RFP_Automobile Insurance Rating Actuarial Services.pdf

RFP #: S-44000-00016831 Automobile Rating Actuarial Services

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STATE OF OREGON

COVER PAGE

Department of Consumer and Business Services, Division of Financial Regulation

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-44000-00016831 for

AUTOMOBILE INSURANCE RATING ACTUARIAL SERVICES

Date of Issue: May 21, 2026

Bid Opening Date and Time: July 08, 2026 at 2:00 PM (PT)

Single Point of Contact (SPC): Sydney Wollersheim, Procurement and Contract Specialist

Address: 350 Winter Street NE City, State, Zip: Salem, OR 97301 Phone: (971) 375-7760 Email: sydney.wollersheim@dcbs.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:sydney.wollersheim@dcbs.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

1.4 OREGONBUYS

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

3.1 MINIMUM QUALIFICATIONS (Pass/Fail)

3.2 MINIMUM SUBMISSION REQUIREMENTS (Pass/Fail)

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 EVALUATION PROCESS

4.7 PREFERENCES

4.8 RANKING OF PROPOSERS

4.9 ADDITIONAL ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 SOFTWARE SECURITY AND HOSTING

6.6 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.7 COST OF SUBMITTING A PROPOSAL

6.8 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.9 RECYCLABLE PRODUCTS

SECTION 7: Attachments

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Consumer and Business Services, Division of Financial Regulation, (“Agency”), is issuing this Request for Proposal (“RFP”) under the provisions of ORS 279B.060 for automobile rating insurance actuarial Services.

Additional details are included in Section 2.3, Overview and Purpose and in Section 2.4, Scope of Work/Specifications.

Agency anticipates the award of one (1) Contract from this RFP. The initial term of the Contract is anticipated to be two (2) years with options to renew up to a cumulative maximum of ten (10) years.

Proposers are advised that there is no guarantee of any specific quantity of Services under the Contract. Notwithstanding the award of a Contract, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Services similar to what is described within this RFP using any method allowed by law.

1.2 SCHEDULE

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

Event Date Time

Questions / Requests for Clarification Due June 05, 2026 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) June 12, 2026

RFP Protest Period Ends 7 calendar days prior to RFP Bid Opening Date

Bid Opening (Proposal Due) July 08, 2026 2:00 PM

Opening of Proposal July 08, 2026 2:30 PM

Issuance of Notice of Intent to Award (approx.) August 14, 2026

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.4 OREGONBUYS

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OregonBuys is the State of Oregon’s procure-to-pay eProcurement solution. 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 information is current and correct in OregonBuys. Agency will accept no responsibility for incorrect vendor information.

1.4.1 OregonBuys Resources

• For Assistance with OregonBuys (Vendor help Desk):

o Email: support.oregonbuys@das.oregon.gov o Phone: 1-855-800-5046

• For information on how to register as a Vendor/Supplier in OregonBuys:

Supplier Registration Guide

• For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

How to Find Bid Solicitation Opportunities

• Detailed instructions on how to submit a Proposal in OregonBuys:

Supplier Bid Solicitation Response

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and ORS 731.216 to procure and contract for these Services.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 or as defined below.

2.2.1 General Definitions

• “Agency” means the Department of Consumer and Business Services, Division of Financial Regulation.

• “DCBS” means the Department of Consumer and Business Services.

• “DFR” means the Division of Financial Regulation, a division under DCBS.

• “Insurer” as defined in ORS 731.106, includes every person licensed by Oregon, engaged https://oregonbuys.gov/bso mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Documents/OregonBuys_Registration_Guide.pdf https://www.oregon.gov/das/ORBuys/Pages/Index.aspx https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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• “Key Person(s)” means Contractor’s staff who will be principally responsible for managing the Services or for performance of Work under a Contract and the satisfactory completion, delivery and acceptance of the related Deliverables.

• “Property Insurance” as defined in ORS 731.182, means insurance on real or personal property of every kind and of every interest therein, whether on land, water or in the air, against loss or damage from any and all hazard or cause, and against consequential loss from such loss or damage, other than noncontractual legal liability for loss or damage.

Property insurance does not include title insurance.

2.2.2 Crosswalk of Terms used in OregonBuys

• “Bid 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 Bid Amendment.

• “Bid Opening” means “Closing” as defined in OAR 137-046-0110(6). In OregonBuys it is the deadline for submitting Quotes (Bids, Offers, Proposals, or other required responses) required by a Bid Solicitation.

• “Bid Solicitation” means any form of opportunity, solicitation or notice: 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.

• “Purchaser” means the single point of contact for this RFP is identified as the “Purchaser” along with Purchaser’s “Info Contact” (including email address) in OregonBuys.

• “Quote” means any form of offer submission by vendors; i.e., Bids, Offers, Proposals, Price Proposals, or any other type of offer required by a Bid Solicitation.

• “Vendor” means any form of business entity registered in OregonBuys.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Department of Consumer and Business Services (DCBS) is Oregon’s largest regulatory and consumer protection agency. It administers state laws and rules, protects consumers and workers in the areas of workers’ compensation, occupational safety and health, financial services, insurance and building codes.

The Division of Financial Regulation (DFR) is a division of DCBS and oversees the financial and insurance industries in Oregon. It regulates insurance, depository institutions, trust companies, securities and consumer financial products and services (e.g., mortgage lending, small dollar loans, collection agencies).

As the chartering authority for insurance companies, Agency’s primary objective is to protect Oregon consumers from market failures that would otherwise cause Insurers to incur an excessive risk of insolvency or engage in market abuses that hurt consumers.

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2.3.2 Project Overview and Background

Agency oversees the financial and insurance industries in Oregon to protect Oregonians’ access to fair products and services through education, regulation, and consumer assistance.

Automobile insurance is statutorily mandated pursuant to ORS 806.010. Agency needs to ensure that automobile insurance is both affordable and available to all Oregon consumers, including but not limited to, members of low-income communities and historically underserved populations. However, industry practices sometimes rely on non-driving related rating factors, such as gender, marital status, education, ZIP code, and credit history, which may unintentionally result in disproportionate impacts on underprivileged groups, even when those individuals have clean driving records. The use of these variables raise important questions about equitable access and fairness in the automobile insurance market.

Because there is no current legislative consideration relating to this topic, Agency is developing rules that require periodic data submission from automobile Insurers. The rules will indicate specific data elements to be reported, frequency of submissions, and the format of submissions. Agency is requesting an analysis of the robust dataset of automobile insurance ratings, including a comprehensive study conducted by actuarial consultants to support Agency in this rulemaking process. The analysis will confirm whether automobile insurance rating factors have unintentionally resulted in disparate impacts on protected classes in Oregon where certain groups are subject to higher automobile insurance rates than others that have the same expected cost.

2.3.3 Purpose

The purpose of this RFP is to solicit responses from individuals, companies or firms specializing in automobile rating insurance actuarial Services.

2.4 SCOPE OF WORK/SPECIFICATIONS

The awarded Contractor shall perform a comprehensive study and provide Agency a work plan on how Contractor intends to conduct the analysis. Agency will collect automobile data based on the Contractor work plan. After data collection, Contractor will provide a report including an analysis of loss ratios and any other appropriate measures such as loss costs, frequency, and severity.

Agency will work with Contractor to determine the scope of the review and to monitor progress once it has begun. Deliverables are subject to review by Agency. Work will be conducted primarily at Contractor’s office(s) unless otherwise requested by Agency.

See Attachment A, Sample Contract for further details.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS (PASS/FAIL)

To be considered for evaluation, Proposal must demonstrate how Proposer meets all

DAS PS V4.5_March 31, 2023 Page 7 of 27 requirements of this section:

3.1.1 Minimum Proposer Requirements

Proposer must meet or exceed the following:

(1) Five (5) years’ experience in the last seven (7) years conducting actuarial and analysis as demonstrated by the Services.

3.1.2 Experience Requirements

Proposer must employ or contract with assigned analyst(s), including Key Person(s) that meet all of the requirements in this section:

(1) Must have a minimum three (3) years’ experience conducting actuarial and analysis work as described in the requested Services.

(2) Be a Fellow (or Associate) of the Casualty Actuarial Society (FCAS/ACAS) or be a Member of the American Academy of Actuaries (MAAA) qualified to practice in property and casualty lines.

(3) Be a member in good standing of the American Academy of Actuaries and the society in which the actuary is credentialed.

3.1.3 Key Person Requirements

Proposer must employ or contract with Key Person(s) that meet all of the requirements in this section. Proposer may submit one (1) or more Key Person(s) so long as all requirements are met.

(1) Five (5) years’ experience in the last seven (7) years conducting actuarial and analysis as demonstrated by the Services.

3.2 MINIMUM SUBMISSION REQUIREMENTS (PASS/FAIL)

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Executive Summary

• Administrative Proposal

• Technical Proposal

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

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• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

• Key Persons Exhibit (Attachment H) Note: Disclosure Exemption Affidavit (Attachment B) is required only if any part of Proposal is exempt from disclosure under Oregon Public Records Law. See Section 3.3.7 for further details.

3.2.2 Proposal Page Limits

There is no page limit for this Solicitation.

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.5 for electronic submission instructions.

The Price Proposal must be submitted as a separate electronic response file.

3.2.4 Authorized Representative

A representative authorized to bind the Proposer must sign the Proposal. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL REQUIREMENTS

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

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Executive Summary (Mandatory, Scored)

Proposals must include an executive summary, no more than two (2) pages, which condenses and highlights the contents of the Proposal, including an overview of the Proposer's understanding of the contents of the RFP, and a description of how the Proposer generally intends to meet the RFP requirements.

The Executive Summary will be evaluated as per Section 4.6.3.1.

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3.3.2 Administrative Proposal (Mandatory, Scored)

Describe in detail Proposer’s experience providing this type of actuarial analysis as related to the requested Services.

The Administrative Proposal must document in detail how the Proposer meets the minimum proposer requirements noted in Section 3.1 as well as how Proposer has and will maintain administrative processes and capabilities to ensure that qualified personnel selected to perform the Services have no professional, familial, or financial conflict of interested relating to the Insurer identified.

The Administrative Proposal must document experience with the following:

• Fairness and disparate impact studies in automobile insurance rating.

• Identification of proxy variables for protected classes, credit scoring and credit-based insurance scores.

• State insurance regulation and regulatory processes, statistical and other testing to distinguish bias from appropriate differences in cost and use of appropriate methodologies.

• Bayesian Improved First Name Surname Geocoding (BIFSG), or other appropriate methodology, to impute race using data that Insurers collect, familiarity with other possible approaches, communication of the limitations of different approaches and recommendations on which to utilize.

• Analyzing and scrutinizing rating plans for unintentional disparate impact on legally protected classes, even when those groups are not explicitly included in data submitted by Insurers; understanding of proxy discrimination concerns.

The Administrative Proposal will be evaluated as per Section 4.6.3.2.

3.3.3 Key Persons Resumes (Mandatory, Scored)

Specify Key Person(s) to be assigned to the Services, and include a current resume (not to exceed two pages each) that demonstrates each individual’s qualifications and experience for the Services described in this RFP. Proposer must document in detail how the Key Person(s) meets the minimum requirements of Section 3.1.3.

Key Persons will be evaluated as per Section 4.6.3.3.

3.3.4 Key Persons Exhibit (Mandatory, Not Scored)

Proposer shall complete and submit the key persons Exhibit, Attachment H. Proposer shall list key people responsible for assuring the Services provided under the Contract are performed in descending order, starting with the key person with the highest qualifications, number one (1) key person and so forth.

3.3.5 Technical Proposal (Mandatory, Scored)

Provide a comprehensive management plan that the Proposer intends to follow, including procedures to meet the requirements of Section 2.4, Scope of Work/Specifications. Illustrate

DAS PS V4.5_March 31, 2023 Page 10 of 27 how the plan will serve to coordinate and accomplish the work, including but not limited to meeting the requirements of the Services. Describe how the management plan will serve to coordinate and facilitate successful delivery of the Services. Describe the procedures Proposer will use in making review determinations and strategy to meet Agency requirements.

Technical Proposal should include details on the methodology Proposer intends to utilize in their analysis.

The Technical Proposal will be evaluated as per Section 4.6.3.4.

3.3.6 Price Proposal (Mandatory, Scored)

Agency is electing not to have quotes entered in OregonBuys on the items tab. For OregonBuys purposes only, when completing the quote process in OregonBuys, enter a cost of $1.00 only.

Proposer shall submit one (1) original Price Proposal Form, Attachment E. It must be submitted as a separate document from the remainder of the Proposal. Price Proposal should include all related costs necessary to perform the requested Services, excluding any travel-related expenses. Agency does not anticipate any travel expenses associated with these Services.

Price Proposals will be firm for a period of 180 days from the Bid Opening of the RFP while negotiating the awarded Contract.

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

The Price Proposal will be evaluated as per Section 4.6.6.

3.3.7 Disclosure Exemption Affidavit (Optional, Not Scored)

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Attachment B is required only if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

If Proposer believes any of its Proposal is exempt from public disclosure:

• Proposer shall complete and submit the Disclosure Exemption Affidavit, Attachment B.

• Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. This is in addition to submitting a non-redacted Proposal.

• Proposer shall mark as “Confidential” in OregonBuys all attachments Proposer believes are exempt from public disclosure.

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

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

3.3.8 Proposer Information and Certification Sheet (Mandatory, Not Scored)

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C). The Proposer Information and Certification Sheet must bear the Proposer’s authorized representative’s signature.

Failure to both demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.9 References (Mandatory, Scored)

Proposer shall provide three (3) references on the provided Reference Check Form (Attachment D), from current or former client firms for similar Services performed within the last five (5) years. References must be able to verify the quality of previous, related Work.

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

Proposer shall submit the Reference Check Form (Attachment D) with reference names and contact information. Agency will make three (3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero (0) for that reference.

References will be evaluated as per Section 4.6.5.

Proposer Note: Three (3) references are required. If the Proposer submits more than three

(3) references, only the first three (3) references will be used.

3.3.10 Certified Disadvantaged Business Outreach Plan (Mandatory, Not Scored)

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment F). See Section 6.2 for further details.

Proposer may mark this as “Not Applicable (N/A)” if appropriate when submitting.

3.3.11 Proposer Responsibility Inquiry (Mandatory, Not Scored)

Proposer shall complete and submit the Proposer Responsibility Inquiry (Attachment G).

See Section 4.6.2 for further details.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

In addition, Agency reserves the right to post information about this RFP on their website, Department of Consumer and Business Services under News & Information.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Bid Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

https://oregonbuys.gov/ https://www.oregon.gov/DCBS/Pages/index.aspx

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4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to a Bid Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Bid Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected.

4.5.1 Delivery through OregonBuys

Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

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

Proposer shall submit one (1) original copy of its Proposal and all other submittal requirements. Documents must be submitted in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx), following the layout indicated below. Responses to each section and subsection should be labeled to indicate the item being addressed.

Submissions can be a pdf, zip file, etc., but there should only be a total of three or four separate attachments. Label each attachment and include the appropriate documents in each attachment as indicated below.

• Submission 1: Proposal - Sections 3.3.1 through 3.3.5

• Submission 2: Price Proposal - Section 3.3.6

• Submission 3: Attachments Group - Sections 3.3.8 through 3.3.11 https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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• Submission 4: Redacted Proposal - Section 3.3.7, if applicable

Agency requests that you do not password protect your original submissions or provide an additional copy of your submissions that are not password protected. Agency sometimes needs to separate the documents within a submission group just for purposes of evaluation.

Please contact the SPC if you have any questions or concerns.

Failure to demonstrate compliance with these submission requirements may result in a finding of non-Responsiveness.

4.5.2 Proposal Modification or Withdrawal

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

If a Proposer wishes to withdraw a submitted Proposal, it must do so prior to Bid Opening. The Proposer shall submit a written notice signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the OregonBuys Bid number and must be timely submitted to the SPC.

4.5.3 Proposal Due

A Proposal (including all required submittal items) must be received by the SPC on or before Bid Opening. All Proposal modifications or withdrawals must also be received prior to Bid Opening.

A Proposal received after Bid Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.5.4 Public Opening

There will be no public opening of Proposals. All Proposals modifications or withdrawals must be received prior to Bid Opening. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 137-047-0630. However, Agency will record and make available the identity of all Proposers after Opening via Bid Amendment in OregonBuys.

4.5.5 Proposal Rejection

Agency may reject a Proposal for any of the following reasons:

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

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

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

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

State employees or officials other than the SPC or persons authorized by the SPC, or

DAS PS V4.5_March 31, 2023 Page 15 of 27 inappropriate contact with the SPC.

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

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

4.6 EVALUATION PROCESS

4.6.1 Responsiveness Determination

A Proposal received prior to Bid Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section

3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non- Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.6.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

4.6.3 Evaluation Criteria

Proposals received on time and meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition.

The Evaluation Committee will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 137-047-0600 through 137-047-670, ORS 279A and ORS 279B.

Evaluators will assign a score, as specified in Section 4.6.4, Point and Score Calculation, for each evaluation criterion listed below in this Section 4.6.3 up to the maximum points available.

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

4.6.3.1 Evaluation Item 1: Executive Summary (50 Points)

(1) How well does Proposer demonstrate their understanding of the contents of the RFP? (25 Points)

(2) How well does Proposer demonstrate how they generally intend to meet the RFP requirements? (25 Points)

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4.6.3.2 Evaluation Item 2: Administrative Proposal (300 Points)

(1) How well does Proposer demonstrate Proposer ability and expertise in actuarial and analysis Services? (100 Points)

(2) How well does Proposer demonstrate how Proposer meets the minimum requirements in 3.1.1? (100 Points)

(3) How well does Proposer demonstrate how Proposer will maintain their administrative process and capabilities? (100 Points)

4.6.3.3 Evaluation Item 4: Key Persons (200 Points)

(1) How well does the qualifications of the Key Person(s) reflect the requirements of the outlined Scope of Work? (100 Points)

(2) The degree to which Key Person(s) have experience in the skill areas required to perform the Services requested in the Scope of Work? (100 Points)

4.6.3.4 Evaluation Item 3: Technical Proposal (325 Points)

(1) How well does Proposer demonstrate a comprehensive management plan to carry out the activities of these Services in context with the Scope of Work? (100 Points)

(2) How well does Proposer demonstrate their ability to meet required timelines? (100 Points)

(3) How well does Proposer demonstrate their procedures for conducting actuarial Services, reaching determinations and documenting determinations? (100 Points)

(4) Was the Proposal easy to read and was information easy to find? (25 Points)

4.6.4 Point and Score Calculations

4.6.4.1 Score Calculations

Evaluators will assign a score, as specified in the table below, for each evaluation criterion listed below in this section up to the maximum points available.

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

Evaluation Rating Scale for each evaluation criteria listed in Section 4.6.3

Relative

Score Scale EXPLANATION

81% – 100% OUTSTANDING – Response meets all requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and Services.

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Evaluation Rating Scale for each evaluation criteria listed in Section 4.6.3

Relative

Score Scale EXPLANATION

The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

61% – 80%

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

41% – 60%

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

21% – 40% FAIR – Proposer meets minimum requirements in a below average manner and does not demonstrate sufficient knowledge of the subject matter.

0% – 20%

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

4.6.4.2 Point Calculations

Points are calculated as follows:

Evaluators will evaluate each Proposal and assign a score, 0% – 100% per evaluation criterion as per the rating scale in this Section 4.6.4.

Example:

Proposer A receives an evaluation score of 75% (0 – 100) for a criterion worth 50 points.

75% (score) is multiplied by 50 (points possible) for 38 points out of the possible 50 points (whole numbers only) for that evaluation criterion. This method is used for each evaluation criterion, per evaluator.

The SPC will total the points for each evaluation criterion by Evaluator. The average of all the evaluator’s total points will be the Proposer’s Points.

Example:

The points possible for the technical proposal is 150. There are 3 evaluators. Proposer A receives points of 119, 134 and 137 for an average of 130. Proposer A’s Points will be 130 for the technical proposal.

4.6.5 References (50 Points)

Proposer shall provide references that can describe Proposer’s performance to the following questions:

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(1) Describe your experience with Proposer’s timeliness and accuracy of similar work performed.

(2) Describe your experience with Proposer’s clarity and quality of the work product and communications.

(3) Describe your experience with Proposer’s compliance of specifications and contractual obligations.

(4) Describe your experience with Proposer’s completion or delivery of services on schedule.

(5) How likely would you be to use Proposer’s services again? Please explain.

Proposer must submit reference names and contact information, Attachment D. Proposer is responsible to ensure information provided is accurate and relevant to these requested Services. Agency assumes no responsibility for incorrect contact information.

Agency will make three (3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero (0) for that reference.

The evaluation committee will evaluate the Proposer on the reference responses. Evaluators will assign one total score value for the combined questions, per reference, on a scale of zero

(0) to ten (10), with ten (10) being the highest. The points awarded will be the average of the three reference scores.

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Relative Score Scale EXPLANATION

9 - 10

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

7 – 8

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

4 - 6

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

2 - 3 FAIR – Offeror meets minimum requirements in a below average manner and does not demonstrate sufficient knowledge of the subject matter.

0 – 1 RESPONSE OF LITTLE TO NO VALUE – An unacceptable response that does not meet some or all the requirements set forth in the RFP.

Offeror has not demonstrated knowledge of the subject matter.

4.6.6 Price Evaluation (30 Points)

The SPC will evaluate the Price Proposal. The SPC will total the fixed deliverables proposed on the Price Proposal Form (Attachment E), and award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

4.6.7 Overall Points Possible

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

TOTAL POINTS POSSIBLE 9555

RFP Section

4.6.3.1 Executive Summary Points Possible

(1) How well does Proposer demonstrate their understanding of the contents of the RFP? 25

(2) How well does Proposer demonstrate how they generally intend to meet the RFP requirements? 25

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4.7 PREFERENCES

4.7.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 5% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.7.2 Reserved for Numbering Purposes

4.7.3 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125(2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.7.4 Tiebreakers

4.6.3.2 Administrative Proposal Points Possible

(1) How well does Proposer demonstrate Proposer ability and expertise in actuarial and analysis Services?

(2) How well does Proposer demonstrate how Proposer meets the minimum requirements in 3.1.1?

(3) How well does Proposer demonstrate how Proposer will maintain their administrative process and capabilities?

4.6.3.3 Key Persons Points Possible

(1) How well does the qualifications of the Key Person(s) reflect the requirements of the outlined Scope of Work?

(2) The degree to which Key Person(s) have experience in the skill areas required to perform the Services requested in the Scope of Work?

4.6.3.4 Technical Proposal Points Possible

(1) How well does Proposer demonstrate a comprehensive management plan to carry out the activities of these Services in context with the Scope of Work?

(2) How well does Proposer demonstrate their ability to meet required timelines?

(3) How well does Proposer demonstrate their procedures for conducting actuarial Services, reaching determinations and documenting determinations?

(4) Was the Proposal easy to read and was information easy to find? 25

4.6.5 Reference Points Possible 50

4.6.6 Price Points Possible 30

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If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.8 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score. Price is a determining factor, but not the final factor.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

4.8.1 Next Step Determination

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.8.2 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.8.3 Competitive Range Protest

Proposers excluded from a round may submit a written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

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• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.9 ADDITIONAL ROUNDS

Agency reserves the right to conduct additional rounds of competition, as needed. Details on the procedures for any subsequent rounds of competition will be announced at the time that notice of the additional rounds is given.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

Agency, in its sole discretion, may make additional award(s) for up to twelve (12) months following the close of this solicitation. Agency may select the next ranked Responsive and Responsible Proposer, issue an Intent to Award notice and begin a new award protest period. If agreement with that Proposer is not reached, Agency may offer award to the next ranked Proposer and so on until agreement is reached or until Agency terminates the process. Agency may require reconfirmation of the qualifications and staffing of any Proposer.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer will have 7 calendar days from the date of the Intent to Award notice to file a written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following

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• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and to comply with the following:

5.3.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer 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 Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to offer submission.

5.3.2 Taxpayer Identification Number

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

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When requested by Agency (normally in the Notice of Intent to Award), or

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

Agency will not execute the Contract until Agency…