RFP 23-045 Protected Leave - Disability Management System - Instructions For Proposers Part 1-4 - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Protected Leave / Disability Management System RFP No. 23-045

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 23-045

PROTECTED LEAVE / DISABILITY MANAGEMENT SYSTEM

Date Issued: December 4, 2023

Pre-Proposal Conference: December 12, 2023 2:00PM PST (Mill Creek Conf. Rm.)

* Non-Mandatory *

Requests for Question Deadline: December 14, 2023 4:00PM PST

Response to Questions: December 18, 2023 5:00PM PST

Proposal Closes & Responses Due: December 28, 2024 4:00PM PST

Project Manager: Deb Grant, Risk Manager Jessica Harrington, HR Manager

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

Submit Proposal: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, Oregon 97301

Email: procurement@cherriots.org mailto:procurement@cherriots.org

TABLE OF CONTENTS

RFP 23-045

SECTION NO OF PAGES

1. RFP COVER PAGE……………………………………………………………………… 1

2. TABLE OF CONTENTS……………………………………………………………………1

3. PART 1 - INSTRUCTIONS FOR PROPOSER .……………………………………..… 8

4. PART 2 – SCOPE AND SPECIFICATIONS …………………………….…..……

5. PART 3 - EXHIBITS 1-14 – PROPOSAL FORMS .………….…..………………...…18

6. PART 4 – EVALUATION OF PROPOSALS …………………………………………….5

7. EXHIBIT A – FTA CLAUSES ………..…………..……………………..………….……25

8. EXHIBIT B – FORM OF CONTRACT .…………………………………………………19

9. APPENDIX A-1 – FUNCTIONAL REQUIREMENTS MATRIX ……………… EXCEL FILE

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL (RFP)

RFP No. 23-045

Issue Date: December 4, 2023 Proposal Due: December 28, 2024 Time: 4:00 PM PST

SAMTD OVERVIEW

Salem Area Mass Transit District (SAMTD) is the public transportation agency operating fixed-route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses (Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven days a week.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

SAMTD is soliciting Proposals for a commercial off-the-shelf, configurable, web-based, vendor-hosted Protected Leave / Disability Case Management Software Solution that is for planning, responding, and managing issues related to employee protected leave designations, disability accommodations, and records management. A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

• Notice To Proceed to successful contractor – February 1, 2024 (estimate)

• Substantial contract completion by – May 1, 2024 (estimate)

• Final contract completion by – June 1, 2024 (estimate)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Response shall be submitted in a sealed envelope / container to the following address and clearly marked “RFP 23-045 Protected Leave / Disability Management System”.

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the technical response and proposal documents in a sealed container. One (1) copy must be unbound for ease of photocopy reproduction.

One (1) copy of the price proposal in a separate, sealed envelope marked, “Price Proposal.”

(See Price Proposal Form Exhibit #13). No mention of the price proposal shall be made in the response to the technical requirements of this Request for Proposal.

* See Item #6 below for acceptable alternative methods for proposal submission.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Daniel M. Knauss Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 Salem, Oregon 97301 procurement@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. Alternate Methods For Proposal Submission:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

SAMTD will also accept an electronic formatted version (thumb drive preferred) of the proposal documents, which are received at the SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required. Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

* Proposals must be received by SAMTD by 4:00 p.m., Pacific Time, December 28, 2024.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

C. Exceptions / Modifications To Drawings And Specifications - Proposer may not take exception to, or modify any part of, the Drawings or Specifications.

D. Right of Rejection / Cancellation and Irregularities - SAMTD reserves the right to reject any or all Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items.

SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest and is not liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein may not be accepted. Requests for extensions of the proposal closing date or time may be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP. Each

Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the due date and time for Proposal submittal. Proposals may be withdrawn by Proposer before Proposal due date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with PART 1, Section 3, subsection 13 of this RFP. All requests submitted prior to the deadline for receipt of questions shall be responded to and made available to all interested Proposer. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in your Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Proposer shall promptly notify the SAMTD Procurement Manager at the address listed in PART 1, Section 3, subsection 1.A(4) of this RFP, of any ambiguity, inconsistency, or error that they may discover upon examination of the Proposal documents.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of 2.43 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS.

Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period. A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for Owner/Engineer review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal http://www.cherriots.org/en/about-us/procurement protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588- 2424.

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the State of

Oregon statutory requirements governing registration of corporations and/or assumed business names.

Further, by submitting its Proposal, Proposer certifies that it is, and that its subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. Organization & Format. Proposals shall be typed and submitted on 8.5 by 11 inch paper bound securely. See Section 3, 1.A.6 for alternate methods for submitting electronic files.

Proposals should be organized and presented in the order and by the number assigned in the RFP.

C. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

D. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

E. Proposer MUST comply with the requirements in the Proposal Documents. Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents may disqualify the proposal.

F. Proposer must submit the most recent two (2) years of audited financial statements*. This information, along with the proposal documents, will be utilized to provide SAMTD information that will lead to a financial ability determination. Financial statements may include P&L Statements, Income Statements, Balance Sheets, Tax Returns, and other company information that may help SAMTD make a financial ability to perform a resultant contract determination.

* This requirement is “Reserved” for this solicitation and is not required at this time.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, handling, and storage of materials; (2) the availability of labor, material, equipment, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact; (4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and (7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations for work performed on site.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal pricing amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

B. Travel Costs. Any travel costs associated with the Proposal shall be incorporated into the Price

Proposal. This includes lodging, meals, transportation, and tips. SAMTD shall not pay travel costs.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following any resulting Contract award, SAMTD may provide the following information to interested parties:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after contract award. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. Proposal is prepared and submitted in accordance with Section 3, 2 “Preparation of

Proposal”.

5. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

6. The proposal is accompanied by a proposal guarantee, if required.

7. Complies with the State of Oregon and Federal requirements as applicable.

8. Demonstrated ability to comply with schedule.

9. Demonstrates performance of similar projects relative to size, schedule, etc.

10. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, and meeting the other requirements established in PART 4 and the other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Contract Award. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price. Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction)

Not required for this solicitation

2. Performance and Payment Bonding Requirements The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposer must comply with the Prompt Payment Act, if selected. Failure to do so will be considered a material breach of contract.

9. [Reserved]

10. [Reserved]

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings, and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 23-045 Protected Leave / Disability Management System:

Date Issued: December 4, 2023 Pre-Proposal Conference: December 12, 2023 2:00PM PST (Mill Creek Conf. Rm.)

* Non-Mandatory *

Requests for Question Deadline: December 14, 2023 4:00PM PST

Response to Questions: December 18, 2023 5:00PM PST Proposal Closes: December 28, 2024 4:00PM PST

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive. Following receipt of proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposer determined to be in the competitive range.

Proposer may submit questions, request clarification, or request a change to the RFP by submitting a written request to Daniel Knauss, Procurement & Contracts Manager at the address set forth above in PART 1, Section 3, subsection 1.A.(4) or via email procurement@cherriots.org. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposer are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, and /or RFP change requests must be received by December 14, 2023 at 4:00 PM Pacific Time. SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by the SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on December 12, 2023 at 2:00PM. Contractors may attend in person or via Teleconference. Contractors who are considering proposing for this solicitation are strongly encouraged to attend. The on-site meeting location and Teleconference instructions are as follows:

On-Site Conference Location:

Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301 Location: Mill Creek Conference Room

To participate via Teleconference:

https://meet.google.com/gvh-ogyj-vbn

To access via telephone:

(US)+1 337-466-9080

PIN: 381 933 260#

15. SITE VISITATION & VIEWING

Not available for this solicitation.

END OF PART 1

https://meet.google.com/gvh-ogyj-vbn

PART 2

SCOPE AND SPECIFICATIONS

1. Introduction and Background

It is the intent of these specifications, terms and conditions to describe a protected leave and disability case management system that can interface with SAMTD’s Tyler Munis HCM system; and handles specific types of leave and accommodation requests while ensuring smooth functioning of the operations required by SAMTD.

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for commercial off-the-shelf; configurable, web-based, supplier hosted Protected Leave & Disability Case Management Software Solution that is for planning, responding, and managing issues related to employee protected leave designations, disability accommodations, and records management.

The Salem Area Mass Transit District/Cherriots (SAMTD) intends to use the results of this solicitation to award a contract to one successful Proposer. The contract term will be 3 years in the base term, with an option to extend for two (2) additional one (1) year periods.

2. Scope of the Project

A. Project Description

SAMTD seeks to implement a commercial off-the-shelf, configurable, web-based, vendor-hosted Protected Leave & Disability Case Software Solution that is for planning, responding, and managing issues related to employee protected leave designations, disability accommodations, and records management. The software solution shall include documentation, tracking, and sharing of information associated with medical leaves of absences, Temporary Modified Work, Reasonable Accommodation, and Case Management with extensive data analytics capabilities.

• The software solution will be accessed by departmental staff and used for supplying data for resource planning and employee deployment requirements.

• The software solution must have a user-friendly, intuitive graphical user interface that can be learned quickly by non-IT users.

• The software solution must have the capability to manage protected leave and reasonable accommodation cases across multiple regulatory and policy mandates. Included with case documentation creation is the authority to determine who can create, view and modify data within a record.

• Built-in electronic forms must be included in the software solution. The forms shall be customizable to meet SAMTD’s business needs as well as complying with federal and state requirements. Forms shall have the capacity to create, review, approve, and publish action plans. Proposed product should have intuitive workflow aspects to move items through the various phases with archival functions for older reports.

• The software solution must be offered as a subscription with unlimited updates as regulatory and operational needs change. Fields in the system shall have the option to modify or overwrite base information including adding/deleting/changing data fields and labels; create and modify displays/ views, reports and menus within the solution; and meet business needs without assistance from the contractor.

• Contractor must have a proven system, expertise in the field of disability management and the ability to interface with Tyler Munis HCM. SAMTD is seeking the following services, but not limited to, the following:

1. Absence Management Tracking System:

a. Family and Medical Leave Act;

b. Oregon Family Leave Act;

c. Paid Leave Oregon;

d. Pregnancy Disability Leave;

e. Temporary Modified Work;

f. Reasonable Accommodation;

g. Workers’ Compensation Leaves;

h. Other types of employer related leaves;

i. Tools to support case management;

j. Letter templates;

k. Auto generated notices and letters;

l. Standard reporting tools with Ad Hoc capabilities;

m. Real-time compliance with Federal and State Laws; and

n. Integrate employer policies and procedures.

B. Supplier Product

Supplier-provided system documentation and user manuals are required. In addition, administrator and “train-the-trainer” training is also required at SAMTD’s facilities in Salem, OR.

The number of administrators and train-the-trainer candidates will be determined by SAMTD.

C. Current Operations

Currently, SAMTD uses multiple databases and spreadsheets as its protected leave management solution; however, SAMTD has grown beyond the sustainable threshold of this approach.

Assistance in data migration will be considered as a part of this project.

3. General Proposal Requirements

A. Mandatory Requirements

SAMTD is seeking a Protected Leave & Disability Case Management Software solution, and accompanying professional services for installation and implementation, create, identify, log, track, and report on protected leave and reasonable accommodation cases. This solution should be an off-the-shelf subscription-based product that needs minimal customization and/or configuration.

SAMTD intends to provide a project manager and a technical lead for this project and will make other SAMTD staff available as needed. The proposer shall provide guidance and knowledge transfer to SAMTD staff. Additionally, the proposer shall provide templates, workflows, API’s, training (with documentation) and industry best practices to SAMTD staff.

The following requirements are mandatory and the proposer must satisfy them to be considered for the award of this RFP.

The Protected Leave & Disability Case Software solution shall meet the following;

• The solution must be a commercial off-the-shelf, configurable, web-based, supplier-hosted case management software solution.

• The solution must be web-based access for the following devices: desktops, laptops, tablets, and Mobile Devices.

• The solution must be compatible with the following HTML 5 compliant browsers Chrome, Safari, Firefox, and Edge.

• The solution must be highly reliable with history of 99.9 % availability and accessible 24 hours a day, 7 days a week.

• The solution must have Production and Test Environments and Redundant Servers for Disaster Recovery.

• Passwords must comply with SAMTD IT protocols.

• The software must support SAML for Single-sign-on.

• Technical support is required during the business hours of Monday – Friday, 8:00 AM to

5:00 PM, Pacific Time.

• The software solution must have SSL for encrypting all connections between the browser and the host environment.

• The software solution must have the capability to manage users’ access through roles and permissions.

• The software solution must have the ability to customize.

• The software solution must have a records management tool.

• The software solution must have the ability to log incident information.

4. Technical Requirements

Provide detailed explanations and supporting documentation to support the responses to the requirements in Section 4.0 by using the Functional Requirements Matrix (Appendix A-1).

4.01 Protected leave & Reasonable Accommodation Tracking

4.02 Case Management

4.03 Notification and Communication

4.04 Reporting

4.05 Eligibility Determinations

4.06 Regulatory Compliance

4.07 Dashboard/Display Views

4.08 Searches & Databases

4.09 User Access / Accounts

4.10 Technical Support

4.11 System Requirements

4.12 Security

4.13 Implementation

4.14 Customer Experience

4.15 Back-up and Recovery of Data

4.16 Audit Trails

4.17 Archive Data

4.18 Documentation and Training

END OF PART 2

PART 3

PROPOSAL FORMS

EXHIBITS 1-14

SALEM AREA MASS TRANSIT DISTRICT EXHIBITS

The following items must be included in your proposal in order to receive consideration. Failure to complete all forms included in this package may result in your proposal being ruled nonresponsive.

Nonresponsive Proposals will not be considered for a contract award. Please sign and date each form and/or certification.

Proposer Sample Invoice (Please provide)

Proposer Financial Statements (Reserved)

Exhibit #1 – Proposal Form

Exhibit #2 – Acknowledgement of Addenda to RFP

Exhibit #3 – Non-Collusion Affidavit

Exhibit #4 – Organizational Conflict of Interest

Exhibit #5 - DBE Participation Commitment Statement

Exhibit #6 - DBE Letter of Intent

Exhibit #7 - DBE Affidavit

Exhibit #8 - DBE Unavailable Certification

Exhibit #9 - Contractor’s Representations & Warranties Certification

Exhibit #10 - Federal Debarment & Suspension Certificate

Exhibit #11 - Certification Regarding Lobbying (Reserved)

Exhibit #12 – Buy America Certification (Reserved)

Exhibit #13 – Price Proposal Form

Exhibit #14 – References

EXHIBIT #1

PROPOSAL FORM

The undersigned (“Proposer”), upon acceptance by SAMTD, agrees to furnish all labor, freight, transportation, materials, equipment, services, supplies, and other work in accordance with the Request for Proposal No. 23-045, entitled ”Protected Leave / Disability Management System,” as issued on December 4, 2023.

PROPOSER: The undersigned certifies as follows:

1. That he/she has read and understands all requirements and specifications of the Request For Proposal (RFP) (including any exhibits also posted); and

2. That he/she agrees to all requirements, specifications, terms, and conditions of the Solicitation referenced above; and

3. That he/she will furnish the designated item(s) and/or service(s) as Proposed in the Proposal; and

4. That he/she certifies under penalty of perjury that Proposer is, to the best of his/her knowledge, not in violation of any Oregon tax law; and

5. That his/her company has been certified as one of the following registered business classifications:

DBE ______ MBE _______ WBE _______ ESB _______ Veteran-Owned _______

Corporation ______ Other, identify: ______________________________________________

Resident Proposer (Oregon): _____ Yes _____ No

6. Federal Tax I.D. Number: D&B (Dun’s) Number:

Firm's Name:

Firm's Address:

Contact Person E-mail

Authorized Signature Date

Telephone Number Fax Number

Name of Project Manager and Title

7. Accounts Receivable Address, if different from above:

Proposer understands and agrees that, by his/her signature, if awarded the contract for the project, he/she is entering into a contract with SAMTD that incorporates the terms and conditions of the entire Request for Proposal package.

Proposer understands that this Proposal constitutes a firm offer to SAMTD that cannot be withdrawn for one-hundred twenty (120) calendar days from the date of the deadline for receipt of Proposals. If awarded the contract, Proposer agrees to deliver to SAMTD the required insurance certificates within ten (10) calendar days of the Notice of Award.

IMPORTANT: This form must be signed below by an authorized representative of the proposing firm, to authenticate the Proposal.

Authorized Signature: Date:

Printed Name:

Title:

EXHIBIT #2

ACKNOWLEDGMENT OF ADDENDA

The following form shall be completed and included in the Proposal.

Failure to acknowledge receipt of all addenda may cause the Proposer to be considered nonresponsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal.

The undersigned acknowledges receipt of the following addenda to the documents:

Addendum No. Dated

Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated

Contractor Name:____________________________________________________

Signature of Authorized Representative:______________________________ ____

Printed Name:__________________________________Date:________________

Title/Position:_______________________ _______________

EXHIBIT #3

NON-COLLUSION AFFIDAVIT

I state that I am (the sole owner) (a partner) (an officer) (an agent) of ________________________, and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers.

I am the person responsible in my firm for the price(s) and the amount of this offer.

I state that:

1. The price(s) and amount of this offer have been arrived at independently and without consultation, communication, or agreement with any other contractor, Proposer, or potential Proposer.

2. That neither the price(s) nor the amount of this Proposal, and neither the approximate prices(s) nor approximate amount of this Proposal, have been disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed before the Proposal opening/closing.

3. No attempt has been made or will be made to induce any firm or person to refrain from Proposing on this contract, or to submit a Proposal higher than this Proposal, or to submit any intentionally high or competitive Proposal or other form of complementary Proposal.

4. The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other form of competitive Proposal.

5. , its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to Proposing on any public contract.

I state that understands and acknowledges that the above representations are material and important, and will be relied on by Salem Area Mass Transit District in awarding the contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Salem Area Mass Transit District of the true facts relating to the submission of Proposals for this contract.

Signed Date _____________________________

Printed Name and Title ______________________________________________________

EXHIBIT #4

ORGANIZATIONAL CONFLICT OF INTEREST

AND AVOIDANCE / MITIGATION PLAN

This disclosure statement outlines potential organizational conflicts of interest, either real or apparent, which as a result of activities or relationships with other persons or entities, such person or entity:

1. Is unable or potentially unable to render impartial assistance or advice to Salem Area Mass Transit District; or

2. Is or might be otherwise impaired in its objectivity in performing the contract work; or

3. Has an unfair competitive advantage.

SECTION I. List potential organizational conflicts of interest. An organizational conflict of interest exists where other activities, relationships, or contracts of a contractor inhibit, affect, or prevent the contractor from rendering impartial assistance or advice to SAMTD; a contractor's objectivity in performing the contract work is or might be otherwise impaired (e.g., a contractor assisting with a design might have a financial interest in a product or system that could be utilized in implementing that design); or a contractor has an unfair competitive advantage which might be gained through its involvement in writing, or reviewing the solicitation and contract documents, including the scope or specification except as part of a general industry review.

SECTION II of this disclosure statement describes the management plan for avoiding or neutralizing the potential Organizational Conflicts of Interest as described in SECTION I of this disclosure statement. I acknowledge that Salem Area Mass Transit District may require revisions to the management plan described in SECTION II of this disclosure statement prior to approving it, and that Salem Area Mass Transit District has the right, in its sole discretion, to limit or prohibit my involvement in the Project as a result of the potential conflicts of interest described in SECTION I of this disclosure statement.

SECTION Ia – Name of Person or Firm Potentially Conflicted SECTION Ib – Current Project Name and Scope of Work SECTION Ic – Future Project Name and Description of Potential Conflict of Interest SECTION II - Plan for Managing Potential Conflicts of Interest

Signed Date _____________________________

Printed Name and Title ______________________________________________________

EXHIBIT #5

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION

COMMITMENT STATEMENT

AGENCY GOAL: 2.43%

SAMTD hereby notifies all Proposers that it is the policy of SAMTD to ensure nondiscrimination on the basis of race, color, sex, or national origin in the award and administration of contracts.

Proposers are urged to obtain Disadvantaged Business Enterprise (DBE) participation on this project, although there is no specific DBE contract goal for this project. Proposers are encouraged to attend any pre-Proposal conferences held to better understand the project and better obtain participation of DBE contractors, as applicable.

DBE GOAL: Proposal documents for all Federal Transit Administration-funded projects must contain a DBE policy statement advising Proposers that, as required by the Federal Transit Administration, SAMTD has established an overall DBE goal, and that SAMTD is required to report its DBE participation to FTA each year. As such, SAMTD is required to request information from contractors in order to fulfill its reporting responsibilities.

The Proposer's total DBE goal is the sum of the Proposer's proposed commitment to the goals for disadvantaged and women-owned firms. Proposers will calculate single goal percentages using the Proposer's proposed total dollar amount commitment to each single goal, divided by the Proposer's total amount of Proposal dollars. Goals will be calculated to the nearest one-one hundredth (0.01) of a percent.

Proposers must indicate the total DBE goal they propose to achieve. Even if the assigned contract goals are 0 percent, Proposers must fill in all blanks related to the Proposer's contract goals.

FAILURE TO DO SO MAY RENDER THE PROPOSAL NONRESPONSIVE.

PROPOSER`S CONTRACT GOALS:

TOTAL DBE GOAL %

The Proposers shall list all DBE subcontractors and their intended function for each phase of this contract. Monetary amounts shall be included beside each subcontractor that is identified to perform work on this contract. If there is no DBE participation, please note so in the space above.

By signing this statement, the Proposer assures that Good Faith Efforts have been made to meet the goal(s) for the DBE participation specified for this contract, and accepts the DBE Policy Statement on the next page.

Contractor Name:____________________________

Signature of Authorized Representative:____________

Printed Name:_______ Date:

Title/Position:

DISADVANTAGED BUSINESS ENTERPRISE POLICY STATEMENT

DBE POLICY: It is the policy of the United States Department of Transportation (DOT) and Salem Area Mass Transit District (SAMTD) that minority business enterprises, as defined in 49 CFR 26, shall have an equal opportunity to participate in the performance of contracts financed in whole or part with federal funds under this agreement. Consequently, the DBE requirements of 49 CFR 26 and FTA 4220.1F, as amended, apply to this agreement.

DBE OBLIGATION: SAMTD or its Contractor agrees to ensure that minority business enterprises, as defined in 49 CFR 26, have an equal opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this agreement. SAMTD and its Contractor shall take all necessary and reasonable steps in accordance with 49 CFR 26 to ensure that disadvantaged business enterprises (DBE) have an equal opportunity to compete for and perform contracts. SAMTD and its Contractor shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of DOT-assisted contracts.

DBE APPLICABILITY: This applies to all projects and contracts financed by the Federal Transit Administration (FTA) or through the Oregon Department of Transportation (ODOT) without regard to the funding source. Recipients and Contractors shall conform to all applicable civil rights laws, orders, and regulations, including Section 504 of the Rehabilitation Act of 1973. Recipients and their Contractors shall not discriminate on the basis of race, age, sex, color, religion, national origin, mental or physical handicap, political affiliation, or marital status in the award and performance of ODOT contracts.

DBE CERTIFICATION: SAMTD will accept current certifications by the State of Oregon Office of Minority, Women and Emerging Small Business Enterprise Program (OMWESB). If a completed application for DBE certification has been submitted to the Office of Minority, Women and Emerging Small Business Enterprise Program (OMWESB) as of Proposal opening but has not been processed, the District may count the applicant’s participation toward achieving the DBE contract specific goal, assuming that the applicant’s certification application is approved prior to contract award. The DBE directory of certified firms is available on the Internet at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon 4biz

This DBE Policy Statement shall be included in all subcontracts entered into under this contract.

GOOD FAITH EFFORTS: In addition to signing the DBE Participation Commitment Statement contained in the Proposal documents, the Proposer who has not achieved the assigned goal on this project shall document the steps taken to obtain participation. Failure to document and submit good faith efforts when the Proposer has not achieved the assigned goal shall render Proposal nonresponsive. Good faith efforts may include the following:

A. Attendance at a pre-Proposal meeting, if any, scheduled by SAMTD to inform the DBEs of subcontracting opportunities in this contract work;

B. Advertising in general circulation media, trade association publications, and minority-focus media at least ten (10) days before Proposals or Proposals are due. If ten (10) days are not available, a shorter reasonable time will be acceptable;

C. Use of the Oregon Department of Consumer & Business Services Certified DBE Directory;

D. Written notification to DBEs that their interest in the contract is solicited;

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

E. Efforts to select portions of the work proposed to be performed to increase the likelihood of achieving the assigned goal;

F. Efforts to negotiate for specific sub-Proposals, including at a minimum:

a. The name, address, or telephone number of each DBE contacted;

b. A description of the information provided regarding the plans and specifications for the portions of the work to be performed;

c. A statement of why additional agreements were not reached;

d. Reasons for rejecting as unqualified any DBE contacted;

G. Efforts to provide assistance in obtaining any necessary bonding or insurance;

H. Efforts to use the service of banks owned and controlled by minorities or women;

I. Efforts to assist the DBE in purchasing materials and supplies; and

J. Any other affirmative action efforts

CONTRACT/SUBCONTRACT APPLICABILITY: DBE Program for Contracts Solicitation language shall require that contractors, including subcontractors, must meet all requirements of the DBE program as a matter of responsiveness.

A. Prompt Payment to Subcontractors: The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than thirty (30) days from the receipt of each payment the prime contractor receives from SAMTD. The prime contractor agrees further to return retainage payments to each subcontractor within thirty (30) days after the subcontractor’s work is satisfactorily completed. Any delay or postponement of payment from the above-referenced timeframe may occur only for good cause following written approval of SAMTD. This clause applies to both DBE and non-DBE subcontracts.

B. Contract Assurance Clause: SAMTD will ensure that the following clause is placed in every DOT-assisted contract and subcontract:

The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT-assisted contracts.