RFP 04883 -2023 IMT Conference - Final.pdf

RFP # 62900-00004883- 2023-ODF IMT Conference

DAS Procurement Services, Version 4.4 July 1, 2021. Page 1 of 19

STATE OF OREGON

COVER PAGE

Oregon Department of Forestry

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-62900-00004883 for

2023 ODF INCIDENT MANAGEMENT TEAM (IMT)

TRAINING CONFERENCE

Date of Issue: December 1, 2022

Opening Date and Time: Tuesday, December 20, 2022

Single Point of Contact (SPC): Zaida Zuniga

Address: 2600 State St, Bldg. C City, State, Zip Salem, OR 97310 Phone (voice) (503) 945-7234 Phone (Cell) (503)301-0133 E-mail: zaida.l.zuniga@odf.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

DAS Procurement Services, Version 4.4 July 1, 2021. Page 2 of 19

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION…………………………………………………………………………..4

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE………………………………………………………..5

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS ……………………………………………………………...7

3.1 MINIMUM REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS …………………………………………………………………………..9

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL SUBMISSION OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION …………………………………………………………………...15

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION …………………………………………………………………..17

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

DAS Procurement Services, Version 4.4 July 1, 2021. Page 3 of 19

LIST OF ATTACHMENTS

Attachment A - Sample Contract for Services

Exhibit A – Statement of Work

Exhibit B – Required Insurance

Exhibit C –Contractor Data and Tax Certification

Exhibit D – Certification Statement for Independent Contractors

Attachment B – Proposer Information and Certification Sheet

Attachment C – Certified Disadvantage Business Outreach Plan

Attachment D - Price Proposal Form

Attachment E – Disclosure Exemption Affidavit

Attachment F – Responsibility Inquiry Form

DAS Procurement Services, Version 4.4 July 1, 2021. Page 4 of 19

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Forestry (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 to establish a Contract for conference hosting services and incidentals goods.

Agency is holding a joint Fire Protection Division (PROTECTION)/ Incident Management Team (IMT) Training Conference (Training Conference). The overall objective of the conference is to develop a stronger alignment of District and Salem staff with the mission, values, and goals of the Fire Protection Division by developing a shared understanding of public trust, discussing the most current knowledge, trends, and experiences in emergency response to primarily wild land fire management, and learning from one another.

The purpose of the RFP is to establish a Contract to conduct the Training Conference.

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

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be less than one month.

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.

Event Date Time

Questions / Requests for Clarification Due December 12, 2022 10:00 AM

Answers to Questions / Requests for Clarification Issued (approx.) December 13, 2022

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal December 20, 2022 2:00 PM

Issuance of Notice of Intent to Award (approx.) December 23, 2022

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other

DAS Procurement Services, Version 4.4 July 1, 2021. Page 5 of 19 provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP under the authority ORS 279A.050 and under the Department of Administrative Services, ODF Tiered Delegation Agreement No. DASOBO-00021313 (as amended)

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

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.

2.2.1 General Definitions

Capitalized terms in this Solicitation Document have the meaning set forth below, and if not defined below, the meaning set forth in the DAS Public Contracting Rules (OAR Chapter 125-246-0110), and if not defined there, the meaning set forth in the Public Contracting Code (ORS Chapters 279A, 279B and 279C). Other capitalized terms may be defined in the section in which they appear.

"Addendum" or "Addenda" means an addition to, deletion from, a material change in, or general interest explanation of this Solicitation Document.

“Agency" means the State agency subject to Department of Administrative Services (DAS) purchasing authority pursuant to ORS 279A.050 and ORS 279A.140. For purposes of this Solicitation Document the Agency is the Oregon Department of Forestry (ODF).

“Closing Date and Time” means the date and time specified in this Solicitation Document as the deadline for submitting Proposals.

"Contract" means the entire agreement between the parties, including but not limited to these Standard Terms and Conditions, any Special Terms and Conditions and other provisions of this Solicitation Document, the Offer, any purchase order, work order, or price agreement document, and any terms and conditions contained in any exhibits, schedules, and other attachments to and amendments and restatements of any of the above.

“Contractor” means the person or organization with whom the Agency enters into a Contract setting prices, terms, and conditions for the Services to be performed under the Contract.

“OregonBuys” means the State of Oregon’s automated procurement system. OregonBuys is the official publication forum for State procurement notices and advertisements by all agencies subject to DAS procurement authority.

“Person” means any of the following with legal capacity to enter into a contract: individual, corporation, business trust, estate, trust, partnership, Limited Liability Company, association, joint

DAS Procurement Services, Version 4.4 July 1, 2021. Page 6 of 19 venture, governmental agency, public corporation or any other legal or commercial entity.

“Proposal” means Proposal submitted in response to this RFP.

“Proposer” is a person, organization or governmental entity submitting a Proposal.

“RFP” is Request for Proposal, including all documents, either attached or incorporated by reference, and any Addenda thereto, used for soliciting Proposals.

“Responsible” means a Person who meets the standards of responsibility as described in ORS 279B.110.

“Responsive” means having the characteristic of substantial compliance in all material respects with applicable requirements of this Solicitation Document.

“Services” means all work required to be performed under the Contract resulting from this Solicitation Document.

“Scope of Work” means the general character of the Supplies and Services, the work’s purpose and objectives, and Agency’s expectation. Examples of expectations include, if applicable, a description of the purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop the Proposals.

“Solicitation Document” or “Request for Proposal (RFP)” means this document, including all parts, sections, exhibits, attachments, and Addendums, which is issued to invite Offers from prospective Contractors pursuant to ORS Chapter 279B.

“SPC” is the Single Point of Contact listed on the cover page

“State” means the State of Oregon.

“Statement of Work” The work described in Section 1 of the Contract (as finalized), which sets forth and defines in detail the agreed-upon objectives, expectations, performance standards, and other obligations.

“Successful Proposer” is the person, organization or governmental entity to which the award is made. Used interchangeably with “Contractor”.

“Written” or “Writing” means conventional paper documents, whether handwritten, manuscript or printed, in contrast to spoken words. It also includes facsimile documents or electronic transmissions to the extent permitted by this Solicitation Document or the Contract.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Oregon Department of Forestry (ODF) mission is to serve the people of Oregon by protecting, managing, and promoting stewardship of Oregon’s forests to enhance environmental, economic, and community sustainability. One of ODF’s visions is to have healthy forests providing a sustainable flow of environment, economic, and social outputs and benefits.

DAS Procurement Services, Version 4.4 July 1, 2021. Page 7 of 19

Statewide forest resource policies are coordinated among Oregon's natural resource agencies. The goal of the program is to create and use environmentally sound and economically efficient strategies which minimize the total cost to protect Oregon’s timber and other forest values from wildfire while also minimizing wildfire damage to protected resources.

2.3.2 Project Overview and Background

The Oregon Department of Forestry (ODF) is holding a joint fire protection division (protection)/ incident management team (IMT) training conference in 2023. The overall objective of the conference is to develop a stronger alignment of district and Salem staff with the mission, values, and goals of the fire protection division by developing a shared understanding of public trust, discussing the most current knowledge, trends, and experiences in emergency response to primarily wild land fire management, and learning from one another.

IMT’s provide incident management expertise in logistics, finance, planning, public information operations, safety, and community issues. IMT’s enhance effective coordination among responding agencies during fires, floods, earthquakes, structural collapse, tsunami, release of hazardous materials, and other natural or human-caused incidents.

2.3.3 Purpose

The purpose of the RFP is to establish a Contract for accommodations and services necessary for the 2023 Training Conference. The conference will be held for three consecutive days, on March 21-23, 2023, or on April 3-5, 2023.

2.4 SCOPE OF WORK

The scope of this RFP includes accommodations and services necessary for the 2023 ODF Incident Management Team Joint Training Conference. This includes but is not limited to:

• General Session Room for approximately 160 attendees for a (3) three-day conference.

• Breakout rooms for training up to 50 people each day of the (3) three-day conference.

• Meals and refreshments on-site.

• Accommodations for conference attendees. A limited number of attendees will arrive the evening prior to the start of the conference.

The successful Proposer will provide all accommodations, conference rooms, equipment, labor and personnel, services and supplies necessary (except those designated as Agency-provided services or supplies) to perform and complete the services described in the proposal in accordance with the work, requirements and the Statement of Work, Exhibit A of Attachment A.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM REQUIREMENTS

DAS Procurement Services, Version 4.4 July 1, 2021. Page 8 of 19

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Minimum Proposer Requirements

Proposer must be able to meet all requirements and perform all services specified in the attached sample Contract and its exhibits.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Executive Summary

• Administrative Proposal

• Technical Proposal

• Proposer Information and Certification Sheet (Attachment B)

• Certified Disadvantage Business Outreach Plan (Attachment C)

• Pricing Proposal Form (Attachment D)

• Disclosure Exemption Affidavit (Attachment E)

• Responsibility Inquiry Form (Attachment (Attachment F)

• Proposal submission must be emailed to the SPC as per section 4.5 Proposal Format

3.2.2 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. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

The Price Proposal Form (Attachment D) must be submitted via email as a separate electronic response file to the SPC.

Proposer shall submit its Proposal, except the Price Proposal Form described above, as a single PDF document, without extensive artwork, or other materials not essential to the utility and clarity of the Proposal. Proposer shall submit the two PDF’s (Proposal and Price Proposal Form) via email, bearing the Proposer’s authorized representative’s Signature. In addition, 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 E) and a fully redacted version, as an additional separate PDF labeled accordingly.

3.2.3 Authorized Representative

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

3.2.4 Price Proposal

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with

DAS Procurement Services, Version 4.4 July 1, 2021. Page 9 of 19 the RFP requirements, by Closing. Agency shall not be responsible for any delays in delivery.

Proposals submitted by facsimile (fax) or any other means than email will be rejected, unless alternative delivery or formats have been made as required in this Section 3.2.2.

Submit a detailed Price Proposal (Attachment D) in a separate electronic file that includes the following items:

• For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, and a summary of all proposed costs.

3.2.5 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

3.3 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 will be considered non-Responsive to this RFP and will not be considered further.

3.3.1 Proposer Information Sheet and Certification Sheet

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

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

3.3.2 Price Proposal

Complete and submit the Price Proposal Form (Attachment D) via email.

3.3.3 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Services.

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.

https://oregonbuys.gov/

DAS Procurement Services, Version 4.4 July 1, 2021. Page 10 of 19

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 email.

• Reference the OregonBuys RFP number S-6290000004883

• 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, Specifications, 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 email.

• Reference the OregonBuys bid number.

• Identify prospective Proposer’s name and contact information.

• Be sent by an authorized representative.

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based;

and

DAS Procurement Services, Version 4.4 July 1, 2021. Page 11 of 19

• 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 SUBMISSION 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 email delivery or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized by ODF will be rejected.

Proposals must be emailed to the Single Point of Contact identified on the Cover Page. ALL PROPOSALS MUST BE SUBMITTED BY EMAIL AS ONE PDF ATTACHMENT, as set forth above in section 3.2.1, except for the Price Proposal Form, which should be labeled as a separate PDF.

Please include the Proposal number in the subject line of the email. If Proposer is unable to submit a Proposal via email, Proposer must contact ODF’s Single Point of Contact within a reasonable time period, as determined by ODF, prior to the submission deadline to make arrangements for alternate delivery or an alternate format. ODF is not responsible for incomplete bids or bids that were not correctly addressed to email of Single Point of Contact identified ion the Cover Page.

Only approved alternative delivery or formats may be accepted.

Proposals must be received by the Agency before the scheduled Solicitation Document Closing date and time, found in section 1.2. Late Proposals will not be considered.

All costs associated with preparation, submission, modification, and withdrawal of a Proposal are the sole responsibility of the Proposer and will not be borne by Agency. The Agency will not accept Proposals that require payment by the State.

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 Proposal Submission Options via email. 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 RFP 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

DAS Procurement Services, Version 4.4 July 1, 2021. Page 12 of 19

There will be no public opening of proposals. Proposals received in response to this solicitation document will be opened during the scheduled closing date and time designated in the procurement schedule or as changed by addendum. However, the agency will record and make available the identity of all proposers after opening.

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.

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 Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment F) with Proposal.

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

4.10.2 Evaluation Criteria

DAS Procurement Services, Version 4.4 July 1, 2021. Page 13 of 19

Proposals meeting the above-described requirements will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

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

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 Mandatory Requirements

The Mandatory requirements identified below will be evaluated on a pass/fail basis. Those proposals that do not meet the mandatory requirements may be rejected. Those proposals that meet the mandatory requirements will be evaluated according to the criteria for Site Selection listed below.

• Proposer must indicate that they have the required facilities and resources for the conference described in this RFP to be held on the dates set for the conference.

Proposer must include a facility map, breakout room capacity chart and meal/refreshment menu. ODF reserves the right to reject any and all proposals that cannot meet the specified time frame.

• Proposer must provide rooms and be willing to provide State per diem rates.

Most attendees will be staying for the entire conference (four nights), but some attendees may stay for only a portion of the conference and therefore will reserve rooms only for the portion of the conference they are attending.

Length of time a room block will be held must be stated in the response.

Accommodations will be needed on the top end for approximately 160 people.

• Proposer must state cancellation policy including any charges and minimum notice for cancellation.

• At a minimum, the following audio-visual equipment must be available for the duration of the event in applicable rooms: Internet connection, podium, wireless microphone system, LCD projector and screen. Proposer must provide a list of all available AV equipment.

4.10.2.2 Award of Category Points, Evaluation of Other Considerations and Proposal

ODF will be the sole judge in determining the award of this contract. ODF reserves the right to reject any and all proposals if it is deemed to be in the best interest of the State to do so.

If the property offers an alternative package deal, we will evaluate it in the same way as an itemized proposal. Please respond to all of the questions above even if you choose to offer a flat rate for the day of the event.

DAS Procurement Services, Version 4.4 July 1, 2021. Page 14 of 19

Proposers will be independently evaluated by the members of the evaluation committee.

Evaluators will assign a score in accordance with the evaluation criteria described below as well as any applicable rules and statutes.

Note: There are 210 points possible

4.10.3 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:

lowest price of all Proposers X price points possible = price score price being scored

4.10.3.1 Tiebreakers

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

4.11 POINT AND SCORE CALCULATIONS

Points for the Desirable Elements of this proposal will be scored according to the criteria in Section 4.10.2.2.

Cost points are calculated as stated in the Cost Evaluation Section 4.10.3

CATEGORY POINTS

Space: Site accommodates group of up to 160 people. 40

Space: General Session Room for 160 people in close proximity to other meeting areas. 25

Space: 3 breakout rooms for day one and day three for up to 50 people each; 7 breakout rooms for second day: three rooms for 30-40 people, two rooms for 20 people, and two rooms for 10 people; 1 room for 30 people.

Space: Eating area separate from meeting area 15

Audio/Visual Equipment: Adequate list of available services and equipment. 20

Other Considerations: Reasonable rates and policies. 20

Meals and Refreshments: Options, quality, and variety of provided menu. 25

Cost: Total cost of 4 day conference. 30

TOTAL POINTS POSSIBLE 200

DAS Procurement Services, Version 4.4 July 1, 2021. Page 15 of 19

4.12 RANKING OF PROPOSERS

The SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

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

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

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter

279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email, .

• Reference the OregonBuys bid number.

• Identify Proposer’s name and contact information.

DAS Procurement Services, Version 4.4 July 1, 2021. Page 16 of 19

• Be signed by an authorized representative of Proposer.

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

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

5.3.2 Taxpayer Identification Number

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

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Responsibility Inquiry

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

5.3.5 Pay Equity Certification

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

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

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

DAS Procurement Services, Version 4.4 July 1, 2021. Page 17 of 19

Signature on Attachment B - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

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

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

In the event that the parties have not reached mutually agreeable terms within 10 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories:

disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://www.oregon.gov/biz/programs/COBID/DBE-ACDBE/Pages/default.aspx

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment C) prior to execution.

https://www.oregon.gov/biz/programs/COBID/DBE-ACDBE/Pages/default.aspx https://www.oregon.gov/biz/programs/COBID/DBE-ACDBE/Pages/default.aspx

DAS Procurement Services, Version 4.4 July 1, 2021. Page 18 of 19

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract award, or the rejection of any Proposal.

6.5 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.7 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.025).

https://www.oregon.gov/das

DAS Procurement Services, Version 4.4 July 1, 2021. Page 19 of 19

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

Exhibit A Statement of Work

Exhibit B Insurance

Exhibit C Contractor Data and Tax Certification

Exhibit D Certification Statement for Independent Contractors

ATTACHMENT B PROPOSER INFORMATION & CERTIFICATION SHEET

ATTACHMENT C CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT D PRICE PROPOSAL FORM

ATTACHMENT E DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT F RESPONSIBILITY INQUIRY

3.3 PROPOSAL REQUIREMENTS