RFP Leadership Training S-16500-00000022 Final_1.pdf

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

1.2 SPECIFICATIONS

DEFINITION OF TERMS

1.3 SINGLE POINT OF CONTACT

SECTION 2: RFP PROCESS

2.1 PROCUREMENT AUTHORITY

2.2 OREGONBUYS

2.3 QUESTIONS AND CLARIFICATIONS

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

3.2 QUOTE SUBMISSION REQUIREMENTS (GENERAL)

3.3 Minimum REQUIREMENTS (PASS/FAIL)

SECTION 4: QUOTE REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

4.2 RESPONSIBILITY DETERMINATION

4.3 COST COMPARISON ......................................................................................................................Error! Bookmark not defined.

4.4 PREFERENCES

4.5 METHOD OF AWARD

SECTION 5: INTENT TO AWARD

5.1 AWARD NOTIFICATION

5.2 PAY EQUITY

5.3 NONDISCRIMINATION IN EMPLOYMENT

5.4 OTHER REQUIRED INFORMATION

SECTION 6: PURCHASE ORDER EXECUTION

SECTION 7: ADDITIONAL INFORMATION

7.1 GOVERNMENT BODIES

7.2 OWNERSHIP/PERMISSION TO USE MATERIALS

7.3 COST OF BIDDING

7.4 CANCELLATION AND/OR REJECTION OF QUOTES/DAMAGES

7.5 CONFIDENTIAL OR PROPRIETARY INFORMATION

7.6 RECYCLED PRODUCTS

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SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

The State of Oregon, acting by and through the Secretary of State’s Human Resources Division, (“Agency”), is issuing this Request for Proposal (RFP) to establish a contract for leadership training.

The Agency has identified a need for a leadership training solution. The Agency anticipates the training solution will assist employees in leadership roles to adapt to the needs of their subordinate employees.

The Agency anticipates one contract award for this RFP.

Award for this RFP is expected to be issued via OregonBuys November 8th, 2019.

1.2 SPECIFICATIONS

The Agency requires a training solution that will be delivered by a trained Agency representative. Any training materials required for the classes shall be ordered by the Agency. The Agency anticipates up to five years. The target audience includes: executives, management teams, team leads, and staff looking to develop leadership skills.

The program should focus on teaching participants in leadership roles how to influence employees;

teaching leadership how to identify the needs of their employees; and how to effectively tailor their leadership style to meet those needs.

The program needs to include the following:

• A model that can be practiced and applied to real life situations during the training.

• A self-assessment with action ideas for development plans

• Preference given to learning programs that offer a blended format (online & in person)

• The program should be applicable to all levels of leadership in the organization including leaders who do not have positional power.

DEFINITION OF TERMS

For the purposes of this RFP, unless specifically defined in this RFP, capitalized words have the meanings provided in OAR 137-046-0110.

1.2.1 GENERAL DEFINITIONS

Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110.

“Bid Opening” means the date and time in which responses are due.

“Quote” is the OregonBuys term for the Bidder’s response.

“SPC” means the Single Point of Contact listed on the cover page of this RFP. All communications related to any provisions of this RFP shall be directed only to the SPC to ensure every Bidder receives the same information.

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“Schedule of Events” means the specific time and dates events relating to this RFP will occur.

“Successful Bidder” means the person(s), organization(s) to which the award is made.

1.3 SINGLE POINT OF CONTACT

All questions, requests for clarification, and protests about any component of this RFP, including the technical requirements, contractual requirements, and the procurement process must be submitted through the OregonBuys portal under the Q &A section of this Solicitation.

SECTION 2: RFP PROCESS

2.1 PROCUREMENT AUTHORITY

Agency is conducting this RFP pursuant to ORS 279A.050(4).

2.2 OREGONBUYS

This RFP, including all Addenda, attachments and exhibits is posted on OregonBuys at https://oregonbuys.gov. RFP documents will not be mailed.

2.2.1 OREGONBUYS ASSISTANCE

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at

(503) 373-7211 or by email at oregonbuys.support@oregon.gov.

2.2.2 OREGONBUYS REGISTRATION INFORMATION

Current and correct registration information is the sole responsibility of the registered party. Agency accepts no responsibility for missing or incorrect information.

2.3 QUESTIONS AND CLARIFICATIONS

All questions and requests for clarification related to this solicitation must be submitted using the Q&A tab in OregonBuys.

Agency will respond to questions and requests for clarifications through OregonBuys. In its sole discretion, Agency may change this RFP by written Addendum posted to OregonBuys.

Clarifications, corrections or changes to this RFP made in any other manner are not binding on the State.

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

Quotes are firm offers for a period of 60 calendar days from Bid Opening.

3.2 QUOTE SUBMISSION REQUIREMENTS (GENERAL)

3.2.1 QUOTE FORMAT

https://oregonbuys.gov/ mailto:oregonbuys.support@oregon.gov

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Bidder shall submit its Quote document through OregonBuys. The Quote should be presented in a format corresponding and referencing the sections contained in Section 3.3. Responses should be presented in the same order and identify the item being addressed.

3.2.2 SUBMITTING QUOTES

Bidder is solely responsible for ensuring its Quote is submitted through OregonBuys as a Quote, in accordance with the RFP requirements, and instructions attached to this RFP. Agency shall not be responsible for any delays in delivery.

3.2.3 QUOTE MODIFICATION

It is the responsibility of the Bidder to ensure modified Quotes are submitted before the Bid Opening date and time.

A Bidder wishing to make modifications to a Quote already received by Agency must submit a revision through OregonBuys.

3.2.4 QUOTE WITHDRAWAL

If a Bidder wishes to withdraw its Quote, the Bidder must withdraw its Quote prior to the Bid Opening date and time. The Bidder must complete the withdrawal process through OregonBuys prior to the Bid Opening date and time.

3.2.5 LATE QUOTES

Late Quotes will NOT be accepted or reviewed.

3.3 MINIMUM REQUIREMENTS (PASS/FAIL)

Bidders must respond to the questions presented in OregonBuys. Quotes will be reviewed on a Pass/Fail basis, which includes responses to the OregonBuys questions. Failure to provide any of the information or comply with any of the requirements in this Section 3.3 and its subsections MAY be considered nonresponsive. Agency has the right to determine if Quotes substantially meet the requirements of this RFP.

3.3.1 REQUIRED FORMS

Bidder must submit the following forms:

Attachment B – Quote Cover Sheet

3.3.2 AUTHORIZED SIGNATURE

The Quote must be signed by person(s) legally authorized to bind the Bidder to the Quote and the Purchase Order resulting from this RFP. Upon request by Agency, any representative submitting a Quote on behalf of the Bidder shall provide a current document certifying the representative’s authority to bind the Bidder. Upon request of Agency, Bidder shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the Quote to execute agreements on behalf of the entity.

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SECTION 4: QUOTE REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

A Quote received prior to the Quote Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Quotes Requirements section. If the Quote is unclear, the SPC may request clarification from Bidder. However, clarifications may not be used to rehabilitate a non-Responsive Quote. If the SPC finds the Quote non-Responsive, the Quote may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.2 RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Bidder is Responsible prior to award and execution of the Purchase Order.

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

4.3 EVALUATION

Agency shall award the RFP to the most advantageous Quote that substantially complies with the requirements and criteria set forth in this Section.

Quotes submitted in response to this RFP will be evaluated by Agency personnel on the quality and functionality of the training solution (33.3%), cost (33.3%) and ease of integration into current trainings (33.4%).

Quality and Functionality (33.3%)

Preference given to training solutions with blended training solutions (workbooks, online portals, in-class portions, etc.)

Cost (33.3%)

Cost includes: training the trainer, cost of supplies per trainee, shipping costs, fees, etc.

Ease of integration (33.4%)

Agency will choose a solution which will integrate with the current training solution meeting the requirements of this RFP.

4.4 PREFERENCES

4.4.1 OREGON SUPPLIES AND SERVICES

Agency prefers Oregon goods and services, and for Quote calculation purposes, per ORS 279A.120, Agency shall subtract 5% from the price for any Quoteder proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.4.2 RECIPROCAL PREFERENCE

For Quote calculation purposes per OAR 137-046-0310, Agency shall add a percent increase to each out-of-state Bidder’s Quote price that is equal to the percent preference, if any, given to a

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Resident Bidder in the Bidder's state.

4.4.3 RECYCLED MATERIALS

In comparing Goods from two or more Bidders, if at least one Bidder offers Goods manufactured with Recycled Materials, and at least one Bidder does not, Agency will select the Bidder offering 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.

4.4.4 PUBLIC PRINTING

Agency shall, for the purpose of evaluating Quotes, apply the public printing preference set forth in ORS 282.210.

4.4.5 TIEBREAKERS

Oregon Supplies: If Agency receives Quotes identical in price, fitness, availability and quality and chooses to award a Purchase Order, Agency shall award the Purchase Order in accordance with the procedures outlined in OAR 137-046-0300.

4.5 METHOD OF AWARD

4.5.1 GENERAL AWARD

If awarded, Agency must award the Purchase Order to the Responsible Bidder submitting the most advantageous quote. Agency may award by item, groups of items or the entire Offer provided such Award is consistent with this RFP and in the public interest.

SECTION 5: INTENT TO AWARD

5.1 AWARD NOTIFICATION

After a selection is made, Agency will issue an award on OregonBuys. Awards may be contingent upon the selected Bidder complying with Agency’s Responsibility inquiry. Quote files are public records and available for review at Agency by appointment.

5.2 PAY EQUITY

If Bidder employs 50 or more full-time employees and is selected for award valued at or above $500,000, Bidder shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate issued to the Bidder by the Oregon Department of Administrative Services.

See https://www.oregon.gov/das/Procurement/Pages/Supplier.aspx for requirements.

ORS 279B.110(2)(f) requires that Bidder provide this prior to execution of the Purchase Order.

As required by [ORS 279B.235 or ORS 279C.520], Contractor shall comply with ORS 652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

https://www.oregon.gov/das/Procurement/Pages/Recippref.aspx https://secure.sos.state.or.us/oard/viewSingleRule.action;JSESSIONID_OARD=hIakRyCcS64BRysd2bgjaoKaspp8fp4NH954ZTDKtP9te0ZY_Vue!-1281346129?ruleVrsnRsn=11326 https://www.oregon.gov/das/Procurement/Pages/Supplier.aspx

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Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s compliance with this section constitutes a material element of this Purchase Order and a failure to comply constitutes a breach that entitles Agency to terminate this Purchase Order for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

5.3 NONDISCRIMINATION IN EMPLOYMENT

As a condition of receiving the award of a Purchase Order under this RFP, Bidder must certify, in accordance with ORS 279A.112, 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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct constituting sexual harassment, sexual assault, or unlawful discrimination.

5.4 OTHER REQUIRED INFORMATION

5.4.1 INSURANCE

Bidder shall be properly insured to provide the required Goods.

SECTION 6: PURCHASE ORDER EXECUTION

After submission of the required information and insurances identified in the RFP by the awardee and obtaining all requisite approvals required, Agency will proceed with final award. The Purchase Order attached hereto as Attachment A is negotiable.

Contractor shall not commence work under the Purchase Order until the Purchase Order has been executed.

SECTION 7: ADDITIONAL INFORMATION

7.1 GOVERNMENT BODIES

Under ORS Chapter 190, Agency may enter into an agreement with another government body for the Goods or Services that are the subject of this RFP. Intergovernmental agreements are not subject to the Public Contracting Code. If Agency receives an Offer from a government body, Agency will initially review the Offer according to the same criteria set forth in this RFP. Agency, in its sole discretion, may enter into an ORS Chapter 190 agreement with any government body for the Goods or Services, or any portion thereof and cancel this RFP if it would be in the public interest as determined by Agency.

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7.2 OWNERSHIP/PERMISSION TO USE MATERIALS

Quotes submitted in response to this RFP become the property of Agency. The submission of a Quote in response to this RFP 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 Quote solely for the purpose of evaluating the Quote, awarding a Purchase Order, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws.

Quotes, including supporting materials, will not be returned to Bidder unless Agency cancels this RFP prior to the Bid Opening.

7.3 COST OF BIDDING

Bidders must pay all costs of bidding including, but not limited to, the cost to prepare and submit Quotes, samples and other supporting materials, or to participate in demonstrations, if required by this RFP.

7.4 CANCELLATION AND/OR REJECTION OF QUOTES/DAMAGES

Pursuant to ORS 279B.100, Agency may reject any or all Quotes in whole or in part, and may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State. Agency, the State, and their officers, employees and agents are not liable to any Bidder for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this RFP, or rejection of any or all Quotes. Unless Agency cancels this RFP prior to the Bid Opening, all Quotes will become part of the public record without obligation to Agency.

7.5 CONFIDENTIAL OR PROPRIETARY INFORMATION

Following award of Purchase Order, responses to this RFP are subject to public information requests unless the response or specific information contained therein is identified as exempt from public disclosure. Bidder is advised to consult with legal counsel regarding disclosure issues.

If Bidder believes any portion of its Quote contains information considered a trade secret under ORS Chapter 192.345(2), or otherwise is exempt from disclosure under the Oregon Public Records Law, ORS 192.311 through 192.478, each page containing such information must include the following:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS 192.311 through 192.478.”

Identifying the Quote in whole as exempt from disclosure is not acceptable. Cost information submitted in response to an RFP is generally not considered a trade secret under Oregon Public Records Law. If Bidder fails to identify the portions of the Quote which Bidder claims are exempt from disclosure, Bidder is deemed to have waived any future claim of non-disclosure of that information.

7.6 RECYCLED PRODUCTS

Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Purchase Order. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280)

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