RFP 170-3833-2022 Conference Room Maint Upgrade Final.docx

Request for Proposal Intermediate Procurement Conference Room Upgrade & Maintenance

Contracting Entity: Oregon State Treasury Request Number: 170-3833-2022

Open Date: September 7, 2022 Close Date: September 30, 2022

Single Point of Contact:

Julie A. Hall Chief Procurement Officer Oregon State Treasury 867 Hawthorne Ave SE Salem, OR 97301 purchasing@ost.state.or.us 503-378-2335

Oregon State Treasury 2 170- 3833-2022 Template DOJ Approved 1/22/19

Table of Contents

General Information Oregon State Treasury The Oregon State Treasury is the state's financial services hub and manages an array of responsibilities including the investment of public funds and trust funds, issuance of all state bonds, financial and banking services for state agencies, and protection of public fund deposits. The agency also administers the Oregon 529 Savings Network and Oregon Retirement Savings Plan. Treasury also provides staffing services to the Oregon Investment Council.

Treasury strives to save taxpayers money and earn strong and sustainable risk-adjusted returns on investments. Treasury seeks to provide the highest value by improving the financial health of the state and Oregonians - and by being an efficient, transparent and accountable organization.

Statutory Authority The Oregon State Treasury (Treasury) is coordinating the solicitation on behalf of the Oregon State Treasurer, which may purchase and contract for goods and services under OAR 170-002-0105.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060. 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; and f) Multistep Sealed Proposals.

Single Point of Contact If you have any questions related to this Request, you may only contact:

Julie A. Hall Chief Procurement Officer 867 Hawthorne Ave SE Salem, OR, 97302 purchasing@ost.state.or.us 503-378-2355

If you send questions to any other Treasury employee, your proposal may be rejected.

Public Notice The Request and attachments are published in Oregon Buys at: https://oregonbuys.gov/. Request documents will not be mailed to you.

Treasury may modify this Request by publishing a written Addendum to Oregon Buys. You are solely responsible for checking Oregon Buys to determine whether any Addenda have been issued. All published Addenda are hereby incorporated into this Request by reference.

Business Inclusion and Diversity Treasury 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. Treasury also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

Procurement Information

1. Introduction Treasury is using the Competitive Sealed Proposal method under ORS 279B.060. Treasury is asking qualified vendors to submit proposals for an upgrade of our Board Room in Tigard, OR, and ongoing maintenance for the board room in Tigard and the Main Conference Room in our Mill Creek Building in Salem, OR.

Program Overview As described in the previous section, Treasury has two large conference rooms that are used for large board and staff meetings. One conference room is in our Tigard office and one in our Salem office. Our newest conference room in Salem was completed in August 2022 and is Microsoft Teams compatible. Our Tigard conference room was completed in 2017 and requires some upgrades to support Microsoft Teams.

A full list of conference room equipment is included in Section D “Scope of Work” below.

Project Overview and Purpose Treasury is seeking a vendor to upgrade the Tigard conference room to be Microsoft Teams compatible. In addition, Treasury is seeking a 6-year contract for maintenance and support for both the Salem and Tigard conference rooms.

Scope of Work RFPs will be reviewed in each of these sections. Proposers may elect to include additional suggested room enhancements and services in a fourth section at their discretion.

A full list of current conference room equipment for both Salem and Tigard are included at the end of this section.

1) Tigard conference room upgrades – In this section Treasury will evaluate each proposer’s ability to provide a solution to upgrade the Tigard conference room to support Microsoft Teams. Proposals should clearly outline how they will integrate the following new equipment and update the conference room equipment to support the additions. A proposed solution must have the following attributes: (400 points)

a) Install and integrate Treasury provided Poly equipment

b) Update programming on current Extron user panel and upgrade current in-room bi-amp to support new equipment and Microsoft Teams

c) Add Treasury provided wireless boundary microphones to room configuration

2) Annual Maintenance – In this section Treasury will evaluate each proposer’s ability to provide onsite maintenance of both the Salem and Tigard conference rooms. A proposed solution must have the following attributes: (150 Points)

a) Inspect and clean all projectors and change lightbulbs

b) Install firmware updates on equipment

c) Test room functionality and fix any discovered issues

d) Provide recommendations for replacement and/or upgrades to equipment in conference rooms

3) Ongoing Support – In this section Treasury will evaluate each proposer’s ability to provide ongoing support for the Salem and Tigard conference rooms. Service level agreements should be included as an attachment to the proposal. A proposed solution must have the following attributes: (150 Points)

a) Install security hotfixes as needed

b) Install general updates and firmware updates as needed to maintain functionality

c) Proposed SLA should include at least 4-hour callback and 48 hour response time during regular business hours, Monday through Friday, 8am-5pm

d) Inclusion of hourly rate agreement for upgrades and additions to conference rooms that are outside the scope of the maintenance and support agreement

4) Additional Services – To the extent not listed above, any recommended additional services or solutions that the proposer would like for Treasury consider if selected, should be included in section 4. These recommendations should be included as an optional and separate section in the proposal.

Full Mill Creek Conference Room Equipment List – Salem

· Extron IPCP Pro 550 xi

· TLP Pro 1025M

· Extron DMP 128 Plus (12x8 ProDSP Digital Matrix Processor)

· Extron EBDB MINI

· Extron ECM S10

· Extron FF120T, FF220T

· Denon DN-700R Network Based Audio Recorder, or similar

· Williams Sound PPA Pro 457 Assisted Listening Tx w/ 4 receivers, or similar

· Shure UA845UWB

· Shure ULXD4

· Shure ULXD4 Wireless Mics

· Shure ULXD4 Boundary Mics

· Extron XPA U 1004

· Extron XTP II CrossPoint 1600

· Extron XTP CP 4K Twisted Pair I/O Boards

· Extron XTP II CP 4o HD 4K PLUS

· Extron XTP T HWP 101 4K

· Extron XTP SR HD 4K

· BiAmp Tesira Connect TC5

· BiAmp TesiraXEL 1200.1

· BiAmp Tesira EX-AEC

· BiAmp TesiraForte AVB CI Full Mt. Hood Conference Room Equipment List – Tigard

· Dalite 20878LS 123" 16:10 Electric Screen

· Epson V11H703020 ProG 6070W

· Extron 60-1382-01 Crosspoint 86

· Extron 60-1271-13 DTP230 Rx for HDMI (projector side)

· Extron 60-1271-12 DTP230 Tx for HDMI (physical connections)

· Barco R9861520NA CSE-200 Set w/ 2 Pucks

· BiAmp TesiraForte AVB VI 12 x 8 audio processor w/ VoIP, AVB network

· BiAmp NG GS724T AVB V4 AVB enabled network switch

· Extron FF 220T 2'x2' Flat field speakers - Pair

· Extron 60-883-02 2 Channel 70v , 200Watt Amplifier

· Shure SLX24/BETA58 Transmitter/Receiver Mic Combo

· Denon DN-700R

· Williams Sound PPA Pro 457 Assisted Listening Tx w/ 4 receivers

· Extron 60-1434-01 IPCP Pro 555 Control Processor

· Extron 60-1393-02 10" Tabletop Control Interface - TLP Pro 1020T

· Mid-Atlandic WRK-24MDK 24 RU Equipment Enclosure/ Rack, Caster

· DC43J 43" commercial LED/LCD display (low profile / slim bezel)

· Extron 60-1480-01 Dual output HDMI distribution amplifier

· Extron 60-1490-02 Wireless HDMI transmitter (1080p)

· Extron 60-1490-03 Wireless HDMI receiver (1080p)

· MicroFlex MX415 Modular Gooseneck Microphone

· MicroFlex MX400DP Mic Stand

The Statement of Work is included in the Sample Contract (Attachment A).

Oregon State Treasury 6 170-2220-2020 Template DOJ Approved: 1/22/2019

Schedule The table below provides the specific date and time of, or deadline for, an event (Eastern and Pacific time zones provided). If the date field is blank, then that event is not planned for this request.

Time Zone

Other Tentative Dates. The table below provides the approximate or tentative date of an event. If the date field is blank, then that event is not planned for this request.

Qualification Requirements To qualify for further consideration, your Proposal must demonstrate how you meet all the requirements included in this section and its subsections.

1. Licensing and Certification Requirements Pay Equity Certification. If your Proposal exceeds $500,000, and you employ 50 or more full-time employees, you must have a Pay Equity Compliance Certificate issued by Oregon Department of Administrative Services prior to executing a contract with Oregon State Treasury

Instructions on how to obtain the certificate can be found at the following web address: www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf.

Nondiscrimination in Employment. As a condition of receiving the award of a Contract under this Request, you must certify that you have 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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination. Your requirement is met by completing and signing the Proposer Information and Certification Sheet (Attachment C).

Proposal Requirements

1. Format, Quantity, and Delivery The following table applies to Proposals, Modifications, Withdrawals, and Protests. Hardcopy or Electronic Media Delivery: You must your proposal to the Single Point of Contact on the cover page; You must provide the scanned or electronically generated original, signed Proposal. Proposals must be received by the Closing date and time.

Table Text: 10 point Footnoted Text: 9 point

If the submission requires more than one email, then you must include the Request Number and identify it as first, second etc. in the chain of e-mails in the subject line on each email sent. Example: 170-INV1000-2019; Email #1

General Requirements Proposals must address each of the requirements included in this Request. You must describe the Goods to be provided or the Services to be performed or both as required in the Scope of Work. A Proposal that merely offers to provide the Goods or Services as stated in this Request may be considered non-Responsive and may not be evaluated further.

The terms of your Proposal, including pricing, are valid and binding for 120 days from the Closing Date.

Proposals containing unsolicited marketing or advertising material may not be scored favorably if specific information is difficult to locate.

Vendors (i.e., Proposer) shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

Information and Certification Sheet Your Proposal must include the Information and Certification Sheet (Attachment C) providing that you have complied with the tax laws of this state or a political subdivision of this state, including but not limited to ORS 305.620 and ORS chapters 316, 317 and 318. Your Proposal may be found non-Responsive if you fail to demonstrate compliance with Oregon Tax Laws or do not sign the Proposer Information and Certification Sheet.

Public Records and Exemptions Proposals are public records and are subject to public inspection after Treasury issues the Notice of the Intent to Award. Treasury will keep a list of all Proposers and will release the list when required. Treasury will not disclose Proposals until it has issued the Notice of Intent to Award. If you believe any information contained in your Proposal is exempt from disclosure under the Oregon Public Records law (ORS 192.311 through 192.478), you must submit a redacted version of your Proposal. You may only redact information that is exempt, and any redactions should not be overly broad. You must clearly identify the redacted version on the Cover Page. The naming convention used for the document should include the word “redacted” if your Proposal is submitted electronically.

You must also complete and submit the Disclosure Exemption Affidavit (Attachment B). If you fail to complete the affidavit, the Treasury will assume you do not believe information contained in the Proposal is exempt from disclosure. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

Your Proposal submitted under this Request becomes the Property of Treasury when received by the Single Point of Contact. By submitting a Proposal in response to this Request, you grant 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 Request process, and to fulfill obligations under Oregon Public Records Law. Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

References You must provide references from current or former clients for whom you performed similar projects by completing the Reference Check Form (Attachment D). The work must have been completed within the past three years. References must be able to verify the quality of the work you performed.

Treasury may contact references you provide concerning your ability to comply with the requirements of this Request. Treasury may use references to obtain additional information, or verify any information needed. Treasury may contact any reference (submitted or not) to verify your qualifications.

Price Proposal You must complete the Price Proposal (Attachment E) and submit it in a separate electronic file using a naming convention including the term “Attachment E”.

Key Persons and Resumes Your Proposal must identify any key persons you will assign to this project. You must include a current resume (not more than 2 pages) for each person that demonstrates qualifications and experience for the work they will perform.

Project Implementation Plan You must describe how you would carry out the major activities described in the Scope of Work. The plan must demonstrate how you will coordinate and accomplish the work.

Sample Contract Exceptions To the extent you have any exceptions to the Terms and Conditions of the Sample Contract (Exhibit A), you must submit them with your Proposal. You may use standard revisions marking to document your exceptions. Treasury will consider the scope of requested revisions in its evaluation of your Proposal. The terms and conditions of the Sample Contract may be negotiated only as set forth in Section 7.D of this Request.

Solicitation Process

1. Pre-Proposal Conference A Pre-Proposal Conference will be held for this Request. An interested Proposer must email the Single Point of Contact, who will provide the Location of the Pre-Proposal Conference. The Pre-Proposal Conference will be held on September 12, 2022, at 11:30 PST at the Tigard Office and on September 12 at 8:30 am PST at the Mill Creek Office.

Questions/Requests for Clarification Your questions or requests for clarification related to this Request must be emailed to the Single Point of Contact. You must:

· Reference the Request number

· Include your name and contact information, and

· Identify the specific area of the Request in question (page, section, and subsection number).

You must submit your questions or requests for clarification by September 14, 2022, 12:00 PM Pacific Time.

Modification or Withdrawal You may modify your proposal. The modification must include the Request Number and be submitted to the Single Point of Contact prior to the closing date and time.

You may also withdraw your proposal by emailing written notice to the Single Point of Contact. The notice must include the Request Number and be submitted to the Single Point of Contact prior to the closing date and time.

Treasury will not consider a modification or withdrawal received after the closing date and time.

Cancellation and Rejection of Proposal Treasury may cancel this Request at any time if it is in the best interest of the Oregon State Treasurer.

Treasury may reject one or more Proposals for any of the following reasons:

· Proposer fails to substantially comply with the requirements of this Request.

· A Proposal is non-Responsive.

· 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 Request with State representatives such as State employees or officials other than the Single Point of Contact, or inappropriate contact with the Single Point of Contact.

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

· When rejection is in the best interest of the Oregon State Treasurer.

Evaluation

1. General Requirements Each Responsive Proposal meeting minimum requirements will be independently evaluated by members of an Evaluation Panel. Evaluation Panel members may change and Treasury 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 up to the maximum points available in the Point and Score Calculation section.

The Single Point of Contact may request further clarification to assist the Evaluation Panel in gaining additional understanding of a Proposal. 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.

Evaluation Criteria

Point and Score Calculation

Price Proposal Evaluation The sealed Price Proposals will be opened and scored as follows:

· The lowest Price Proposal will receive 300 points.

· The second lowest Price Proposal will receive 250 points.

· The third lowest Price Proposal will receive 200 points.

· The fourth lowest Price Proposal will receive 150 points.

· Lower ranked Price Proposals will receive 100 points.

Proposal Ranking The Single Point of Contact will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Panel member and dividing by the number of members). The Single Point of Contact will then combine the average score for each Proposal with the Price Proposal score and rank order the Proposals, with the Proposal with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Treasury will rank all Proposers at the conclusion of the evaluation and scoring and may, in Treasury’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Treasury 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.

Next Step Determination At the conclusion of a round of competition, Treasury may choose to conduct an additional round(s) of competition if in its best interest. Additional rounds of competition may consist of, but will not be limited to:

· Interviews

· Discussions and submittal of revised Proposals

· Best and Final Offers

· Serial or simultaneous negotiations

Treasury may advance only the top three scoring Proposals to a subsequent round. Treasury will select the location of any interview, demonstration, or other event, or may conduct the event via teleconference or videoconference. Any Key Person that is listed in the Proposal must attend the Interview/Demonstration in Person at the location selected by Treasury.

Subsequent Round Scoring If Treasury conducts two or more rounds of competition, the Single Point of Contact will determine the cumulative score for each Proposal advancing through all rounds of competition by adding the scores from each completed round. The Proposal with the highest cumulative score will receive the highest final ranking.

Award and Negotiation

1. Award Consideration Treasury will award a multi-year contract to the highest-ranking Proposer that met all the requirements in this Request and is Responsible. Treasury may award less than the full Scope of Work included in this Request.

Notice of Intent to Award Treasury will send a Notice of Intent to Award to all Proposers. The Notice of Intent to Award will include the name of the selected Proposer. A Proposer to this Request may submit a protest under subsection 2.F of this Request.

Treasury may immediately begin negotiations with a Proposer if only one Proposal was submitted. Treasury is not required to evaluate the single Proposal and may waive the protest period.

Additional Information Requirements The Proposer awarded a contract under this Request is required to submit the following additional information:

· Proof of insurance for the lines of coverage provided in Exhibit B of Attachment A.

· Taxpayer Identification Number (TIN) issued by the Internal Revenue Service.

· A completed W-9 form with backup withholder status.

· Proof of business registration and authority to transact business in the State of Oregon.

· A completed Responsibility Inquiry Form (Attachment G).

· Pay Equity Certification, if required. (See Section 3.B.)

· Nondiscrimination in Employment Certification (Attachment C).

· Certification by the Office for Business Inclusion and Diversity (COBID) Certification. (See Section 1.E.)

· Certified Disadvantaged Business Outreach Plan (Attachment F), if requested.

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

Unless Treasury agrees to modify any of the terms and conditions pursuant to any exception(s) included in the original Proposal, Treasury intends to enter into a Contract with the successful Proposer that is substantially in the form of the Sample Contract (Attachment A) included in this Request.

It may be possible to negotiate some provisions of the final Contract; however, Treasury 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. Therefore, Treasury will consider the scope of requested exceptions in the evaluation of Proposal.

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

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Treasury may terminate negotiations and commence negotiations with the next highest-ranking Proposer.

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

Governing Laws and Regulations This Request is governed by the laws of the State of Oregon. The venue for any administrative or judicial action relating to this Request, 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 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.

Cost of Submitting Proposal Proposer must 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 participate in demonstrations, or costs associated with protests.

Statewide E-waste/Recovery If the products included in a Proposal are electronic equipment, Proposer must include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the Department of Administrative Services website www.oregon.gov/das and use the search bar feature to locate the procedure.

Printing, Binding, and Stationary Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State.

Definitions Unless the context of a specific term requires otherwise, capitalized terms used in this Request and the attachments to this Request have the meaning as prescribed below:

Proposal A person’s offer made in response to the Request.

You or Your The person who is considering submitting a Proposal under the Request.

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