RFP S 63500 00004835 Dogs to Locate Black Bear and Cougar Scat in Eastern Or.pdf

RFP #S-63500-00004835 – Conservation Detection Dogs to Locate Black Bear and Cougar Scat in Eastern Oregon

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FISH AND WILDLIFE

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-63500-00004835 for

Conservation Detection Dogs to Locate Black Bear and Cougar Scat in Eastern Oregon

Date of Issue: November 10, 2022 Opening Date and Time: December 14, 2022 @ 2:00 PDT

Single Point of Contact (SPC): Patty Whalen, Grants and Contracts Spec III, OPBC

Address: 4034 Fairview Industrial Drive SE City, State, Zip Salem, OR, 97302 Phone (voice) 503-947-6138 Phone (fax) 503-947-6156 E-mail: Patty.L.Whalen@odfw.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE 4

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 PROPOSER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 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

6.8 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT, Including Maps (Figures 1&2)

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (MUST BE RETURNED WITH PROPOSAL IF APPLICABLE)

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT D REFERENCE CHECK FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT E PRICE PROPOSAL FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH PROPOSAL)

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The Oregon Department of Fish and Wildlife’s (“Agency” or “ODFW”) East Region, Wildlife Research Office in La Grande is seeking a Contractor (hereafter “Contractor” or “Provider”) to provide trained dogs in collecting Black Bear and Cougar Scat.

The Proposer will work closely with the Agency to collect scat samples from black bear and cougar at two study areas. The Proposer will be responsible for collection of scat samples in the field according to established protocols. The Proposer will provide dogs, handlers, and other equipment required to complete surveys. Additional details are included in the Scope of Work section.

The performance period that Surveys will be conducted annually is May 1st through July 31st.

The term of the Contract is anticipated to be for five (5) years, through July 31, 2027. In March of each year of the Contract term Agency will allow Contractor to submit documentation of cost increases to support a request for an increase in compensation for review and approval by Agency. If approved, a written Amendment must be signed by both Parties to be effective.

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1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Deadline for Questions / Requests for Clarification Due November 17, 2022 2:00 PM PST

Answers to Questions / Requests for Clarification Issued (approx.) November 22, 2022 @ 2:00 PM PST

RFP Protest Period Ends December 7, 2022 @ 2:00 PM PST 7 calendar days prior to RFP Opening

RFP Opening Date (Proposal Due Date) December 14, 2022 @ 2:00 PM PST

Opening of Proposals (There will be no Public Opening) December 14, 2022 2:01 PM PST

Issuance of Notice of Intent to Award (approx.) December 21, 2022

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

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC and contact information can be found on the Cover Page. Proposers will direct all communications, questions both technical and contractual related to any provision of this RFP to the SPC. Contact with any other ODFW staff regarding this project without prior consent from the SPC may lead to the disqualification of Proposer and proposal.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 496.146(11).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137- 047-0260.

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 137-046- 0110.

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2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

ODFW’s mission is to protect and enhance Oregon's fish, wildlife, and their habitats for use and enjoyment by present and future generations. Proposals are being requested by the Agency’s Wildlife Division. The Wildlife Division consists of three main programs – Conservation, Game, and Habitat.

• The Conservation Program is responsible for statewide species surveys, conservation and management of sensitive, threatened, and endangered species, marine mammal health, and implementation of the Comprehensive Wildlife Conservation Strategy.

• The Game Program is responsible for inventories of game species, game management, hunter surveys, harvest regulations, investigation of wildlife diseases, wildlife damage prevention and response, and predator control.

• The Habitat Program is responsible for management of the department’s 16 wildlife areas, development and restoration of fish and wildlife habitat, landowner assistance for habitat development, the Access and Habitat Program, and administration of Pittman-Robertson Act funds.

This proposal request is under the Game Program with the goal of supporting the Agency mission by conducting big game survey operations, wildlife research, disease surveillance, other wildlife species census, related wildlife actions, and habitat condition inventories.

2.3.2 Project Overview, Background and Purpose

Mule deer is an important big game species in Oregon, and this species has high social, economic, aesthetic, and hunting values. Long-term declines in populations and shifts in distributions have occurred over the last 40 years with an accelerated decline in population numbers observed in the last decade. The Agency has engaged in research to identify factors contributing to population declines of mule deer. Carnivores may be a contributing factor to observed changes in distributions and abundance of mule deer. Consequently, understanding carnivore diets and densities on the landscape is a critical factor when understanding mule deer population dynamics.

The Agency aims to noninvasively collect black bear and cougar scat to be able to simultaneously obtain data that will allow documentation of diets and estimation of densities of black bear and cougar at two study areas; one in northeast Oregon and one in south-central Oregon. This will be accomplished through collection of carnivore scats to conduct genetic analyses to identify individual carnivores from scats and prey species present in scats. The Agency lacks sufficient expertise and equipment to collect a sufficient sample of scats to meet research objectives. Additional details are outlined in the Scope of Work below.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Proposer will work closely with the Agency to collect scat samples from black bear and cougar at two study areas. The Proposer will be responsible for collection of scat samples in the field according to established protocols. The Agency will provide required equipment to collect samples in the field according to established protocols. The Proposer will provide dogs, handlers, and other equipment required to complete surveys. The Proposer will be responsible for providing routes of handlers and dogs recorded by Global Positioning System (GPS) equipment.

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The Proposer will be responsible for providing equipment that tracks the daily routes of handlers and dogs.

Study Area

Surveys will occur on public lands in two study areas in eastern Oregon.

The first study area is in the Blue Mountains and includes portions of the Silvies, Malheur River, and Murderer’s Creek Wildlife Management Units WMU; (Figure 1). The total area for this study area is approximately 7,500 km2, but Contractor may anticipate surveying approximately 750 km2, annually from 2023-2027.

The second study area is in south-central Oregon and includes portions of the Sprague, Klamath Falls, and Interstate WMUs (Figure 2). The total area for this study area is approximately 7,500 km2, but the Contractor may anticipate surveying approximately 750 km2, annually from 2023-2027.

The total area surveyed across both study areas is anticipated to be ~1,500 km2, per year. Surveys should occur at both study areas simultaneously to ensure data is collected at both areas during the same time frame. This is required to ensure diet information is comparable between the two study areas.

The northern study area is located in between the towns of John Day and Burns, and the south-central study area is located between the towns of Klamath Falls and Lakeview. Basic accommodations and food are available in all towns adjacent to the study areas. Dispersed camping on public lands is available while conducting surveys. The Agency will not provide housing for Proposer. No travel or lodging expenses will be reimbursed; therefore, if the Proposer elects to use commercial lodging, this amount must be reflected in the total amount in Price Proposal (Attachment E) and separately listed as requested in Section 3.3.3 below.

Vegetation in the study areas ranges from open meadows, sagebrush dominated areas, juniper or pine forests, and dense conifer stands. Surveys to locate black bear and cougar scat must occur in all vegetation communities and across the entire study area, but areas to be surveyed will be determined annually by the Agency. The Agency will place approximately 185, 2x2 km2 grid cells stratified by vegetation type throughout each study area. The Proposer must cover approximately 6- 8 km of survey effort within a grid cell (4 km2) prior to moving on to the next cell in the survey. Exact survey locations and sampling spatial distribution will be defined by the Agency prior to the start of surveys. To improve efficiency, the Agency may cluster groups of grid cells to minimize travel between consecutive survey areas.

Roles and Responsibilities

During the survey, Contractor handlers and dogs must be equipped with GPS units to record the survey track. These tracks must be saved and provided to the Agency as a metric of survey effort to use in later analysis. Tracks of both the dogs and handlers must be recorded daily. The Proposer will be responsible for collecting all scat samples located by dogs according to protocols provided by the Agency. Dogs must be trained to collect scat samples black bear and cougar. During these surveys, scat from other species does not need to be collected. Pre-defined survey routes will not be followed, rather, the dog handler must navigate the grid cell to survey areas they are likely to encounter cougar and black bear scat (e.g., ridge lines, draw bottoms). Dog-handlers are discouraged

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Scats must be collected by dog handlers and stored in paper bags and marked with a unique identification number assigned to each sample. Samples must be transferred to ODFW staff at least twice each week for storage. Additional details on sample collection protocols must be provided prior to the start of the surveys.

Motorized vehicle access in the study areas is generally good and can easily be driven in four-wheel drive vehicles with reasonable ground clearance (i.e., a mid to full size truck).

Products and Timelines

ODFW anticipates surveys may require a maximum of 190 dog-handler days, per study area (maximum of 380 dog-handled days total). Previous experience indicates surveys are likely to be completed within 160-180 dog-handler days (note these are days working and do not include rest days). The Agency requires that surveys be conducted in both study areas simultaneously and not done by completing one area and moving to the next. To meet study objectives, data must be collected concurrently at the two study areas. All surveys must be completed between May 1 and July 31, annually. Surveys must occur during this time to ensure samples are collected during peak mule deer parturition. Surveys are required to be completed at the two study areas simultaneously.

Surveys are expected to occur in years 2023 – 2027.

Proposer will:

a. Provide trained dogs and handlers that are capable of locating scat from black bear and cougar;

b. Provide all equipment necessary to provide safe handling of dogs;

c. Conduct surveys within predefined survey areas established by the Agency;

d Provide GPS equipment to track survey routes of detection dogs and handlers;

e Provide GPS survey routes of detection dogs and handlers to the Agency;

f. Collect all scat samples according to established protocols;

g. Provide GPS locations of scats to the Agency;

h. Follow survey and data collection protocols established by the Agency;

i. Provide housing and per diem for dogs and handlers.

Agency will:

a. Supply files and maps to the Proposer showing grid cells where surveys for carnivore scat will occur;

b. Provide guidance on navigating study areas;

c. Provide required materials to collect scat samples according to established protocols;

d. Conduct all survey designs and statistical analysis associated with this project.

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM PROPOSER REQUIREMENTS

Proposals not in compliance with the following Minimum Proposer Requirements will be rejected.

At a minimum, responses to the solicitation shall include:

3.1.1 PROPOSER QUALIFICATIONS – Attachment H

• Proposer must have a minimum of three (3) years of successful professional experience providing and performing services comparable to those described in this RFP.

• Proposer must employ a dog trainer with a minimum of three (3) years experience training wildlife detection dogs to search for scat from wildlife. This person or persons will be considered a Key Person or Key Persons under any subsequent Contract, if awarded.

• Proposer and Trained Dog Handlers must have qualifications and training as follows, substantiated by employment records, training certificates, Resume, or references:

- Experience handling trained dogs used to locate wildlife scat.

- Experience with collection of scat samples in the field according to established protocols.

- Experience with GPS equipment for tracking.

3.1.2 PROPOSER shall submit completed Reference Check Form(s) – Attachment D:

• Proposer must provide at least two (2) current professional references and, one (1) professional reference for work (from different firms and clients) supportive of Proposer’s ability to comply with the requirements of this RFP.

• References may not be ODFW Employees.

• References must verify the quality of previous, related Work.

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

• Proposer shall submit reference names and contact information. Agency will make three (3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further

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• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Scored Proposal Components Form (Attachment H)

3.2.2 Proposal Format and Quantity

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

3.2.2.1 OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Be sure all mandatory submission documents are uploaded to OregonBuys. Proposer should follow the procedures outlined in Electronic Submission.

The Price Proposal (Attachment E) must be submitted as a separate electronic response file uploaded to OregonBuys.

Electronic Submissions: Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

Proposer may submit its Proposal by hard copy.

3.2.2.2 Hard Copy Response

If Proposer elects to submit its Proposal by hard copy, Proposer shall submit its Proposal and all other submittal requirements using only white 8 ½” x 11” Recycled Paper, minimum 12-point font. Proposer shall submit a copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478) Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

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Proposer shall submit its Proposal in a sealed package addressed to the SPC with the Proposer’s name and the OregonBuys bid number clearly visible on the outside of the package. The Price Proposal (Attachment E) must be submitted in a separate envelope.

3.2.3 Authorized Representative

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

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both.

A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP.

Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet (Attachment C)

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

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

3.3.2 References (Attachment D)

Provide at least two (2) current professional references and one (1) professional reference for work (from different firms and clients) supportive of bidder’s ability to comply with the requirements of this contract. References must verify the quality of previous, related Work.

References will not be ODFW Employees.

References must verify the quality of previous, related Work.

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

Proposer shall submit reference names and contact information. Agency will make three (3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.3.3 Price Proposal (Attachment E)

Submit a detailed Price Proposal (Attachment E) stating the price for each deliverable and the

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• Daily Rate for Trained Dog with Handler.

• Vehicle Mileage.

• Per diem (per day, per person)

3.3.4 Responsibility Inquiry Form (Attachment G)

Proposer is required to complete and submit Attachment G — Responsibility Inquiry.

3.3.5 Scored Proposal Component Form (Attachment H)

Submit a detailed Scored Component Form (Attachment H) with written General Qualifications that demonstrate capability to complete the requested services, written detailed Understanding of Requested Services/Project. Specify key persons 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 experience for the Work described in this RFP. See Section 3.1.1 of this RFP.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will 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 an OregonBuys submission, email, or hard copy;

• 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.

https://oregonbuys.gov/

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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 Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment.

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

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email, or hard copy;

• 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. 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 should be electronically through OregonBuys at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf Proposers can also contact the OregonBuys Vendor Help Desk @ (855) https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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800-5046.

All Required Documents (See list of Attachments on page 3) must be uploaded to OregonBuys.

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, or hard copy prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

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

4.8 PUBLIC OPENING

A public Opening will not be held.

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 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.2 Responsibility Determination

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

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

4.10.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee.

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

SCORE EXPLANATION

Full Score

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.

Medium Score

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.

Medium to Low Score

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.

Low Score 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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DAS Procurement Services, Version 4.4 July 1, 2021 Page 15 of 21 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 Evaluation Item 1 – General Qualifications (Attachment H)

Write a clear and concise understanding of the project based on existing information.

Address general description of the purpose and key issues.

Submit written detailed General Qualifications that demonstrate capability to complete the requested services. Specify key persons 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 experience for the Work described in this RFP.

4.10.2.2 Evaluation Item 2 - Understanding of Request Services/Project (Attachment H)

Demonstrate capability to complete the requested services. Response must list projects performed within the last three years, most comparable to the requested services. Include a description of their type, size, and duration. Also, for each project, indicate whether the work was accomplished within the original budget and deadlines, or needed to be revised.

Briefly explain the reason for any revisions.

Was any of the experience in collecting scat when working in remote settings?

Does the proposer clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements?

Does the proposal demonstrate services comparable to those required under this RFP?

Does the proposer demonstrate comparable services required under this RFP?

4.10.2.3 Evaluation Item 5 – References (Attachment D)

Score the references based upon the scores submitted from three references as required in Attachment D. Each Reference will be asked a series of questions that will be scored. Total average score (from 3 references) is worth up to 15 points (as described in 4.11 Table below)

4.10.2.4 Evaluation Item 6 – Price (Attachment E)

The Proposer must bid pursuant to requirements on Attachment E for the proposed services.

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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 X price points possible = price score price being scored

4.10.4 TIEBREAKERS

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

4.11 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE : 140

POINTS POSSIBLE

4.11.1 General Qualifications 50

4.11.2 Understanding of Requested Services/Project 35

4.11.6 References 15

4.11.7 PRICE POINTS POSSIBLE 40

Scores are the values assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion.

4.12 RANKING OF PROPOSERS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Proposal and Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

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5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. 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 Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

• All higher ranked Proposals are non-Responsive.

• 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 Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email to Patty.L.Whalen@odfw.oregon.gov

• Reference the OregonBuys Proposal 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 seven (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.

mailto:Patty.L.Whalen@odfw.oregon.gov

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5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B 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 Contract. 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 Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

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

5.3.5 Nondiscrimination in Employment

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

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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DAS Procurement Services, Version 4.4 July 1, 2021 Page 19 of 21 terms reserved for negotiation. Proposer shall review the attached Sample Contract and note exceptions in the Proposal. Unless Proposer notes exceptions in its Proposal, the State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract;

however, 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. Therefore, Agency will consider the Scope of requested exceptions in the evaluation of Proposals.

Any Proposal that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

All items, except those listed below, may be negotiated between Agency and the apparent successful Proposer in compliance with Oregon State laws:

• 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 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

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=oregon 4biz

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

6.2 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, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District

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DAS Procurement Services, Version 4.4 July 1, 2021 Page 20 of 21 of Oregon. In no event shall this Section 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract/Price Agreement award, or the rejection of any Proposal.

6.5 COST OF SUBMITTING A PROPOSAL

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

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

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

6.7 RECYCLABLE PRODUCTS

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

6.8 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. Agency makes no representation as to the completeness or accuracy of any Checklist.

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Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this RFP.

3.3 PROPOSAL REQUIREMENTS