RFP 16500-00015033 Hosting for ArchivesSpace.pdf

RFP #S-16500-00015033 Hosting services for open-source software ArchivesSpace

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STATE OF OREGON

OREGON SECRETARY OF STATE

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number 16500-00015033 for

HOSTING SERVICES FOR OPEN SOURCE SOFTWARE

“ARCHIVESSPACE”

Date of Issue: January 9, 2026

Opening Date and Time: February 24, 2026, 10:00AM PT

Single Point of Contact (SPC): David Matthews, Procurement & Contract Specialist 2

Address: 255 Capitol St NE, suite 126 City, State, Zip Salem, OR 97310 Phone (voice) (971) 900-9945 E-mail: purchasing.sos@sos.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.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

SECTION 4: SUBMISSION REQUIREMENTS

4.1 PROPOSAL FORMAT

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

SECTION 5: EVALUATION PROCESS

5.3 NEXT STEP DETERMINATION

5.4 COMPETITIVE RANGE DETERMINATION

SECTION 6: AWARD AND NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

7.7 BUSINESS INCLUSION AND DIVERSITY

SECTION 8: LIST OF ATTACHMENTS AND EXHIBITS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST PROPOSAL

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Secretary of State’s Office, Archives Division (“Agency”), is issuing this Request for Proposal for hosting of open-source software “ArchivesSpace” and the services to implementation and configure data, migrate data, host, train, and provide support services for the Agency’s instance of ArchivesSpace.

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 5 years with options to renew for 5-year terms as permitted by applicable statute or rule.

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

Pre-Proposal Conference January 20, 2026, 10:00 AM

Questions / Requests for Clarification Due January 27, 2026, 10:00 AM

Answers to Questions / Requests for Clarification Issued (approx.) January 29, 2026

Closing (Proposals Due) As stated on the cover page

Evaluation Period (approx.) February 26, 2026 thru March 12, 2026

Issuance of Award (approx.) March 16, 2026

1.3 OREGONBUYS

This RFP, including all amendments, attachments, and exhibits is posted on OregonBuys at https://oregonbuys.gov. RFP documents will not be mailed.

1.3.1 OregonBuys Assistance/Registration Information

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at 1.855.800.5046 or by email at support.oregonbuys@oregon.gov.

Current and correct registration information is the sole responsibility of the registered party.

Agency accepts no responsibility for missing or incorrect information.

1.4 SINGLE POINT OF CONTACT (SPC)

The single point of contact for this RFP is identified is identified on the Cover Page. 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 https://oregonbuys.gov/ mailto:support.oregonbuys@oregon.gov

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050(4).

Agency is using the Intermediate Procurement method, pursuant to ORS 279B.070 and OAR 137- 047-0270. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Quotes; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Quotes.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions.

2.2.1 General Definitions

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

2.2.2 Project Specific Definitions

ArchivesSpace means- an open-source archives information management application for managing and providing access to archives, manuscripts and digital objects and supports a range of archival functions.

Finding Aid means-an organization tool, a document containing detailed and processed metadata and other information about a specific collection of records within an archive.

OVERVIEW AND PURPOSE

The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people of Oregon.

To learn more about our Agency and our respective divisions, please visit our webpage:

https://sos.oregon.gov/Pages/divisions.aspx .

2.2.1 Division Overview and Background

The Oregon State Archives (Agency) is one of seven divisions within the Oregon Secretary of State Agency. The Agency is the state’s authority on the orderly management and preservation of critical government information. It ensures Oregon state government and records are transparent, accountable, and accessible to the public. The Agency identifies, preserves and provides long-term access to the permanently valuable records of Oregon government and provides records management advice and assistance to all levels of Oregon government to facilitate the prompt disposition of records. The Agency writes standards and issues guidance for the appropriate use of technology and media to ensure the accessibility of record information for entirety of scheduled retention. The Agency manages the Oregon Records Management Solution (ORMS), a proactive electronic records management program that is available to all Oregon government agencies, and actively collaborates with state IT leadership to make records-centered decisions in information systems. The Agency also https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=11191 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=11191 https://sos.oregon.gov/Pages/divisions.aspx

SoS Version Dated 01/09/2024 Page 5 of 19 operates the State Records Center, providing inexpensive storage for all of the state of Oregon agencies records. The Agency operates the Security Copy Depository, providing a secure, climate-controlled storage area for Oregon’s state agencies and political subdivision microfilm. The Agency receives the State’s “Official Documents” required to be filed with the Secretary of State. Additionally, the Agency receives, verifies, processes, publishes, and maintains all state agency, boards, and commissions administrative rules, and publishes the Oregon Blue Book. The Agency operates under the authority of ORS 192.001-192.170; ORS 357.805-357.895; ORS 171.407, 171.420-171.430; ORS 177.120; and ORS 183.325-183.362.

2.2.2 Project Overview and Background

Finding aids are created as the primary tool for Agency customers to know what collections the Agency has in the Agency’s Archives and discover the contents of each collection. Over decades, the Agency has authored approximately 110 finding aids; however, only the gubernatorial, county, and a small percentage of state agency finding aids are available on our website. The format is not user-friendly and does not allow searching across finding aids or even within the documents themselves. The information is siloed and extremely difficult to use.

Additionally, ArchivesSpace will allow Agency to link directly from Agency finding aids to digital records that have been uploaded into Content Manager (CM). The Agency’s current system does not facilitate linking and the majority of digital records currently stored in CM are not easily discoverable and accessible by the public.

Other immediate in-house Agency needs include migrating to a new database to manage accession records, which provide legal documentation of the transfer of records. The Agency currently uses FileMaker Pro and the Agency is in the beginning stages of transitioning away from FileMaker Pro. The Archives currently has approximately 1,603 accession records with 13 fields. There is also a need for a locator system enabling the physical tracking of where collections are located and assist in retrieval of boxes and aid in disaster planning and recovery.

The Agency has identified ArchivesSpace as the appropriate archival management system (“AMS”) for Agency internal business needs and to enable Agency customers to access information related to Agency collections. In consultation with Agency’s IT the Agency determined the instance of ArchivesSpace should be hosted by an outside vendor rather than on-prem.

2.2.3 Purpose

Contracting with an external vendor to host ArchivesSpace for the Agency will align the Agency with current archival best practices. Specifically, it will allow Agency customers to discover what records and information Agency has in Agency collections, result in a better user experience, and increase awareness and use of Agency collections. This is a customer-centric solution designed to make it easier for researchers to find and use Agency records. It will also benefit Agency staff by creating efficiencies, which also benefits Agency customers. It will serve as an accessions database for legal record-keeping and save Agency from having to research, find, and purchase a database to replace FileMaker Pro. It will serve as a locator system to aid in tracking, management and retrieval of collections, which also aids in risk management and disaster recovery.

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2.3 SCOPE OF WORK/SPECIFICATIONS

The scope of this RFP is to identify the best proposal to implement, migrate data and host the Agency’s instance of ArchivesSpace. The selected proposer will implement/configure, migrate data, host, train, and provide support services for the Agency’s instance of ArchivesSpace.

Examples of the types of services needed include, but are not limited to:

• One-time setup and configuration services;

• One-time data migration for approximately 1,603 accession records currently in FileMaker

Pro. We estimate 13 fields. Approximately 370 records do not have accession dates;

• One-time metadata cleanup services if available.

• Ongoing services to administer and maintain Archives’ information and data within

ArchivesSpace, including approximately 110 finding aids, accession records, and box locations;

• Update ArchivesSpace code in concert with ArchivesSpace community upgrades;

• Provide a host name for the public and staff interfaces and assign the Domain Name

System (DNS) details in accordance with Agency’s requirements

• Obtain and install the required SSL/TLS certificate for Agency during installation.

• Hosting will include Application Programming Interface (API) access, automatic updates, daily backups, monitoring and tuning of the Service, and a support ticket system where Agency can request technical support.

• Offer initial training for Agency staff such as web-based, pre-recorded video trainings and the ArchivesSpace User Manual and support.

• proposer should be able to integrate with Agency authentication & observability systems.

Proposer should demonstrate how proposer is able to integrate with Agency authentication & observability systems listed below:

Microsoft EntraID Single-sign On (SSO)

Splunk

Agency expects to evaluate timelines for configuration, migration and training provided by the prospective proposers. Agency is flexible on required start date but must be able to start on or before May 1, 2026.

Proposals must describe Installation of the ArchivesSpace instance, ongoing maintenance, staff training, and migration of accession records and other records and data.

Service Level Agreement (SLA) responses (within 24 hours) to service issues is desired.

Proposers shall provide SLA as part of the proposal.

The Successful Proposer shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Agency is purchasing under this RFP.

SECTION 3: PROCUREMENT REQUIREMENTS

https://learn.microsoft.com/en-us/entra/fundamentals/what-is-entra https://www.splunk.com/en_us/products/enterprise-security-essentials.html

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3.1 MINIMUM QUALIFICATIONS

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

3.1.1 Experience:

Proposer must have 5 years’ experience providing hosting services for institutions similar in size and scope to the ArchivesSpace hosting services requested in this RFP. List the dates and institutions that meet the experience requirement.

3.1.2 Customers:

Proposer must have a minimum of 5 current customers of similar size of the Agency using the ArchivesSpace hosting services proposed in response to this RFP, or substantially similar. List the current customers name and the type of services provided for each of the 5 current customers.

3.1.3 Certification requirements

• Proposer must be able to satisfy CIS Control v8.x, IG2 or greater. Proposer must provide documentation or a statement that proposer satisfies CIS Control v8.x, IG2 or greater The 18 CIS Critical Security Controls

• Proposer must meet all WCAG 2.1 AA standards or greater. Proposer must provide documentation or a statement that proposer meets all WCAG 2.1 AA Standards or greater below:

Fact Sheet: New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments | ADA.gov

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Content 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 proposal must include information responsive to the items in the Proposal Content Requirement Section. The proposal file as outlined in Section 4.1.1 may not exceed a total of 20, 8.5” x 11” pages. Proposals shall be Microsoft 365 compatible or searchable Adobe format and shall not be more than 50MB. Proposals exceeding 20 pages will be truncated and only the first 20 pages will be evaluated.

In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the https://www.cisecurity.org/controls/cis-controls-list https://www.ada.gov/resources/2024-03-08-web-rule/ https://www.ada.gov/resources/2024-03-08-web-rule/

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Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFP and attachments are published in OregonBuys at https://OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

Modifications or Addenda, if any, to this RFP will be published as Bid Amendment(s) in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Bid Amendments have been issued. Bid Amendments are incorporated into the RFP by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via an OregonBuys submission in the Q&A tab on the bid;

• Reference the OregonBuys bid number;

• 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.

• 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 submitted using the Q&A Tab in OregonBuys.

3.3.3 Pre-Proposal Conference

An optional pre-proposal conference is scheduled at the time and date set forth in the Schedule and the Teams link is listed below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 298 114 288 963 83 Passcode: na7Ag2Fw

Dial in by phone +1 503-446-4951,,364567179# United States, Portland Find a local number Phone conference ID: 364 567 179# https://oregonbuys.gov/ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDUzZGRjMTYtOGQ5My00M2NiLWFmMzEtNGQ5ZGFlOGZjMmE2%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%221f2c9aaa-0431-4c08-9752-9ece50eaa823%22%7d tel:+15034464951,,364567179 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=364567179

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For organizers: Meeting options | Reset dial-in PIN

Potential proposers may ask questions during the conference, however, statements made by the Agency at the conference are not binding upon the Agency unless confirmed by a written addendum.

3.3.4 Proposal Modification or Withdrawal

Any Proposer who wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in the manners listed in the Proposal Submission Instructions section and must denote the specific change(s) to the Proposal submission. 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 shall do so prior to Closing. The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the OregonBuys bid number and be submitted to the SPC.

3.3.5 Proposal Due

Proposals and all required submittal items must be received in OregonBuys on or before Closing. Proposals received after Closing will not be accepted. All Proposal modifications or withdrawals must be completed prior to Closing.

Proposals received after Closing are considered LATE and will NOT be accepted for evaluation.

3.3.6 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 in ink.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with Agency representatives such as

Agency employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to inappropriately influence a member of the Evaluation Committee.

• Proposal is conditioned on 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 Addenda.

3.4 PROPOSAL CONTENT 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 https://teams.microsoft.com/meetingOptions/?organizerId=1f2c9aaa-0431-4c08-9752-9ece50eaa823&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_ZDUzZGRjMTYtOGQ5My00M2NiLWFmMzEtNGQ5ZGFlOGZjMmE2@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

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3.4.1 Proposers Qualifications and Experience

Describe proposer’s qualifications and experience as it relates to the needs described in the

RFP.

3.4.2 Key Persons Qualifications and Experience.

Provide the qualifications and experience of the key team member(s) who will work on the project. Emphasize the specific qualifications and experience from projects similar to this project for the key team members. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the Agency.

3.4.3 Approach and Management Plan.

Describe the approach and management plan for providing the services of configuration/implementation of ArchivesSpace software, data migration, hosting, training and support. Provide a comprehensive management plan that the Proposer intends to follow.

Illustrate how the plan will serve to coordinate and accomplish the Work. Include an organizational chart showing the proposed relationships among proposer staff, Agency staff and any other parties that may have a significant role in the delivery of this program. Include support for SLA as part of the management plan.

3.4.4 Staffing Plan.

Provide a staffing plan and an estimate of the total hours, detailed by position, required for the project tasks as outlined. Discuss the workload for all key team members and their capacity to perform the requested services for the project, according to your proposed schedule.

3.4.5 Work Plan and Schedule.

Describe how you will perform each task of the project, identify deliverables for each task and provide a schedule. The work plan should be in sufficient detail to demonstrate a clear understanding of the project. Discuss the approach for completing the requested services for the project deadlines. The schedule should show the expected sequence of tasks and include durations for the performance of each task, milestones, submittal dates and review periods for each submittal. The project is expected to commence approximately May 1, 2026 .

3.4.6 Cost Control.

Provide information on how you will control project costs to ensure all work is completed within the negotiated budget for the project. Include the name and title of the individual responsible for cost control.

3.4.7 Cost Methodology

Propose a cost methodology for the proposed solution. Do not include any actual cost information in this portion. This section will evaluate the methodology only. The cost, which must be calculated based on the methodology proposed in this section, will be evaluated in the Cost Proposal section.

3.4.8 References

Provide 3 references from current or former client firms for similar projects performed for any

SoS Version Dated 01/09/2024 Page 11 of 19 clients within the last 5 years. References must verify the quality of previous, related Work.

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, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

3.4.9 Cost Proposal.

The Cost Proposal shall include: (a) the total dollar amount requested to complete one-time implementation, and migration services. Monthly hosting cost (for 5 years) of the project. (b) any other resources, including in-kind, that will support the proposed project, (c) the number of anticipated hours and rate of the project manager and key team members inclusive of all services, expenses, and fees (i.e., Payroll expenses – hours/rate/title, Admin, Overhead, etc.).

The estimated level of hours for other staff can be summarized in general categories. Proposer must submit Cost Proposal using Attachment E: Cost Proposal Submission Form

3.4.10 Proposer Information and Certification Sheet

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

3.4.11 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

SECTION 4: SUBMISSION REQUIREMENTS

4.1 PROPOSAL FORMAT

Files need to be named and proposals need to be structured and uploaded into OregonBuys as follows:

4.1.1 [vendor name] proposal.pdf This document is to include the following sections:

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• 3.1.1 – Experience

• 3.1.2 – Customers

• 3.1.3 – Certification

• 3.4.1 – Proposer Qualifications and Experience

• 3.4.2 – Key Persons Qualifications and Experience

• 3.4.3 – Approach and Management Plan

• 3.4.4 – Staffing Plan

• 3.4.5 – Work Plan and Schedule

• 3.4.6 – Cost Control

• 3.4.7 – Cost Methodology

4.1.2 [vendor name] additional documentation.pdf This document is to include the following sections:

• 3.4.10 – Disclosure Exemption Affidavit (optional) (Attachment B)

• 3.4.11 – Proposer Information and Certification Sheet (Attachment C)

• 3.4.8 – Reference Check Form (Attachment D)

• 3.4.9 - Cost Proposal (Attachment E)

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

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 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:

Proposal submission should be electronically through OregonBuys at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

SECTION 5: EVALUATION PROCESS

5.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

Proposals received prior to Closing will be reviewed for Responsiveness to all RFP requirements including compliance with the Proposal Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

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

Proposals meeting the requirements outlined in the Proposal Content Requirements section will https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

SoS Version Dated 01/09/2024 Page 13 of 19 move into Round 1 evaluation.

5.2 EVALUATION CRITERIA

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be independently evaluated by each member of an Evaluation Committee. Evaluators will assign a score of 0 to 100 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.

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 90 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

10 – 40 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

5.2.1 Proposer Qualifications and Experience

• How well does Proposer’s qualifications demonstrate its ability to deliver successful

Services?

• How well does Proposer’s experience demonstrate its ability to deliver successful Services?

5.2.2 Key Persons Qualifications and Experience

• How well do the proposed Key Persons qualifications demonstrate their ability to deliver successful Services?

• How well do the proposed Key Persons experience demonstrate their ability to deliver successful Services?

5.2.3 Approach and Management Plan

• How well does the proposed approach align with Agency needs?

• How well does the proposed management plan demonstrate a thorough understanding of

SoS Version Dated 01/09/2024 Page 14 of 19 the project?

• How well does the organizational chart demonstrate necessary relationships?

• How well does the plan address anticipated and unanticipated risks involved in an implementation of this type and scale?

• How well does the plan address the communication needed in a project of this type and scale?

5.2.4 Staffing Plan

• How well does the proposer’s estimate demonstrate a thorough understanding of the project?

• How well does the proposed project team demonstrate that the project will be properly staffed.

5.2.5 Work Plan and Schedule

• How well does the Work Plan and Schedule demonstrate a thorough understanding of the project?

• How well do the deliverables, tasks, milestones, etc. align with the needs of Agency?

5.2.6 Cost Control

• How well does Proposer’s cost control approach demonstrate their ability to deliver the project within the negotiated budget?

5.2.7 Cost Methodology

• How well does the cost methodology demonstrate value to Agency?

5.2.8 Cost Evaluation

The SPC will conduct the cost evaluation. The SPC will award cost points to each Cost Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

lowest cost of all Proposers X cost points possible = cost points for Proposal cost being scored

5.3 NEXT STEP DETERMINATION

Agency may determine Apparent Successful Proposer at the conclusion of Round 1 evaluation or may conduct additional rounds of evaluation if in the best interest of the Agency. Additional rounds of evaluation may consist of, but will not be limited to:

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offer

5.4 COMPETITIVE RANGE DETERMINATION

If Agency, in its sole discretion, determines that one or more additional rounds of competition is

SoS Version Dated 01/09/2024 Page 15 of 19 necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

5.5 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 100) assigned by each evaluator.

Points are the total possible value for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 10=10r%, 50=50%, 90=90%, etc.

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

rounds and categories proposal § evaluation § max points possible

Proposers Qualifications and Experience 3.4.1 5.2.1 40 Key Persons Qualifications and Experience 3.4.2 5.2.2 30

Approach and Management Plan 3.4.3 5.2.3 40 Staffing Plan 3.4.4 5.2.4 25

Work Plan and Schedule 3.4.5 5.2.5 30 Cost Control 3.4.6 5.2.6 10

Cost Methodology 3.4.7 5.2.7 10 Cost Proposal 3.4.9 5.2.8 15

Total 200

EXAMPLE:

Proposer A receives scores of 100, 90, and 80 for a criterion worth 50 points. The SPC averages 100, 90, and 80 for a score of 90. 90 is used as a 90% multiplier to the possible points of 50. 50 multiplied by 90% is 45. Proposer A’s points for the criterion is 45.

5.6 RANKING OF PROPOSERS

SPC will rank all Proposers advancing through all rounds of evaluation. After each applicable preference has been applied, the SPC will rank order the Proposals based on the final scores for each Proposal, with the Proposal receiving the highest score receiving the highest rank.

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible

SoS Version Dated 01/09/2024 Page 16 of 19

Proposer(s) based upon the scoring methodology and process described in Section 5. Agency may award less than the full Scope defined in this RFP.

6.1.2 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.

6.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.2.1 Insurance

6.2.1.1 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 C of Attachment A.

6.2.2 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.

6.2.3 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.

6.2.4 Nondiscrimination in Employment

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

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

6.3 CONTRACT 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. Unless Agency agrees to modify 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).

It may be possible to negotiate some provisions of the final Contract; however, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that http://sos.oregon.gov/business/pages/register.aspx

SoS Version Dated 01/09/2024 Page 17 of 19 the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency will consider the Scope of requested exceptions in the evaluation of Proposal.

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

Agency is willing to negotiate ONLY the Statement of Work

Agency will not negotiate items listed below:

• Governing Law

• Jurisdiction and Venue

• Constitutional requirements and limitations

In the event that the parties have not reached mutually agreeable terms within 60 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 7: ADDITIONAL INFORMATION

7.1 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.

7.2 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this RFP become the Property of Agency. By submitting an Proposal in response to this RFP, Proposer grants the Agency 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 an Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.410 through 192.505). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

7.3 CANCELLATION OF RFP; REJECTION OF PROPOSALS; 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 Agency, as determined by Agency. Agency is not liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

7.4 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to

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7.5 RECYCABLE PRODUCTS

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

7.5.1 PREFERENCES

7.5.1.1 Reciprocal Preference

For evaluation purposes per ORS 279A.120(2)(b), Agency shall add a percent increase to each out-of-state Proposer's Quote price that is equal to the percent preference, if any, given to a Resident Proposer in the Proposer's state.

7.5.1.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, Agency will select the Proposer offering 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.

7.5.1.3 Tiebreakers

Oregon Supplies: If Agency receives Quotes 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.

7.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Quote 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.

7.7 BUSINESS INCLUSION AND DIVERSITY

Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID). 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:

Oregon Business Xpress : Certification for Minority, Women, Veteran, & Small Business Owners : State of Oregon

SECTION 8: LIST OF ATTACHMENTS AND EXHIBITS

https://www.oregon.gov/das/Procurement/Pages/Recippref.aspx https://www.oregon.gov/das https://www.oregon.gov/business/Pages/Certification.aspx https://www.oregon.gov/business/Pages/Certification.aspx https://www.oregon.gov/business/Pages/Certification.aspx

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ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST PROPOSAL

3.4 PROPOSAL CONTENT REQUIREMENTS

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

SECTION 8: LIST OF ATTACHMENTS AND EXHIBITS