RFP S-44300-00007703.pdf

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STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-44300-00007703 for

SECURITY PAPER AND CUSTOM SECURITY PRINTING

Date of Issue: August 1, 2023

Opening Date and Time (due date): August 29, 2023, 3:00PM

Single Point of Contact (SPC): Geneva Degner

Address: ODHS/OHA Shared Services Office of Contracts and Procurement 500 Capitol St NE, E03 City, State, Zip Salem, OR 97301 Phone 971-208-4110 Email geneva.f.degner@odhsoha.oregon.gov

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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.

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.2 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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 PRICE AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A - SAMPLE PRICE AGREEMENT

ATTACHMENT B - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - REFERENCE CHECK FORM

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F - RESPONSIBILITY INQUIRY

ATTACHMENT G – SAMPLE PROOF

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, (“Agency”), is issuing this Request for Proposals (RFP) to establish a Price Agreement for the purchase of Intaglio printing and security paper with graphic security features. The security paper is used by Oregon State Vital Records for printing certified legal documents.

Agency anticipates the award of one Price Agreement resulting from this RFP with an initial term of 5 years and the option to renew for additional periods of time up to a total term of 10 years.

Agency estimates approximately 250,000 to 300,000 sheets may be ordered annually, however Agency does not guarantee to the winning Proposer any specific amount to be purchased from the awarded Price Agreement.

Additional details on the Scope of the Goods and Services are included in the Scope of Work/Specifications section.

Any purchases under the resulting Price Agreement must be authorized by Purchase Orders (PO) issued by Agency in accordance with the ordering procedures described in Attachment A - Sample 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. N/A denotes that event is not applicable to this RFP.

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Event Date Time

Pre-Proposal Conference N/A N/A

Questions / Requests for Clarification Due August 15, 2023 4:30 PM

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

August 18, 2023

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due, also called “Closing”)

August 29, 2023 3:00PM US Pacific Time Zone

Public Opening of Proposals August 29, 2023 3:30 PM

Presentations, Demonstrations, or Interviews N/A

Issuance of Notice of Intent to Award (approx.)

September 12, 2023

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 413.033. Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260.

Agency 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.

"Addendum" or "Addenda" in Oregon Rule and Statute means an addition to, deletion from, a material change in, or general interest explanation of a Solicitation Document. In OregonBuys, “Amendment” means Addendum.

“Approved Equal” means any brand name or technique listed in the specifications with an "or Approved Equal" designation shall establish the minimum requirements for quality, utility, durability, function, and purpose. Other brands or techniques may be considered

DAS Procurement Services, Version 4.4 July 1, 2021 OCP CSTAT 5542 Page 6 of 25 provided they are equal to or better than the brand or technique named, as determined by the Agency in its sole discretion.

“Intaglio” means a printmaking technique in which an image or design is engraved into the surface of a metal plate; the plate is coated with ink filling the engraved groves in the plate;

the surface is then wiped clean so the ink remains only in the groves; a dampened paper is pressed against the plate under high pressure creating highly detailed printed image with a texture that can be felt when touched.

“Key Person” means Proposer’s Authorized Representative, Project Manager, or other personnel who will be principally responsible for performing the services described in this

RFP.

“Opening” date in OregonBuys means the date and time Proposals are due, also called the “Closing” date in Oregon Rule and Statute.

“OregonBuys” means Oregon’s statewide web-based eProcurement System by Periscope Holdings, managed by the Oregon Department of Administrative Services (DAS).

“PCW” means Post-Consumer Waste as defined in OAR 125-246-0320(1).

“Proposer” means a person or organization who submits a Proposal in response to this RFP.

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

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

“Successful Proposer” or “Winning Proposer” means the business to which the award is made.

2.3 AGENCY OVERVIEW, BACKGROUND AND PURPOSE

Oregon Center for Health Statistics issues certified copies of vital records for events that occurred within the state, such as birth, death, marriage, and divorce certificates. The paper these documents are printed on requires security features that indicate the document is a certified original and prevents counterfeiting by showing when a document has been altered or tampered or attempts have been made to duplicate an original.

The previous Price Agreement for security paper and printing has expired. This RFP is to establish a new Price Agreement.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1 Standards:

Pursuant to ORS 279B.060(2)(c), OHA requires the winning Proposer (Contractor) meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. The apparent silence of the Specifications and/or any supplemental Specifications as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only materials and workmanship of first quality are to be used.

Proposers must indicate any variances from the required Specifications and features listed

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2.4.2 Security Paper Specifications:

o Paper manufacturer name brand: Rolland; catalog item: High Security Paper, item number 1028, or Approved Equal.

o Weight of paper: 29# o 100% post-consumer waste (PCW) recycled material preferred.

o Size: 8.5” x 11” standard “letter” size.

o True Fourdrinier custom multi-tone watermark (“Official Vital Record”) o Visible and invisible security fibers o Chemically reactive o Double-sided surface treatment that increases the bonding of toner to the surface of the paper and will cause the paper to delaminate and show if attempts are made to remove or alter printed content.

o Paper shall be compatible for use on inkjet printers, laser jet printers, and Ricoh multi-function printer/copiers.

2.4.3 Security Features and Printing Specifications

Proposer’s Work Sample shall contain examples of all specifications below with generic rather than custom text and images. Artwork will be provided to Winning Proposer by Agency.

o Intaglio latent images “V” (upper left corner) and “R” (upper right corner).

o Intaglio latent images of “State of Oregon” (lower left corner) and “Oregon Health

Authority, Public Health Division” (lower right corner).

o Custom micro-text around each latent image that reads “State of Oregon”.

o Intaglio “Vital Record” Micro-Print line.

o Custom negative micro-text added to top border to read “State of Oregon” with an intentional error.

o Custom positive micro-text in bottom border that reads “State of Oregon”.

o Intaglio “State of Oregon” and “Certification of Vital Record” top heading text.

o Intaglio State and Department Seals.

o Custom metalized holographic hot stamp foil in upper right not to go below the border curls (example: Salmon hologram shown in Attachment G – “Sample Proof”) o Ink used for printing must not be commercially available to the public.

o Nano-copy “VOID” background throughout document.

o Prismatic /split fountain pink and blue background using fluorescent erasable ink.

o Lithographic Oregon State Seal in half tone on the face of the document.

o Sequential control numbering and matching bar code printed on the back of the document, bottom right corner. Invisible control number printed above the bar code.

Agency will provide control numbers.

o Surface shall be printed using both visible and invisible fluorescent erasure-sensitive ink mixed onsite and not commercially available.

DAS Procurement Services, Version 4.4 July 1, 2021 OCP CSTAT 5542 Page 8 of 25 o “Date Issued” line at the bottom of the document can be no more than ½ inch from the bottom edge of the paper.

o The certification statement should read “I certify that this is a true and correct copy of the original certificate on file or the vital records facts on file in the Oregon Center for Health Statistics.”

o The text below the “Date Issued” line should read “This copy is not valid without state seal and border.”

o Text in bottom border should read “Any copying, scanning, alteration or erasure voids this certificate.”

o Space for state registrar’s signature along with the following text “Jennifer A. Woodward, Ph.D. State Registrar” needs to be placed in right hand corner between certification statement and the text below the Date Issued line.

2.4.4 Emergency Stock

Proposer will provide upon request emergency stock without name and signature of State Registrar in lower portion. Emergency stock shall contain sequential control numbering and matching barcode and all other required specifications other than State Registrar name and signature.

2.4.5 Manufacturing Facility Security:

• Manufacture of the security paper, plates and the production of the security printing must all be done in the continental United States or Canada.

• All documents must be printed entirely on the premises of the Proposer’s facility under secure conditions.

• All finished work and plates must be kept in a secure, locked vault or room requiring dual-access entry.

• All spoilage documents must be securely destroyed by shredding on the premises of the Proposer’s facility.

• Proposer must certify to the following security measures:

o Facility’s outside perimeter must have fire door that has break-in alarm for alert in the event of unlawful entry or exit.

o All outside doors must have uniform locking devices.

o Facility’s receiving and loading platform must be arranged to prohibit delivery drivers or delivery personnel from entering the manufacturing facility.

o Manufacturing areas of the facility must have limited access. A security log must be kept for all visitors entering the facility manufacturing areas.

o Facility must be guarded 24 hours a day, 7 days a week, 365 days a year by either monitored video surveillance or armed security guards.

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2.4.6 Packaging and Delivery Specifications

Proposer shall ship finished product to state and county office locations throughout Oregon.

Finished product shall be packaged in reams of 500 sheets and shrink-wrapped, with no more than 4 reams (2,000 sheets) per carton.

Cartons shall be transported horizontally and uniformly packed so sheets remain flat and stable during shipment.

Each carton must have a label on each end which contains the Agency Name, quantity of sheets and starting and ending control numbers of the contents.

Proposer shall pull cartons of finished product in sequential control number order and stack on pallets for transport loading. Cartons cannot be stacked more than three cartons high on a pallet. Pallets of finished product ready for shipping must be immediately loaded into delivery truck or be kept in a locked, secure vault or room until loaded.

Finished product shall be shipped and tracked under secure conditions, and clearly marked for inside delivery.

Proposer shall replace any finished product damaged or lost during shipment at no additional cost to the Agency.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions

To be considered for evaluation, Proposal and work samples must be received by the SPC prior to Opening date and time, and must contain each of the following elements.

Security paper and security printing must be manufactured in the continental United States or Canada (pass/fail).

Technical Proposal o Company Profile (3.2.1) o Key Person(s) Resume (3.2.2) o Work Samples for testing (3.2.3) o Specimen Diagram (3.2.4) o Emergency Stock (3.2.5) o Facility Security (3.2.6) o Packaging and Delivery (3.2.7)

Reference Check Form - Attachment D (3.2.8)

Price Proposal - Attachment E (3.2.9)

Proposer Information and Certification Sheet - Attachment C (3.2.10)

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Disclosure Exemption Affidavit - Attachment B, only if applicable (3.2.11)

Responsibility Inquiry - Attachment F (3.2.12)

3.1.1 Proposal Format and Quantity

Proposer shall submit one (1) copy of its Proposal, either as digital document, or a printed paper/hardcopy document. 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. Proposer shall send work samples (5 to 10 sheets) via mail or parcel carrier to the SPC listed on the cover page. Additional information for proposal delivery options is provided in Section 4.5.

Proposer shall submit its Proposal and all other submittal requirements in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), Microsoft Excel (xlsx), or printed paper hardcopy.

If Proposer believes any of its Proposal is exempt from public 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 mark as “Confidential” all attachments to its Proposal that Proposer believes are exempt from disclosure. Proposer also shall also submit a fully redacted version of its Proposal, clearly identified as the redacted version.

3.1.2 Authorized Representative

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. Digital or electronic signature is acceptable. Failure of Proposer’s authorized representative to sign Attachment C will result in rejection of the Proposal by Agency.

3.2 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 materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal. 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.

3.2.1 Company Profile

Proposer must certify that the security paper and security printing are manufactured in the continental United States or Canada (pass/fail).

Describe the skill and experience your business offers, relative to this project. Include the number of years the company has been in business providing services described in this RFP.

Include the typical turn-around time in weeks from the time an order is placed to the time it

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3.2.2 Key Person(s) and Resume

Specify key person(s) to be assigned to this project and include a current resume (not to exceed two pages each for each key person) that demonstrates the person’s qualifications and years of experience performing services described in this RFP.

3.2.3 Work Samples

Proposer shall send in 5 to 10 sheets of a Work Sample containing security features described in section 2.4.3 (not the custom State of Oregon images and text specifically).

Artwork will be provided to Winning Proposer by Agency.

If Proposer’s Work Samples are printed on security paper other than Rolland High Security item number 1028, Proposer must provide a description of the proposed alternative security paper including the manufacturer, brand name, weight , percentage of post-consumer waste and list security features (Fourdrinier watermark, visible and invisible fibers, chemically reactive, optically dead, and surface treatment).

The Work Samples submitted will be tested as part of the evaluation process to ensure they meet all standards, specifications and requirements of the Agency for security, quality, tamper-resistance, and compatibility with Agency printers. If Proposer does not have a single Work Sample that contains all of the specifications in one document, Proposer may submit multiple Work Samples to demonstrate all of the security features.

3.2.4 Specimen Diagram

Proposer shall provide a proof vital record specimen diagram which points to and describes each of the security features and specifications represented. Specimen should provide an example of all specifications in section 2.4.3. Proposer’s specimen may include additional optional features, however the specimen will only be scored based on the specifications in section 2.4.3.

3.2.5 Emergency stock

Provide a statement on how emergency stock is produced, stored and printed when requested, along with timelines for providing this stock.

3.2.6 Facility Security

Provide a statement that certifies Proper’s production facility (and warehouse facility if located off site) meets or exceeds all security specifications listed in section 2.4.5. and include any additional security measures Proposer utilizes.

3.2.7 Packaging and Delivery

Provide a statement describing how Proposer meets or exceeds the specifications in section

2.4.6 for packaging, stacking, storing, and shipping finished product.

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3.2.8 Professional References

Provide 3 professional references from current or former client firms for similar projects performed for any clients within the last 10 years. References must be able to 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, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall submit reference names and contact information (Attachment D -Reference Check From) with its Proposal. Agency will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive zero points for that reference.

3.2.9 Price Proposal

Submit a fixed price lump sum Price Proposal (Attachment E) as a separate PDF attachment in OregonBuys, or if submitting Proposal as paper hardcopy, submit Price Proposal in a separate envelope marked “Price Proposal”.

3.2.10 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C) bearing the Proposer’s authorized representative’s Signature.

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

3.2.11 Disclosure Exemption Affidavit, if applicable

If Proposer believes any of its Proposal is exempt from public 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 mark as “Confidential” all attachments to its Proposal that Proposer believes are exempt from disclosure. Proposer also shall also submit a fully redacted version of its Proposal, clearly identified as the redacted version. If no content of the Proposal is identified by the Proposer as trade secret, proprietary information or otherwise exempt from public disclosure, Attachment B is not required.

3.2.12 Responsibility Inquiry

Proposer shall complete and submit the Responsibly Inquiry form (Attachment F).

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of a Price Agreement.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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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 – Reserved.

A Pre-Proposal conference will not be held for this RFP.

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 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.

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 Price Agreement. 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 Price Agreement 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 5:00 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 sent to the SPC via email

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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:

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.

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 (due date). Agency 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 may 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

If Proposal is submitted in OregonBuys, the Work Samples sent via mail or parcel carrier must be received by the SPC prior to the Opening date.

Alternative Delivery Option: Delivery through Mail or Parcel Carrier

A paper hardcopy Proposal with all required submittal items may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the OregonBuys bid number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

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

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OregonBuys bid number.

Instructions for how to modify or withdraw a proposal submitted digitally in OregonBuys is included in the following link: OregonBuys Vendor Formal Solicitation Response.pdf

4.7 PROPOSAL DUE

A Proposal (including all required submittal items and Work Samples) 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.

SPC will hold the public Opening virtually via Microsoft Teams meeting. Interested parties may attend the public Opening for this solicitation as follows (It is attendee’s choice to use video or audio only.):

Teams meeting will be held at 3:30 PM on Tuesday, August 29, 2023, for the Public Opening of Proposals following the Opening due date and time. Attendance is optional, by using the following link Click here to join the meeting , Meeting ID: 257 966 924 176, Passcode: cqHMW9, or via telephone at +1 971-277-2343,,315853538#, phone conference ID: 315 853 538#.

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

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.

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 Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

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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 3.2 (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, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Price Agreement. Proposers shall submit a signed Responsibility Inquiry form (Attachment F) with Proposal.

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

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4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements for submission will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency 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.

4.10.2.1 Company Profile (3.2.1) Weight: 40

Does Proposal indicate security paper and security printing are manufactured in the continental United States or Canada? (Pass/Fail) Proposals that do not meet this requirement will be rejected.

How well does Proposer demonstrate the skill and experience their company offers relative to this project?

How many years has Proposer’s company been providing the services described in this RFP?

How well does Proposer’s required lead-time for orders (turn-around time from order placed to shipment received) meet the needs of the Agency?

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.

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.

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.

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4.10.2.2 Key Person(s) and Resume (3.2.2) Weight: 30

How well does Key Person(s) resume demonstrate qualifications and experience relative to this RFP?

4.10.2.3 Work Samples (3.2.3) Weight: 40

How compatible is Work Sample with Agency printers - document feeders and output without paper jams?

Is Work Sample printed on Rolland 29# High Security Paper item no.1028 or is alternate brand Approved As Equal meeting all specifications for security paper?

How well does Work Sample surface treatment provide bonding of toner/ink so that attempts to alter or lift print creates evidence of tampering?

How well does Work Sample(s) demonstrate all security features (intaglio engraved tactile response, latent image, micro-print, nano-print, holographic hot stamp foil, split-fountain background, barcode, numbering, watermark, visible and invisible inks and fibers)?

How well does Work Sample demonstrate the quality of the finished product overall?

4.10.2.4 Specimen Diagram (3.2.4) Weight: 20

How well does Proposer’s specimen diagram of a document proof illustrate and describe each of the security printing specifications?

4.10.2.5 Emergency Stock Statement (3.2.5) Weight: 20

How well does Proposer’s statement on the production, storage and timeline for for providing emergency stock meet the needs of the agency?

4.10.2.6 Facility Security Statement (3.2.6) Weight: 20

How well does Proposer’s facility security measures meet or exceed the specifications listed in section 2.4.5.?

4.10.2.7 Packaging and Delivery Statement (3.2.7) Weight: 10

How well does Proposer demonstrate their ability to meet all packaging and delivery specifications in section 2.4.6?

4.10.2.8 Professional References (3.2.8)

Each of the 3 professional references provided on Attachment D will be contacted and asked the same 5 questions regarding their experiences as a customer of Proposer. References will respond to questions by giving a point value on a scale of 1 to 5, with 5 points being “Excellent”.

If Agency is unable to contact a reference after 3 attempts, proposer will receive zero points for that reference. 25 possible points per reference X 3 references = 75 possible points.

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The 5 questions each reference will score are:

1) How would you rate (Proposer’s company) on order fulfillment with regard to turn-around time on orders (from the time customer places an order to the time customer receives the shipment)?

2) How would you rate (Proposer’s company) for providing consistent, quality work without errors, flaws, damaged goods or missing shipments?

3) How would you rate (Proposer’s company) on the quality and level of security of their finished work product?

4) How would you rate (Proposer’s company) regarding communication, responsiveness and customer service?

5) How would you rate your overall satisfaction as a customer of Proposer?

4.10.3 PRICE EVALUATION

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

lowest price of all Proposers price being scored

X 240 (points possible) = price score

4.10.4 PREFERENCES

4.10.4.1 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists.

4.10.4.2 Tiebreakers

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

4.11 POINT AND SCORE CALCULATIONS

After scoring by evaluators is completed for all Proposals, the SPC will average scores for each criterion for each Proposer. If the average score is a decimal number, the number will be rounded to the nearest whole number as follows: If the digit in the tenths place is a 4 or lower, the number will be rounded down to its nearest whole number; if the digit in the tenths place is 5 or higher, the number will be rounded up to its nearest whole number. EXAMPLE: An average score of 3.6 will be rounded up to a score of 4. An average score of 3.2 will be rounded down to a score of 3.

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The SPC will then multiply the average score for the criterion by the weight factor of that criterion to give the total points awarded for that criterion. EXAMPLE: Proposer A receives scores of 4, 3, and 2 for criterion with a weight of 30. The SPC averages 4, 3, and 2 for average score of 3. 3 is multiplied by 30. Proposer A’s points for that criterion is 90. Points possible for that criterion is 120 (4 X 30).

Scores are the values 0 through 4 assigned by each evaluator for each technical proposal criterion. Points are the total possible for each section as listed in the table below (score X weight = points).

Price points are calculated as stated in the Price Evaluation section 4.10.3.

Professional References points are determined as stated in section 4.10.2.8.

4.12 RANKING OF PROPOSERS

The SPC will determine the rank of each Proposal, with the highest points receiving the highest rank, and successive rank order determined by the next highest points. Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency 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.

The SPC will average the points for each technical Proposal calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members. The SPC will combine the average points for the technical Proposal with Proposer’s price points and reference points for the combined total points used for ranking.

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency 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

TOTAL POINTS POSSIBLE : 1035

Technical Proposal Points Possible 720

4.10.2.1 Company Profile 160

4.10.2.2 Key Person(s) Resume 120

4.10.2.3 Work Samples 160

4.10.2.4 Specimen Diagram 80

4.10.2.5 Emergency Stock 80

4.10.2.6 Facility Security 80

4.10.2.7 Packaging and Delivery 40

4.10.2.8 Professional References Points Possible 75

4.10.3 Price Points Possible 240

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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 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 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.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Price Agreement, will award a Price Agreement to the highest-ranking Responsible Proposer based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Price Agreement to the selected Proposer 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 Price Agreement 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 Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Price Agreement Negotiations and award.

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5.2.1.1 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.

5.2.2 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.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

The successful Proposer selected for a Price Agreement 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 Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit C of Attachment A.

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 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.

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 Price Agreement. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 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

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Price Agreement.

5.3.5 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.

5.4 PRICE AGREEMENT NEGOTIATION

5.4.1 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 and note exceptions. Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Price Agreement with the successful Proposer substantially in the form set forth in Sample Price Agreement (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Price Agreement listed below. However, Agency 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.

Agency 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, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

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6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

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

6.2 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,…