RFP 259999B002 final for post.pdf

RFP 259999B002 Page 1 of 31 Delegation Agreement 992-17

State of Oregon

OREGON MILITARY DEPARTMENT

Issues the Following

REQUEST FOR PROPOSALS (RFP)

RFP Number 259999B002

Camp Rilea Food Services

Warrenton, Oregon

JANUARY 14, 2025 by 10:00:00am

Single Point of Contact (SPC): Sam Goff - CPPB

Address: 3225 State Street

City, State, Zip Salem, Oregon 97301-6888

Phone (voice) 971-355-4167

E-mail: sam.a.goff@omd.oregon.gov

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INSTRUCTIONS TO PROPOSERS:

NOTE THE FOLLOWING:

1. OFFEROR IS SOLELY RESPONSIBLE FOR COMPLYING WITH THE CONTENTS OF

THIS SOLICITATION. PLEASE READ AND FOLLOW THE INSTRUCTIONS

CAREFULLY BEFORE SUBMITTING YOUR OFFER.

2. THE RESULTING CONTRACT HAS THE POTENTIAL TO EXCEED $25,000.00 AND IS

FEDERALLY FUNDED:

☒ YES ☐ NO

IF YES, OFFEROR MUST MEET THE FOLLOWING REQUIREMENTS:

1. PROVIDE A UNIQUE ENTITY IDENTIFIER (“UEI”) NUMBER ON YOUR OFFER:

IF YOU NEED TO OBTAIN A UEI NUMBER PLEASE GO TO THE FOLLOWING WEBSITE

VIA THE LINK PROVIDED BELOW:

http://sam.gov/content/duns-uei

2. EXCLUDED PARTIES LIST (“EPLS”) SEARCH COMPLETED BY OMD:

THE APPARENT SUCCESSFUL OFFEROR MUST BE CLEARED (“NO RESULTS” ON THE

SEARCH) THROUGH THE EPLS SYSTEM TO BE ALLOWED TO RECEIVE A FEDERALLY

FUNDED CONTRACT. FOR INFORMATION CONCERNING EPLS YOU MAY ACCESS THE

WEBSITE VIA THE LINK PROVIDED BELOW:

https://www.sam.gov/portal/SAM#1 https://www.sam.gov/portal/SAM#1

RFP 259999B002 Page 3 of 31

Table of Contents

Section 1: Purpose and General Information

1.1 Introduction

1.2 Schedule

1.3 Definitions

1.4 Scope of Work

1.5 Single Point of Contact

1.6 Notice of Intent to Submit a Proposal

1.7 Mandatory Pre-Proposal Conference

Section 2: Proposal Requirements

2.1 Administrative Proposal Requirements

2.2 Minimum Proposal Requirements

2.3 Technical Proposal Requirements

2.4 Price Proposal Requirements

Section 3: Solicitation Process

3.1 Procurement Authority and Method

3.2 OregonBuys

3.3 Questions, Modifications and Protests Relating to the RFP, Contract Provisions or Specifications

3.4 Submission of Proposals

3.5 Withdrawal of Proposals

3.6 Opening of Proposals

3.7 Evaluation and Award

3.8 Public Information, Confidentiality, and Trade Secrets

3.9 Cost of Preparing Proposals

3.10 Reservation of Agency Rights

3.11 Contract Form

3.12 Contractual Obligation

Section 4: Evaluation and Award

4.1 Evaluation Process

4.2 Evaluation of Minimum Requirements (Pass/Fail)

4.3 Evaluation of Technical Proposal (Scored)

4.4 Evaluation, Scoring and Ranking of Price Proposals

4.5 Reference Checks for the Proposer’s Company

4.6 Ranking of Proposals

4.7 Award Notification and Process

4.8 Reservation of Rights regarding the Evaluation Process and Criteria

Section 5: Attachments

Attachment A – Proposal Cover Sheet

Attachment B - Contract Sample

Attachment C - Price Proposal Form

Attachment D – Agreement to Provide Food Service Sample Workbook

Attachment E – Meal Guidelines

Attachment F – Meal Servicing Size

Attachment G – Sample of Events for One Year Period

Attachment H – Army and National Guard Regulations

Attachment I – Map of Camp Rilea

Attachment J – Dining Facility Contents

Section 1: Purpose and General Information

1.1 Introduction

1.1.1 Overview, Objectives, and Background.

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The Oregon Military Department (“OMD”) requires a vendor (“Contractor”) to provide food service to support customers at the Camp Rilea Training Complex located near Warrenton, Oregon. The Contractor shall be the primary, but not exclusive, provider of food and beverage services.

The Contractor shall provide food and beverage service to support customers at the Camp Rilea Training

Complex (‘Camp Rilea”) located at 33168 Patriot Way in Warrenton, Oregon. Camp Rilea is an Oregon Army

National Guard training site that provides world-class training opportunities to prepare soldiers, first responders, and others for home station mobilization, military readiness enhancement, community service, and emergency needs of the future. The priority of use for all Camp Rilea facilities is: Military Units, non-military Government

Agencies, and Civilian Organizations. Camp Rilea has the facilities to house approximately 1,400 personnel.

There is approximately 100 full-time staff that work at the Camp Rilea on a year round basis.

When requested by the Camp Rilea Food Service Manager, the Contractor will provide food service (breakfast, lunch, dinner, in-between meals) to all customers and/or units using Camp Rilea who request food services for meetings, major events, training, and military functions (collectively called “Events”). The Contractor will have access to a main dining facility at Building 7210. The facility contents and basic measurements are identified in Attachment L.

In addition, there are six (6) barracks Buildings (7023 through 7028) called “Starships”, which house approximately 160 personnel each. The Contractor may be required to provide food service in one or more of the Starships depending on the number of Events and/or mission requirements from the using tenants. The

Starships are equipped with full function kitchens, each of which contains a 5 foot x 8 foot dry store room with four (4) movable stainless steel racks, two-door freezer, three-door cooler, 4 foot grill, four (4) burner cook top, two (2) standard ovens, two (2) convection ovens, a gas skillet, and more. Each dining area is equipped with tables and chairs to feed 120 personnel and contains a two-door cooler, coffee maker, and a free standing salad bar. Staggered feeding times will be required with larger groups which will be coordinated between the Camp

Rilea Food Service Manager and the Contractor. Within each Starship, there is a classroom that can be used in emergencies for food service Events.

In coordination with the Camp Rilea Food Service Manager, the Contractor may be required to provide food service to the following facilities (all capacities are estimates):

• Warrior Hall building 7022 (300 capacity),

• Officers Club building 7302 (50 capacity),

• Log Classroom building 7425 (150 capacity),

• Armory Building Classrooms (2) 7001(C-1 &C-2) (45 capacity each),

• Armory Drill Floor building 7001-A (250capacity),

• Post Headquarters Classroom in Building 7021 (50 capacity), and

• Post Headquarters Auditorium in Building 7021 (80 capacity).

If food service is requested in these buildings, the Contractor will be required to provide all items needed to perform the services (serving equipment, dishware, linens, menus, etc.). Meals for training functions in a field setting at locations throughout Camp Rilea may also be required.

1.1.2 Contract Term.

The Contract is anticipated to start in January 2025. The initial Contract term shall be for one (1) year, commencing on the date specified in the Notice to Proceed. Thereafter, in OMD’s sole discretion, the Contract may be renewed for subsequent one (1) year renewal periods, upon such terms as may be agreed upon between the parties. There may be a maximum of four (4) renewal periods, so that the maximum length of the Contract, including all renewals, does not exceed five (5) years from the date specified in the Notice to Proceed. At the end of the initial five (5) years, the parties may agree to extend the term of the Contract on a yearly basis for an additional five (5) years depending on approval of an extension to the Delegation of Authority from the

Department of Administrative Services.

1.1.3 Method of Compensation.

The Contract payment method shall be based on the Contractor’s negotiated price per meal, up to a maximum not-to-exceed amount.

1.2 Schedule

Event Due Date

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RFP Release – Date of Issuance December 17, 2024

Pre-Proposal Conference January 7, 2025, 2024

Written Questions January 9, 2025 10:00 am

Answers to Proposal Questions (approx.) January 10, 2025

RFP Closing Proposals due January 14, 2025 by 10:00:00 am

Evaluation (approx.) January 15-17, 2025

Presentations, Demonstrations, and/or Interviews (reserved – agency discretion)

Issuance of Notice of Intent to Award (approx.) January 17, 2025

Award Protests (approx.) 5 calendar days post Intent to Award

Negotiations (approx.) January 20-24, 2025

Contract Award/Execution (approx.) January 25-31, 2025

Issuance of NTP (approx.) February 15, 2025

1.3 Definitions

For general definitions of capitalized terms, see OAR 125-246-0110, which are incorporated by reference herein.

• “Agency” means Oregon Military Department (“OMD”).

• “RFP” means this Request for Proposals.

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

• “Statement of Work” means the specific provision in the final Contract which sets forth and defines in detail the agreed-upon objectives, expectations, performance standards, and other obligations.

1.4 Scope of Work

The Contractor shall be required to provide food and beverage service for Agency scheduled Events when notified in writing by the Camp Rilea Food Service Manager. All food service Events performed by the Contractor shall be coordinated through the Camp Rilea Food Services Office. The Camp Rilea Food Service Manager will coordinate the Events with the Contractor using the Food Service Work Order Form provided by the Food Service Manager.

(See Attachment D). The Events may consist of groups as small as fifteen (15) personnel up to five hundred (500) plus personnel at any given Event. Customer may request commercial food services up to 72 hours from the start of an Event for troop feeding and five (5) business days for a formal Event. The Camp Rilea Food Service Manager will give as much advance notice as possible (one week to two weeks on regularly scheduled Events). In case of certain situations or special circumstances (late night field training, major storm response, power outages, etc.), the

Contractor must have the ability to be on location and supplying consumables within two (2) hours of notification.

The available items may be a minimal selection (for example; soup, sandwiches, snacks, beverage packs), yet will give some form of nutrition for training and/or first response personnel. The Contractor will use the main dining kitchen facility, Building 7210. If needed, the Starship kitchens will be used as alternates.

The target rate for meal delivery to personnel is set at 100 meals per 60 -minute period. There may be overlapping schedules for various Events. This will require the Contractor to work with Camp Rilea Food Service Manager to provide flexible meal schedules. All food preparation and serving of customers shall be performed in a professional manner and in accordance with the highest industry standards and in accordance with Army Regulation 30-22, Department of Army Pamphlet 30-22 as well as Attachments E and F. If the means or methods of performing a task are not specified, the Contractor shall employ methods that are generally accepted by the food industry standard and shall comply with all safety and health regulations.

Meals must supply the necessary nutrition and a minimum 2500 calorie per day diet is expected for training personnel. All meals must be visibly appealing and conform to the Army 14-21 day menu size portions for active adults. (See Attachments E and F). All meals Contractor provides must comply with the Army and Oregon National

Guard Regulations governing food service are referenced in Attachment H. The Contractor shall provide comparable food substitutes if food depletes during serving time. The substitute(s) must be equal to or better than the food depleted. If foods are prepared off-site, the Contractor shall provide meals with the same quality, freshness, appeal, and initial preparation as those meals prepared on-site. The Contractor shall print and distribute all menus and be responsible to provide meals at designated times when directed by the Camp Rilea Food Service Manager.

The Contractor shall provide meals at the request and discretion of the Camp Rilea Food Service Manager for occasional meetings (for example, boxed lunches or service outside of scheduled daily meals). Agency reserves the

RFP 259999B002 Page 6 of 31 option to request a special occasion Event menu. The menu and price for these special occasion Events shall be negotiated in advance between Contractor and the Camp Rilea Food Service Manager.

The Contractor shall be required to maintain all equipment located in the facilities used for food service preparation in the same (or better) condition as of the effective date of the Contract resulting from this RFP. Generally, there are tables, chairs, refrigerators, freezers, stoves, ovens, coffee makers, dishwashers, sinks, and other normal kitchen facilities. The Contractor shall be responsible for all preparatory planning, hiring, training of employees, ordering of food and related products, and any and all tasks necessary to operate a food service operation. The Contractor shall staff each food service Event with the optimum number of employees for an efficient operation at all times. The

Contractor and its assigned employees must fully and unconditionally comply with all Camp Rilea rules and procedures in day-to-day operations as defined by Agency and the Camp Rilea Food Service Manager.

The Contractor shall require all personnel to wear personal protective equipment (“PPE”) while preparing and service foods to include, but not limited to hats or hair nets, gloves, and aprons. All uniform clothing and PPE shall be maintained in a clean and serviceable condition.

The Contractor and its employees shall possess and have ready for inspection current Oregon Food Handlers Cards.

The Contractor shall obtain all permits and licenses needed for a food service operation. These permits must be visibly posted within the facility being occupied. The Contractor shall be responsible for the purchase and payment of all food supplies, cleaning supplies, paper supplies (plates, cups, bowls, napkins, etc.) and any other supplies required to provide the customers a safe, healthy, sanitary, and efficient food service. Purchases shall also include the cost of aprons, towels, food storage materials, and protection. Purchasing activity shall be conducted under the name of the Contractor. The Contractor shall be responsible for all delivery and receiving activities, including, but not limited to, unloading and loading, proper storage and cleaning of areas used. All delivery and receiving activities shall be performed in accordance with practices and rules for Camp Rilea. The Contractor will be responsible for day-to-day, periodic, and major cleaning and sanitation of the mess hall including the kitchen, serving areas, dining areas, restrooms, dish room, storage rooms, mop closet, and general outside area. This will include all fixtures and equipment whether owned by the Contractor or Agency. The Contractor shall be responsible for facility sanitation and clearing upon finishing an Event when performed in a location other than the primary mess hall. A clearing checklist will be provided by the Camp Rilea Billeting Office. The Contractor shall provide a

Person in Charge (“PIC”) during all meal periods. Contact information for managers and PICs must always be maintained up to date and turned into the Camp Rilea Food Service Manager regularly.

The Contractor shall obey all federal, state, and local laws and ordinances regarding health, sanitation, and safety.

The facility and staffing shall be subject to inspection by the Camp Rilea Food Service Manager and/or authorized personnel from all regulatory and licensing entities at any time. If any part of the operation is found to be noncompliant with the contract requirements or applicable laws and ordinances, the Contractor shall be in compliance within 24 hours. If the Contractor is not in compliance within the stated time, the Contractor will be subject to the remedies stated in the Contract resulting from this RFP.

Use of Camp Rilea Facilities and equipment shall be limited to the preparation and service of food product and meals consumed on Camp Rilea. No other use shall be permitted. Non compliance with this policy will constitute a violation of the Contract and is grounds for immediate cancellation of the Contract.

Agency and the successful Proposer may negotiate a Statement of Work for the Contract. The parties may agree to amend or modify the awarded Contract in accordance with OAR 125-247-0805.

1.5 Single Point of Contact (SPC)

All questions, whether about the technical requirements of the RFP, contractual requirements, the procurement process, or any other aspect of the project or needed services, shall be directed only to the person listed on the first page of the RFP. The RFP may be reviewed upon request at the address listed on the first page of the RFP.

1.6 RESERVED

1.7 Virtual Pre-Proposal Conference – Volunteer Participation

Agency will hold a virtual Pre-Proposal Conference hosted by Microsoft Teams to answer general questions and to provide clarification of any program issues. Participation in the conference voluntary. During the virtual conference, participants will have the opportunity to ask questions of Agency program staff which may clarify

RFP 259999B002 Page 7 of 31

Agency expectations. Any statements made during this conference will not change the RFP requirements unless an

Addendum has been issued from OMD and posted on OregonBuys.

Date: January 7, 2025

Time: 10:00 AM, Pacific Time

Place: Microsoft Teams

Meeting ID: 236 291 275 315

Passcode: Fm7Nk6os

Section 2: Proposal Requirements

2.1 Administrative Proposal Requirements

2.1.1 Proposal Cover Sheet.

The Proposer shall sign and submit the Proposal Cover Sheet (see Attachment A). Proposals shall address the proposal and submission requirements set forth in the RFP and shall describe how the Supplies and Services shall be provided. Proposals that merely offer to provide Supplies and Services as stated in the RFP shall be considered non-responsive and shall not be further considered.

All Proposals shall follow the format described in this Section. Proposals shall respond to all elements of information requested, without exception. Proposal sections and pages shall be appropriately numbered per the outline below.

Proposals may use various headings, but shall include at least the following headings in the following order and numbered as indicated below, followed by Proposer’s responses:

Part 1: Administrative Proposal Requirements

Part 2: Technical Proposal Requirements

Part 3: Price Proposal (in a separate envelope)

2.1.2 Copies.

Submissions in response to the RFP shall contain one (1) original, five (5) copies of the Proposal and all required supporting information and documents plus one (1) electronic (digital) copy containing a pdf version of the signed Proposal provided on a USB Thumb Drive. The originals and all copies of the Proposal shall be submitted in a sealed envelope or box, labeled “Proposal to RFP #259999B002” and delivered to the SPC.

2.1.3 Financial Statement/Fiscal Stability.

Briefly describe Proposer’s experience with, and current strategies for, ensuring that the Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract term.

Identify the individuals who have fiscal responsibilities. Any Proposer that has generated financial statements shall submit copies for the most recent period. If financial statements have not been generated, then Proposer shall submit an audit or fiscal review by a certified public accountant, or if the Proposer is a “new” business, a copy of a business plan completed within the last year.

2.2 Minimum Proposal Requirements

A Proposal shall meet the minimum Proposal requirements described in the Proposal Cover Sheet, Attachment A in order to be responsive under Section 4.6.2.1 of the RFP.

2.3 Technical Proposal Requirements

The Proposal shall describe how the Proposer shall meet each of the technical requirements described in the Scope of

Work in Section 1.4, including identification of key persons who shall perform the work and their background and expertise. This Proposal shall be evaluated as described in Section 4.

2.3.1 References.

In Attachment A, Proposers shall provide the names, addresses, telephone numbers, and contact information for three (3) customers for whom Proposer has provided Supplies and Services equivalent to those described in the

RFP within the past two (2) years. Agency may use references provided as part of the Proposal evaluation process as described in Section 4.

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2.4 Price Proposal Requirements

Proposer shall use Attachment C to submit prices on a per meal basis. Proposer shall submit its Price

Proposal separately from the remainder of the Proposal. Troop Feeding meals must not exceed $12.90 per individual per meal.

Price Proposals shall be addressed to the SPC and clearly referenced as “Price Proposal to Request for Proposals

#259999B002.” Proposer shall submit one (1) original hard copy plus one (1) electronic digital copy containing a pdf version of the signed price proposal.

Price Proposals shall be firm for a period of 120 days from the deadline for Proposal submission and incorporated into the contract between the parties unless modified pursuant to Section 4.7.7.

Section 3: Solicitation Process

3.1 Procurement Authority and Method

Agency is conducting the RFP pursuant to its authority under Delegation Agreement No. 992-17. Agency intends to use the Competitive Sealed Proposals method pursuant to OAR 125-247-0260. Agency intends to initially conduct a single-step Competitive Sealed Proposal method. See reservations of rights in Section 3.10 and 4.8.

3.2 OREGONBUYS / RFP DOCUMENT AVAILABILITY

3.2.1 Registration Requirements:

This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. All vendors must be registered in OregonBuys to do business with the State. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website:

https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance. Vendors are responsible for ensuring that their vendor registration and information is current and correct in OregonBuys.

OMD shall not be responsible for defective registration or incorrect vendor information.

3.2.2 Explanation of Terms used in OregonBuys.

• “Amendment” means “Addendum” or “Addenda”, as defined in OAR 137-046-0110(1); or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the

Amendment

• “Available Date” RFP issue date for this RFP in OregonBuys.

• “Bid Opening Date” means “Closing” as defined in OAR 137-046-0110(5). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid

Solicitation.

• “Bid Solicitation” means any form of solicitation: Request for Proposal, Invitation to Bid, Request for

Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.).

Each Bid Solicitation has a separate page and ID number in OregonBuys

• “Change Order” means A formal change to an existing MBPO, Release Requisition, or project-specific

Purchase Order

• “Master Blanket Purchase Order” (“MBPO”) means Any form of parent contract/agreement (i.e. price agreement, on-call contract, etc.) that allows for purchases/releases via an ordering instrument during the term specified in the parent contract/agreement.

• “Purchase Order” means Any form of project-specific contract (not awarded under an existing MBPO)

• “Quote” means Any form of offer submission by vendors; i.e., Bids, Technical Proposals, Price

Proposals, or any other type of offer required by a Bid Solicitation

• “Release Requisition” means any form of ordering instrument used under an MBPO; i.e. Purchase

Order, Work Order Contract.

• “Vendor” means any form of business entity registered in OregonBuys. Only registered vendors are eligible to submit a Quote and enter Purchase Orders, MBPOs, or Release Requisitions pursuant to Bid

Solicitations advertised in OregonBuys.

3.2.3 OBTAINING RFP DOCUMENTS:

https://oregonbuys/

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This RFP, RFP attachments and any Addenda and notices (“Amendments”) may be downloaded from the

OregonBuys eProcurement system at: https://oregonbuys.gov/bso/ |Contact the Purchaser identified in

OregonBuys for this RFP if unable to access solicitation documents via OregonBuys.

Bidders are solely responsible for checking OregonBuys regularly until the Bid Opening Date and time specified in OregonBuys to assure that they have not missed any Addenda or other notices issued as

“Amendments” in OregonBuys for this RFP.

Bidder shall provide required information on the forms specified in this RFP.

Any information Bidder submits that is not required to be included on forms prescribed by this RFP must be formatted in the manner called for in this RFP and submitted on Bidder’s letterhead.

Bidder shall not make the Bid contingent upon the OMD’s acceptance of Specifications, Plans or Contract terms that conflict with or are in addition to those advertised in this RFP. Bidder must select “Yes” on the

Terms & Conditions tab in OregonBuys or the Bid will be rejected.

3.2.4 RFP ATTACHMENTS AND ADDENDA.

In addition to the provisions set forth and linked within this RFP, this RFP incorporates by this reference the information published or linked on the OregonBuys “Bid Solicitation” page for this RFP, including but not limited to:

• Details entered in the Header Information section;

• All RFP Attachments, Addenda and notices (“Amendments” in OregonBuys), question and answer documents, and any other files linked in the File Attachments and Form Attachments subsections; and

• Information, if any, entered in the “Questions” and “Item Information” sections.

3.3 Questions, Modifications and Protests relating to the RFP, Contract Provisions or Specifications

Note: with the exception of Negotiations of those terms permitted under Section 4.7, this is the Proposer’s only opportunity to request any change or protest any requirement of the RFP, including but not limited to the

Solicitation process, Proposal requirements, terms and conditions, or resulting contract. Proposals that take exception to the requirements of the RFP, including but not limited to the Solicitation process, Proposal requirements or terms and conditions may be deemed non-responsive and may be rejected at the sole discretion of Agency.

3.3.1 Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications.

3.3.1.1 Procedure.

The appropriate means of seeking clarifications of or modifications to provisions of the RFP are through a written (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or Specifications; or (c) formal submittal of protests of the RFP, contractual terms or Specifications.

3.3.1.2 Request for Clarification.

Any Proposer requiring clarification of any provision of the RFP, contractual terms or Specifications may submit to the SPC a written request for clarification. To be considered, the request for clarification shall be received by the SPC by the deadline specified in Section 1.2 or any extension made by subsequent

Addenda. Requests for clarification can be hand delivered, mailed, or e-mailed to the SPC. Late requests for clarification will not be accepted.

3.3.1.3 Request for Changes to RFP, Contractual Terms or Specifications.

Any Proposer may submit to the SPC a written request for changes to the RFP, contractual terms or supplemental terms or Specifications. To be considered, the request for changes shall be received by the

SPC by the deadline specified in Section 1.2 or any extension made by subsequent Addenda. The request shall include the reason for requested changes, supported by factual documentation, any proposed changes and shall contain all other information required by ORS 279B.405 and OAR 125-247-0730. Requests for changes can be hand delivered, mailed, or e-mailed to the SPC. Late requests for changes will not be accepted.

3.3.1.4 Protest of RFP, Contractual Terms or Specifications.

Proposers may submit to the SPC a written protest of the RFP, contractual terms or Specifications. To be considered, Protests shall:

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3.3.1.4.1 Identify the Proposer’s name and reference the RFP number;

3.3.1.4.2 Contain evidence that supports the grounds on which the protest is based and specify the relief sought, including a statement of the proposed changes to the process or RFP provisions, requirements or terms and conditions that the Proposer believes shall remedy the conditions upon which the protest is based;

3.3.1.4.3 Be signed by the Proposer’s authorized representative;

3.3.1.4.4 Be submitted to the SPC by the Solicitation Protest due date specified in Section 1.2; and

3.3.1.4.5 Be delivered or emailed to the SPC at the address specified on the first page of the RFP.

Agency shall not consider Solicitation protests that do not meet the requirements of this Section.

Agency shall resolve all Solicitation protests in accordance with OAR 125-247-0730. Agency is not responsible for the successful transmission of emailed protests. Unless this specific due date is extended by Addenda to the RFP, Agency shall not consider Solicitation protests to the originally-issued RFP submitted after the Solicitation Protest due date specified in Section 1.2.

3.3.1.5 Method of Submitting Requests for Modification of RFP Provisions. Envelopes containing requests for clarification, requests for change, and protests shall be marked as follows:

Request for Clarification /Change /Protest

RFP Number 259999B002

Closing date

Envelopes shall be received by the SPC by the date and time specified in Section 1.2. This deadline may be extended by Addendum. No requests for clarification, requests for change, or protests regarding the

RFP, contractual terms or Specifications shall be considered if received after the date specified in this

Section or the date specified in a subsequent Addendum.

Response to Requests for Clarification or Change and Protests.

Agency shall respond to each properly-submitted written request for clarification, request for change, and protest in accordance with ORS 279B.405. Where appropriate, Agency shall issue revisions and clarify

RFP provisions via Addenda posted on OregonBuys Agency may also informally respond to Proposer questions. Informal responses, however, do not affect the provisions of the RFP. The RFP, contractual terms and Specifications can only be changed via formal addenda issued by Agency.

3.4 Submission of Proposals

Proposals shall be received by the SPC no later than the closing date and time specified on OregonBuys at the address listed on the front page of the RFP. Proposals may be delivered via U.S. Mail or commercial courier or hand-delivered. Proposals must be sent to the attention of the SPC’s name. Late or electronically transmitted

Proposals will not be accepted.

3.5 Modification or Withdrawal of Proposals

If a Proposer wishes to modify a submitted Proposal, it shall do so prior to the Closing date and time, as required by

OAR 125-247-0440. Modifications shall be prepared on the Proposer’s letterhead, signed by an authorized representative of the Proposer, state that the new document supersedes or modifies the prior Proposal and be submitted in a sealed envelope, appropriately marked to the identify the Proposal number and closing time and date.

Telephone, telegraphic, and facsimile modifications are not acceptable. The written modification shall be made a permanent part of the public Proposal file.

If a Proposer wishes to withdraw a submitted Proposal, it must do so prior to the Closing date and time. The

Proposer shall submit a written request to withdraw, signed by the Proposer, on the Proposer’s letterhead, to the SPC at the address listed on the front page of the RFP, as required by OAR 125-247-0440.

3.6 Opening of Proposals

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Proposals will not be read aloud (OAR 125-247-0450).

3.7 Evaluation and Award

The evaluation and award process is described in Section 4.

3.8 Public Information, Confidentiality, and Trade Secrets

All Proposals are public information after the Proposals have been opened, and all protests are public information after the protest period ends. Copies of Proposals, however, shall not be provided until the evaluation process has been completely closed and a Notice of Intent to Award has been issued pursuant to OAR 125-247-0630. Copies of public information may be requested by any Person. Proposers shall label any information that it wishes to protect from disclosure to third parties as a trade secret under ORS 192.501(2) with the following: "This material constitutes a trade secret under ORS 192.501(2) and is not to be disclosed except as required by law." Agency shall take reasonable measures to hold in confidence all such labeled information, but the State shall not be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public

Records Law or otherwise and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

3.9 Cost of Preparing Proposals

All costs incurred in preparing and submitting a Proposal in response to the RFP are the responsibility of the

Proposer and shall not be reimbursed by Agency.

3.10 Reservation of Agency Rights

Agency reserves all rights regarding the RFP, including, without limitation, the right to:

a. Amend, delay or cancel the RFP without liability if Agency finds it is in the best interest of the Agency to do so;

b. Reject any or all Proposals received upon finding that it is in the best interest of the Agency to do so;

c. Waive any minor informality or non-conformance with the provisions or procedures of the RFP, and seek clarification of any Proposal, if required;

d. Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements;

e. Forgo the evaluation process if Agency receives only one responsive responsible Proposal in response to the RFP or if only a single proposal is deems responsive and responsible.

f. Negotiate a Statement of Work based on the Scope of Work described in Section 1.4 and to negotiate separately in any manner necessary to serve the best interest of the public;

g. Amend any Contracts that are a result of the RFP;

h. Engage consultants by selection or procurement independent of the RFP process or any Contracts or agreements under it to perform the same or similar services; and

i. To extend any Contracts that result from the RFP without an additional RFP process for up to a total of five

(5) years or ten (10) years depending on approval of an extension to the Delegation Agreement, pursuant to

OAR 125-247-0805.

Although price is a consideration in determining the apparent successful Proposer, the intent of the RFP is to identify a Proposal from a Proposer that has a level of specialized skill, knowledge and resources to perform the work described in the RFP. Qualifications, performance history, expertise, knowledge and the ability to exercise sound professional judgment are primary considerations in the selection process. Due to the highly technical nature of some of these tasks, the Proposer with the lowest Price Proposal may not necessarily be awarded a Contract.

Agency reserves the sole right to determine the best Proposal considering the evaluation criteria set forth in Section

4 of the RFP.

3.11 Contract Form

The apparent successful Proposer shall be asked to sign a Contract substantially in the contract form that is attached as Attachment B. The terms and conditions included in Attachment B, other than those identified in Section 4.7.7.of this RFP, are not subject to negotiation.

3.12 Contractual Obligation

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Agency is not obligated as a result of the submission of a Proposal to enter into a Contract with any Proposer and has no financial obligation to any Proposer arising from the RFP.

Section 4: Evaluation and Award

4.1 Evaluation Process

4.1.1 Overview.

a. The intent of this RFP is to identify a Proposer that has a level of specialized skill, knowledge and resources to perform the Services described herein. Qualifications, performance history, expertise, knowledge and the ability to exercise sound professional judgment are primary considerations in the selection process.

b. Agency shall evaluate Proposals to determine the Responsible Proposer submitting the best responsive

Proposal. The successful Proposer will be the Proposer in compliance with all the RFP requirements and offers to provide the Best Value to Agency, as determined within the sole discretion of OMD. Agency will conduct an evaluation of Proposals timely received and that are responsive to this RFP. Agency will evaluate and score all responsive Proposals submitted on the completeness, quality, and applicability of their content. Only complete Proposals will be considered.

c. Evaluation of Proposals and recommendations to OMD will be made by an evaluation committee consisting of no less than three (3) members who are appointed by OMD for that purpose. Members of the evaluation committee will independently analyze each Proposal to determine the capabilities, experience, and qualifications of each Proposer. OMD may assign technical advisor(s) to the committee to assist evaluation committee members.

d. Agency reserves the sole right to determine the best Proposal considering the evaluation criteria set forth in this RFP. In the event that OMD rejects the evaluation committee’s recommendation, no award will be made, and the RFP process may be started over again, at the Agency’s discretion.

e. Rejections.

1. OMD reserves the right to reject any or all Proposals, including without limitation the right to reject any or all nonconforming, non-responsive, unbalanced, or conditional Proposals.

2. OMD reserves the right to reject the Proposal of any Proposer if Agency deems it not to be in the best interest of OMD at OMDs sole discretion or reject any or all Proposers who fail to satisfy RFP requirements or fail to meet standards of responsibility.

f. Minor Informalities. OMD reserves the right to waive minor informalities not involving price, time, or changes in the work, and to negotiate the Statement of Work (“SOW”), including performance specifications with the apparent successful Proposer.

g. Calculation of Score. Each evaluation committee member will independently score the written Proposals and make written record of allocated points for each scored section of the Proposal. All, part, or none of the total possible points for each scored section may be awarded. The evaluation team may conduct a committee meeting (or more than one meeting) to discuss the Proposals, the points awarded, and any anomalies. Evaluation scores awarded by each evaluation committee member will be summed and divided by the total number of evaluation committee Members to compute average scores per criteria.

h. Prospective Proposers are prohibited from discussing this RFP or any aspect of the Project with any member of the evaluation committee (except at the initiation of OMD at the Pre-Proposal Meeting); such prohibited contact will be grounds for disqualification.

4.2 Evaluation of Minimum Requirements (Responsive/Non-Responsive)

The contract specialist shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum Proposal requirements described in Section 2.2 of the RFP and in the Proposal Cover Sheet, Attachment

A. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined to be Responsive to the Minimum Requirements shall be considered for further evaluation in Section 4.3. See the Reservation of Agency Rights in Section 3.10.

4.3 Evaluation of Technical Proposal (Scored)

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An evaluation team consisting of no less than three (3) experienced evaluators, identified and appointed in writing by the Contract Administrator, will review each Responsive Proposal submitted as a result of this Solicitation. Each evaluator will score each Proposal in accordance with the evaluation criteria. Maximum number of points allowable for each Proposal is 250 per evaluator. Technical Proposal scores shall be combined with all other scores to arrive at a total cumulative score. Evaluation scores awarded by each evaluation committee member will be summed and divided by the total number of evaluation committee Members to compute average scores per criteria.

Price Proposal information will not be available to the evaluation committee during this evaluation of technical

Proposals.

The evaluation committee may request additional clarification from Proposers for any portion of the Proposals. If a

Proposal is unclear, Proposer may be asked to provide clarification. No new information or documentation may be submitted, however, and clarifications may not be used to rehabilitate a non-responsive Proposal. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written signed clarification(s) within 72 hours of request (Monday-Friday) following receipt of the request.

Failure to provide clarification may result in a lower score. The evaluation committee shall assign points to its evaluation of each Proposal as follows:

Points possible Point Basis

50 Quality of Products and Service: Provide at least five (5) different detailed sample menus

(breakfast, lunch, and dinner) for at least seven (7) days each and describe the quality rating of the foods to be offered. Base two menus on the Army 14 day menu (Attachments E and

F), and use professional creativity for the other three menus. Describe the Proposer’s ability to deliver those menus as well as provide services that would ensure hot or cold foods and continued sanitation of the facilities used. Describe what the Proposer will offer for basic coffee service, morning continental, afternoon break, sack/boxed lunch, and any other meals.

50 Proposer’s key staff experience & qualifications: Provide resumes for Proposers planned onsite and offsite executive/management staff (to include, but not be limited to, managers, chef(s), quality control personnel). Resumes shall describe the individuals job title and their assigned duties. Resumes shall detail the individuals qualifications, experience, knowledge, skills and abilities to fulfill their roles

50 Proposer’s staffing plan (other than Key Staff): Provide a staffing plan detailing proposed staffing levels needed to operate and meet the requirements of the contract, including the required experience level for each position. How the Proposer plans to provide needed staffing including proposed hiring methods. The plan should describe a contingency plan in case of staffing shortages occur and how client satisfaction will be met in those circumstance.

50 Corporate Experience: Provide a detailed history of the Proposer’s company including past experience/performance on similar contracts providing similar services. Include management philosophy, length of years in the food service industry and providing similar services, annual volume of food service business, and industry associations to which the company belongs. Include an organizational chart identifying the members of the team, their roles and responsibilities, and show lines of authority proposed for this contract.

25 Proposed Order Placement and Confirmation Process: Describe the Proposer’s proposed food service order placement and order confirmation methods, as well as proposed delivery and pick-up procedures. Describe proposed invoicing process. Describe how the Proposer will accommodate the occasional field food service request and requests at the following locations: Dining areas in Buildings 7023 through 7028, Warrior Hall/

Building 7022, Officers Club/Building 7302, Log Classroom/Building 7425, Building 7316

Classroom, Armory/Building 7001, Armory Drill Floor/Building 7001, Post Headquarters

Classroom in Building 7021, and Post Headquarters Auditorium in Building 7021.

25 Proposed Customer Satisfaction Plan: Describe the plan the Proposer will implement to ensure continued customer satisfaction throughout this Contract. Include items such as

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Camp Rilea Food Service Manager.

4.3.1 Evaluation of Presentations, Demonstrations and Interviews. (Optional at Agency Discretion)

Agency may conduct and score presentations, demonstrations or interviews (collectively called

“interviews”) at the discretion of Agency. If any interviews are conducted, the following procedures shall apply. Agency reserves the right to provide further procedures, or change any of the following procedures, and if it does so, Agency shall notify the Proposer of such further procedures or changes when it notifies the Proposer of the time and date of the interview.

The highest-scoring 3 Proposer(s), which number may be determined in the Agency’s discretion, shall be selected for the competitive range in accordance with the process described in Section 4.8.2 and shall be invited to an interview with the evaluation committee. All costs associated with the interview are the responsibility of the Proposer. If applicable, Proposer shall provide all audio/visual equipment necessary for the interview. Agency shall provide a room equipped with a network connection; Agency is not responsible, however, if this connection fails for any reason. Agency suggests that Proposer have back-up documents (visual aids, handouts) prepared in case of connection failure. Agency reserves the right to not reschedule any interview due to technical difficulties absent extraordinary conditions.

Each Proposer shall be given a maximum of one (1) hour for its interview. Following the interview, the

Proposer shall allow a maximum of one (1) hour for the evaluation committee to ask questions. Items to be covered in the interview shall include, but need not be limited to:

Quality of Products and Services

Experience

Customer Satisfaction Plan

Order Placement and Compensation

Each member of the evaluation committee shall award points based on his or her assessment of how well the interview covered each subject area. Price proposal information shall not be available to the evaluation committee during the interview evaluation.

SCORING:

Interview scores shall have a maximum value of 75 points per evaluator and shall be combined with all other scores to arrive at a total cumulative score. The total score shall be ranked to determine the apparent successful Proposer upon approval of the Contract Administrator.

4.4 Evaluation, Scoring, and Ranking of Price Proposal (50 points possible)

Proposer shall provide a Price Proposal using the Price Proposal form attached to this RFP as Attachment C.

The lowest sum of the Price Proposal unit prices shall be awarded the maximum number of Price Points available under the RFP. If the competitive range process as described in Section 4.8.2 is used, only the price Proposals for the highest scoring 3 Proposers will be scored. Price Proposals with higher unit prices or rates shall be awarded a percentage of the maximum Price Points awarded based on the following formula:

(L/X)*Y = A where:

X = Price Proposal being scored

L = Lowest Price Proposal among all Proposals

A = Awarded points

Y = Total Points Possible

If Agency requests clarification of any pricing information included in Proposer’s Price Proposal, Proposer shall provide the clarification within two (2) business days (Monday through Friday, state-observed holidays excluded) or the Proposal may be rejected as non-responsive at the sole discretion of Agency.

4.4.1 Reciprocal Preference.

In accordance with OAR 125-246-0310, when evaluating Proposals, Agency shall add a percentage increase to the Price Proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides.

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4.5 Reference Checks for the Proposer’s Company (Optional/Scored)

The Agency may elect to check references for Proposers. Proposer shall provide references that can rate Proposer’s performance in these categories:

a. Customer Service (up to 5 points)

b. Quality (up to 5 points)

c. Timeliness (up to 5 points)

d. Cleanliness (up to 5 points)

e. Meal Variety (up to 5 points)

If the competitive range process as described in Section 4.8.2 is used, only the references for the highest scoring 3

Proposers will be scored. Agency reserves the right to request references in addition to those provided by the

Proposer, to investigate any references whether or not furnished by the Proposer, and to investigate the past performance of any Proposer. Agency may investigate the qualifications of a Proposer, including but not limited to:

successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers.

Agency may postpone the award or execution of the Contract after the announcement of the apparent successful

Proposer in order to complete its investigation. See other Reservation of Agency’s Rights in Section 3.10.

An independent committee member will evaluate each reference for each reference category. Each Proposer may receive a maximum of 25 points per reference with 75 points being the maximum points scored for all references.

The evaluation committee…