RFP S-10700-00011630 EAM Cleaning & Maid Service at Mahonia Hallv1.docx

State of Oregon

Cover Page Department of Administrative Services, State Procurement Services, on behalf of its Enterprise Asset Management Division is issuing this Request For Proposals (RFP) under OregonBuys Bid Number:

S-10700-00011630 for cleaning and maid service at mahonia hall Date of Issue: October 21, 2024 Opening Date and Time: December 9, 2024 @ 5 PM

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.

DAS State Procurement Services, Version 4.5 March 31, 2023 Page 2 of 27 Table of Contents

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services (“DAS SPS”), on behalf of its Enterprise Asset Management Division (“EAM” or “Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for cleaning and maid service at Mahonia Hall.

Additional details on the Scope of the goods or services or both are included in the Statement of Work, Attachment A Sample Contract.

DAS SPS anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be two (2) years with options to renew up to a cumulative maximum of ten (10) years.

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 RFP.

RFP Protest Period Ends

7 calendar days prior to RFP Opening

SINGLE POINT OF CONTACT (SPC)

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

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

DAS SPS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS SPS 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.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

“Agency Administrator(s) “means the individuals identified in Exhibit D, Statement of Work “Agency Facilities Coordinator” means the individual identified in Exhibit D, Statement of Work.

“Agency Facilities Contact” means the individual identified in Exhibit D, Statement of Work.

“Building Coordinator” is the on-site person listed in Exhibit D. Statement of Work.

“Centralized Location” means the location(s) of the building cleaning supplies, central to cleaning and residence staff.

“Clean” means the surface is visibly free from dust, dirt, fingerprints, grease, grime, rust, spots, stains, or smudges. The surface must be free from all foreign substances. In restrooms particularly, “clean” means all surfaces must be free of organic material, feces, and urine, or other soil. Bowls must be free of stains and mineral build-up inside and out.

“Common Areas” means restrooms, living areas, bedrooms, kitchen areas, guest areas, and similar multi-user areas.

“Contractor Facility Contact” means the individual(s) identified in Exhibit D, Statement of Work.

“Disinfect” means the method and product used is sufficient to kill bacteria, viruses and fungi and prevent or slow their return. Products used to disinfect must provide appropriate disinfection protection approved by the Center for Disease Control (CDC) for disinfection of the Influenza A virus. A list of disinfectants approved for Influenza A can be found at: http://epa.gov/oppad001/influenza-disinfectants.html.

“Dusting” means removing the dust from all vertical and horizontal surfaces. All furnishings, fixtures, and structural surfaces including ledges must be free of dust. Documents must not be moved to accomplish dusting.

“Exceptional Services” items or areas not covered by the general Service schedule. Such Exceptional Services shall be requested by the Agency Building Coordinator on an individual basis and shall be billed separately on a monthly basis as applicable.

“Facility” means Mahonia Hall, State of Oregon Governor’s Residence, located at: 533 Lincoln Street S, Salem Oregon 97302, as defined in Statement of Work.

“Interior Window Treatments” means blinds, draperies or any other material furnished as interior window coverings. It does not include items/materials placed on or at windows by individuals as decoration.

“Laundry Service” means to properly wash, dry, fold and place back where items are used.

“Sanitize” means the method and product used is sufficient to significantly reduce the amount of bacteria, viruses and fungi on the cleaned surface.

“Spot Cleaning” means removal of stains, spots, and soil in less than an entire carpet and non-carpeted area through use of a cleaning agent that will not damage the carpet or non-carpeted area.

“Traffic Areas” means lobbies, hallways, and all other areas where people normally walk, and in conference rooms.

“Vacuuming” means the process of using vacuuming equipment on all floor surfaces, including areas hidden under furniture, until free of dirt, dust and debris.

“Wet Scrub” means the process that takes off only the top one (1) or two (2) layers of finish to eliminate imbedded dirt and scratches, includes a re-coating with one (1) or two (2) layers of finish as needed to complete the process es hidden under furniture, until free of dirt, dust, and debris.

OVERVIEW AND PURPOSE

Agency Overview and Background The Department of Administrative Services maintains three million square feet of space in 53 owned facilities and seven additional facilities owned by other agencies. Most of these facilities are offices but some are industrial spaces that house laboratories, motor pools, parking structures and a print plant.

Project Overview Purpose and Background The Facility, commonly referenced as Mahonia Hall is the Governor’s residence, is located at 533 Lincoln Street S, Salem Oregon.

Currently, cleaning services are being provided internally by Department of Administrative Services staff and the state wishes to proceed in a higher level of cleaning services by pursuing external resources to accommodate the needs at the Facility, Mahonia Hall the Governor’s residence.

SCOPE OF WORK/SPECIFICATIONS

Agency is seeking weekly housekeeping services to all floors of the residence.

Agency desirables include but are not limited to:

· Cleaning, dusting and sanitizing appliances, artwork, antiques, figurines, lamps and lampshades

· Cleaning and sanitizing appliances and food preparation areas

· Cleaning and sanitizing bathrooms, mud rooms and basement

· Vacuum carpets and mats

· Dusting furniture

· Changing of bedding

· Laundry service

· Empty trash

GREEN CLEANING PRODUCTS

Contractor shall use green cleaning products and shall follow all manufacturers’ instructions for those products. “Green” cleaning products are those which the Authorized Purchaser determines are less harmful to the environment when compared to competing products that serve the same purpose. Green cleaning products include, but are not limited to, those which contain recycled content, conserve energy or water, minimize waste or reduce the amount of toxic material used, are the least toxic product available for the given application, or are readily biodegradable.

Refer to the Statement of Work, Exhibit B Attachment A, Sample Contract for further detailed information and complete service schematic for cleaning and maid services for the Governor’s residence.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

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

Demonstrate that Proposer and its Key Person(s) have a minimum of 3 years’ experience providing cleaning and maid services.

Mandatory Pre-Proposal Walk Through

· Send pre-security check in attendance notification email by 5PM, November 6, 2024, to: SPC Gwen Sunken at gwen.sunken@das.oregon.gov Email subject line: S-DASOBO-00011630 Mandatory Pre-Proposal Attendees Email must include attendee(s) name(s) and Proposer representation

· Proposer must attend the mandatory Pre-Proposal Walk through. (Note: failure to attend this walk through will result in Proposal rejection.

· Refer to Section 4.2 for further information.

MINIMUM SUBMISSION REQUIREMENTS

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

Executive Summary Company Profile (Including Financial Statement and Fiscal Stability) Account Management Key Persons and Resumes Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check Form (Attachment D) Price Proposal Form (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Proposal Page Limits There is no Proposal page limit for this RFP.

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

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

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

Proposer shall electronically submit 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 and note the document and appropriate files accordingly. Proposer may submit redacted documents that pertain to those documents that are exempt from disclosure.

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

Authorized Representative Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS SPS.

Authorized representative signature may be recognized on the Proposer’s Cover Page, the Executive Summary or on Attachment C, Proposer Information and Certification Sheet.

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.

Executive Summary (SCORED) Proposer shall include an Executive Summary that condenses and highlights the contents of the Proposal, including an overview of the Proposer’s understanding of the contents of the RFP, and a description of how the Proposer generally intends to meet the RFP requirements. Proposer is encouraged to provide their overview on Proposer’s best business practices, training of employees, use of environmentally friendly green products and any other exemplary information. Proposal must document that the Proposer is an established firm and has provided the services requested in this RFP.

Describe Proposer’s capacity to perform the Work described.

Company Profile (Including Financial Statement and Fiscal Stability) (SCORED) Proposer shall include a brief description of Proposer’s experience with, and current strategies for, ensuring that Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed contract period. DAS SPS has the right to request fiscal or financial information from the Proposer demonstrating responsibility standards provided in ORS 279B.110 and OAR 125-247-0640(1)(F) have been met.

Proposer shall provide details of Company ownership and number of years in business. Provide location of company headquarters and the location of the office to service the State of Oregon account. Proposer shall provide a description of managerial effort, supporting staff, equipment, resources, and technical staff for a timely and successful completion of the Services. Proposer shall include approach to customer service and responsiveness to possible unplanned work to be completed. Proposer shall address process for possible interaction with State employees and complaints. Proposer shall submit any training plans that have been instilled on employees regarding responsiveness and customer services. Proposer shall provide and organizational structure and how that structure aids in the delivery of the requested Services.

1.1.1 Account Management (SCORED)

Proposer shall provide a named Operations Manager and a profile of the Operations Manager in Proposal. The Operations Manager shall demonstrate the desired experience, qualifications, education, and training to demonstrate responsibility and the performance of desired Services that the Agency is seeking. The Operations Manager must be authorized to resolve any issues related to this Contract and to include any other staff necessary to resolve an issue within the same 48-hour notice. The Operations Manager will be listed as a Contract contact in the executed Contract and must be available to the Agency’s authorized purchaser at all times.

Key Persons and Resumes (SCORED) Proposer shall demonstrate that Proposer and its Key Person(s); including subcontractors, have a minimum of 3 years’ experience, qualifications, education, and training necessary to successfully complete the requested Services. Proposer is encouraged to include additional exemplary details on each Key Person who will be providing and delivery the requested Services and if an onboarding or training guideline is used in professional education.

Note: Each Key Person, including subcontractors; identified shall complete a criminal records background check prior to Contract execution. All criminal records checks will be coordinated with the Contractor Management Account contact and performed by Agency. All Key Person(s) and subcontractor(s) must be approved by Agency.

Proposer Information and Certification Sheet (Attachment C) 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.

References (Attachment D) Using Attachment D, provide three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of the service provided.

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

Cost Proposal Form (Attachment E) (SCORED) Using Attachment E, Proposer shall provide cost per hour or per month, per person for services described in the Statement of Work, Exhibit A-1 and Special Instructions, Exhibit A-2 Sample Contract, including but not limited to all salaries, benefits, overtime and holiday pay, supplies, tools, travel, insurance and other expenses of Proposer’s business. The Evaluators will compare Proposer’s Cost Proposal for consistency with Proposer’s submitted Proposal.

DAS SPS reserves the right to negotiate the final Cost with the successful Proposer.

COBID Certification / Outreach Plan (Attachment F) Pursuant to Oregon Revised Statute (ORS) Chapter 200, DAS SPS 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. DAS SPS 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 Proposer shall complete and submit the COBID Certification / Outreach Plan (Attachment F).

Failure to submit may result in a finding of non-Responsibility.

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

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

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

Failure to submit may result in a finding of non-Responsibility.

SOLICITATION PROCESS

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.

PRE-PROPOSAL WALK THROUGH

Instead of a standard Pre-Proposal conference, DAS SPS is requiring all Proposer’s to attend a mandatory Pre-Proposal Walk through at Mahonia Hall, the Governor’s residence.

Prospective Proposers’ participation in this Pre-Proposal Walk through is mandatory. Any Proposer not participating in the walk through will not be considered Responsible; therefore, not meeting the minimum requirements and will be removed from further Proposal consideration.

The purpose of the Pre-Proposal Walk through is to:

Provide additional description of the project;

Explain the RFP process; and Answer any questions Proposers may have related to the project or the process.

Statements made at the walk through are not binding upon DAS SPS or Agency. Proposers may be asked to submit questions in Writing.

Interested parties must participate in the Pre-Proposal Walk through by:

Emailing attendee(s) name(s) and Proposer representation to SPC Gwen Sunken, at gwen.sunken@das.oregon.gov by 5 PM on November 6, 2024.

All Pre-Proposal Walk through guests must be made known in advance. The SPC will be required to provide all attendees names and company being represented in writing in order to gain entrance at the security checkpoint. If credentials are not provided to SPC as instructed in Section 3.1.2 and above, you will not be allowed to enter.

· Carpooling is strongly encouraged.

Pre-Proposal Walk Through Meeting Notice:

Date: Wednesday, November 13, 2024 Time: 11 AM Location: Mahonia Hall, 533 Lincoln Street S, Salem Oregon

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, email;

Reference the OregonBuys bid number ;

Identify Proposer’s name and contact information;

Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

SOLICITATION PROTESTS

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 as provided below.

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

Requirements for Protests All protests must:

Be delivered to the SPC via email;

Reference the OregonBuys bid number;

Identify prospective Proposer’s name and contact information;

Be sent by an authorized representative;

State the reason for the protest, including:

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

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DAS SPS 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 option must be used for this RFP:

Delivery through OregonBuys Proposal submission must 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

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.

PROPOSAL DUE

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

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

PUBLIC OPENING

A Public Opening will not be held for this RFP. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposer(s) may request the Opening information via email to SPC as identified on Cover Page, any request must include the OregonBuys bid number. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

PROPOSAL REJECTION

DAS SPS 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 DAS SPS’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).

EVALUATION PROCESS

Responsiveness and Responsibility Determination 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, DAS SPS may waive mistakes in accordance with OAR 125-247-0470.

Evaluation Criteria Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and DAS SPS 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 4.10.2 up to the maximum points available as specified in Section 4.11 (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.

Scored Criteria – Maximum Points (Total Available Points) 100 Proposal sections listed below will be evaluated and scored based upon Proposer’s response to the requirements of the RFP and whether they meet Agency need.

1.1.1.1 Executive Summary – Section 3.3.1 (20 Points)

To receive the maximum possible points, Proposer must demonstrate in Proposer’s executive summary:

· Does Proposer adequately demonstrate experience providing similar services?

· Does Proposer provide experience working with similar entities or the public sector?

· How well does the Proposer explain company best business practices, keeping their employees up to date and maintaining the use of these best practices while conducting similar cleaning services?

· Does Proposer demonstrate the use of environmentally friendly, green cleaning products whenever possible when conducting similar cleaning services?

Section 3.3.1– Rating Scale (20 Point Maximum)

Proposal Section 3.3.1 will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s executive summary submission that meet the requirements that are specified in this RFP. A maximum total score of twenty (20) points are available for this section.

1.1.1.2 Company Profile (Including Financial Statement & Fiscal Stability) – Section 3.3.2 (20 Points) To receive the maximum possible points, Proposer must demonstrate business stability and background.

· How well does Proposer understand RFP contents and services Agency is seeking?

· How well does Proposer demonstrate ability to meet RFP requirements?

· Does Proposer adequately demonstrate its long-term stability as a service provider?

· Is there reasonable belief that Proposer will remain financially solvent and provide uninterrupted service through the life of the contract?

Section 3.3.2– Rating Scale (20 Point Maximum)

Proposal Section 3.3.2 will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s company profile (including financial statement and fiscal stability) submission that meet the requirements that are specified in this RFP. A maximum total score of twenty (20) points are available for this section.

1.1.1.3 Account Management – Section 3.3.3 (15 Points)

To receive the maximum possible points, Proposer must demonstrate:

· Does the Proposer provide an Operations Manager contact?

· Does the Operations Manager have the proper authorization to resolve Agency service issues?

· Is the Operations Manager clearly described as being available within 48 hours?

Section 3.3.3– Rating Scale (15 Point Maximum)

Proposal Section 3.3.3 will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s account management submission that meet the requirements that are specified in this RFP. A maximum total score of fifteen (15) points are available for this section.

1.1.1.4 Key Persons and Resumes – Section 3.3.4 (25 Points)

To receive the maximum possible points, Proposal must clearly demonstrate:

Does the Proposer and its Key Person(s) have the experience and qualifications, education, and training to meet the desired outcome for services?

Does the Proposer and its Key Person(s) attributes align with what the Agency is seeking for cleaning and maid services to the Governor’s residence?

Does the Proposer clearly demonstrate the roles and responsibilities of each proposed Key Person to provide the services?

Does the Proposer’s Proposal demonstrate an onboarding or training plan for its employees?

Does the Proposer’s Proposal provide other attributes of Proposer and its Key Person(s) for additional exemplary details, and how well do those attributes align with Agency service requirements?

Section 3.3.4 – Rating Scale (25 Point Maximum)

Proposal Section 3.3.4 will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s key persons and resumes submission that meet the requirements that are specified in this RFP. A maximum total score of twenty-five (25) points are available for this section.

1.1.1.5 Cost Proposal

Following scoring and ranking of Proposals, based on the qualifications-based criteria referenced above in Section 4.10.2, the sealed Price Proposals from Proposers will be opened and scored as follows:

Proposer with the lowest Price Proposal will receive 20 points.

Proposer with the second lowest Price Proposal will receive 10 points.

Proposer with the third lowest Price Proposal will receive 5 points.

All other Proposers will receive 0 points.

PREFERENCES

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

RANKING OF PROPOSERS

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

DAS SPS may, in DAS SPS’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, DAS SPS 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, DAS SPS 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

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

1.1.2 Award Consideration

DAS SPS, 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. DAS SPS may award less than the full Scope of Work described in this RFP.

1.1.3 Intent to Award Notice

DAS SPS 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.

INTENT TO AWARD PROTEST

1.1.4 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.

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

DAS SPS abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

DAS SPS’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

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

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.

1.1.5 Response to Protest

DAS SPS 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 DAS SPS.

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:

1.1.6 Insurance

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

1.1.7 Taxpayer Identification Number

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

1.1.8 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.

1.1.9 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.

1.1.10 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.

CONTRACT NEGOTIATION

1.1.11 Negotiation

After selection of a successful Proposer, DAS SPS 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 DAS SPS during the Questions / Requests for Clarification period set forth in Section 1.2. If DAS SPS agrees to make any requested changes to the Sample Contract/Price Agreement, DAS SPS will issue an Amendment to notify Proposers of such changes. Unless DAS SPS issues an Amendment modifying any of the terms and conditions, DAS SPS 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, DAS SPS may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement listed below. However, DAS SPS 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.

DAS SPS is willing to negotiate all items, except those listed below:

Choice of law Choice of venue Constitutional requirements Requirements of applicable federal and State law In the event that the parties have not reached mutually agreeable terms within 30 calendar days, DAS SPS may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

ADDITIONAL INFORMATION

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 6.2 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.

OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after DAS SPS 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 DAS SPS. 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 DAS SPS.

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, DAS SPS 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 DAS SPS. 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/Price Agreement award, or the rejection of any Proposal.

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.

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.

RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.025)

ATTACHMENTS

Attachment A, Sample Contract w/:

· Exhibit A, Statement of Work

· Exhibit A-1, Special Instructions, Statement of Work

· Exhibit A-2, Pricing of Services

· Exhibit B, Insurance Requirements

· Exhibit D, Contract Contact Information

· Exhibit E, Independent Contractor Certification Attachment B, Disclosure Exemption Affidavit Attachment C, Proposer Information and Certification Sheet Attachment D, Reference Check Form Attachment E, Cost Proposal Form Attachment F, Certified Disadvantage Business Outreach Plan Attachment G, Responsibility Inquiry

ATTACHMENT B — DISCLOSURE EXEMPTION AFFIDAVIT

____________________ (Affiant), being first duly sworn under oath, and representing [insert Proposer Name] (hereafter “Proposer”), hereby deposes and swears or affirms under penalty of perjury that:

I am an employee of the Proposer, I have knowledge of the Request for Proposals referenced herein, and I have full authority from the Proposer to submit this affidavit and accept the responsibilities stated herein.

I am aware that the Proposer has submitted a Proposal, dated on or about [insert date] (the “Proposal”), to the State of Oregon (State) in response to Request for Proposals S-DASOBO-00011630, for EAM Cleaning & Maid Services, and I am familiar with the contents of the RFP and Proposal.

I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.478, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Proposal is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

I have reviewed the information contained in the Proposal. The Proposer believes the information listed in Exhibit A is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information is exempt from disclosure under Oregon’s Public Records Law under the specifically designated sections as set forth in Exhibit A or constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

is not patented, is known only to certain individuals within the Proposer’s organization and that is used in a business the Proposer conducts, has actual or potential commercial value, and gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

or Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and Is the subject of efforts by the Proposer that are reasonable under the circumstances to maintain its secrecy.

I understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law.

Affiant’s Signature State of ___________) ) ss:

County of ________) Signed and sworn to before me on ___________ (date) by ______________________ (Affiant’s name).

Notary Public for the State of _________________ RFP…