RFP S-16500-00013608 Online Audio Voters Guide.pdf

RFP #S-16500-00013608 – Online Audio Voters’ Guide

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STATE OF OREGON

OREGON SECRETARY OF STATE

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-16500-00013608 for

ONLINE AUDIO VOTERS’ GUIDE

Date of Issue: June 26, 2025

Opening Date and Time: August 5, 2025, 11:00 AM PT

Single Point of Contact (SPC): David Matthews, Procurement & Contract Specialist II

Address: 255 Capitol St NE City, State, Zip Salem, OR, 97310 Phone (voice) (971) 900-9945 E-mail: purchasing.sos@sos.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.

mailto:purchasing.sos@sos.oregon.gov

RFP #S-16500-00013608 – Online Audio Voters’ Guide

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

SECTION 3: PROCUREMENT REQUIREMENTS

SECTION 4: SUBMISSION REQUIREMENTS

SECTION 5: EVALUATION PROCESS

SECTION 6: AWARD AND NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

SECTION 8: LIST OF ATTACHMENTS AND EXHIBITS

RFP S-16500-00013608 – Online Audio Voters’ Guide

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Secretary of State’s Office, Elections Division (“Agency”), is issuing this Request for Proposal to expand access to voters unable to read the printed State of Oregon Voters’ Pamphlet and to produce an Online Audio Voters’ Guide version of the State of Oregon Voters’ Pamphlet. The Online Audio Voters’ Guide is also prepared and published on the Agency’s website.

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

Agency anticipates the award of one Price Agreement from this RFP. The initial term of the Price Agreement is anticipated to be 5 years with options to renew up to a cumulative maximum of 7 years (or as permitted by applicable statute or rule).

Agency may issue purchase orders or work orders pursuant to this Price Agreement up to 5 years from the effective date of the Price Agreement.

Any purchases under the Price Agreement must be authorized by purchase orders or work orders issued by Agency in accordance with the ordering procedures described in Attachment A - Sample Price Agreement. Proposers are advised that there is no guarantee of any specific amount of purchases under the Price Agreement. Notwithstanding the award of a Price Agreement, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Goods or Services similar to what is described within this RFP using any method allowed by law.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date

Pre Proposal Conference July 8, 2025, 10:00 AM

Questions / Requests for Clarification Due July 10, 2025, 4:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) July 16, 2025, 5:00 PM

RFP Protest Period Ends 10 calendar days prior to closing (Proposals Due) date

Closing (Proposals Due) August 5, 2025, 11:00 AM

Evaluation Period (approx.) August 5, 2025 through August 20, 2025

Issuance of Notice of Award (approx.) August 21, 2025

Award Protest Period Ends 7 days after Issuance of Notice of Award

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1.3 OREGONBUYS

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

1.3.1.0 OREGONBUYS ASSISTANCE/REGISTRATION INFORMATION

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at 1.855.800.5046 or by email at support.oregonbuys@oregon.gov.

Current and correct registration information is the sole responsibility of the registered party.

Agency accepts no responsibility for missing or incorrect information.

1.4 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050(4).

Agency is using the Intermediate Procurement method, pursuant to ORS 279B.070 and OAR 137- 047-0270.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, 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 137-046-0110.

2.2.2 Project Specific Definitions

General Election - means the election held on the first Tuesday after the first Monday in November of even numbered years.

Primary Election - means the election held on the third Tuesday in May of even numbered years.

Special Election - means an election, other than a Primary or General Election held on one of the four regularly scheduled election dates listed in ORS 255.345 or on any other date specified by the legislature.

2.3 OVERVIEW AND PURPOSE

The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people https://oregonbuys.gov/ mailto:support.oregonbuys@oregon.gov https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=11191 https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=11191

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To learn more about our Agency and our respective divisions, please visit our webpage:

https://sos.oregon.gov/Pages/divisions.aspx.

2.3.1 Division Overview and Background

The Secretary of State, Elections Division operates under the authority of the Oregon Constitution and ORS Chapters 246-260 and is tasked with uniformly interpreting, applying and enforcing elections laws, rules policies and procedures.

2.3.2 Project Overview and Background

The State Voters’ Pamphlet is a publication produced and distributed by the Agency, for each Primary and General Election, as well as for any statewide special election as required by ORS 251.175.

The Voters’ Pamphlet provides voters with critical information about candidates, measures, recognized political parties, and includes instructions for marking the ballot, a complete list of federal and state candidates and other information on the voting process. It is produced to assist voters in making informed decisions when voting. Errors and omissions have an impact on voter confidence in fair and honest elections.

The Voters’ Pamphlet has been compiled by the Secretary of State since 1903, when Oregon became one of the first states to provide for the printing and distribution of such a publication. The State Voters’ Pamphlet has a high degree of public exposure as printed versions are mailed to every household in the state of Oregon.

2.3.3 Purpose

The purpose of this project is to expand access to voters unable to read the printed State Voters’ Pamphlet. An audio version, the Online Audio Voters’ Guide, is also prepared and published on the Agency’s website.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Agency seeks proposals that will accomplish the creation of the Online Audio Voters’ Guide. The Audio Voters’ Pamphlet is produced on a strict statutory timeline.

• The filing deadline is 67 days prior to a primary election and 70 days prior to a general election

(ORS 251.065)

• The Agency has 7 business days to review all filings for statutory compliance, seek revisions, and reconcile noncompliant submissions. (ORS 251.087)

• After content is compliant, it must be prepared for publication. The Agency will provide content no later than the deadlines listed in the timelines below.

• Production timelines (below) are calculated backwards from the date of the election for which the Online Audio Voters’ Guide is being produced.

Primary Election Production Timeline https://sos.oregon.gov/Pages/divisions.aspx

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# Days prior to Election Day:

* If available, content will be sent before the date below

Between -81 and -67 Agency sends internally prepared content to Vendor Between –67 and -62 Agency sends Political Party Statements to Vendor Between –67 and -62 Agency sends estimate of filings to Vendor for Invoice Estimate Between -62 and -55 Agency sends all compliant, filed content to Vendor (candidate statements & measure arguments) -46 All Audio Files Due from Vendor -45 to -33 Agency proof & resolve issues with Vendor -32 Content Final – Prepare for Publication -29 Audio VP Published Online

General Election Production Timeline # Days prior to Election Day:

* * If available, content will be sent before the date below. In General Elections, Measure content will be sent as soon as it's available, generally before -81

Between -81 and -67 Agency sends internally prepared content to Vendor Between –67 and -62 Agency sends Political Party Statements to Vendor Between –67 and -62 Agency sends estimate of filings to Vendor for Invoice Estimate Between -62 and -55 Agency sends all compliant, filed content to Vendor (candidate statements & measure arguments) -46 All Audio Files Due from Vendor -45 to -33 Agency proof & resolves issues with Vendor -32 Content Final – Prepare for Publication -29 Audio VP Published Online

Special Elections may be prepared in a more shortened production timeline which shall be agreed upon in a Work Order Contract. The volume of content for Special Elections is significantly less than a Primary or General Election.

The Agency seeks Proposals that will accomplish the scope of work listed below:

• Coordinate the creation of required audio files.

• Provide all necessary voice talent and editing services required to record and prepare audio files for publication by the Agency. Artificial Intelligence (AI) cannot be used to record or produce audio files. AI can be used for editing and proofing.

• Record each measure argument, candidate statement, letter, or other statement as provided by the Agency without modification and according to standards set by the Agency.

• Provide audio-recording files with required naming conventions by the deadlines established in the Work Order Contract for each election.

• Prior to sending files to the Agency, review all recordings for exact accuracy when compared with content provided by the project manager.

• Upon receipt of audio files, the Agency will review the files for accuracy and coordinate with the Vendor to resolve any differences between the audio-recording and the written text.

• Implement any required corrections to content upon request of the Agency.

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• Edit each audio file as necessary to produce a recording in a format specified in the Work Order Contract (WOC)

• Ensure all audio recordings match written content exactly, without background noise, interference, feedback, or other acoustic artifacts that might make the audio file difficult to comprehend.

• Coordinate appropriate delivery methods for each election with the Agency.

• All content being audio recorded will be provided by the Agency between 81 days and no later than 55 days prior to the election date for a primary or general election.

• All required files must be recorded, proofed, and ready for publication by the Agency no later than 45 days prior to the election date for a primary or general election.

• Special elections may have shortened timelines. The Agency will work with the vendor to ensure sufficient time is available to record necessary content. Generally, a special election will not have the same volume of content as a primary or general election.

• Provide sufficient staff support and organization to meet the strict timeline of events.

Sample content for Primary, General, and Special Elections are attached as RFP Exhibit A Voters’ Pamphlet Examples for review.

The Successful Proposer shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Agency is purchasing under this RFP.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

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

3.1.1 Experience:

Proposer must have 5 years’ experience managing a written to audio production similar in size and scope to the Online Audio Voters’ Guide requested in this RFP. Must demonstrate the ability to accomplish the high volume of Audio recording and proofing within the timelines in the scope of work section 2.4.

3.1.2 Customers:

Proposer must have a current customer with similar project constraints of short timeline and inflexible deadlines compared to the Online Audio Voters’ Guide proposed in response to this RFP, or substantially similar services. List the name of the current customer and provide a short description of the Audio service.

3.1.3 Capacity/Availability:

To be considered for evaluation, Proposal must complete the Availability Acknowledgement on the Proposer Information Sheet (Attachment D). The Acknowledgement provides written assurances that:

The proposer is able to perform according to the estimated production and delivery schedules outlined in the Scope of Work section 2.4. Each election type (Primary, General and Special) dates are defined in Section 2.2.2. All other work performed by the Successful Proposer and

SoS Version Dated 01/09/2024 Page 8 of 21 any subcontractor for other clients shall not interfere with the timely delivery of the files necessary to create the Online Audio Voters’ Guide.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

The proposal must include information responsive to the items in the Proposal Content Requirement Section. The proposal file as outlined in Section 4.1.1 may not exceed a total of 20, 8.5” x 11” pages. Proposals shall be Microsoft 365 compatible or searchable Adobe format and shall not be more than 50MB.

In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 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 Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFP and attachments are published in OregonBuys at https://OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

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

3.3.2 Questions / Requests for Clarification

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:

• Reference the OregonBuys bid number;

• 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.

• 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 submitted using the Q&A https://oregonbuys.gov/

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Tab in OregonBuys.

3.3.3 Pre-Proposal Conference

An optional pre-proposal conference is scheduled at the time and date set forth in the Schedule section 1.2. To access the pre-proposal conference please use the Teams Link below. Potential proposers may ask questions during the conference, however, statements made by the Agency at the conference are not binding upon the Agency unless confirmed by a written addendum.

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3.3.4 Solicitation Protests

3.3.4.1 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 Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda and negotiation of the terms and conditions of the proposed Contract, as provided below.

3.3.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

3.3.4.3 Protests must:

• Be emailed to the Chief Procurement Officer at Purchasing.SOS@sos.oregon.gov;

• Reference the RFP number;

• Identify prospective Proposer’s name and contact information;

• Be signed 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 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjA2NWZlODgtZWEwMi00ZGVlLTg4MWItMzdkZThjNDdlNzcz%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%221f2c9aaa-0431-4c08-9752-9ece50eaa823%22%7d tel:+15034464951,,547911063 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=547911063 https://teams.microsoft.com/meetingOptions/?organizerId=1f2c9aaa-0431-4c08-9752-9ece50eaa823&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_MjA2NWZlODgtZWEwMi00ZGVlLTg4MWItMzdkZThjNDdlNzcz@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

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• 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;

and Protests to Addenda must be received by the due date identified in the respective

Addenda.

3.3.4.4 Protest Response

Agency will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

3.3.5 Proposal Modification or Withdrawal

Any Proposer who wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in the manners listed in the Proposal Submission Instructions section and must denote the specific change(s) to the Proposal submission. 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 shall do so prior to Closing. The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the OregonBuys bid number and be submitted to the SPC.

3.3.6 Proposal Due

Proposals and all required submittal items must be received in OregonBuys on or before Closing. Proposals received after Closing will not be accepted. All Proposal modifications or withdrawals must be completed prior to Closing.

Proposals received after Closing are considered LATE and will NOT be accepted for evaluation.

3.3.7 Proposal Rejection

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

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal in ink.

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

• Proposer makes any contact regarding this RFP with Agency representatives such as

Agency 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.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those

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3.3.8 Opening of Proposals

A public Opening will be held at 11:05 AM on August 5, 2025, use Teams link below. 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 137-047-0630.

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3.4 PROPOSAL CONTENT 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 will be considered non-Responsive to this RFP and will not be considered further.

3.4.1 Proposers Qualifications and Experience

Describe proposer’s qualifications and experience as it relates to the needs described in the

RFP.

Proposer must provide a written description of the Proposer’s company or other business entity.

To allow the proposal evaluation team to reasonably formulate an opinion about the stability and financial strength of the company or other business entity the description must include:

• Size

• Longevity

• Client Base

• Areas of specialization and expertise.

• Any other pertinent information which demonstrates the company’s or other business entity’s stability, capability, and financial strength.

3.4.2 Key Persons Qualifications and Experience.

Provide the qualifications and experience of the key team member(s) who will work on the project. Emphasize the specific qualifications and experience from projects similar to this https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWU5OThjYjktMmYwMS00NmM5LWFjNTgtYTE0ZDQzODEwZTc0%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%221f2c9aaa-0431-4c08-9752-9ece50eaa823%22%7d tel:+15034464951,,595936598 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=595936598 https://teams.microsoft.com/meetingOptions/?organizerId=1f2c9aaa-0431-4c08-9752-9ece50eaa823&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_YWU5OThjYjktMmYwMS00NmM5LWFjNTgtYTE0ZDQzODEwZTc0@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

SoS Version Dated 01/09/2024 Page 12 of 21 project for the key team members. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the Agency.

3.4.3 Approach and Management Plan.

Describe the approach and management plan for providing the services. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work. Include an organizational chart showing the proposed relationships among proposer staff, Agency staff and any other parties that may have a significant role in the delivery of this program.

To demonstrate how the objectives listed in the Scope of Work will be achieved, the Proposer must submit a detailed project management plan. The plan would be implemented for each Primary and General Election, as well as for any special statewide election, if directed to produce a voters’ pamphlet by the legislature.

The project management plan should explain in detail:

• The steps, tasks or processes required to achieve the objectives listed in the Scope of Work.

• The estimated time frames for each step, task or process (the number of work hours and/or work days).

• The type and age of equipment and/or software programs that will be used for each step, task or process.

• Whether any step, task or process will be subcontracted.

• The estimated number of employees and/or subcontractors necessary to complete the objectives.

• The specific responsibilities of all employees and/or any subcontractors if subcontractors will be used.

• Any contingency plan in the event of production and/or subcontractor problems or difficulties.

• All quality control processes in place.

• Process for resolving errors and omissions during production as well as after delivery.

3.4.4 Staffing Plan.

Provide a staffing plan and an estimate of the total hours, detailed by position, required for the project tasks as outlined. Discuss the workload for all key team members and their capacity to perform the requested services for the project, according to your proposed schedule.

3.4.5 Work Plan and Schedule.

Describe how you will perform each task of the project, identify deliverables for each task and provide a schedule. The work plan should be in sufficient detail to demonstrate a clear understanding of the project. Discuss the approach for completing the requested services for the project deadlines. The schedule should show the expected sequence of tasks and include durations for the performance of each task, milestones, submittal dates and review periods for each submittal.

3.4.6 Cost Control.

Provide information on how you will control project costs to ensure all work is completed

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3.4.7 Cost Methodology

Propose a cost methodology for the proposed solution. Do not include any actual cost information in this portion. This section will evaluate the methodology only. The cost, which must be calculated based on the methodology proposed in this section, will be evaluated in the Cost Proposal section.

3.4.8 References

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

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. 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 Proposer’s qualifications.

3.4.9 Cost Proposal.

The Cost Proposal shall include: (a) the total dollar amount requested to complete the project,

(b) any other resources, including in-kind, that will support the proposed project, (c) the number of anticipated hours and rate of the project manager and key team members inclusive of all services, expenses, and fees (i.e., Payroll expenses – hours/rate/title, Admin, Overhead, etc.). Use RFP Exhibit B (General Candidate Statements, General VP Content) to base your pricing.. Pricing must include all cost to record and produce the Online Audio Voters Guide over a 5-year period. Please define each misc. line item by adding item description. Proposer must submit Cost Proposal using Attachment E: Cost Proposal Submission Form.

3.4.10 Proposer Information and Certification Sheet

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

3.4.11 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 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) 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.

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SECTION 4: SUBMISSION REQUIREMENTS

4.1 PROPOSAL FORMAT

Files need to be named and proposals need to be structured and uploaded into OregonBuys as follows:

4.1.1 [vendor name] proposal.pdf This document is to include the following sections:

• 3.4.1 – Proposer Qualifications and Experience

• 3.4.2 – Key Persons Qualifications and Experience

• 3.4.3 – Approach and Management Plan

• 3.4.4 – Staffing Plan

• 3.4.5 – Work Plan and Schedule

• 3.4.6 – Cost Control

• 3.4.7 – Cost Methodology

4.1.2 [vendor name] additional documentation.pdf This document is to include the following sections:

• 3.4.10 – Disclosure Exemption Affidavit (optional) (Attachment B)

• 3.4.11 – Proposer Information and Certification Sheet (Attachment C)

• 3.4.8 – Reference Check Form (Attachment D)

• 3.4.9 - Cost Proposal (Attachment E)

4.2 PROPOSAL SUBMISSION INSTRUCTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any 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:

Proposal submission shall 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

SECTION 5: EVALUATION PROCESS

5.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

Proposals received prior to Closing will be reviewed for Responsiveness to all RFP requirements including compliance with the Proposal 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 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

SoS Version Dated 01/09/2024 Page 15 of 21 rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

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

Proposals meeting the requirements outlined in the Proposal Content Requirements section will move into Round 1 evaluation.

5.2 EVALUATION CRITERIA

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

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

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 90 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.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

10 – 40 FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

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

5.2.1 Proposer Qualifications and Experience

• How well does Proposer’s qualifications demonstrate its ability to deliver successful

Services?

• How well does Proposer’s experience demonstrate its ability to deliver successful Services?

5.2.2 Key Persons Qualifications and Experience

• How well do the proposed Key Persons qualifications demonstrate their ability to deliver successful Services?

• How well do the proposed Key Persons experience demonstrate their ability to deliver

SoS Version Dated 01/09/2024 Page 16 of 21 successful Services?

5.2.3 Approach and Management Plan

• How well does the proposed approach align with Agency needs?

• How well does the proposed management plan demonstrate a thorough understanding of the project?

• How well does the organizational chart demonstrate necessary relationships?

• How well does the plan address anticipated and unanticipated risks involved in an implementation of this type and scale?

• How well does the plan address the communication needed in a project of this type and scale?

5.2.4 Staffing Plan

• How well does the proposer’s estimate demonstrate a thorough understanding of the project?

• How well does the proposed project team demonstrate that the project will be properly staffed.

5.2.5 Work Plan and Schedule

• How well does the Work Plan and Schedule demonstrate a thorough understanding of the project?

• How well do the deliverables, tasks, milestones, etc. align with the needs of Agency?

5.2.6 Cost Evaluation

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

lowest cost of all Proposers X cost points possible = cost points for Proposal cost being scored

5.3 NEXT STEP DETERMINATION

Agency may determine Apparent Successful Proposer at the conclusion of Round 1 evaluation or may conduct additional rounds of evaluation if in the best interest of the Agency. Additional rounds of evaluation may consist of, but will not be limited to:

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offer

5.4 COMPETITIVE RANGE DETERMINATION

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole

SoS Version Dated 01/09/2024 Page 17 of 21 discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

5.5 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 100) 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. 10=10%, 50=50%, 90=90%, etc.

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

rounds and categories proposal § evaluation § max points possible

Proposers Qualifications and Experience 3.4.1 5.2.1 15 Key Persons Qualifications and Experience 3.4.2 5.2.2 10

Approach and Management Plan 3.4.3 5.2.3 25 Staffing Plan 3.4.4 5.2.4 10

Work Plan and Schedule 3.4.5 5.2.5 20 Cost Proposal 3.4.9 5.2.6 20

Total 100

EXAMPLE:

Proposer A receives scores of 100, 90, and 80 for a criterion worth 50 points. The SPC averages 100, 90, and 80 for a score of 90. 90 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.

5.6 RANKING OF PROPOSERS

SPC will rank all Proposers advancing through all rounds of evaluation. After each applicable preference has been applied, the SPC will rank order the Proposals based on the final scores for each Proposal, with the Proposal receiving the highest score receiving the highest rank.

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 5. Agency may award less than the full Scope defined in this RFP.

6.1.2 Award Notice

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

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6.2 INTENT TO AWARD PROTEST

6.2.1 Protest Submission

An Affected Offeror shall have 7 calendar days from the date of the intent to award notice to file a Written protest.

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

• All higher ranked Proposals are non-Responsive.

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

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposals or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

An Affected Offeror may not protest the score given by the SPC. If Agency receives only one Proposal, Agency may dispense with the intent to award protest period and proceed with Contract Negotiations and award.

6.2.1.1 Protests must:

• Be emailed to the Chief Procurement Officer at Purchasing.SOS@sos.oregon.gov.

• Reference the RFP number

• Identify prospective Proposer’s name and contact information

• Be signed by an authorized representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the intent to award notice

6.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

6.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

6.2.2 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.

6.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact

SoS Version Dated 01/09/2024 Page 19 of 21 business in the State of Oregon before executing the Price Agreement. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

6.3.4 Pay Equity Certification

If selected for award and the Price Agreement 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 Price Agreement.

6.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Price Agreement 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.

6.4 CONTRACT NEGOTIATION

After selection of a successful Proposer, Agency may enter into Price Agreement 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 Price Agreement (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Price Agreement.

Agency intends to enter into a Price Agreement with the successful Proposer substantially in the form set forth in Sample Price Agreement (Attachment A).

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

Agency will not negotiate items listed below:

• Governing Law

• Jurisdiction and Venue

• Constitutional requirements and limitations

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 7: ADDITIONAL INFORMATION

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

SoS Version Dated 01/09/2024 Page 20 of 21

7.1 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.

7.2 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this RFP become the Property of Agency. By submitting an Proposal in response to this RFP, Proposer grants the Agency 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 an Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.410 through 192.505). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

7.3 CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency 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 Agency, as determined by Agency. Agency is not liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

7.4 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.

7.5 RECYCABLE 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)

7.5.1 PREFERENCES

7.5.1.1 Reciprocal Preference

For evaluation purposes per ORS 279A.120(2)(b), Agency shall add a percent increase to each out-of-state Proposer's Quote price that is equal to the percent preference, if any, given to a Resident Proposer in the Proposer's state.

7.5.1.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, Agency will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

https://www.oregon.gov/das/Procurement/Pages/Recippref.aspx

SoS Version Dated 01/09/2024 Page 21 of 21

7.5.1.3 Tiebreakers

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

7.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Quote 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.

7.7 BUSINESS INCLUSION AND DIVERSITY

Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID). 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:

Oregon Business Xpress : Certification for Minority, Women, Veteran, & Small Business Owners : State of Oregon

7.8 COOPERATIVE PURCHASING

Pursuant to ORS 279A.205 thru 279A.215, other public agencies within the state of Oregon may use the purchase agreement resulting from this Request for Proposals unless the Proposer expressly notes in their proposal that the prices quoted are available to the Agency only. The condition of such use by other agencies is that any such agency must make and pursue contact, purchase order, delivery arrangements, and all contractual remedies directly with the successful Proposer; the Agency accepts no responsibility for performance by either the successful Proposer or such other agency using this agreement. With such condition, the Agency consents to such use by any other public agency within the state of Oregon.

SECTION 8: LIST OF ATTACHMENTS AND EXHIBITS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST PROPOSAL

EXHIBIT A VOTER PAMPHLET EXAMPLES

EXHIBIT B GENERAL VP CANDIDATE STATEMENT GENTERAL VP

CONTENT BASE PRICING ON THIS DOCUMENT

https://www.oregon.gov/das https://www.oregon.gov/business/Pages/Certification.aspx https://www.oregon.gov/business/Pages/Certification.aspx https://www.oregon.gov/business/Pages/Certification.aspx

1.4 SINGLE POINT OF CONTACT (SPC)

2.4 SCOPE OF WORK/SPECIFICATIONS