OregonBuys RFP # S-63500-00015493-Mule Deer Winter Range Models in Eastern Oregon

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FISH AND WILDLIFE

is issuing this Intermediate Procurement under S-63500-00015493 for

MULE DEER WINTER RANGE MODELS IN EASTERN OREGON

Date of Issue: December 29, 2025

Opening Date: January 12, 2026 @ 2:00 PM

Single Point of Contact (SPC): Marcus Jones, Procurement & Contract Specialist 2

Address: 4034 Fairview Industrial Dr. SE City, State, Zip: Salem, Oregon 97302 Phone (voice): (971) 707-8151 E-mail: Marcus.Jones@odfw.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.

OregonBuys RFP # S-63500-00015493-Mule Deer Winter Range Models in Eastern Oregon

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 DESIRED QUALIFICATIONS

3.3 PROCUREMENT PROCESS

3.4 PROPOSALS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

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

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING A PROPOSAL

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

5.9 PRINTING, BINDING, AND STATIONERY WORK

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (MUST BE RETURNED WITH PROPOSAL) IF

APPLICABLE 17

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (MUST BE RETURNED WITH

PROPOSAL) 17

ATTACHMENT D REFERENCE CHECK FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT E COST SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH PROPOSAL)

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

OregonBuys RFP #S-63500-00015493 –Mule Deer Winter Range Models in Eastern Oregon

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency”), is issuing this Intermediate Procurement for proposals for a contractor to provide statistical analysis, written documentation of methods used and results to analysis accessing habitat use of mule deer.

Mule deer populations have declined throughout their range. Modification and loss of habitat have been identified as factors contributing to population decline. In Oregon, winter range habitat is threatened by expansion of non-native annual grasses, energy development, habitat loss, and a changing climate regime. Understanding features selected by mule deer on winter range that increases their survival is critical for protection of winter range habitat. Further, understanding how changing climate regimes will influence mule deer resource selection and survival is important for management of the species into the future.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be two (2) years with options to renew up to a maximum of five (5) years. Agency reserves the authority to make one or more amendments (“Anticipated Amendments”) to the Contract for the purpose of extending the term of the Contract and may increase the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Questions / Requests for Clarification Due January 4 2026 5:00 PM

Answers to Questions/Requests for Clarification Due January 5, 2026 5:00 PM

Opening (offer Due) January 12, 2026 2:00 PM

Issuance of Notice of Award (approx.) January 16, 2026 2:00 PM

Contract Start January 19, 2026

1.3 SINGLE POINT OF CONTACT (SPC)

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

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

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

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

Terminology specific to the OregonBuys system may be found at OregonBuys

2.2.2 Project Specific Definitions

None

2.3 OVERVIEW AND PURPOSE

The ODFW’s mission is to protect and enhance Oregon's fish, wildlife, and their habitats for use and enjoyment by present and future generations. Offers are being requested by the Agency’s Wildlife Division. The Wildlife Division consists of three main programs:

Conservation, Game, and Habitat.

• The Conservation Program is responsible for statewide species surveys, conservation and management of sensitive, threatened, and endangered species, marine mammal health, and implementation of the Comprehensive Wildlife Conservation Strategy.

• The Game Program is responsible for inventories of game species, game management, hunter surveys, harvest regulations, investigation of wildlife diseases, wildlife damage prevention and response, and predator control.

• The Habitat Program is responsible for management of the department’s 16 wildlife areas, development and restoration of fish and wildlife habitat, landowner assistance for habitat development, the Access and Habitat Program, and administration of Pittman- Robertson Act funds.

Since the early 2000’s, ODFW has deployed thousands of GPS collars on mule deer throughout their winter range in eastern Oregon, resulting in millions of data points collected to date. GPS collars were programmed with a range of fix acquisition schedules ranging from 1-2 locations/day up to 12 locations/day. We anticipate GPS collar data collected at a higher fix http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html https://www.oregon.gov/das/ORBuys/Pages/Index.aspx

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Our objective is to develop resource selection models for mule deer on winter range at second- and third-order scales. Models will need to account for changing resource availability (e.g., snow cover or depth) throughout the winter season. Additionally, resource selection will be linked to survival rates to determine how selection of resources influences that ability of deer to survive on winter range. The Contractor will be responsible for determining suitable data analysis frameworks, conducting data analysis, and providing summaries of data in written and visual formats.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Agency will provide computer files containing x and y coordinates, date, and time of animal locations from GPS collars and associated files summarizing GIS maps of covariates describing physical and biological features of landscapes within analysis areas. The Contractor will identify or develop methods to assess and compare habitat selection of mule deer. This work will occur over a period not to exceed 2 years and will result in a peer-reviewed publication. The Contractor will be included as a coauthor on any manuscripts developed from these analyses.

1. Contractor will:

a. Consult with project personnel on objectives of research and provide recommendations on statistical design appropriate statistical methods, and format needed for files to be used in statistical analysis;

b. Develop customized statistical programs to assess resource selection from GPS collars of mule deer on winter range;

c. Develop appropriate statistical methods to validate resource selection models;

d. Develop appropriate statistical methods to link survival to resource selection of adult female mule deer;

e. Provide a written summary of methods used and key interpretation of results for each set of analyses completed to be included in a peer reviewed manuscript;

f. Program code used to apply statistical methods and results obtained;

g. Review methods and results of manuscripts produced from these analyses;

h. Provide all custom computer code, and annotated notes to the Agency at the completion of the project.

i. Provide all analysis and summaries to the Agency upon completion. Custom computer code, written methods and results including figures and tables, and data analyses must be delivered to the Agency by December 31, 2027.

2. ODFW will:

a. Provide GPS location data of mule deer on winter range in eastern Oregon;

b. Supply files containing appropriate information on GIS coverages and animal locations in a format agreed to after consultation with contractor for each set of analyses;

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c. Meet with the Contractor on a monthly basis to provide feedback on analyses and identify any changes that may need to be made to meet project objectives;

d. Serve as the lead author of any publications resulting from these analyses;

e. Provide draft manuscripts for contractor to review for each set of analyses.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

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

This work will require statistical method development to meet the objectives of the grant. The primary statistician or biometrician that will be conducting analyses must demonstrate the following qualifications:

3.1.1 Demonstrated publication experience implementing various methods (e.g., resource selection functions, resource utilization functions, step-selection functions) to assess resource selection or habitat use of wildlife species.

3.1.2 Demonstrated publication experience developing methods to assess resource selection of wildlife.

3.1.3 Demonstrated publication experience assessing methods to validate resource selection models.

3.1.4 Demonstrated publication experience conducting habitat selection analyses for mule deer.

3.1.5 A minimum of 15-years conducting data analysis using resource selection functions or other methods to assess habitat use.

3.1.6 Demonstrated experience working with a diverse set of collaborators including state and federal biologists, university staff, and graduate students or postdoctoral scholars.

3.2 DESIRED QUALIFICATIONS

3.2.1 Experience conducting analyses on data collected in the Pacific Northwest.

3.2.2 Experience conducting or publishing analyses assessing movement data of mule deer.

3.2.3 Experience conducting survival analysis.

3.2.4 Experience conducting data analyses using weather or climate effects on wildlife.

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3.2.5 Hold a graduate degree in statistics.

3.2.1 Authorized Representative

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

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

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

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

3.3.2 Questions / Requests for Clarification

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

• Be emailed to the SPC

• Reference the OregonBuys bid number

• Identify Proposer’s name and contact information

• Be sent by an authorized representative

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

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

3.3.3 Pre-Offer Conference

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

3.3.4 Proposal Submission

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery.

Proposals submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed https://oregonbuys.gov/bso

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

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).

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

3.3.5 Modification or Withdrawal of Quotes or Proposals

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

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

3.3.6 Proposal Opening Date

Proposal and all required submittal items must be received by the SPC on or before Opening.

All Proposal modifications or withdrawals must be completed prior to Opening.

Proposals received after Opening are considered LATE and will NOT be accepted for evaluation. Late Proposals will be returned to the respective Proposer or destroyed.

3.3.7 Proposal Rejection

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

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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• 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 offer.

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

• Proposer has undisclosed liquidated and delinquent debt owed to the State of

Oregon or any of its agencies, boards, commissions, departments or divisions.

• Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

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

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

3.3.8 Opening Proposals

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, Agency will record and make available the identity of all Proposers after Opening.

3.4 PROPOSALS CONTENT REQUIREMENTS

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

3.4.1 Proposer Information and Certification Sheet

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

3.4.2 References

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

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

Offeror shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Offeror and submitted with the Offer prior to opening.

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3.4.3 Costs

Submit a detailed Cost Sheet (Attachment E) electronically through OregonBuys stating the price for each deliverable and the total price for the entire project. Include a breakdown of all labor, profit and expenses.

Item Description Est.

Quantity Unit Unit Price Total Price

1.

Project analysis, summaries

Custom computer code, written methods and results including figures and tables, and data analyses

Project $ $

3.4.4 Public Record/Confidential or Proprietary Information

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

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

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.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the 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 125-247-0470.

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

3.5.2 Evaluation Criteria

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

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SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of proposals. A response to a clarification request must be to 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 Offeror provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 89%

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

50 – 59%

ADEQUATE – Response meets all requirements in an adequate manner.

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

11 – 49%

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

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

3.5.2.1 Evaluation Item 1- Understanding of Requested Services (Attachment H) o Write a clear and concise understanding of the project based on existing information.

o Address general description of the purpose and key issues.

3.5.2.2 Evaluation Item 2- General Qualifications (Attachment H) o Does the Proposer clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements_?

o Does the proposal demonstrate services comparable to those required under this

RFP

o Does the Proposer demonstrate comparable services required under this RFP?

3.5.2.3 Evaluation Item 3- Statistical Director’s Qualifications (Attachment H)

List all Statistical Director experience over and above the Mandatory Requirements listed in section 3.1.2.

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3.5.2.4 Evaluation Item 4- Refences (Attachment D)

Score the references based upon the submitted scores submitted from three references as required in Attachment D. Each Reference will be asked a series of questions that will be scored. The total average score (from 3 references) is worth up to 15 points (as described in 3.9 Table below).

3.5.2.5 Evaluation Item 5 Price (Attachment E)

3.6 COST EVALUATION

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

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

3.7 NEXT STEP DETERMINATION

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

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

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Proposals

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

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services

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

3.8.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer proposes Goods manufactured with Recycled Materials, and at least 1 Proposer does not, Agency will select the Proposer proposing Goods manufactured from Recycled Materials if each of the

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3.8.3 Tiebreakers

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

3.9 POINT AND SCORE CALCULATIONS

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

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

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

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

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services 10

3.5.2.2 General Qualifications 30

3.5.2.3 Statistical Director’s Qualifications 30

3.5.2.4 References 15

3.5.2.5 Price 15

EXAMPLE:

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

3.10 RANKING OF PROPOSERS

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

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SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

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

4.1.2 Notice of Award

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

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

(Attachment B) Disclosure Exemption Affidavit [if applicable] (Attachment C) Proposer Information and Certification Sheet [must be returned with proposal] (Attachment D) Reference Check Form [must be returned with proposal] (Attachment E) Price Proposal Form [must be returned with proposal] (Attachment F) COBID Certification / Outreach Plan [must be returned with proposal] (Attachment G) Responsibility Inquiry [must be returned with proposal] (Attachment H) Scored Proposal Components Form [must be returned with proposal]

4.2.1 Insurance

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

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

4.2.2 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:

• When requested by Agency (normally in an intent to award notice), 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 make any payment until Agency has a properly completed W-9.

http://www.irs.gov/pub/irs-pdf/fw9.pdf

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4.2.3 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. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

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

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting a proposal, Proposer agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation.

Proposer shall review the attached Sample Contract and note exceptions. Unless Proposer notes exceptions to the terms and conditions identified as negotiable in its Proposal, the State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, 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 Proposal that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency will only negotiate the following provision:

• Term of the contract

• Descriptions of goods and services

• Compensation

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

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to http://www.filinginoregon.com/index.htm

DAS Procurement Services, Version 2.2 – March 6, 2019 (ODFW Update 5/10/24) Page 16 of 17 compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

5.2 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: Business Oregon : Home : State of Oregon or email:

COBID Biz*Biz

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.

5.3 GOVERNING LAWS AND REGULATIONS

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

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this solicitation become the property of Agency. By submitting a Proposal in response to this solicitation, 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 intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

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

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

https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov

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5.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting 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, or costs associated with protests.

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

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

5.8 RECYCLABLE PRODUCTS

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

(ORS 279B.025)

5.9 PRINTING, BINDING, AND STATIONERY WORK

Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (MUST BE RETURNED WITH

PROPOSAL) IF APPLICABLE

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (MUST BE

RETURNED WITH PROPOSAL)

ATTACHMENT D REFERENCE CHECK FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT E COST SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (MUST BE RETURNED WITH

PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH

PROPOSAL)

http://www.oregon.gov/DAS