, including any exhibits and amendments.

“Cooperative Procurement” means a Procurement conducted by an Administrator or on behalf of one or more Participants. Cooperative Procurement includes but is not limited to multiparty Contracts and Price Agreements.

“Cooperative Procurement Group” means:

(i) A group of Agencies, Public Bodies within the state of Oregon or any governmental body outside the state of Oregon, separately or in any combination;

(ii) Approved by the Chief Procurement Officer; and

(iii) Joined through an intergovernmental agreement for the purposes of facilitating a Cooperative Procurement.

(iv) For this RFP and resulting Price Agreement, the joint Cooperative Procurement Group is the Oregon Department of Justice, Oregon Department of Human Services (“ODHS”), the Oregon County District Attorney Offices (“DA”), and Oregon Tribal nations (“Tribes”).

“Correctional Facilities” means city and county jails, state and federal prisons, and work release centers.

“Courtesy Draw” means parentage testing coordinated by Contractor upon request of but not limited to parentage testing laboratories or another state.

“Full Service” means that specimens from all required parties have been collected and analysis has been completed, compared and the results provided to the Agency or Participant.

“Joint Cooperative Procurement” means a Cooperative Procurement that identifies:

(i) The Participants or the Cooperative Procurement Group; and

(ii) The contract requirements or estimated contract requirements for the Price Agreement.

“Non-Standard Case” - means a case in which a specimen cannot be obtained from the mother or the alleged father, but parentage evaluation may still be accomplished either by testing close blood relatives of the parties or by obtaining tissue specimens other than blood for purposes of genetic testing. Non-standard also includes obtaining specimens for adults in custody in Correctional Facilities, military members, rush requests, and international cases.

“Partial Collection, or Partial Case” means any incomplete case where specimens from one or more parties have yet to be collected and analysis and comparison has not been completed and provided to the Requestor.

“Participant” means a governmental body that procures Goods, Services, or Public Improvements from a Contractor based on the original Price Agreement established by an Administrator in a Cooperative Procurement. A Participant has the same rights and responsibilities as a Participating or Purchasing Contracting Agency under ORS 279A.200 through 279A.225.

(i) For this RFP and resulting Price Agreement, Participants are the Oregon Department of Human Services (“ODHS”), the Oregon County District Attorney Offices (“DA”), and Oregon Tribal nations (“Tribes”).

“Purchase Order” means the ordering instrument, as described in Attachment A, that is submitted by the Agency or Participant to the Contractor which, together with the Agreement resulting from this solicitation, creates a Contract between Contractor and Agency or Participant, for the purchase of the Services described in the Purchase Order.

“Quality Photograph” means a photograph or copy of a photo identification of sufficient quality to allow the Authorized Purchaser to distinguish facial features.

“Requestor” means the person who requests the test from the Contractor.

“Services” means the parentage testing services to be performed by Contractor for the provision of specimen collection sites and staff, control of the chain of evidence, secure transport of specimens, and provision of analysis and report results.

“Specimen Collector or Collector” means a qualified individual, who is an employee or subcontractor of Contractor, who can perform the required type of specimen collection, whether done by an invasive or non-invasive method, with a minimum amount of pain or discomfort to the person from whom the specimen is being taken.

“Standard Parentage Evaluation Case or Standard Case” means a case in which specimens are collected from a mother, the mother's natural child, and an alleged father for the purpose of determining the likelihood or probability that the alleged father is the biological father of the child.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Oregon Department of Justice is a state agency with approximately 1,450 employees with offices throughout Oregon. The Division of Child Support administers the federally mandated Title IV-D Child Support Program in Oregon. The Child Support Program establishes and enforces child support orders.

Establishing paternity is one of many services provided by the Oregon Child Support Program. The Oregon Child Support Program also provides services and benefits to families in all other states, possessions and territories of the United States and to governments of foreign countries when such services are requested under appropriate circumstances. Services are provided through field offices and District Attorney offices located throughout the State of Oregon.

Establishing paternity is the term for determining the legal father of a child. If a father is not listed on the birth certificate, legal paternity must be established to:

· Obtain a support order for a child.

· Obtain an order for health care coverage or cash medical support.

· Protect the child’s rights to benefits if the father dies, such as money or property left in a will, Veterans benefits, or Social Security benefits.

· Allow the child access to the father’s family medical history.

2.3.2 Project Overview, Background and Purpose

The Agency requests Proposers who provide Parentage Testing Services and are able to meet all requirements identified in this Solicitation, to submit a Proposal to provide Services.

The successful Proposer, at a minimum, shall provide Services as detailed under the below Scope of Services.

The Proposer must be able to provide Services in all areas of the State of Oregon as well as interstate and international Services. In addition, Specimen collection from adults in custody in all Correctional Facilities must be provided. Interstate and international cases must be coordinated through the Agency or Participant.

Based on historical data, Agency estimates 3,500 parentage tests per year. These estimates are intended to serve only as a guide and are not to be construed as a guarantee to purchase any amount. Rush requests are rare but may occur.

2.4 SCOPE OF WORK

Agency seeks the services of a Contractor to provide specimen collection sites and staff, control chain of evidence, securely transport specimens, and provide analysis and results.

2.4.1 Collection Sites

2.4.1.1 Specimen Collection Sites and Staff: Contractor shall provide and maintain an Oregon network of suitable specimen collection sites in safe, sanitary, and convenient locations at no cost. Sites may include but are not limited to, correctional facilities, hospitals, medical clinics, public health offices, and churches. Contractor may also be required to perform collections at alternative locations not in the preceding list. Contractor shall ensure suitable staffing to provide required Services.

2.4.1.1.1 Specimen collection sites must not be more than 50 miles or not more than a one-hour one-way commuting distance to the site using alternative transportation. In cities with established transit systems, collection sites must be within access of major lines.

2.4.1.1.2 When Contractor is not able to provide a collection site accessible to parties who require Services such as in rural areas of Oregon, Contractor must provide detailed information on how Contractor shall provide Services to parties in these areas.

2.4.1.2 Notification of Collection Site Changes: Contractor shall notify the Administrator and Requestor by email within at least 30 calendar days of any changes to the collection sites.. Contractor shall notify Administrator and the Requestor by electronic mail, within 24 hours of receiving notice of closure of a collection site. Updates to collection sites may be made without a formal amendment to the Price Agreement.

2.4.1.3 Identification: Contractor’s staff performing specimen collections at any collection site shall carry company identification to present at Authorized Purchaser’s request.

2.4.1.4 Collection Authorized Purchaser Sites: Authorized Purchaser may provide office space or facility for collection site upon agreement via email or other writing between Authorized Purchaser and Contractor.

2.4.2 Specimen Collection

2.4.2.1 Specimen Collection, Transportation and Delivery

2.4.2.1.1 Blood draws must be taken by a certified or licensed phlebotomist. Buccal swab specimens must be taken by a trained Specimen Collector or by Authorized Purchaser’s staff.

2.4.2.1.2 Specimen collection sites must be in compliance with all Oregon State laws, rules, and regulations.

2.4.2.1.3 Contractor shall provide testing kits and instructions to Authorized Purchaser to facilitate specimen collection and provide for shipment of specimens to the laboratory for testing purposes at no additional cost to Authorized Purchaser.

2.4.2.1.4 Contractor shall provide positive identification of each person being tested including taking a Quality Photograph and obtaining a signature. The phlebotomist or Specimen Collector shall compare this photograph and signature with the person's photo identification (ID), such as a driver license, student, military or government issued ID, a copy of correctional facility ID card if cameras are not allowed in the facility, or other available quality photo ID with signature and physical description.

2.4.2.1.5 If the person does not possess photo ID, the Collector shall note this in chain of custody form and obtain a right thumbprint. When necessary, the Collector shall act as a witness to the specimen collection.

2.4.2.1.6 Contractor shall not schedule a non-custodial parent to appear on the same time, date, and location as the custodial parent and child unless Authorized Purchaser provides specific instructions to do so.

2.4.2.2 Testing Procedures, Results, and Analysis

2.4.2.2.1 Contractor shall perform testing whenever an analysis can be completed on collected specimen(s). This includes, but is not limited to Non-Standard Cases where other collection options, such as kinship analysis, are required.

2.4.2.2.2 If Contractor cannot collect specimens from all required persons, it must preserve the collected specimens at no additional cost to Authorized Purchaser pending receipt of other necessary specimens.

2.4.2.2.3 Contractor shall provide Authorized Purchaser with specific procedures that Contractor uses to establish chain of custody that demonstrates compliance with ORS 109.251 – 109.264.

2.4.2.2.4 Contractor shall administer no less than 16 loci when conducting DNA analysis.

2.4.2.2.5 Contractor must perform a battery of parentage tests that has an average cumulative Power of Exclusion (POE) of 99% or greater.

2.4.2.2.6 All exclusions must be based on multiple exclusions (a minimum of three).

2.4.2.2.7 Contractor must report all inclusions with at least a 99% probability of paternity, using a prior probability of 0.05 as calculated by using the combined paternity index obtained in the testing; and a combined paternity index of at least 100 to 1.

2.4.2.2.8 Contractor shall provide test results/analysis within 14 calendar days of receiving a complete set of specimens from required persons. Contractor shall be granted an additional 7 calendar days for Non-Standard cases, provided that Contractor notifies Authorized Purchaser of these circumstances within 14 calendar days after receiving a complete set of specimens from required persons.

2.4.2.2.9 In the event that a result/analysis is not determined within 14 calendar days after collection from all required persons, there shall be no charge to the Authorized Purchaser, except in Non-Standard Cases.

2.4.2.3 Re-collection

When re-collection is deemed necessary by the Contractor or the Authorized Purchaser for any reason, re-collection will be scheduled within 14 calendar days after the last specimen is collected, unless otherwise agreed upon by Authorized Purchaser. If Contractor schedules re-collection later than the 14th day, Contractor will waive its fee for the re-collected specimen. Contractor shall be responsible for all costs necessitated by re-collecting specimens which are lost, misplaced, or improperly handled by Contractor. This includes specimens lost in the mail.

2.4.2.4 Re-use of Specimens

Contractor shall re-use specimens, results, or analyses upon Authorized Purchaser’s request. Contractor will be responsible for obtaining approvals from the individual for re-use on and document consent on a form approved by the Authorized Purchaser. A copy of the consent must be maintained by the Contractor.

2.4.2.5 Specimen Collection Timeline and Delivery Requirements

2.4.2.5.1 Scheduling, Notifications, and Delivery:

2.4.2.5.1.1 Contractor shall schedule, notify, collect, and deliver results/analysis within the number of calendar days specified below.

2.4.2.5.1.2 In Non-Standard Cases, extra calendar days will only be permitted if Authorized Purchaser is notified by Contractor within one (1) business day of discovery

2.4.2.5.1.3 If Contractor exceeds the required number of days specified in the table above, Contractor shall provide the Services for that collection(s) at no cost to Authorized Purchaser, unless otherwise agreed by Authorized Purchaser.

2.4.2.6 Collectors Absences

2.4.2.6.1 Contractor shall be responsible for providing coverage for absences of Collectors. If an unplanned absence results in the need to reschedule a collection, Contractor shall immediately contact the Requestor by phone and email within one (1) business day to reschedule the collection. Collection must be completed as soon as possible, but no later than 14 calendar days from the original schedule date.

2.4.2.6.2 When a required person appears for a scheduled collection and Collector fails to appear, Contractor’s payment shall be reduced or credited by 25% of the original collection price.

2.4.2.6.3 Failure to comply with these scheduling requirements as result of Collector absences may result in non-payment of Services or Contract termination.

2.4.2.7 Absences by Scheduled Parties

Contractor shall notify Requestor within 24 hours if any person scheduled for a collection fails to appear. For rush collection requests, Contractor shall notify Requestor within the same business day if any person scheduled for a collection, fails to appear.

2.4.2.8 Rush Requests

2.4.2.8.1 Rush Collection Requests. Contractor shall schedule specimen collection within an expedited time frame as requested and agreed upon with the Authorized Purchaser. Rush collection requests may occur on an expedited basis, including outside of standard business hours and days and on holidays.

2.4.2.8.2 Rush Analysis Requests. Contractor shall deliver test results and analysis to Authorized Purchaser as soon as possible, but no later than seven (7) calendar days after the last specimen collection. Authorized Purchaser may negotiate timelines for Rush analysis Requests.

2.4.2.9 Multilingual services

Contractor shall provide written materials in English and Spanish at no cost. Authorized Purchaser will notify Contractor when requesting scheduling that multilingual services are needed and which language is needed.

2.4.2.9.1 Written Material Types

2.4.2.9.2 Informational. Contractor shall provide written multilingual material explaining genetic testing and processes written at no higher than a 10th grade level. Contractor shall automatically send any newly updated materials to Authorized Purchaser.

2.4.2.9.3 Results and Analysis. Upon request, Contractor shall deliver test results and analysis in Spanish and English to the Requestor within the timeline in Section 2.4.2.5. If bilingual services are requested after test results and analysis have been completed, Contractor shall provide translated results and analysis within 10 calendar days. Upon request, if other languages are available, Contractor shall provide test results and analysis in the additional language.

2.4.2.9.4 Upon Authorized Purchaser’s request, Contractor shall certify translation of test results and analysis for accuracy by signing and dating the following statement, “I certify this translation is true and accurate.” at no additional cost to Authorized Purchaser.

2.4.2.9.5 If multilingual test results and analysis are not completed within the timeline specified in Section 2.4.2.5, Contractor shall provide the analysis for that person at no cost unless otherwise agreed by Authorized Purchaser.

2.4.2.10 Affidavit Form

Contractor’s phlebotomist or Collector shall use an Affidavit of Parentage Test Expert form in each case to establish chain of custody, positive ID, and to obtain written consent from a person. Authorized Purchaser must approve Contractor’s proposed affidavit form or a mutually agreed upon form.

2.4.2.11 Expert Witnesses. Contractor shall provide individuals qualified to serve as expert witnesses in court proceedings at the request of Authorized Purchasers at no cost to Authorized Purchasers.

2.4.2.12 Training

2.4.2.12.1 Contractor shall provide onsite training, training videos, or other requested formats of training. Contractor shall also provide equipment and materials to conduct the training to Authorized Purchaser staff at no additional cost. Training shall include, but is not limited to, how to conduct a buccal swab collection, maintaining the chain of custody, and the science and procedures of genetic testing.

2.4.2.12.2 Authorized Purchaser employees must complete appropriate training provided by Contractor or Contractor’s training materials before performing buccal swab specimen collection. Properly trained employees may train other Authorized Purchaser staff in buccal swab collection.

2.4.2.13 Website

Contractor must maintain a functioning, user-friendly website at no additional cost. Information on the website must be downloadable and printable. Website must meet secure industry standards and be password protected with individual passwords for each user. Contractor shall provide training and written instructions, including screen prints, on how to access their website services.

2.4.2.13.1 Contractor’s website must contain:

2.4.2.13.1.1 Test results and analysis for each person, in a format acceptable to Authorized Purchaser, which includes: Authorized Purchaser case number, name of person tested, date specimen collected, race, relationship to child, and final results and analysis;

2.4.2.13.1.2 Parentage testing process information; and

2.4.2.13.1.3 Scheduling abilities (i.e., request submittal, viewing of appointment times, status of testing, etc.).

2.4.2.13.2 Contractor shall update their website within two (2) business days for scheduling or results/analysis.

2.4.2.14 Data File

Upon Authorized Purchaser request, Contractor shall provide a daily xml data file using a SFTP method. Attachment J is an example of data files that Authorized Purchasers may request. Contractor and Authorized Purchaser shall mutually agree on data elements and participate in the testing of the data files.

The data file does not replace the website requirements under section 2.4.2. 13, or the requirements to have a hard copy of the test results mailed to the Requestor.

2.4.3 Invoices and Reports

2.4.3.1 Invoices. Each Authorized Purchaser retains full responsibility for payment of Services it receives. Contractor shall work with each Authorized Purchaser to determine payment and invoicing procedures.

2.4.3.2 Monthly Reports. Contractor shall electronically provide all reports in a compatible, sortable, downloadable, and printable Excel spreadsheet format as agreed upon by Administrator.

Examples of reports that the Contractor shall have available to Authorized Purchasers upon request are:

2.4.3.2.1 Partial Collection Report. A report that provides a list of cases that are pending one or more Specimen Collections, and includes the following data:

2.4.3.2.1.1 Authorized Purchaser office name.

2.4.3.2.1.2 Case number.

2.4.3.2.1.3 Date requested by Authorized Purchaser.

2.4.3.2.1.4 Name of person waiting to be collected.

2.4.3.2.1.5 Indicator stating whether the uncollected person has been scheduled for collection, and if so, the date of the appointment.

2.4.3.2.2 Completed Cases Report. A report of completed cases within the month that includes the following data for each Authorized Purchaser:

2.4.3.2.2.1 Authorized Purchaser office name.

2.4.3.2.2.2 Total requests.

2.4.3.2.2.3 Total exclusions.

2.4.3.2.2.4 Percent of inclusions.

2.4.3.2.2.5 Average turn-around time from collection to delivery of results and analysis.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

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

· Executive Summary

· Disclosure Exemption Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Form (Attachment D)

· Price Proposal Form (Attachment E)

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

· Key Persons and their Resumes

· Available Collection Site locations

3.1.2 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.

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.

3.1.3 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.2 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 artwork, 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, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.2.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

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

3.2.2 Executive Summary

At a minimum, the Executive Summary must include:

3.2.2.1 Primary Proposer name and address: State the Proposer’s full name, the address of the organization’s headquarters office, and the address of the office submitting the Proposal;

3.2.2.2 Business Licenses. Certify that the Proposer currently holds a valid business license issued in the State of Oregon through the Secretary of State and the Department of Revenue. If it does not, that the Proposer must obtain such license immediately upon selection as the Successful Proposer, or provide proof of registration before the execution of the price agreement.

3.2.2.3 Laboratory Sites. State the street address, city and state of each laboratory where tests are processed;

3.2.2.4 Experience and Qualifications. Proposer shall provide with its response how many years of experience it has providing parentage testing services and evidence of the number of years which it has been doing Deoxyribonucleic Acid (DNA) testing. Evidence must include, but is not limited to, copies of certificates of accreditation to perform parentage testing as described in (3.2.4) below.

3.2.2.5 Proposer’s approach for managing requests from 40 or more Authorized Purchaser’s offices and meeting the timeframes identified under Section 2.4.2.5.

3.2.2.6 Proposer’s understanding of its role working with the Administrator and Authorized Purchasers under the Cooperative Procurement Group.

3.2.2.7 Proposer’ business and contractual relationship with sites and laboratories if separate entities from Proposer.

3.2.3 Processes and Procedures. Proposer shall submit with its response, written procedures which address the following:

3.2.3.1 The process for Specimen Collection when the collection is made by Proposer staff;

3.2.3.2 The process for Specimen Collection when the collection is made by Authorized Purchaser staff;

3.2.3.3 Identification of specimens including labeling, name, date, and unique cataloging of specimens;

3.2.3.4 Record keeping policies of the laboratory regarding identifying information including name, relationship, race, place and date of collection of specimens;

3.2.3.5 Handling of specimens including storage, tampering, substitution, and contamination of specimens;

3.2.3.6 Two (2) samples of Proposer’s buccal collection kits; and

3.2.3.7 An overview and sample of the training materials available for Authorized Purchasers.

3.2.4 Accreditation. Proposer must be accredited and provide with its response a copy of its current certificates(s) of accreditations, such as:

3.2.4.1 Association of Blood Banks (AABB) accreditation, or a successor to its functions; or

3.2.4.2 American Society for Histocompatibility and Immunogenetics (ASHI), or a successor to ASHI’s functions; or

3.2.4.3 Any other accrediting body designated by the United States Department of Health and Human Services in compliance with ORS 109.250 - 109.262 http://www.leg.state.or.us/ors/109.html.

3.2.5 Communication and Escalation. Proposer shall provide with its response the name of the laboratory director and a process to gain immediate access to this individual.

3.2.6 Invoicing and Reporting. Proposer shall provide samples of its:

3.2.6.1 Monthly invoice and

3.2.6.2 Monthly and quarterly reports.

3.2.7 Collection Sites:

3.2.7.1 The Proposer shall provide with its Proposal the most current list of its collection sites in the State of Oregon that identifies the sites, business entity- when applicable (such as clinic or hospital), and includes addresses, county, city, hours of operation, and whether an employee or subcontractor will be used.

3.2.7.2 If the Proposer does not currently have a network of collection sites in the State of Oregon, at the time of award, Proposer must provide a plan of how it will establish a network of collection sites. The plan must include details of how the successful Proposer will establish collection sites to service all areas listed in Attachment H and I that are not currently serviced within 30 days from the contract award to implement all requirements and begin providing Services statewide.

3.2.8 Expert Witnesses: Proposer shall provide a list of licensed medical doctors, PH.D., and other professional staff who are qualified as expert witnesses on paternity cases in Oregon. For each individual listed, Proposer shall submit a copy of the degree, doctorate, professional credential, or respective current medical license number as applicable. These individuals will be required to serve as expert witnesses in court proceedings at the request of Authorized Purchasers at no cost to Authorized Purchasers.

3.2.9 Records and Samples: Proposer shall submit:

3.2.9.1 Description of how records and samples are maintained from the time the specimens are taken, transported, delivered, analyzed by the laboratory, and

3.2.9.2 A copy of the format used to report results and analysis to Authorized Purchasers. This format must meet the Agency requirements (See section 2.4.3.2) and is subject to review and acceptance by Authorized Purchasers.

3.2.10 Rush Requests: Proposer shall submit its process and a description on how it will handle rush requests by Authorized Purchasers.

3.2.11 Website and Materials:

3.2.11.1 Proposer shall submit written instructions and screen samples from its website and, if possible, provide on-line access to their website via a URL listed in its Proposal.

3.2.11.2 Proposer shall describe security requirements for accessing the website, including any multi-factor authentication processes.

3.2.12 Data file: Proposer shall submit their process and timeline to provide a daily xml data file using a SFTP method for the data files listed under Attachment J.

3.2.13 References

Provide three references from current or former client firms for similar Services provided for any clients within the last five years. References must be able to verify the quality of previous, related Services.

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

Proposer shall submit Reference Check Form (Attachment D) with the Proposal. Agency will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.2.14 Price Proposal

Submit a detailed Price Proposal (Attachment E) in a separate file electronically though OregonBuys.

3.2.15 Key Persons and their Resumes

Specify key persons who will be assigned to this contract and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the work described in this RFP.

SECTION 4: 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 Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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 or email:

· Reference the OregonBuys bid number;

· Identify Proposer’s name and contact information;

· Refer to the specific area of the RFP being questioned (i.e., page, section and paragraph number); and

· Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule 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, , Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Amendment(s)

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 Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

· Be delivered to the SPC via the email identified on the RFP cover page;

· 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:

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

· evidence or documentation that supports the grounds on which the protest is based; and

· 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 an Amendment must be received by the due date identified in the 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. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys Proposal submission should be made 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 modification 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 prior to the Opening in accordance with OAR 125-247-0440. 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 Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

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

4.8 PUBLIC OPENING

There will be no public Opening of Proposals for this RFP. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630 and posted on OregonBuys. Agency will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

· Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

· Proposer has liquidated and delinquent debt owed to the State or any department or agency 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 persons authorized by the SPC, or inappropriate contact with the SPC.

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

· Proposal is conditioned on Agency’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(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). 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, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Price Agreement. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency 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 Agency 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 a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1 - Qualifications and Relevant Experience

4.10.2.1.1 How well does the Proposal demonstrate the Proposer’s experience with providing Services?

4.10.2.1.2 How many years of experience does the Proposer have in providing Services?

4.10.2.1.3 What relevant accreditations does the Proposer have?

4.10.2.1.4 How well do the resumes of the proposed key persons communicate their experience and qualifications to facilitate the requirements under the Scope of Work?

4.10.2.1.5 What is the quality of the responses from the references provided?

4.10.2.2 Evaluation Item 2 - Materials, Specimen Collections Sites and Staffing

4.10.2.2.1 Quality of the Proposer provided materials including buccal collection kit and training materials?

4.10.2.2.2 How well does the Proposer offer Collection Sites that provide the required geographical coverage?

4.10.2.2.3 How well does the Proposer communicate the ability to meet the Specimen Collection timeline and delivery requirements?

4.10.2.2.4 How well does the Proposer articulate the process for Specimen Collection when the collection is made by Proposer staff?

4.10.2.2.5 How well does the Proposer articulate the process for Specimen Collection when the collection is made by Authorized Purchaser staff?

4.10.2.3 Evaluation Item 3 - Invoice and Reporting

4.10.2.3.1 How organized and comprehensive is the Proposer’s document that reports test results and analysis details?

4.10.2.3.2 How easy to understand is the Proposer’s sample invoice?

4.10.2.3.3 How organized and useful is the information that is provided by the Proposer’s monthly reporting options?

4.10.2.4 Evaluation Item 4 – Website and Data Exchange Abilities

4.10.2.4.1 How well do the written instructions and screen samples communicate the ease of use and information available on the Proposer’s website?

4.10.2.4.2 Is the Proposer’s website intuitive to navigate and locate information?

4.10.2.4.3 How well does the Proposer address working with Authorized Purchasers on setting up data exchanges? How long will it take for the Proposer to set up a data exchange with the Authorized Purchaser?

4.10.2.5 Evaluation Item 5 - Price Evaluation

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

price being scored

4.10.3 PREFERENCES

4.10.3.1 Reciprocal Preference

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

4.10.3.2 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10.3.3 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability, and quality and chooses to award a Price Agreement, Agency shall award the Price Agreement in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

Price points are calculated as stated in the Price Evaluation section. Points possible are as follows: