RFP_Final.pdf

STATE OF OREGON

Department of Administrative Services, Procurement Services, on behalf of the Oregon Department of Revenue, is issuing this Request For

Proposals (“RFP”) under:

OregonBuys Bid Number S-DASOBO- 00009641 for

COST ALLOCATION FINANCIAL ANALYSIS SERVICES

Date of Issue: February 29, 2024

Opening (Proposals Due) Date and Time: March 21, 2024 5:00 PM

Single Point of Contact (SPC): Miranda Longs

Address: 1225 Ferry St. SE

City, State, Zip: Salem, OR 97301

Phone: 971-349-0200

E-mail: miranda.longs@das.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.

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

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

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 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PROPOSAL REJECTION

4.9 EVALUATION PROCESS

4.10 POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

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 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon (“State”), acting by and through its Department of Administrative Services, Procurement Services (“DASPS”) on behalf of the Department of Revenue, (“DOR” or “Agency”), is issuing this RFP under the provisions of ORS 279B.060 for Cost Allocation Financial Analysis Services.

Agency is looking for an objective third party, with experience in government accounting to analyze the administrative costs of each of the Department of Revenue’s programs and provide a methodology for calculating Back-Office Costs.

Additional details on the Scope of the goods or services, or both, are included in the Scope of Work/Specifications Section.

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be 2 years with options to renew up to a cumulative maximum of 5 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.

Event Date Time

Pre-Proposal Conference March 6, 2024 1:00 PM

Questions / Requests for Clarification Due March 7, 2024 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

March 11, 2024

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due1) See RFP cover page

Issuance of Notice of Intent to Award (approx.) March 29, 2024

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.

1 For the purposes of this RFP, the term “Opening” shall refer both to the date, time, and place for the public opening of written sealed offers, as well as the date and time specified as the deadline for submitting written sealed offers. It is the intent of DASPS that “Closing” and “Opening,” as those terms are defined in OAR 125-246-0110, occur contemporaneously.

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.

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 OAR 125-246- 0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. 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 ORS 279A.010, OAR 125-246- 0110 or as defined below.

Terminology specific to the OregonBuys system may be found at:

https://oregonbuys.gov/bso/view/login/login.xhtml

2.2.1 Back-Office Costs: Costs that are considered indirect costs and include our central services, including Administration and IT divisions. The Administration division includes the Director’s Office, HR, Finance (Budget, Accounting, Procurement and Facilities), Communications, Internal Controls and Research.

2.2.2 Direct Costs: Costs associated with Agency programs related to Administration of legislative direction for taxes, fees, fines and forfeitures, and transfers to other agencies.

2.2.3 General Fund: Money the legislature can decide to apply to virtually any governmental purpose, agency, or program.

2.2.4 Other Fund: Money received by an agency other than General Fund or federal funds. It is restricted by law to defined purposes. The agency may be allowed to spend it directly under its Other Funds expenditure limitation.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Agency administers Oregon tax laws, supports partners’ programs, and acts as a central debt collection agency for other state agencies, boards, commissions, and local governments. We provide services for the general public, tax professionals, cities, counties, local taxing districts, tribal governments, and other state agencies.

As per our mission statement, Agency is committed to bringing in the revenue that https://oregonbuys.gov/bso/view/login/login.xhtml

Oregon counts on, whether it’s through tax programs we administer, supporting our partners’ revenue collection efforts, or collecting on debts owed to the State.

The Financial Services Division (“Department”) of the Agency administers the accounting, budget, forecasting, procurement, policy analysis, and state and federal compliance issues within the Department, and through its recommendations, affects the level and type of services available to the partner agencies served by the Department and its legislatively adopted budget.

2.3.2 Project Overview and Background

As the result of audit findings, and at the request of the Legislative Fiscal Office, Agency’s Back-Office Cost allocation requires review and updating. Allocation of Back-Office Costs (i.e., the costs of central service functions) has not been properly revaluated and analyzed in several years. Further, the actual administrative costs incurred by the Agency to administer a tax/fee program has not been updated.

2.3.3 Purpose

The Agency collects 60+ revenue streams, including some taxes and fees levied by local jurisdictions. The revenue from the revenue streams are deposited into the State of Oregon’s General Fund, or Other Fund accounts according to statute. Statute also stipulates how much can be taken out to pay for administrative costs for some programs. The programs range from complex and heavily administered tax programs, such as personal income tax, to small and infrequent fee collection programs.

With the addition of more tax streams to the Agency’s portfolio, cost allocation practices have not been adjusted. The State’s General Fund may be subsidizing the administration costs of Other Fund programs. The standard practice across state agencies is that each Other Fund revenue stream must be self-supporting, including any revenue needed to pay for Back-Office Costs.

The administrative costs of each of the 60+ revenue programs need to be analyzed and a methodology for calculating Back-Office Costs needs to be developed for implementation by the Agency in order to address the requirements put forth by the Legislative Fiscal Office.

2.4 SCOPE OF WORK/SPECIFICATIONS

The scope of this procurement is to provide cost allocation services to the Agency.

The Agency requires the successful Proposer to provide the following services:

2.4.1 Hold an initial meeting with Agency to kick-off the project, establish goals, and develop the Project Control Document, with milestones and resources, that will be based on Proposer’s submitted Project Implementation Plan (Section 3.3.2.2).

2.4.2 Provide weekly updates to Agency’s Contract Administrator on the progress of the project.

2.4.3 Within ten months of Contract execution, determine the true costs for administering each of the 60+ revenue programs. This includes ascertaining the

Direct Costs incurred by the Agency, along with the associated Back-Office Costs, for each revenue stream, and the methodology used to arrive at those numbers.

2.4.4 The Agency will review the successful Proposer’s true administrative costs, detailed in Section 2.4.3 above, and compare those with what current statute or Interagency Agreements allow for each program. If the Agency determines that any revenue stream’s costs need to be reallocated after their review the successful Proposer will reallocate those costs and provide the rationality and methodology of the reallocation.

2.4.5 Attend stakeholder meeting to present the cost allocation methodology for the 60+ revenue streams. Using feedback from the stakeholders the successful Proposer will work with the Agency to update the cost allocation methodology, as necessary, and when complete, present the final cost allocation methodology to the Agency.

2.4.6 Provide a cost allocation methodology for the Agency to use to analyze the costs of any future or potential additional revenue programs.

2.4.7 Recommend a software solution to the Agency that may work for monthly cost allocation process.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this Section:

3.1.1 Proposer Requirements

3.1.1.1 Proposer must have knowledge of national and state government accounting practices.

3.1.1.2 Proposer must have 5+ years of experience providing costing methodologies for other state agencies.

3.1.1.3 Proposer must have 5+ years of experience in the field of cost analysis.

3.1.1.4 Proposer must have 5+ years of experience providing cost allocation methodology to customers.

3.1.2 Key Person Requirements

3.1.2.1 Proposer must specify no less than 2 Key Persons who will provide the services detailed in this RFP.

3.1.2.2 Each Key Person must have 3+ years of experience in the Cost Analysis/Cost Allocation field.

3.1.3 Security Requirements

To be considered for evaluation, the Proposal must demonstrate how the Proposer meets all requirements set forth below in this Section. Proposer shall provide a response on how it meets the requirements below.

3.1.3.1 Proposer understands and has the capability of handling and protecting Confidential Information that has been classified as Level 3 Information under the State of Oregon’s Information Asset Classification policy, available online at https://www.oregon.gov/das/Policies/107-004-050.pdf.

3.1.3.2 Proposer and its employees, contractors, and agents shall comply with all applicable state and federal laws and regulations, and State of Oregon policies governing Confidential Information and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time, including:

3.1.3.2.1 Oregon’s Statewide Information Security Standards, found online at:

https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx, including security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53.

3.1.3.2.2 Oregon’s Statewide Information Security Plan, found online at:

https://www.oregon.gov/das/OSCIO/Pages/SecurityGuidance.aspx.State wide Cloud Computing policy: http://www.oregon.gov/das/policies/107- 004-150.pdfOregon’s Statewide Information Technology Policies:

www.oregon.gov/das/Pages/policies.aspx#IT.

3.1.3.2.3 Privileged Access Monitoring and Reporting viewable at:

https://www.oregon.gov/das/Policies/107-004-140.pdf.

3.1.3.2.4 The Oregon Consumer Information Protection Act (OCIPA), ORS 646A.600 through 646A.628, to the extent applicable. For purposes of OCIPA, Proposer is a vendor.

3.2 MINIMUM SUBMISSION REQUIREMENTS

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

• Key Persons and Resumes

• Work Samples

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• Certified Disadvantaged Business Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Proposer’s Security Requirements response described in Section 3.3.10.

3.2.2 Proposal Page Limits

Proposal is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Key Persons and Resumes

• Work Samples

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Proposer’s Security Requirements response described in Section 3.3.10.

3.2.3 Proposal Format

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.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in OregonBuys (See:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf) for electronic submission.

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

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and submit a redacted version of their Proposal, clearly marked as the redacted version, that redacts the parts of the Proposal that the Proposer believes is exempt from disclosure. If a redacted version of the Proposal is submitted the redacted Proposal and any attachments the Proposer believes are exempt from disclosure shall be marked as “Confidential” in OregonBuys.

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

3.2.4 Authorized Representative

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DASPS.

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 (Not Scored)

In one or two pages, briefly describe how Proposer meets the requirements listed in this RFP. Summary should also include:

• How long Proposer’s company has been in business and the location(s) of their company office(s).

• A list of services provided by Proposer’s company.

• The number of people employed by Proposer’s company.

• Any other information that may be helpful to know about Proposer’s company regarding qualifications and experience.

3.3.2 Administrative Proposal (Scored)

3.3.2.1 Proposer Requirements

Describe how Proposer meets each of the requirements under Section 3.1.1 Proposer Requirements.

3.3.2.2 Project Implementation Plan

Provide a comprehensive Project Implementation Plan, that the Proposer intends to follow, that specifies in detail how Proposer would carry out the major activities of this project described in Section 2.4 Scope of Work/Specifications. The plan should illustrate how the Proposer will coordinate and accomplish the work and the timeline Proposer expects to follow to complete the work.

3.3.3 Key Persons and Resumes (Scored)

Specify Key Persons who meet the requirements under Section 3.1.2 Key Person Requirements to be assigned to this project and include a current resume (not to exceed two pages) for each Key Person that demonstrates the person’s qualifications and experience for the work described in this RFP.

3.3.4 Work Samples (Scored)

Proposer shall submit in its Proposal response a minimum of 3 projects within the last 5 years that are similar to the Scope of Work in this RFP.

3.3.5 Proposer Information and Certification Sheet - Attachment C (Required, Not Scored)

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

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

3.3.6 References - Attachment D (Required, Not Scored)

Provide 3 references from current or former clients for similar projects performed within the last 5 years. References must be able to verify the quality of previous, related work.

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

Proposer shall send a Reference Check Form (Attachment D) to each of its 3 references. Each Reference Check Form must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.3.7 Price Proposal Form - Attachment E (Scored)

Price Proposal Form (Attachment E) is to be for a Fixed Price with Deliverable Payments and must include the following items:

• For each activity described in Section 2.4 Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs; and

• Price Proposals are only to contain costs for the services asked for in Section 2.4 Scope of Work/Specifications. Any additional items included by Proposers which Agency has not asked for will not be considered and their costs removed from the Proposer’s total cost.

In the event DASPS is not able to easily determine which costs should be removed, Proposer’s response will be deemed Non-Responsive and rejected.

• Proposer should also propose hourly rates as set forth in the Price proposal, though such rates will not be evaluated for scoring. For all fully loaded personnel costs, the Price Proposal must include the title for each individual staff person who will perform the work and list the salary/wage and fringe rate separately for each such individual.

Price Proposal is a Firm Offer for 180 Days following the Closing.

Price Proposal is to be submitted as a separate file electronically through OregonBuys.

3.3.8 Certified Disadvantaged Business Outreach Plan - Attachment F (Required, Not Scored)

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment F).

3.3.9 Responsibility Inquiry - Attachment G (Required, Not Scored)

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

3.3.10 Security Requirements (Required, Not Scored)

Proposer shall submit a response detailing their security policies and procedures for safeguarding Confidential Information, including information on how data breaches are handled, and confirm that the services they provide to Agency have the appropriate level of protection for Level 3 Information, as described in Section

3.1.3 Security Requirements, and should also include Proposer’s willingness and ability to comply with all subsections under Section 3.1.3.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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 or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held for this RFP at the date and time listed in Section 1.2 Schedule. Prospective Proposers’ participation in this conference is optional, but highly encouraged. Prospective Proposers may only attend this conference virtually.

The purpose of the Pre-Proposal conference is to:

• Clarify the requirements of this RFP;

• Explain the RFP process;

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit their questions in writing.

https://oregonbuys.gov/

Interested parties may join the Pre-Proposal Conference via Microsoft Teams, or calling in, using the information below.

Join on your computer, mobile app or room device

Click here to join the meeting

Meeting ID: 292 283 343 938

Passcode: df4Yko

Download Teams | Join on the web

Or call in (audio only)

+1 503-446-4951,,47352901# United States, Portland

Phone Conference ID: 473 529 01#

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 an OregonBuys submission, or 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 if applicable 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 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 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.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzIzZGJmMDUtNmFhYS00NzQ5LThjNzgtNmMyYTNmNDg0ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%220b4ec276-3893-471d-b2f7-290f36e5de6e%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+15034464951,,47352901#

• 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 an 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 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. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys at: OregonBuys.gov.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a written notice signed by an authorized representative of its intent to withdraw to the SPC, via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

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

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

4.8 PROPOSAL REJECTION

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

• Proposer fails to substantially comply with all prescribed RFP 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 RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or 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 RFP or Amendment(s).

4.9 EVALUATION PROCESS

4.9.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

4.9.1.1 Responsiveness Determination

A Proposal received prior to 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, DASPS may waive mistakes in accordance with

OAR 125-247-0470.

4.9.1.2 Responsibility Determination

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

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

4.9.2 EVALUATION CRITERIA

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and DASPS may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.9.2 up to the maximum points available as specified in Section 4.10 (Point and Score Calculation).

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.

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

75%- 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%- 74%

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 Proposer.

11%- 49%

FAIR – Proposer 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 RFP. Proposer has not demonstrated knowledge of the subject matter.

Scores shall take into consideration the following:

4.9.2.1 Administrative Proposal

• Does the Proposer have knowledge of national and state government accounting practices?

• Does Proposer have 5+ years of experience providing costing methodologies for other state agencies?

• Does Proposer have 5+ years of experience in the field of cost analysis?

• Does Proposer have 5+ years of experience providing cost allocation methodology to customers?

• Does Proposer’s Project Implementation Plan address each subsection under Section

2.4 Scope of Work/Specifications?

• Did Proposer’s Project Implementation Plan include a timeline that addresses each subsection under Section 2.4 Scope of Work/Specifications?

• Does the timeline Proposer suggested in their Project Implementation Plan meet the Agency’s expectations?

• Does the Project Implementation Plan include the Proposer determining the Direct Costs incurred by the Agency for each of the 60+ revenue streams? (Please refer to Section 2.4.3 , which notes that the Agency expects the apparent successful Proposer to conduct their own cost allocation methodology for the Direct Costs, along with the Back-Office Costs, for each of the 60+ revenue streams.)

4.9.2.2 Key Persons and Resumes

• Do the Key Persons have experience working with governmental entities? How many years?

• Do the Key Persons have direct experience with cost analysis/cost allocation methodologies? How many years?

• Do the Key Persons have related experience with cost analysis/cost allocation methodologies? How many years?

4.9.2.3 Work Samples

• Do the Proposer’s Work Samples reflect an ability to meet the Agency’s cost analysis/cost allocation needs?

4.9.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a score to each Price Proposal (Attachment E) based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

4.9.4 PREFERENCES

4.9.4.1 Oregon Supplies and Services

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

4.9.4.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, DASPS shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.9.4.3 Recycled Materials

DASPS 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.

4.9.4.4 Tiebreakers

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

https://www.naspo.org/reciprocity1

4.10 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator (0% - 100%) as detailed above in Section 4.9.2.

Total points possible for each scored Section are listed in the table below.

Price points are calculated as stated in the Price Evaluation Section.

Section # Description Points

4.9.2.1 Administrative Proposal 50

4.9.2.2 Key Persons and Resumes 15

4.9.2.3 Work Samples 15

4.9.3 Price Evaluation 20

Total Points Possible 100

EXAMPLE:

For evaluation criteria worth 50 Points, Proposer A receives the following scores:

100% from evaluator #1 (50 x 100% = 50 Points)

90% from evaluator #2 (50 x 90% = 45 Points)

95% from evaluator #3 (50 x 95% = 47.5 Points)

The SPC will average the scores for each evaluation criteria (calculated by totaling the Points awarded by each Evaluation Committee member and dividing by the number of evaluators).

EXAMPLE:

50 + 45 + 47.5 = 142.5 Points / 3 = 47.5 out of 50 Points.

Proposer A received 47.5 out 50 Points for this evaluation criterion.

4.11 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 evaluators). The SPC will combine the average score for each Proposal with Proposer’s price score and 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.

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.

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

4.11.1 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.

4.11.2 Competitive Range Protest

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

Protests must:

• Be emailed to the SPC;

• 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.

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.

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 shall 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 reasons as specified in ORS 279B.410:

• 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 DASPS receives only one Proposal, DASPS 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

DASPS 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 who is selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to DASPS proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by DASPS or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Secrecy Clause and Secrecy Laws Certificate

If selected for award, Proposer will be required to complete and submit the Agency’s Secrecy Clause and Secrecy Laws Certificate Form before Proposer will be granted access to any of Agency’s systems or information. The Secrecy Clause and Secrecy Laws Certificate Form can be found in Exhibit D of Attachment A.

5.3.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.3.7 Tax Compliance Certification Form

Agency requires all businesses and individuals with which it enters into contracts with to be in Tax Compliance status. Apparent Successful Proposer must complete and return the Tax Compliance Certification Form and have their status as being in Tax Compliance verified by Agency’s Tax Compliance unit prior to DASPS executing a Contract with them.

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

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

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to DASPS during the Questions / Requests for Clarification period set forth in Section 1.2. If DASPS agrees to make any requested changes to the Sample Contract, DASPS will issue an Amendment to notify Proposers of such changes. Unless DASPS issues an Amendment modifying any of the terms and conditions, DASPS intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, DASPS may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, DASPS is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

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

DASPS is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

• Methods of payment;

• Pricing;

• Term of Contract; and

• Insurance Requirements

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

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps towards 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.

6.2 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:

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

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

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, 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.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, DASPS may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by DASPS. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

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

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the…