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STATE OF OREGON

COVER PAGE

Oregon Department of Administrative Services, State Procurement Services on behalf of Department of Administrative Services, Enterprise

Asset Management

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10700-00015215 for

LABORATORY FUME HOOD AND VENTILATION CABINETS

INSPECTION, CERTIFICATION, MAINTENANCE AND REPAIR

SERVICES

Date of Issue: Tuesday, November 4, 2025

Opening Date and Time: Thursday, December 4, 2025 4:00 PM PT

Single Point of Contact (SPC): Nathan C. Ramos, OPBC Senior Contract Specialist

Address: 1225 Ferry Street SE City, State, Zip Salem, OR 97301 Phone (voice) (971) 707-0016 E-mail: Nathan.Ramos@DAS.Oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, mailto:Nathan.Ramos@DAS.Oregon.gov

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 20 or veteran status.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 3 of 20

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 STATEMENT OF THE SERVICES

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A - SAMPLE CONTRACT

EXHIBIT A – STATEMENT OF SERVICES

EXHIBIT B – REQUIRED INSURANCE

EXHIBIT C – INDEPENDENT CONTRACTOR CERTIFICATION

EXHIBIT D – EQUIPMENT LIST

EXHIBIT E – SCHEDULE OF PRICES

EXHIBIT F – NORTH VALLEY COMPLEX MAP

EXHIBIT G – CONTRACT CONTACT INFORMATION

ATTACHMENT B - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - REFERENCE CHECK FORM

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F - COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G - RESPONSIBILITY INQUIRY

ATTACHMENT H – KEY PERSONS AND RESUMES

ATTACHMENT I – SAMPLE MAINTENANCE AND REPAIR CHECKLIST

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Administrative Services, State Procurement Services (“DAS SPS”) on behalf of the Oregon Department of Administrative Services, Enterprise Asset Management (“DAS EAM”) or (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for annual laboratory fume hood and ventilation cabinets inspection, certification, maintenance and repair services.

Additional details on the Scope of the goods or services or both are included in the Statement of Services.

DAS SPS anticipates the award of one (1) Contract for Services (“Contract”) from this RFP.

The initial term of the Contract is anticipated to be five (5) years with options to renew in two-year increments with no less than sixty (60) days from the Contract Expiration Date (“Expiration Date”).

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 RFP.

Event Date Time

Pre-Proposal Conference 11/12/2025 8:30 AM PT

Questions / Requests for Clarification Due 11/20/2025 4:00 PM PT

Answers to Questions / Requests for Clarification Issued (approx.) 11/24/2025

RFP Protest Period Ends 11/11/2025 4:00 PM PT

Opening (Proposal Due) 12/04/2025 4:00 PM PT

Opening of Proposal 12/04/2025 4:00 PM PT

Issuance of Notice of Intent to Award (approx.) 12/22/2025 4:00 PM PT

Award Protest Period Ends 12/29/2025 4:00 PM PT

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(3).

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.

2.2 DEFINITION OF TERMS

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

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys-glossary.pdf.

“Contractor”: is identified in General Terms and Conditions.

“State”: means the State of Oregon.

“Authorized Electronic Signature”: means that an electronic signature from a Proposer that is duly authorized to enter into an agreement on behalf of the Proposer, is acceptable for that Proposal document.

“Authorized Electronic Signature”: means that an electronic signature from a Proposer that is duly authorized to enter into an agreement on behalf of the Proposer, is acceptable for that Proposal document.

“Technicians”: means the person(s) who perform Services under the Contract.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

DAS EAM is the State Agency responsible for all phases of the life cycle of state assets including facilities, real estate, vehicles and property stated for disposal. DAS EAM provides the value-added services necessary to free customers to focus on their primary mission.

DAS EAM has the responsibility to ensure that all DAS laboratories with fume hoods and ventilation cabinets are properly tested, certified, and receive appropriate annual maintenance and as needed repair services.

2.3.2 Project Overview and Background

DAS EAM is responsible for ensuring that all fume hoods and ventilation cabinets receive testing, certification, maintenance and repair services. Purpose

The purpose of this RFP is to establish a Contract, which DAS EAM may use for the annual https://www.oregon.gov/das/ORBuys/Documents/OregonBuys-glossary.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 7 of 20 inspection, certification, maintenance and repair services for twenty-five (25) laboratory fume hoods and two (2) ventilated cabinets. The laboratory fume hoods, and ventilated cabinets are located within the North Valley Complex (“NVC”) located at: 26755 SW 95th Avenue, Wilsonville, OR 97070. Additional equipment and locations and service areas may be added throughout the life of the Contract.

2.4 STATEMENT OF THE SERVICES

A complete Statement of Services can be found in Attachment A – Sample Contract, Exhibit A, Statement of Services.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 Key Person Requirements

Proposer must include in its Proposal documentation the names, resumes, and years of experience of at least three (3) Technicians that may provide Services using Attachment H – Key Persons and Resumes.

3.1.2 Criminal Records Check

Successful Proposer and Successful Proposer’s technicians shall be subject to a Criminal Records Check (“CRC”) and must be cleared before being allowed access to Agency’s premises or be authorized to perform Services under the Contract. Agency will provide Successful Proposer with forms and instructions for this purpose. Successful Proposer shall return the forms to Agency in the manner specifically instructed. Agency shall cover the costs of such criminal records check.

If the Successful Proposer or Successful Proposer’s staff have lived outside the State any time within three (3) months of the beginning of the Services, Successful Proposer and/or Successful Proposer’s staff shall be subject to an additional Criminal Justice Information System (“CJIS”) criminal history check from the Oregon State Police (“OSP”). Successful Proposer’s employees shall complete the security clearance background request, arrange finger printing, and submit these completed items by certified mail or hand delivered to the Agency for screening.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Executive Summary

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

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• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes (Attachment H)

• Sample Maintenance and Repair Checklist (Attachment I)

3.2.2 Proposal Format and Quantity

OregonBuys Electronic Response. Proposer shall submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined here:

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

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 Attachment B - Disclosure Exemption Affidavit.

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

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

3.2.3 Authorized Representative

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

3.3 PROPOSAL REQUIREMENTS

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

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

3.3.1 Attachment A - Executive Summary (SCORED)

Proposer shall return with its Proposal an Executive Summary. The Executive Summary shall include at a minimum:

• A brief history of Proposers company and experience in working with laboratory fume hoods and ventilation cabinets. This should include performing testing, certification, and maintenance repair services.

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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• Indication that Proposer and Technician(s) who will be providing Services under the Contract are familiar with and understand the National Environmental Balancing Bureau (“NEBB”) standards and procedures.

• Proposer shall indicate in it’s Executive Summary that Proposer is able to meet the requirements of emergency Services being provided within 24 hours of notification by Agency as listed in Section 5.2 of Attachment A – Sample Contract, Exhibit A – Statement of Services.

• Proposers ability to perform the Services listed in the Attachment A – Sample Contract, Exhibit A – Statement of Services.

Attachment A – Executive Summary will be evaluated and scored as follows:

A Proposer that submits an Executive Summary that clearly identifies having at least one (1) year of experience in the inspection, certification, and maintenance repair of laboratory vent hoods and ventilated cabinets, the ability to perform the required Services, provides a sample maintenance and repair checklist may receive ten (10) points.

A Proposer that is missing any one of the criteria listed above may receive five (5) points.

A Proposer that is missing more than one of the criteria listed above may receive zero (0) points.

3.3.2 Attachment B – Disclosure Exemption Affidavit (NOT SCORED)

Proposer shall return with its Proposal a completed Attachment B – Disclosure Exemption Affidavit.

3.3.3 Attachment C - Proposer Information and Certification Sheet (NOT SCORED)

Proposer shall complete and submit Attachment C - Proposer Information and Certification Sheet.

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

3.3.4 Attachment D – Reference Check Form (SCORED)

Provide four (4) references from current or former client firms for similar projects performed for any clients within the last two (2) years. References must be able to verify the quality of previous, related Services.

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.

Proposer shall send Attachment D - Reference Check Form to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

Attachment D – Reference Check Form will be evaluated and scored as follows:

Four (4) references received for a Proposer with a completed satisfaction score of forty (40) and thirty (30) may receive thirty (30) points.

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Four (4) references received for a Proposer with a completed satisfaction score of between thirty (30) and twenty (20) may receive a score of twenty (20) points.

Four (4) references received for a Proposer with a completed satisfaction score of between twenty (20) and fifteen (15) may receive a score of ten (10) points.

If less than four (4) references are received for a Proposer or the completed satisfaction score is below fifteen (15) the Proposer may receive a score of zero (0).

Proposer shall submit reference names and contact information. DAS SPS will make three

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

3.3.5 Attachment E - Price Proposal Form (SCORED)

Attachment E – Price Proposal Form shall be submitted with Proposers Proposal. The Attachment E – Price Proposal Form price evaluation information is contained in Section

4.10.2 Price Evaluation.

3.3.6 Attachment F – COBID Certification / Outreach Plan (NOT SCORED)

Proposer shall complete the Attachment F - COBID Certification / Outreach Plan and return with its Proposal. The Attachment F - COBID Certification / Outreach Plan must be returned whether it applies to the Proposer or not. Proposer who does not complete and return the form may be found unresponsive and their proposal may not be considered for evaluation.

3.3.7 Attachment G – Responsibility Inquiry (NOT SCORED)

Proposer shall complete the Attachment G – Responsibility Inquiry and return with its Proposal.

3.3.8 Attachment H – Key Persons and Resumes (PASS/FAIL)

Proposer shall complete Attachment H – Key Persons and Resumes or provide the information in a readable and printable format. The information contained in the Attachment H – Key Persons and Resumes must at a minimum include:

• At least three (3) Technicians name & contact information (if different from Proposers contact information);

• Email;

• Title/Function; and

• Technicians complete resume clearly identify that Technicians have at least one (1) year of experience providing Services included in Attachment A – Sample Contract, Exhibit – A Statement of Services.

Proposers that return Attachment H – Key Persons and Resumes that do not show the minimum required information above will receive a FAIL score and will not be considered for further evaluation.

3.3.9 Attachment I – Maintenance and Repair Checklist (PASS/FAIL)

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Proposer shall submit with its Proposal a sample checklist for all annual maintenance and as needed repairs made to the laboratory vent hoods and ventilation cabinets. The sample checklist must include at a minimum:

• Routine annual maintenance and as needed repairs performed on both the laboratory vent hoods and ventilation cabinets that comply with the manufacturer’s recommendations as well as NEBB standards.

Attachment I – Maintenance and Repair Checklist will be evaluated and scored as follows:

Proposers that return Attachment I – Maintenance and Repair Checklist that do not comply with the manufacturer’s recommendations as well as NEBB standards will receive a FAIL score.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference 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 Pre-Proposal conference are not binding upon DAS SPS. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by the following link, or telephone and phone conference ID:

Join the meeting now Telephone No. (503) 446-4951

Meeting ID: 274 802 615 189 2 Phone Conference ID: 754 464 014 #

Passcode: Lu2No9C9 https://oregonbuys.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDJkNTlkNzktNjU5ZS00YjdlLWJkODItNjhmODZkY2M5OGRm%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22abab7779-6768-419d-a4cd-6e690d252ffa%22%7d

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4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission or email QUESTIONS WILL NOT BE

ANSWERED VIA TELEPHONE;

• Reference the OregonBuys bid number S-10700-00015215 ;

• Identify Proposer’s name and contact information;

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

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

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

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

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 4:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;;

• Reference the OregonBuys bid number S-10700-00015215;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

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

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

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

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

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

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. 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 options are permitted for this RFP:

Delivery through OregonBuys

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

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

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

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before 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.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. 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.

4.9 PROPOSAL REJECTION

DAS SPS 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 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).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, DAS SPS may waive mistakes in accordance with

OAR 125-247-0470.

4.10.1.2 Responsibility Determination

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

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

4.10.2 PRICE EVALUATION

Following scoring and ranking of Proposals, based on the qualifications-based criteria referenced above in Section 4.10.2, Attachment E -Price Proposal Form from Proposers will be 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.

4.10.3 PREFERENCES

4.10.3.1 Oregon Supplies and Services

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

4.10.3.2 Reciprocal Preference

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

4.10.3.3 Recycled Materials

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

4.10.3.4 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.

4.11 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 30) assigned by each evaluator.

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

4.12 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).

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

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

TOTAL POINTS POSSIBLE : 60

3.3.1 Attachment A – Executive Summary 10

3.3.4 Attachment D – Reference Check Form 30

3.3.5 Attachment E – Price Proposal 20

3.3.8 Attachment H – Key Persons and Resumes PASS/FAIL

3.3.9 Attachment I – Maintenance and Repair Checklist PASS/FAIL https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 4.5 March 31, 2023 Page 16 of 20 advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

4.13 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

4.13.1 Competitive Range Determination

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

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 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.

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

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• 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.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number S-10700-00015215;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

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

5.2.2 Response to Protest

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.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.3.1 Insurance

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

5.3.2 Taxpayer Identification Number

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

5.3.3 Business Registry

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

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5.3.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry.

5.3.5 Pay Equity Certification

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

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

5.3.6 Nondiscrimination in Employment

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

5.3.7 Other Required Information

5.4 CONTRACT NEGOTIATION

5.4.1 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 Attachment A - Sample Contract, with the exception of those terms listed below for negotiation.

Proposer shall review the attached Attachment A - 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, 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 Attachment A - Sample Contract.

Following the selection of the apparent successful Proposer, DAS SPS may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, DAS SPS is not required to make any changes, and many provisions cannot be changed. Proposer https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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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 twenty (20) calendar days, DAS SPS may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps 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.

6.2 CERTIFIED FIRM PARTICIPATION

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://www.oregon.gov/biz/programs/cobid/pages/default.aspx.

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

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.3 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

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6.4 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.

6.5 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 DAS SPS, 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 award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

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

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

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

6.8 RECYCLABLE PRODUCTS

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

3.3 PROPOSAL REQUIREMENTS