RFP_Adopt-a-River_2026_FINAL.pdf

OregonBuys Bid #S-25000-00016593

STATE OF OREGON

COVER PAGE

Oregon State Marine Board is issuing this Intermediate Procurement under S-25000-00016593 for

ADOPT-A-RIVER STATEWIDE PROGRAM ADMINISTRATION

Date of Issue: April 10, 2026

Opening Date: May 10, 2026

Single Point of Contact (SPC): Sydney Purtzer, Procurement & Contract Specialist

Address: 435 Commercial St NE City, State, Zip Salem, OR 97013 Phone (voice) 503-798-6404 E-mail: Sydney.Purtzer@boat.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 [RESERVED]

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFERS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

4.4 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

4.5 CERTIFIED FIRM PARTICIPATION

4.6 GOVERNING LAWS AND REGULATIONS

4.7 OWNERSHIP/PERMISSION TO USE MATERIALS

4.8 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

4.9 COST OF SUBMITTING AN OFFER

4.10 STATEWIDE E-WASTE/RECOVERY PROCEDURE

4.11 RECYCLABLE PRODUCTS

SECTION 5: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E [RESERVED]

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon State Marine Board, (“Agency”) (“OSMB”), is issuing this Intermediate Procurement for administration of the statewide Oregon Adopt-A-River Program. The purpose of the statewide program is to encourage and facilitate volunteer individuals and groups to remove litter and debris from Oregon’s rivers, streams and waterways.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be 4 years with options to renew up to a maximum of 10 years.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Solicitation Issued April 10, 2026 4:00 PM

Questions / Requests for Clarification Due April 17, 2026 4:00 PM

Opening (offer Due) May 10, 2026 4:00 PM

Issuance of Notice of Award (approx.) May 22, 2026 4:00 PM

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110. Terminology specific to the OregonBuys system may be found at OregonBuys.

2.3 OVERVIEW AND PURPOSE

Oregon Revised Statute 830.055: Adopt-a-River Program; implementation; rules, states: “(1) The State Marine Board shall administer a program designed to remove litter from and to beautify the state’s rivers. The program shall include public informational activities, but shall be directed primarily toward encouraging and facilitating involvement of volunteer groups in litter cleanup work, assigning each group to a specific river or stream segment. The program shall be called the Oregon Adopt-a-River Program…”

Since 1993 the Marine Board has contracted with a contractor to provide these services through the statewide Oregon Adopt-A-River Program. This Intermediate RFP will be used to obtain a contractor to implement and administer the Program pursuant to OAR 250-017- 0040. The purpose of the statewide program is to encourage and facilitate volunteer individuals and groups to remove litter and debris from Oregon’s rivers, streams and waterways.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Statewide Adopt-A-River Program has been in existence since 1993. The Contractor will continue and expand the implementation of the Statewide Adopt-A-River Program which includes coordination, promotion and monitoring of the Program. The Program has historically provided the Tasks and Deliverables identified below. OSMB wants to continue these efforts to provide continuity for the existing program participants and, in addition, OSMB would like to expand participation and receive greater recognition for the administration of the Program in partnership with the selected Contractor.

2.4.1 Task 1 - Outreach for New Coordinators

The Contractor will actively recruit, train and support new coordinators who adopt segments of rivers, streams and watersheds. The Contractor will also participate in meetings with various agencies, volunteers and other groups to inform and distribute program information to increase the awareness about the importance of clean rivers and healthy watersheds. Methods of recruitment and outreach can include the following activities:

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html https://www.oregon.gov/das/ORBuys/Pages/Index.aspx

• Place program announcements in electronic newsletter distributed to various agencies, volunteers, watersheds, current participants, and potential new volunteers a minimum of quarterly;

• Place program announcements in social networking environments a minimum of quarterly;

• Place program announcement in Community Nonprofit Networking Group (CNRG) e-mail a minimum of semi-annual;

• Publicize Adopt-A-River opportunity to existing coordinators currently participating in the program

• Distribute program materials at tabling events throughout the year.

• Maintain Adopt-A-River webpage with up-to-date information and resources.

• Publicize Adopt-A-River opportunities when meeting with interested groups such as watershed councils, neighborhood associations, corporate groups, and religious organizations.

• Contact potential groups directly by phone and e-mail. Potential groups include fishing, boating, and recreational organizations, corporations or businesses with offices near waterways, neighborhood associations, and watershed councils.

2.4.1.1 Task 1 – Deliverables

Item Description Frequency

Copy or log of electronic newsletter with Program Announcement Quarterly

Copy or log of social media program announcement Quarterly

Copy or log of CNRG e-mail Program Announcement Semi-Annually

Copy or log current coordinator notification Annually

Count of frequency of hits to Program portion of website Quarterly

Log of meetings with potential new coordinators Quarterly

2.4.2 Task 2 - Support for Existing Coordinators

The Contractor will support the coordinators in maintaining active adoptions, coordination of supplies, and publicity of events. The Contractor will also implement a volunteer recognition program to appreciate volunteers who participate during cleanup of adopted segments of rivers, streams, and waterways. Methods of continued coordinator support, outreach and volunteer recognition may include the following activities:

• Respond to all phone calls and e-mail inquiries expressing interest in the program.

• Process Adopt-A-River adoption applications.

• Contact applicants to gather any additional details needed for their adoption.

• Ensure that no other groups have adopted the waterway.

• Work with applicant to determine property ownership and to secure written permission.

• Work with applicant to secure an appropriate method of disposal for the trash and non-native invasive plants collected.

• Send Adopt-A-River introduction packet to adoptee, which includes: Watershed Basics educational handout, Supply Order Form, Grant Application Form, Volunteer Waivers, Safety Information, Adopt-A-River agreement form, and Adopt-A-River certificate.

• Send adoption approval e-mail with safety information, link to reporting form, link to supply order form, and link to grant application form.

• Assist adoptees with coordination of open volunteer events; list events on website;

promote the volunteer opportunity; ensure supplies are delivered for the event on time; provide educational board describing how litter affects the environment; provide volunteer waivers for all participants to sign;

• Send quarterly e-mail newsletter requesting cleanup results, highlighting successful projects, and providing additional information;

• Contact each adoptee once per year to ensure that they are still interested in adopting their stretch of river and requesting any project results.

• Enter all project results into database.

• Compile final report annually.

• Invite adoptees to regional volunteer appreciation events as possible.

2.4.2.1 Task 2 - Deliverables

Item Description Frequency

Report of adoption applications processed Quarterly

Copy or log of e-mailed newsletter Quarterly

Project result report Quarterly

Notification of volunteer appreciation events Annually

Final report of adoptions, project results and events Annually

2.4.3 Task 3 – Noxious Weed Removal

The Contractor may allow the removal of invasive species that are noxious weeds as defined by the Oregon Department of Agriculture in OAR 603.052-1200 or the appropriate county governing body as described in ORS 569 to be a portion of the Adopt-A-River clean-up project. In the event the coordinator has identified invasive species removal as a portion of the two-year adoption, the Contractor will require the coordinator to complete a Noxious

Weed Removal Plan. The inclusion of invasive species removal as a portion of the clean-up is contingent upon the Contractor collecting, reporting and monitoring the following information:

• The Noxious Weed Removal Plan form will be provided electronically to the Contractor and include the following information:

o Permission by the landowner for the project to proceed o The species of plant to be removed o The proposed project location o The method of removal o The timing and frequency of removal o How the plant material will be disposed of o How any equipment used during the project will be decontaminated to prevent the spread of invasive species.

• The noxious weed removal plan must be completed with the direction from one of the following technical assistance agencies: Oregon Department of Agriculture, County Weed Control District, County Soil and Water Conservation District or another qualified technical assistance agency or business pre-approved by the OSMB.

• The Contractor will report quarterly the amount of clean-up events that included noxious weed removal, species of plant to be removed, project location, method of removal and technical assistance agency.

• Invasive species removal is intended to augment the clean-up activities historically conducted through the Adopt-A-River Program. It is not the intention or mission of the program to predominantly support invasive species removal.

• Receive copies of the first six noxious weed removal plans prior to implementation to determine if the OSMB supplied form provides enough information and the process is adequate for inclusion as a portion of a cleanup event.

2.4.3.1 Task 3 – Deliverables

Item Description Frequency

Noxious weed removal plan report Quarterly

Receive copies of the first six noxious weed removal plans Upon receipt

2.4.4 Task 4 - Seeking Additional Financial Support

The Contractor will actively seek other state, federal, or local agency matching funds and private contributions to supplement and/or augment program activities under this Contract.

2.4.4.1 Task 4 – Deliverables

Item Description Frequency

Report on additional entity participation through matching funds, grants, or donations.

Annually

Provide an update on success of Fundraising Team Annually

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 [RESERVED]

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

Offeror should follow the format and reference the sections listed in the Offeror Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system. Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

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

https://oregonbuys.gov/bso

• Be emailed to the SPC

• Reference the OregonBuys bid number

• Identify Offeror’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Offer Conference

A pre-submittal conference will not be held for this solicitation.

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

3.3.4.1.1 Email Response

Offeror may submit its Offer via email, to the dedicated mailbox listed below.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats:

Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version. Offeror’s email submission must include the Solicitation number and Title, as follows:

Offer to Solicitation S-25000-00016593, Adopt-A-River Statewide Program Administration

Failure to clearly identify the Offer as directed in the subject line may cause misrouting of the Offer and late delivery, resulting in disqualification.

Dedicated mailbox – submit Offers to (not case sensitive) Sydney.Purtzer@boat.oregon.gov.

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

3.3.4.1.2 OregonBuys Electronic Response.

Offeror should submit its Offer electronically through OregonBuys. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Vendor Formal Solicitation Response.pdf mailto:Sydney.Purtzer@boat.oregon.gov

The cost sheet must be submitted as a separate electronic response file.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats:

Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Opening Date

Offer and all required submittal items must be received by the SPC on or before Opening. All Offer modifications or withdrawals must be completed prior to Opening.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

• Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the offer.

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

• Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Offeror makes any contact regarding this solicitation with State representatives such as

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

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

• Offeror is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.4.1 Offeror Information and Certification Sheet

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

3.4.2 References

Provide at least 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

Offeror shall submit reference names and contact information using the provided Reference Check Form (Attachment D). OSMB will make 3 attempts to contact each of the references provided by the Offeror. If these attempts are unsuccessful, the Offeror will receive a score of zero for that reference.

3.4.3 Costs

Submit a detailed Cost Offer that includes the following items:

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

• The Price Offer must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges.

3.4.4 Administrative Offer

Briefly describe Offeror’s experience with, and current strategies for, ensuring that the Offeror conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract term. Identify the individuals who have fiscal responsibilities. Any Offeror that has generated financial statements shall submit copies for the most recent period. If financial statements have not been generated, then Offeror may submit an audit or fiscal review by a certified public accountant, or if the Offeror is a “new” business, a copy of a business plan completed within the last year.

3.4.5 Technical Offer

The Offer shall describe how the Offeror shall meet each of the technical requirements described in the Scope of Work in Section 2.4, including identification of key persons who shall perform the work and their background and expertise. This Offer shall be evaluated as described in Section 3.5.

3.4.5.1 Offeror’s Experience in Providing Requested Supplies and Services

Task 1 – Outreach o Describe your experience recruiting, training and supporting volunteers. Include methods that you have used to recruit new volunteers and retain current volunteers.

o Describe the methods you have used to maintain communication with existing volunteers and groups on a program or project.

Task 2 – Support o Describe your experience in reviewing and processing requests to adopt, work, maintain or organize a volunteer activity in an outdoor environment. Identify if the experience is for a one-time event, on-going event or cyclic event.

o Explain how you track, monitor and report on the event. Include information about any type of specialized software that is used for that purpose.

o Describe your experience with implementing and maintaining a volunteer recognition program. Briefly describe how the recognition program operates, frequency of recognition and type of recognition that is given.

Task 3 – Noxious weed removal o Describe your experience working with noxious weed removal or similar item as described under Section 2.4.3.

Task 4 – Seeking financial support o Describe your experience in obtaining additional financial support on a project similar to the Adopt-A-River Program. Include methods of solicitation, outreach and target audiences for financial support.

3.4.5.2 Offeror’s Approach and Plans to Meet the Requirements of the Solicitation

Provide a timeline to meet the July 1, 2026 contract starting date to avoid a lapse of service to existing program participants.

Describe the milestones that will need to be met in order to meet the deadline. Describe your experience and methods used to maintain timelines.

3.4.5.3 Key Persons’ Qualifications

Identify the key person(s) who will be working on this contract and what their role will be in each of the Tasks identified in Section 2.4.

3.4.6 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

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

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror.

However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.5.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

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

SCORE EXPLANATION

90 – 100%

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

60 – 89%

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

50 – 59%

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Offeror.

11 – 49%

FAIR – Offeror meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0-10% RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Offeror has not demonstrated knowledge of the subject matter.

3.5.2.1 Offeror’s Experience in Providing Requested Supplies and Services o How well does Offeror describe experience in outreach, support, noxious weed removal, seeking financial support?

o Are examples given in each of the areas listed above?

3.5.2.2 Offeror’s Approach and Plans to Meet the Requirements of the Solicitation o Is a timeline given that addresses avoiding a lapse in service to the current program participants?

o Are project milestones included? Is experience given in maintaining timelines?

3.5.2.3 Key Persons’ Qualifications

o Are Key Persons identified, and is their background relevant to the role of involvement?

o How well does _____?

3.6 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

lowest cost of all Offerors X cost points possible = cost score cost being scored

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest-ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the cost for any Offeror proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

3.8.2 Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.8.3 Tiebreakers

Oregon Supplies: If Agency receives Offerors identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 9=90%, etc.

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

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE 100

3.5.2.1 Offeror’s experience in providing requested supplies and services

3.5.2.2 Offeror’s approach and plans to meet the requirements of the solicitation

3.5.2.3 Key Persons’ qualifications 15

3.12 COST POINTS POSSIBLE 30

EXAMPLE:

Offeror A receives scores of 10, 9, and 8 for a criterion worth 50 points. The SPC averages 10, 9, and 8 for a score of 9. 9 is used as a 90% multiplier to the possible points of 50. 50 multiplied by 90% is 45. Offeror A’s points for the criterion is 45.

3.10 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Offerors in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and http://www.irs.gov/pub/irs-pdf/fw9.pdf

Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a successful Offeror, Agency may negotiate the Statement of Work.

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Offeror.

4.4 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

4.5 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit the COBID website or email COBID.

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

4.6 GOVERNING LAWS AND REGULATIONS

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

4.7 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror grants the State a non-exclusive, http://www.filinginoregon.com/index.htm mailto:Biz.COBID@biz.oregon.gov perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

4.8 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

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

4.9 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

4.10 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror shall include information in its offer that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

4.11 RECYCLABLE PRODUCTS

Offeror shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

SECTION 5: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E [RESERVED]

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

http://www.oregon.gov/DAS