RFP S-60300-0016292 FINAL-MILE SCALED DIST. PROJECT~1.pdf

PDF 1 MB Posted Mar 25, 2026

Attached to: RFP-Food and Agriculture Final Mile/Scaled Distribution Project
Solicitation number: S-60300-00016292
Issued by: Oregon

About this file

Written by GovTribe AI · Mar 26, 2026

This is an Intermediate Procurement RFP issued by the Oregon Department of Agriculture (ODA) for the Food and Agriculture Final Mile/Scaled Distribution Project. The procurement seeks contractor services to conduct structured interviews and field research with Oregon producers, food businesses, distributors, and wholesale buyers to identify logistics pathways connecting producers to regional markets and document barriers to market access. The project encompasses interviews with a minimum of 20 farms and food businesses, at least 10 final-mile distributors and logistics providers, and at least 10 regional grocery retailers and wholesale buyers across Oregon, Washington, Northern California, Western Idaho, and Western Montana. Additional activities include mapping distribution capacity, analyzing logistics options, and evaluating the Distribution First pilot program in the Puget Sound region on May 7-8, 2026. Deliverables include a project workplan (due within 30 days), producer interview summary and distribution partner directory (both due at contract midpoint), distribution pathway mapping, pilot evaluation summary, and a final comprehensive report due by December 1, 2026. The contract term is 9 months with an option to renew for up to 2 additional years. Questions and clarification requests are due April 13, 2026 at 3:00 PM Pacific Time, with offers due April 28, 2026 at 3:00 PM Pacific Time, and anticipated award notification by May 13, 2026.

The ODA has budgeted $68,000 for this project, with compensation structured on a time-and-materials basis with detailed cost breakdowns required. Offerors must demonstrate at least two years of experience in research, market analysis, supply chain analysis, or similar consulting services related to agriculture, food systems, logistics, or regional economic development, and must have prior experience conducting food system partner interviews and industry outreach. Proposals are limited to five pages and must be submitted electronically through OregonBuys. The evaluation criteria consist of relevant project experience (30 points), participant engagement experience (20 points), methodology and work approach (20 points), Oregon food system knowledge (30 points), and cost evaluation (20 points), totaling 120 possible points. The solicitation encourages participation from certified disadvantaged, minority-owned, woman-owned, service-disabled veteran-owned, and emerging small businesses. Commercial General Liability Insurance of not less than $5,000,000 per occurrence is required. Professional liability insurance of not less than $1,000,000 per claim and $2,000,000 annual aggregate is required if applicable. The State of Oregon reserves the right to reject any or all offers and may conduct additional evaluation rounds including presentations, interviews, or best and final offers as deemed in the State's best interest.

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OregonBuys Bid # S-60300-0016292

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF AGRICULTURE

is issuing this Intermediate Procurement under S-60300-0016292 for

FOOD	AND	AGRICULTURE	FINAL	MILE/SCALED
DISTRIBUTION	PROJECT

Date of Issue: March 25, 2026

Opening Date: April 28, 2026

Single Point of Contact (SPC): Heather Hawes, Procurement & Contract Specialist

Address:	635	Capitol	St.	NE,	Suite	100
City,	State,	Zip	Salem,	Or.	97301
Phone	(voice)	503.551.0465
E-mail:	heather.hawes@oda.oregon.gov

OregonBuys Bid # S-60300-0016292

TABLE	OF	CONTENTS
SECTION	1: GENERAL	INFORMATION	........................................................................................................	3
1.1 INTRODUCTION	..................................................................................................................................................................................................	3
1.2 SCHEDULE	..............................................................................................................................................................................................................	3
1.3 SINGLE	POINT	OF	CONTACT	(SPC)	.........................................................................................................................................................	3

SECTION	2: AUTHORITY,	OVERVIEW,	AND	SCOPE	...............................................................................	3
2.1 AUTHORITY	AND	METHOD	.........................................................................................................................................................................	3
2.2 DEFINITION	OF	TERMS	..................................................................................................................................................................................	3
2.3 OVERVIEW	AND	PURPOSE	...........................................................................................................................................................................	4
2.4 SCOPE	OF	WORK/SPECIFICATIONS	.......................................................................................................................................................	4

SECTION	3: PROCUREMENT	REQUIREMENTS	AND	EVALUATION	................................................	7
3.1 MINIMUM	OFFER	REQUIREMENTS	........................................................................................................................................................	7
3.2 MINIMUM	SUBMISSION	REQUIREMENTS	..........................................................................................................................................	7
3.3 PROCUREMENT	PROCESS	............................................................................................................................................................................	8
3.4 OFFERS	CONTENT	REQUIREMENTS	...................................................................................................................................................	10
3.5 EVALUATION	PROCESS	...............................................................................................................................................................................	11
3.6 COST	EVALUATION	........................................................................................................................................................................................	13
3.7 NEXT	STEP	DETERMINATION	.................................................................................................................................................................	13
3.8 PREFERENCES	...................................................................................................................................................................................................	14
3.9 POINT	AND	SCORE	CALCULATIONS	....................................................................................................................................................	14
3.10 RANKING	OF	OFFERORS	.............................................................................................................................................................................	15

SECTION	4: AWARD	AND	NEGOTIATION	.................................................................................................	15
4.1 AWARD	NOTIFICATION	PROCESS	........................................................................................................................................................	15
4.2 SUCCESSFUL	OFFEROR	SUBMISSION	REQUIREMENTS	..........................................................................................................	15
4.3 CONTRACT	NEGOTIATION	........................................................................................................................................................................	16

SECTION	5: ADDITIONAL	INFORMATION	................................................................................................	16
5.1 COMMITMENT	TO	DIVERSITY,	EQUITY,	AND	INCLUSION	.....................................................................................................	16
5.2 CERTIFIED	FIRM	PARTICIPATION	.......................................................................................................................................................	17
5.3 GOVERNING	LAWS	AND	REGULATIONS	...........................................................................................................................................	17
5.4 OWNERSHIP/PERMISSION	TO	USE	MATERIALS	........................................................................................................................	17
5.5 CANCELLATION	OF	SOLICITATION;	REJECTION	OF	OFFERS;	NO	DAMAGES.	...........................................................	17
5.6 COST	OF	SUBMITTING	AN	OFFER	.........................................................................................................................................................	18
5.7 STATEWIDE	E-WASTE/RECOVERY	PROCEDURE	.......................................................................................................................	18
5.8 RECYCLABLE	PRODUCTS	...........................................................................................................................................................................	18

SECTION	6: LIST	OF	ATTACHMENTS	..........................................................................................................	18
ATTACHMENT	A SAMPLE	CONTRACT	..............................................................................................................................................................	18
ATTACHMENT	B DISCLOSURE	EXEMPTION	AFFIDAVIT	......................................................................................................................	18
ATTACHMENT	C OFFEROR	INFORMATION	AND	CERTIFICATION	SHEET	................................................................................	18
ATTACHMENT	D REFERENCE	CHECK	FORM	...............................................................................................................................................	18
ATTACHMENT	E COST	SHEET	...............................................................................................................................................................................	18
ATTACHMENT	F COBID	CERTIFICATION	/	OUTREACH	PLAN	..........................................................................................................	18
ATTACHMENT	G RESPONSIBILITY	INQUIRY	................................................................................................................................................	18

OregonBuys Bid # S-60300-0016292

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The

State

Oregon,

acting

and

through

the

Department

Agriculture,

(“Agency”),

issuing

this

Intermediate

Procurement

for

Food

and

Agriculture

Final

Mile/Scaled

Distribution

Project.

Additional

details

the

Scope

the

goods

services

both

are

included

the

Scope

Work

section.

Work is expected to begin with the contract award and terminate on December 1, 2026.

Agency

anticipates

the

award

one

Contract

from

this

solicitation.

The

initial

term

the

Contract

anticipated

months

with

option

renew

maximum

years.

1.2 SCHEDULE

The

table

below

represents

tentative

schedule

events.

All

times

are

listed

Pacific

Time.

All

dates

listed

are

subject

change.

N/A

denotes

that

event

not

applicable

this

solicitation.

Event Date Time

Questions / Requests for Clarification Due April 13, 2026 3:00PM

Opening (offer due) April 28, 2026 3:00 PM

Issuance of Notice of Award (approx.) May 13, 2026

1.3 SINGLE POINT OF CONTACT (SPC)

The

SPC

for

this

solicitation

identified

the

Cover

Page,

along

with

the

SPC’s

contact

information.

Offeror

shall

direct

all

communications

any

provision

the

solicitation,

whether

about

the

technical

requirements

the

solicitation,

contractual

requirements,

the

solicitation

process,

any

other

provision

only

the

SPC.

SECTION	2: AUTHORITY,	OVERVIEW,	AND	SCOPE
2.1 AUTHORITY	AND	METHOD

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

Agency

using

the

Intermediate

Procurement

solicitation

method

set

forth

ORS

279B.070

and

OAR

125-247-0270.

2.2 DEFINITION OF TERMS

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

OregonBuys Bid # S-60300-0016292

2.2.1 General Definitions

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

2.3 OVERVIEW AND PURPOSE

The	Oregon	Department	of	Agriculture	(ODA),	through	its	Agriculture	Development	and	Marketing
Division,	works	to	support	the	long-term	viability	and	competitiveness	of	Oregon’s	agricultural
sector	by	strengthening	market	opportunities	for	producers,	supporting	industry	development,
and	improving	coordination	across	the	state’s	food	and	agriculture	supply	chain.

ODA

has

engaged

producers,

distributors,

and

industry

partners

across

Oregon

through

recent

supply-chain

assessments,

industry

outreach,

and

the

development

the

Oregon

Food

Beverage

Roadmap.

These

efforts

have

identified

distribution

and

logistics

persistent

barriers

affecting

the

ability

many

farms

and

food

businesses

access

regional

wholesale,

retail,

and

institutional

markets.

particular,

small

and

mid-size

producers

often

face

challenges

navigating

aggregation

opportunities,

identifying

distribution

partners,

and

aligning

production

volumes

with

existing

transportation

and

logistics

networks.

Through

this

project,

ODA

seeks

better

understand

current

distribution

practices

and

identify

practical

pathways

that

connect

Oregon

producers

with

regional

market

channels.

The

project

will

focus

documenting

existing

logistics

capacity,

identifying

barriers

efficient

distribution,

and

highlighting

opportunities

better

utilize

aggregation,

transportation,

and

final-

mile

delivery

infrastructure.

The

Oregon

Department

Agriculture

(ODA)

seeking

contractor

for

the

Food

and

Agriculture

Final

Mile

Scaled

Distribution

project.

This

project

part

ODA’s

broader

effort

strengthen

Oregon’s

food

and

agriculture

supply

chain

improving

coordination,

reducing

fragmentation,

and

expanding

scale-appropriate

distribution

pathways

for

small

and

mid-size

farms

and

food

businesses.

Additional background	on	ODA’s	supply-chain	strategy	and	the	Food	&	Beverage	Roadmap	is
available	here: https://www.oregon.gov/odaroadmap/pages/default.aspx

The Oregon Department of Agriculture has budgeted $68,000.00 for this project.

2.4 SCOPE OF WORK/SPECIFICATIONS

The

Contractor

will

conduct

structured

interviews

and

field

research

with

Oregon

producers,

food

businesses,

distributors,

and wholesale

buyers to

better

understand

current

distribution

practices,

barriers

accessing

regional

markets,

and

opportunities

to utilize under-used

aggregation,

storage,

and

final-mile logistics infrastructure.

Interviews

will

primarily

focus

Oregon-based

producers

and

businesses

but

will

also

include

distributors

and

regional

buyers operating

Oregon

and

surrounding

regional

markets

that

may

include

Washington,

Northern

California,

Western

Idaho,

and

Western

Montana.

The

work

will identify viable logistics pathways

that

connect

Oregon

producers

local

and

regional

markets

aligning

producer

supply

with

distributor

requirements,

documenting

available

aggregation

and

distribution

capacity,

and

mapping

practical

delivery

routes

and

service

areas.

Findings

will

support

the

development

clearer

distribution

guidance

for

producers

and

OregonBuys Bid # S-60300-0016292

will

incorporated

into

the

ODA

Food

Beverage

Roadmap

improve

transparency

and

access

scale-appropriate

market

channels.

1. Task 1: Project Startup and Regional Coordination

a. Activities:

A. Establish coordination	meetings	with	ODA	to	confirm	scope,	geographic	focus,
and			reporting	expectations.
B. Develop a	methodology for	gathering	distribution	and logistics data.
C. Identify interview	targets	across	producers,	distributors,	and buyers.
D. Develop	a	proposed	regional travel	schedule (Oregon	only) for	conducting	interviews.

b. Deliverables:

A. Conduct

project

kickoff

meeting

with

ODA within

the

first

week

contract

execution

and

before

any

work

begins.

B. Provide

written

project

workplan

outlining

priorities,

outreach

approach,

and

timeline

activities

(within

days

contract

start).

2. Task 2: Producer Distribution Needs Assessment

a. Activities:

A. Conduct one-on-one	interviews (either	in	person	or	via	teleconference) with an
approved	list	of	a	minimum	of	20	farms	and	food	businesses.
B. Document	production	volumes,	shipping	needs,	and	existing	distribution	relationships.
C. Identify barriers	producers	face	when	accessing	regional	or	wholesale	markets.
D. Document	producer	interest	in	regional	distribution	opportunities.

b. Deliverables:

A. Producer	Distribution	Needs	Summary	describing logistics challenges,	market	access
goals,	and	common	barriers.

3. Task 3: Distributor and Wholesale Buyer Interviews

a. Activities:

A. Conduct	one-on-one	interviews	with an	approved	list	of	at	least	10 final	mile
distributors	and logistics providers.
B. Conduct at	least	10 interviews (either	in	person	or	via	teleconference) with	local	and
regional grocery	retailers and	wholesale	buyers (food	service,	institutions,	and
distributors) sourcing	regional	products.
C. Identify service	areas,	onboarding	requirements,	and	infrastructure	capacity.
iv. Conduct	interviews	across	Oregon,	Washington,	Northern	California,	Western	Idaho,
and	Western	Montana.

b. Deliverables:

A. Distribution	Partner	Directory	summarizing	final	mile	distributors,	over	the
road	distributors,	and wholesale buyers.

4. Task 4: Distribution Mapping and Logistics Pathway Analysis

OregonBuys Bid # S-60300-0016292

a. Activities:

A. Map

available

final

mile

distribution

capacity

across

the

region (can

list

format).

B. Identify over-the-road

(OTR)

distribution

options

available

Oregon

producers.

C. Document

aggregation

points,

delivery

routes,

and logistics considerations.

D. Identify potential

supply

chain

matches

between

producers

and logistics partners.

b. Deliverables:

A. Distribution Pathway Mapping identifying logistics options available to producers.

5. Task 5: Distribution First Pilot Evaluation

a. Activities:

A. Travel	to	the	Puget	Sound	region	to observe and	evaluate	the	Distribution	First
pilot on May 7-8,	2026.
B. Document	transportation	first logistics strategies	used	in	the	pilot.
C. Gather	feedback	from	participating	businesses	and logistics providers.
D. Evaluate	applicability	of	this	model	for	Oregon	producers.

b. Deliverables:

A. Distribution	First	Pilot	Evaluation	Summary	including	key	observations,	lessons
learned,	and	recommendations

6. Task 6: Final Documentation and Roadmap Integration

a. Activities:

A. Compile	findings	from	interviews,	mapping,	and	pilot	evaluation.
B. Prepare	materials	suitable	for	inclusion	in	the	ODA	Food	&	Beverage	Roadmap.
C. Provide	recommendations	for	strengthening scale	appropriate	distribution systems.

b. Deliverables:

A. Final	Summary	Report	including	distribution	partner	directory,	pathway
guidance, logistics models,	and	recommendations.

7. Deliverable Schedule (Summary)

Deliverable: Due date:

Project Workplan Within 30 days

Producer Interview Summary Midpoint of contract

Distribution Partner Directory Midpoint of contract

Distribution Pathway Mapping Following interviews

Distribution First Pilot Summary Following pilot event

Final Summary Report By December 1, 2026

OregonBuys Bid # S-60300-0016292

SECTION	3: PROCUREMENT	REQUIREMENTS	AND	EVALUATION
3.1 MINIMUM	OFFER	REQUIREMENTS

3.1.1 BUSINESS

considered

for

evaluation,

Offeror

must

demonstrate

how

Offeror

meets

all

the

following

business

requirements:

o Offeror

must

legally

authorized

conduct

business

the

State

Oregon

prior to contract execution.

o Offeror	must	have	at	least	two	(2)	years	of	experience	conducting	research,
market	analysis,	supply	chain	analysis,	or	similar	consulting	services	related	to
agriculture,	food	systems,	logistics,	or	regional	economic	development.

o Offeror	must	have	experience	conducting	food	system	partner	interviews,
industry	outreach,	or	field	research	involving	multiple	businesses	or
organizations	involved	with	agriculture	logistics	and	agriculture	wholesale

purchasing/pricing.

3.1.2 TECHNICAL

To	be	considered	for	evaluation,	Offeror	must	demonstrate	how	the	proposed	solution
meets	all	of	the	following	technical	requirements:

o Offeror	must	have	the	ability	and	experience	to	conduct	structured	interviews
and	industry	partner	outreach	with	producers,	distributors,	and	buyers.

o Offeror	must	have	the	ability	and	experience	to	analyze	and	summarize	findings
from	interviews	or	field	research.

o Offeror	must	have	the	ability	and	experience	to	prepare	written	reports
summarizing	findings	and	recommendations.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

Offeror

should

the

format

and

reference

the

sections

listed

the

Offeror

Content

Requirements

section.

Responses

each

section

and

subsection

should

labeled

indicate

the

item

being

addressed.

Offeror

must

describe

detail

how

requirements

this

solicitation

will

met

and

may

provide

additional

information.

Cost

information

must

submitted

separate

electronic

file.

OregonBuys

Electronic

Response.

Offeror

should

submit

its

Proposals

longer

than

five

pages

electronically

through

OregonBuys.

Offeror

should

the

procedures

outlined

Section

3.3.2.1

for

electronic

submission.

Failure

Offeror’s

authorized

representative

sign

the

Offer

may

result

rejection

the

Offer

Agency.

OregonBuys Bid # S-60300-0016292

Offeror

shall

submit

one

electronic

copy

its

Offer.

addition,

Offeror

believes

any

its

Offer

exempt

from

disclosure

under

Oregon

Public

Records

Law

(ORS

192.311

through

192.478),

Offeror

shall

complete

and

submit

the

Disclosure

Exemption

Affidavit

(Attachment

B),

and

Offeror

shall

submit

fully

redacted

version

its

Offer,

clearly

identified

the

redacted

version.

3.2.2 Authorized Representative

representative

authorized

bind

the

Offeror

shall

sign

the

Offer.

Failure

the

authorized

representative

sign

the

Offer

may

subject

the

offer

rejection

Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The

solicitation,

including

all

Amendments

and

attachments,

are

published

the

OregonBuys

e-procurement

system

Solicitation

documents

will

not

mailed

prospective

Offerors.

Agency

shall

advertise

all

Amendments

OregonBuys

e-procurement

system.

Prospective

Offeror

solely

responsible

for

checking

OregonBuys

determine

whether

not

any

Amendments

have

been

issued.

Amendments

are

incorporated

into

the

solicitation

this

reference.

3.3.2 Questions / Requests for Clarification

All

inquiries,

whether

relating

the

solicitation

process,

administration,

deadline

method

award,

the

intent

technical

aspects

the

solicitation

must:

• Be

delivered

the

SPC

via

submission

through

OregonBuys

• Reference

the

OregonBuys

bid

number

• Identify

Offeror’s

name

and

contact

information

• Be

sent

authorized

representative

• Refer

the

specific

area

the

solicitation

being

questioned

(i.e.

page,

section

and

paragraph

number);

and

• Be

received

the

due

date

and

time

for

Questions/Requests

for

Clarification

identified

in the Schedule

3.3.3 Offer Submission

Offeror

solely

responsible

for

ensuring

its

Offer

received

the

SPC

accordance

with

the

solicitation

requirements

before

Opening.

Agency

not

responsible

for

any

delays

mail

common

carriers

transmission

errors

delays

mistaken

delivery.

Offers

submitted

any

means

not

authorized

may

rejected.

3.3.3.1 Submission Options

OregonBuys

Electronic

Response.

Offeror

should

submit

its

Offer

electronically

through

OregonBuys.

Offeror

should

the

procedures

outlined

detailed

instructions

how

submit

Offer

can

found

OregonBuys

Vendor

Formal

Solicitation

Response.pdf

OregonBuys Bid # S-60300-0016292

The

cost

sheet

must

submitted

separate

electronic

response

file.

Offeror

shall

submit

one

copy

its

Offer

and

all

other

submittal

requirements,

with

Attachment

Offeror

Information

and

Certification

Sheet

bearing

the

Offeror’s

authorized

representative’s

Signature,

one

the

following

formats:

Adobe

Acrobat

(pdf),

Microsoft

Word

(docx),

Microsoft

Excel

(xlsx).

Offeror

believes

any

its

Offer

exempt

from

disclosure

under

Oregon

Public

Records

Law

(ORS

192.311

through

192.478),

Offeror

shall

complete

and

submit

the

Disclosure

Exemption

Affidavit

(Attachment

B).

Offeror

shall

also

mark

“Confidential”

OregonBuys

all

attachments

its

Offer

that

Offeror

believes

are

exempt

from

disclosure

The

Offeror

Information

and

Certification

Sheet

(Attachment

must

bear

the

Offeror’s

authorized

representative’s

Signature.

3.3.5

Modification

Withdrawal

Quotes

Offers

Any

Offeror

who

wishes

make

modifications

Offer

already

received

Agency

shall

submit

its

modification

one

the

manners

listed

the

offer

Submission

Options

section

and

must

denote

the

specific

change(s)

the

offer

submission.

Offeror

wishes

withdraw

submitted

Offer,

shall

prior

Opening.

The

Offeror

shall

submit

Written

notice

Signed

authorized

representative

its

intent

withdraw

its

Offer

accordance

with

OAR

125-247-0440.

The

notice

must

include

the

OregonBuys

Bid

number

and

submitted

the

SPC.

3.3.6 Offer Opening Date

Offer

and

all

required

submittal

items

must

received

the

SPC

before

Opening.

All

Offer

modifications

withdrawals

must

completed

prior

Opening.

Offers

received

after

Opening

are

considered

LATE

and

will

NOT

accepted

for

evaluation.

Late

Offers

will

returned

the

respective

Offeror

destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

• Offeror	fails	to	substantially	comply	with	all	prescribed	solicitation	procedures	and
requirements,	including	but	not	limited	to	the	requirement	that	Offeror’s	authorized
representative	sign	the	offer.

• Offeror

fails

meet

the

responsibility

requirements

ORS

279B.110.

• Offeror

has

undisclosed

liquidated

and

delinquent

debt

owed

the

State

Oregon

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

OregonBuys Bid # S-60300-0016292

• Offeror

makes

any

contact

regarding

this

solicitation

with

State

representatives

such

State

employees

officials

other

than

the

SPC

those

the

SPC

authorizes,

inappropriate

contact

with

the

SPC.

• Offeror

attempts

inappropriately

influence

member

the

Evaluation

Committee.

• Offeror

conditioned

Agency’s

acceptance

any

other

terms

and

conditions

rights

negotiate

any

alternative

terms

and

conditions

that

are

not

reasonably

those

expressly

authorized

for

negotiation

the

solicitation

Amendment.

3.3.8 Opening of Offers

There

will

public

Opening

Offers.

Offers

received

will

not

available

for

inspection

until

after

the

evaluation

process

has

been

completed

and

the

Notice

Award

issued.

However,

Agency

will

record

and

make

available

the

identity

all

Offerors

after

Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror

must

address

each

the

items

listed

this

section

and

all

other

requirements

set

forth

this

solicitation.

Offeror

shall

describe

the

Goods

provided

the

Services

performed

both.

Offer

that

merely

offers

provide

the

goods

services

stated

this

solicitation

will

considered

non-Responsive

this

solicitation

and

will

not

considered

further.

3.4.1 Offeror Information and Certification Sheet

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

3.4.2 References

Provide

least

references

from

current

former

client

firms

for

similar

projects

performed

for

any

clients

within

the

last

years.

References

must

verify

the

quality

previous,

Work

(Attachment

D).

Agency

may

check

determine

references

provided

support

Offeror’s

ability

comply

with

the

requirements

this

solicitation.

Agency

may

use

references

obtain

additional

information,

break

tie

scores,

verify

any

information

needed.

Agency

may

contact

any

reference

(submitted

not)

verify

Offeror’s

qualifications.

3.4.3 Costs

Submit

detailed

Cost

Sheet

(Attachment

electronically

through

OregonBuys

stating

the

total

price

for

the

entire

project.

Include

breakdown

all

labor,

profit

and

expenses.

3.4.4 Public Record/Confidential or Proprietary Information

All

Offers

are

public

record

and

are

subject

public

inspection

after

Agency

issues

the

Notice

the

Intent

Award.

Offeror

believes

that

any

portion

its

Offer

contains

any

information

that

trade

secret

under

ORS

Chapter

192.345(2)

otherwise

exempt

from

disclosure

under

the

Oregon

Public

Records

Law

(ORS

192.311

through

192.478),

Offeror

shall

complete

and

submit

the

Disclosure

Exemption

Affidavit

(Attachment

and

fully

redacted

version

its

Offer.

OregonBuys Bid # S-60300-0016292

Offeror

cautioned

that

cost

information

generally

not

considered

trade

secret

under

Oregon

Public

Records

Law

(ORS

192.311

through

192.478)

and

identifying

the

Offer,

whole,

exempt

from

disclosure

not

acceptable.

Agency

advises

each

Offeror

consult

with

its

own

legal

counsel

regarding

disclosure

issues.

Offeror

fails

identify

the

portions

the

Offer

that

Offeror

claims

are

exempt

from

disclosure,

Offeror

has

waived

any

future

claim

non-disclosure

that

information.

3.4.5 COBID Certification. / Outreach Plan

The Offeror shall complete and submit the COBID Certification / Outreach Plan (Attachment F).

3.4.6 Public Record/Confidential or Proprietary Information

All

Offers

are

public

record

and

are

subject

public

inspection

after

Agency

issues

the

Notice

the

Intent

Award.

Offeror

believes

that

any

portion

its

Offer

contains

any

information

that

trade

secret

under

ORS

Chapter

192.345(2)

otherwise

exempt

from

disclosure

under

the

Oregon

Public

Records

Law

(ORS

192.311

through

192.478),

Offeror

shall

complete

and

submit

the

Disclosure

Exemption

Affidavit

(Attachment

B)and

fully

redacted

version

its

Offer.

Offeror

cautioned

that

cost

information

generally

not

considered

trade

secret

under

Oregon

Public

Records

Law

(ORS

192.311

through

192.478)

and

identifying

the

Offer,

whole,

exempt

from

disclosure

not

acceptable.

Agency

advises

each

Offeror

consult

with

it’s

own

legal

counsel

regarding

disclosure

issues.

Offeror

fails

identify

the

protioins

the

Offer

that

Offeror

claims

are

exempt

from

disclosure,

Offeror

has

waived

any

future

claim

non-disclosure

that

information

(Attachment

B).

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers

received

prior

Opening

will

reviewed

for

Responsiveness

all

solicitation

requirements

including

compliance

with

Minimum

Requirements

section

and

offer

Content

Requirements

section.

the

Offer

unclear,

the

SPC

may

request

clarification

from

Offeror.

However,

clarifications

may

not

used

rehabilitate

non-Responsive

Offer.

the

SPC

finds

the

Offer

non-Responsive,

the

Offer

may

rejected,

however,

Agency

may

waive

mistakes

accordance

with

OAR

125-247-0470.

any

time

prior

award,

Agency

may

reject

Offeror

found

not

Responsible.

3.5.2 Evaluation Criteria

Offers

meeting

the

requirements

outlined

the

Offer

Content

Requirements

section

will

evaluated

Evaluation

Committee.

Evaluators

will

assign

score

100%

for

each

evaluation

criterion

listed

below

this

section.

OregonBuys Bid # S-60300-0016292

SPC

may

request

further

clarification

assist

the

Evaluation

Committee

gaining

additional

understanding

offers.

response

clarification

request

must

clarify

explain

portions

the

already

submitted

Offer

and

may

not

contain

new

information

not

included

the

original

Offer.

3.5.2.1 Evaluation Item 1 (Relevant Project Experience) (30 points)

	Have	you	conducted	research	or	consulting	projects	related	to	food/agricultural	supply
chains,	food	systems,	logistics,	or	regional	market	access?

o If yes, please provide an example of similar study or research project you have completed.

o What was your role in the project and what were the outcomes?

3.5.2.2 Evaluation Item 2 (Participant Engagement) (20 points)

Do you have experience conducting food system partner interviews, outreach, or field

SCORE EXPLANATION

OUTSTANDING

Response

meets

all

the

requirements

and

has

demonstrated

clear

and

concise

manner

thorough

knowledge

and

understanding

the

subject

matter

and

project.

The

Offeror

provides

insight

into

its

expertise,

knowledge,

and

understanding

the

subject

matter.

6-9

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	Offeror.

3-4	FAIR	–	Offeror	meets	minimum	requirements,	but	does	not	demonstrate
sufficient	knowledge	of	the	subject	matter.

RESPONSE

VALUE

–

unacceptable

response

that

does

not

meet

the

requirements

set

forth

the

solicitation.

Offeror

has

not

demonstrated

knowledge

the

subject

matter.

OregonBuys Bid # S-60300-0016292 research with producers, distributors, buyers, or food businesses?

o If	so,	please	describe.
o What	approached	did	you	follow	to	gather	useful	information	from	these

participants?

3.5.2.3 Evaluation Item 3 (Methodology and Work Approach) (20 points)

Please describe ;our proposed methodology for completing this project.

o How

would

you

track

and

communicate

progress?

o Describe

what

software

reporting

programs

that

you

would

use

the

execution

of this project.

3.5.2.4 Evaluation Item 4 (Oregon Food System Knowledge) (30 points)

Please describe your familiarity with Oregon’s food and agriculture supply chain.

o Please	describe	any	experience	working	with	Oregon	producers,	food	business,
distributors,	or	regional	buyers.

o What

you

see

the

primary

market

access

challenges

faced

small

and

mid-

size

Oregon

Farms

and

food

businesses.

3.6 COST EVALUATION

Following

the

scoring

and

ranking

Proposals

for

Project

based

the

qualifications-based

criteria

outlined

Section

3.5.2,

the

sealed

Price

Proposals

submitted

Proposers

will

opened

and

evaluated.

The

pricing

portion

the

Proposal

will

scored

based

the

clarity,

definitions,

and

explanations

the

proposed

pricing

and

will

worth

points

the

overall

evaluation.

• Include	a	detailed	cost	breakdown	of	all	pricing	elements.
• Describe	the	assumptions	used	to	develop	the	proposed	pricing.
• Provide	a	clear	explanation	of	the	pricing	methodology	and	overall	value.

3.7 NEXT STEP DETERMINATION

Agency

may

conduct

additional

rounds

competition

the

best

interest

the

State.

Additional

rounds

competition

may

consist

of,

but

will

not

limited

to:

OregonBuys Bid # S-60300-0016292

• Establishing	a	Competitive	Range
• Presentations/Demonstrations/Additional	Submittal	Items

• Interviews

• Best and Final Offers

Agency

elects

conduct

additional

round(s),

Agency

shall

provide

written

notice

all

Offerors

describing

the

step.

any

time,

Agency

may

dispense

with

the

selected

additional

round

and:

(1)

issue

Notice

Intent

Award

the

highest-

ranking

Responsible

Offeror;

(2)

elect

conduct

alternative

round

competition;

(3)

cancel

the

solicitation.

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services

Agency

prefers

Oregon

goods

and

services,

and

for

evaluation

purposes,

per

ORS

279A.128,

Agency

shall

subtract

10%

from

the

cost

for

any

Offeror

proposing

all

Goods

fabricated

processed

all

Services

performed

entirely

Oregon

before

calculating

the

cost

score.

3.8.2 Recycled Materials

comparing

Goods

from

two

Offerors,

least

one

Offeror

proposes

Goods

manufactured

with

Recycled

Materials,

and

least

Offeror

does

not,

Agency

will

select

the

Offeror

proposing

Goods

manufactured

from

Recycled

Materials

each

the

conditions

specified

ORS

279A.125

(2)

exists

following

any

adjustments

made

the

cost

the

Goods

according

any

applicable

reciprocal

preference.

3.8.3 Tiebreakers

Oregon

Supplies:

Agency

receives

Offerors

identical

cost,

fitness,

availability

and

quality

and

chooses

award

Contract,

Agency

shall

award

the

Contract

accordance

with

the

procedures

outlined

OAR

125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

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

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

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

OregonBuys Bid # S-60300-0016292

TOTAL POINTS POSSIBLE : 120

POINTS POSSIBLE 100

3.5.2.1 Relevant Project Experience 30

3.5.2.2 Participant Engagement 20

3.5.2.3 Methodology and Work Approach 20

3.5.2.4 Oregon Food System Knowledge 30

3.6 COST POINTS POSSIBLE 20

EXAMPLE:

Offeror

receives

scores

10,

and

for

criterion

worth

points.

The

SPC

averages

10,

and

for

score

used

90%

multiplier

the

possible

points

50.

multiplied

90%

45.

Offeror

A’s

points

for

the

criterion

45.

3.10 RANKING OF OFFERORS

The

SPC

will

total

the

final

average

score

(calculated

totaling

the

points

awarded

each

Evaluation

Committee

member

and

dividing

the

number

members),

together

with

references,

and

final

price.

After

each

applicable

preference

has

been

applied,

SPC

will

determine

rank

order

for

each

respective

Offer

and

Offeror,

with

the

highest

score

receiving

the

highest

rank,

and

successive

rank

order

determined

the

highest

score.

SECTION	4: AWARD	AND	NEGOTIATION
4.1 AWARD	NOTIFICATION	PROCESS

4.1.1 Award Consideration

Agency,

awards

Contract,

shall

award

Contract

the

highest-ranking

Responsible

Offeror(s)

based

upon

the

scoring

methodology

and

process

described

Section

Agency

may

award

less

than

the

full

Scope

defined

this

solicitation.

4.1.2 Notice of Award

Agency

will

notify

all

Offerors

through

OregonBuys

that

Agency

has

awarded

Contract

the

selected

Offeror(s)

subject

successful

negotiation

any

negotiable

provisions.

Agency

receives

only

one

Proposal,

Agency

may

dispense

with

the

evaluation

process

and

proceed

with

the

Contract

Negotiations

and

Award.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior

execution

the

Contract,

the

apparent

successful

Offeror

shall

secure

and

demonstrate

Agency

proof

insurance

coverage

meeting

the

requirements

identified

the

solicitation

otherwise

negotiated.

OregonBuys Bid # S-60300-0016292

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

4.2.2 Taxpayer Identification Number

The

apparent

successful

Offeror

shall

provide

its

Taxpayer

Identification

Number

(TIN)

and

backup

withholding

status

completed

W-9

form

either

the

following

applies:

• When

requested

Agency

(normally

intent

award

notice),

• When

the

backup

withholding

status

any

other

information

Offeror

has

changed

since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 Business Registry

selected

for

award,

Offeror

shall

duly

authorized

the

State

Oregon

transact

business

the

State

Oregon

before

executing

the

Contract.

The

selected

Offeror

shall

submit

current

Oregon

Secretary

State

Business

Registry

number,

explanation

not

applicable.

All

Corporations

and

other

business

entities

(domestic

and

foreign)

must

have

Registered

Agent

Oregon.

See

requirements

and

exceptions

regarding

Registered

Agents.

For

information,

see

Oregon

Business

Guide,

How

Start

Business

Oregon

and

Laws

and

Rules.

The

titles

this

subsection

are

available

the

following

Internet

site:

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

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After

selection

successful

Offeror,

Agency

may

negotiate

the

Statement

Work

well

following

terms

and

conditions:

Agency

will

only

negotiate

the

following

provision:

• Term of the contract

• Descriptions of goods and services

• Compensation

the

event

that

the

parties

have

not

reached

mutually

agreeable

terms

within

calendar

days,

Agency

may

terminate

Negotiations

and

commence

Negotiations

with

the

highest-ranking

Offeror.

SECTION	5: ADDITIONAL	INFORMATION
5.1 COMMITMENT	TO	DIVERSITY,	EQUITY,	AND	INCLUSION

The

State

Oregon

committed

taking

active

steps

toward

increasing

and

promoting

diversity,

equity,

and

inclusion

values

across

procurement

processes

for

minority,

women,

OregonBuys Bid # S-60300-0016292

emerging

small,

and

service-disabled

veteran

owned

businesses

reducing

barriers

compete

for

and

awarded

state

contracts.

All

interested

businesses

are

encouraged

submit

proposals

for

this

contracting

opportunity.

5.2 CERTIFIED FIRM PARTICIPATION

Pursuant

Oregon

Revised

Statute

(ORS)

Chapter

200,

Agency

encourages

the

participation

small

businesses,

certified

the

Oregon

Certification

Office

for

Business

Inclusion

and

Diversity

(“COBID”)

all

contracting

opportunities.

This

includes

certified

small

businesses

the

following

categories:

disadvantaged

business

enterprise,

minority-owned

business,

woman-

owned

business,

business

that

service-disabled

veteran

owns

emerging

small

business.

Agency

also

encourages

joint

ventures

subcontracting

with

certified

small

business

enterprises.

For

information,

visit

the

COBID

website

COBID.

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

5.3 GOVERNING LAWS AND REGULATIONS

This

intermediate

procurement

governed

the

laws

the

State

Oregon.

Venue

for

any

administrative

judicial

action

relating

this

intermediate

procurement,

evaluation

and

award

the

Circuit

Court

Marion

County

for

the

State

Oregon;

provided,

however,

proceeding

must

brought

federal

forum,

then

must

brought

and

conducted

solely

and

exclusively

within

the

United

States

District

Court

for

the

District

Oregon.

event

shall

this

Section

construed

waiver

the

State

Oregon

any

form

defense

immunity,

whether

sovereign

immunity,

governmental

immunity,

immunity

based

the

eleventh

amendment

the

Constitution

the

United

States

otherwise,

from

any

Claim

consent

the

jurisdiction

any

court.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All

Offers

submitted

response

this

solicitation

become

the

property

Agency.

submitting

Offer

response

this

solicitation,

Offeror

grants

the

State

non-exclusive,

perpetual,

irrevocable,

royalty-free

license

for

the

rights

copy,

distribute,

display,

prepare

derivative

works

and

transmit

the

Offer

solely

for

the

purpose

evaluating

the

Offer,

negotiating

Contract,

awarded

Offeror,

otherwise

needed

administer

the

intermediate

procurement

process,

and

fulfill

obligations

under

Oregon

Public

Records

Law

(ORS

192.311

through

192.478).

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

Pursuant

ORS

279B.100,

Agency

may

reject

any

all

Offers

in-whole

in-part

may

cancel

this

solicitation

any

time

when

the

rejection

cancellation

the

best

interest

the

State

Agency,

determined

Agency.

Neither

the

State

nor

Agency

liable

any

Offeror

for

any

loss

expense

caused

resulting

from

the

delay,

suspension,

cancellation

the

solicitation,

award,

rejection

any

Offer.

OregonBuys Bid # S-60300-0016292

5.6 COST OF SUBMITTING AN OFFER

Offeror

shall

pay

all

the

costs

submitting

its

offer,

including,

but

not

limited

to,

the

costs

prepare

and

submit

the

offer,

costs

samples

and

other

supporting

materials,

costs

participate

demonstrations,

costs

associated

with

protests.

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

applicable,

Offeror

shall

include

information

its

offer

that

demonstrates

compliance

with

the

Statewide

E-Waste/Recovery

Procedure

107-011-050_PR.

Download

the

procedure

visiting

www.oregon.gov/DAS,

then

enter

the

procedure

number

into

the

bar,

and

find

the

procedure

the

results

window.

5.8 RECYCLABLE PRODUCTS

Offeror

shall

use

recyclable

products

the

maximum

extent

economically

feasible

the

performance

the

Services

Work

set

forth

this

document

and

the

subsequent

Contract.

(ORS

279B.025)

SECTION	6: LIST	OF	ATTACHMENTS
ATTACHMENT	A	SAMPLE	CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ODA-XXXX-SC

Food and Agriculture Final Mile/Scaled Distribution Project

DAS Procurement Services, Version 2.2 – March 6, 2019 Page 1

PCA 20695

ATTACHMENT A-SAMPLE CONTRACT

State of Oregon

Contract for Services

This Contract for Services (this “Contract”) is by and between the State of Oregon, acting through its Department of Agriculture, (“Agency)” and ________, a [_______][doing business as _____] (“Contractor”) and is effective as of the Effective Date.

Contractor’s Contract Administrator for this Contract is:

Name and Title **Address

**City, State ZIP Phone: (xxx) xxx-xxxx

Fax: (xxx) xxx-xxxx anyname@yahoo.com

Agency's Contract Administrator for this Contract is:

Jim Cupples, Regional Food Systems Coordinator Agriculture, Agricultural Development & Marketing 635 Capitol St. NE, Suite 100 Salem, OR. 97301 Phone: (971) 493-2258 Fax: (503) 986-4737 jim.cupples@oda.oregon.gov

Either party may change its Contract Administrator by providing the other notice in compliance with Section

17.6 of this Contract.

1. Contract Term.

The “Effective Date” of this Contract is the date this Contract has been fully executed by each party and, approved as required by applicable law. Unless extended or terminated earlier in accordance with its terms, this Contract terminates on _____. The termination of this Contract will not extinguish or prejudice Agency’s right to enforce this Contract with respect to any default by Contractor that has not been cured.

2. Contract Documents. This Contract consists of the following documents, which are listed in descending order of precedence:

2.1. this Contract less all exhibits;

2.2. Exhibit A (Statement of Work);

2.3. Exhibit B (Required Insurance), and

2.4. Exhibit C (Independent Contractor Certification)

The foregoing documents and Exhibits are attached hereto and made a part of the Contract by this reference.

3. Services.

3.1. Performance of Services. Contractor shall perform the services (the “Services”) and deliver to agency the deliverables (“Deliverables”) set forth in Exhibit A, the Statement of Work (the “Statement of Work”). The Statement of Work includes the delivery schedule for the Deliverables and Services. Contractor shall perform the Services in accordance with the terms and conditions of this Contract.

DAS Procurement Services, Version 2.2 – March 6, 2019 Page 2

PCA 20695

3.2. Submission and Acceptance of Deliverables. When the Statement of Work requires Contractor to deliver Deliverables to Agency, then Contractor shall deliver Deliverables that comply with the requirements and acceptance criteria set forth in the Statement of Work. Contractor shall provide written notice to Agency upon delivery of a completed Deliverables to Agency. By no later than (i) 15 business days after receipt of such notice, or (ii) the date or period for review set forth in the Statement of Work, Agency will determine whether the Deliverables has the characteristics and otherwise meets the acceptance criteria set forth in the Statement of Work. If Agency determines that the Deliverables has the characteristics and meets acceptance criteria set forth in the Statement of Work in all material respects, Agency will notify Contractor in writing of Agency’s acceptance of the Deliverables.

3.3. Rejection of Deliverables; Corrections. If Agency determines that a Deliverables does not have the characteristics or otherwise meet the acceptance criteria set forth in the Statement of Work in all material respects, Agency will notify Contractor in writing of Agency’s rejection of the Deliverables, and describe in reasonable detail in such notice the Agency’s basis for rejection of the Deliverables. Upon receipt of notice of non-acceptance, Contractor shall, within a 15 business day period, modify or improve the Deliverables at Contractor’s sole expense so that the Deliverables has the characteristics described in the Statement of Work and meets, in all material respects, the acceptance criteria, and notify the Agency in writing that it has completed such modifications or improvements and re-tender the Deliverables to Agency. Agency will thereafter review the modified or improved Deliverables within 15 business days of receipt of the Contractor's delivery of the Deliverables. Failure of the Deliverables to have the characteristics or meet in all material respects the acceptance criteria set forth in the Statement of Work after the second submission will constitute a default by Contractor. In the event of such default, Agency may either, (i) notify Contractor of such default and instruct Contractor to modify or improve the Deliverables as set forth in this Section, or

(ii) notify Contractor of such default and pursue its remedies for default provided for by law or the terms of this Contract.

4. Compensation.

4.1. Not to Exceed Compensation. The maximum, not-to-exceed compensation payable to Contractor under this Contract, which includes any allowable expenses, is $***,***.**. Agency will not pay Contractor any amount in excess of the not-to-exceed compensation of this Contract, and will not pay for Services performed before the Effective Date or after the expiration or termination of this Contract. If the maximum compensation is increased by amendment of this Contract, the amendment must be fully effective before Contractor performs Services subject to the amendment.

4.2. Payments. Payments, including interim payments, to Contractor are subject to ORS 293.462, will be made only for completed and accepted Deliverables and Services, and will be made in accordance with the payment schedule and requirements set forth in Exhibit A.

4.3. Invoices. Contractor shall submit invoices to Agency as set forth in the Statement of Work or, if not set forth therein, to Agency’s Contract Administrator. Contractor may submit invoices in accordance with the payment schedule set forth in the Statement of Work or, if no payment schedule is set forth therein, then no more frequently than once per month for accepted Deliverables and Services The invoices must describe all Services performed with particularity, including the dates Contractor performed the…

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