RFP-S-DASOBO-00006627.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 1 of 23

STATE OF OREGON

COVER PAGE

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

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00006627 for

ELECTRICAL WIRING HARNESSES

Date of Issue: Thursday, July 6, 2023

Opening Date and Time: Friday, August 18, 2023 @ 4:00 PM PT

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

Address: 1225 Ferry ST SE City, State, Zip Salem, OR 97301 Phone (971) 707-0016 E-mail: Nathan.Ramos@das.oregon.gov

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

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 RESERVED ..........................................................................................................................................Error! Bookmark not defined.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 RESERVED

4.14 RESERVED

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 RESERVEDPRICE AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

EXHIBIT A – DESCRIPTION OF THE GOODS AND PRICES

EXHIBIT B – INSURANCE REQUIREMENTS

EXHIBIT C – PURCHASE ORDER FORM

EXHIBIT D – KEY PERSON(S)

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H KEY PERSON(S)

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Administrative Services, Procurement Services (“DAS PS”) on behalf of the Oregon State Police (“OSP”) or (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Electrical Wiring Harnesses.

• The Oregon Department of Administrative Services, Procurement Services is issuing this RFP for Electrical Wiring Harnesses for current and future needs of the Oregon State Police emergency law enforcement vehicle fleet.

• Brief project description:

o Contractor shall provide a reliable supply chain of Electrical Wiring Harnesses that meet or exceed the Agencies needs and expectations.

o Contractor shall design, build, and provide high quality, reliable Electrical Wiring Harnesses to the Agency.

o Contractor shall have the ability to do “one off builds” and maintain the supply chain of Goods with the changing vehicle design, model year, or other requested customizations by the Agency.

The Oregon State Police currently operate a fleet of 1,400 emergency law enforcement vehicles.

Each law enforcement vehicle is customized by the Agency for optimum performance and reliability.

The customization process includes the installation of Electrical Wiring Harnesses for the safe and reliable operation of emergency lighting, radios, and other vehicle emergency operations.

The Agency is soliciting for a Contractor to provide Electrical Wiring Harnesses that meet or exceed Agency specifications.

Additional details on the Specifications of the Goods or Services or both are included in the Specifications section.

Agency may issue Purchase Orders or other ordering instrument pursuant to the Price Agreement.

DAS PS anticipates the award of one (1) Price Agreement from this RFP.

The initial term of the Price Agreement is anticipated to be six (6) years with options to renew up to a cumulative maximum of twelve (12) years.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 5 of 23 method allowed by law.

1.2 SCHEDULE

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

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Questions / Requests for Clarification Due Friday, July 21, 2023 4:00 PM PT

Answers to Questions / Requests for Clarification Issued (approx.) Friday, July 28, 2023 4:00 PM PT

RFP Protest Period Ends Thursday, July 13, 2023 4:00 PM PT

Opening (Proposal Due) Friday, August 18, 2023 4:00 PM PT

Online Opening of Proposal: Click here to join the meeting

Friday, August 18, 2023 4:00 PM PT

Issuance of Notice of Intent to Award (approx.) Monday, September

4, 2023 4:00 PM PT

Award Protest Period Ends Monday, September

11, 2023 4:00 PM PT

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS PS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

DAS PS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS PS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

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

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjYwZGM5NTItMWZjNy00ODNiLTgyZmItMTAxYjY1NjljOTMy%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22abab7779-6768-419d-a4cd-6e690d252ffa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjYwZGM5NTItMWZjNy00ODNiLTgyZmItMTAxYjY1NjljOTMy%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22abab7779-6768-419d-a4cd-6e690d252ffa%22%7d

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Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/RolesAndTermCrosswalk.pdf.

“Electrical Wiring Harness” means an assembly of electrical wires or cables which transmit electrical signals or electrical power.

“Addenda / Addendum” are identified as “Amendments” in OregonBuys.

“Agreement” is defined in General Terms and Conditions.

“Authorized Purchaser” means the Agency personnel authorized to make purchases.

“Agency” means the Oregon State Police.

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

“State” means the State of Oregon.

“Successful Proposer” means the person(s), organization(s) to which the award is made.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Oregon State Police (OSP) is a multi-disciplined organization charged with protecting the people, wildlife, and natural resources in Oregon. The Agency enforces the traffic laws on the state’s roadways, investigates and solve crimes, conducts post-mortem examinations and forensic analysis, and provides background checks and law enforcement data. The Agency regulates gaming, the handling of hazardous materials, and fire codes, and educates the public on fire safety and enforce fish, wildlife, and natural resource laws.

2.3.2 Project Overview and Background

As part of the customization process, Electrical Wiring Harnesses are installed by OSP technicians into its law enforcement vehicle fleet.

The Agency maintains an ever growing and changing fleet of law enforcement vehicles.

Vehicle models are updated at least annually. The Contractor must be able to provide customizations to the Electrical Wiring Harnesses to meet the needs of the Agency’s evolving fleet.

2.3.3 Purpose

OSP is seeking to enter into a Price Agreement with a Contractor to supply the Electrical Wiring Harnesses for the current and future needs of the Agency.

https://www.oregon.gov/das/ORBuys/Documents/RolesAndTermCrosswalk.pdf

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2.4 SPECIFICATIONS

The following are minimum specifications that must be met by the Proposer in order to be considered for Award. The Proposer must indicate through documentation and photography submitted with its Proposal, how the Proposer meets each of the minimum specifications.

1. Circuit Harnesses

a. 27-circuit harness made of flame-retardant alloy with clear plastic-hinged lid, 20-ft. wire outputs. 20-ft power wires and dimensions no greater than 8”x5”x4”;

b. 15-circuit harness made of flame-retardant alloy with clear plastic-hinged lid, 20-ft. wire outputs and dimensions no greater than 6”x5”x4”; and

c. 8-circuit harness made of flame-retardant alloy with clear plastic-hinged lid, 20-ft. wire outputs and dimensions no greater than 6”x5”x4”.

2. Wiring

a. GXL or TXL with cross-linked polyethylene XLP insulation;

b. Temperature rating of -40 F to 257 F; and

c. Labeled in clear print to easily identify each.

3. Mounting Hardware

a. Adaptable and transferrable circuit fuse boxes to any vehicle type;

b. Mountable to bulkhead via screw holes on housing unit enclosure; and

c. Multiple mounting location options.

4. Connectors

a. Quick disconnects on the 8-circuit, 15-circuit and 27-circuit harness for lockable option;

b. Weatherproofed; and

c. Connectors with more than 14 wires shall have cam assist with secondary lockout.

5. Harness Interconnectivity

a. For quick disconnects option, upgrade from 15 to 27 circuits requires only the transfer of the mounting hardware.

6. Accessory Wires

a. All power input wires included;

b. Master circuit breaker and related mounting hardware for optional direct connection to battery; and

c. Minimum of 5 bypass wires included with each harness and individually labeled as

“Speaker”, “Speaker”, “Aux Light Fused”, “Aux Light Level 2”, and “Aux Light Level 3”.

7. Timer

a. Standard modular timer for the 8-circuit, 15-circuit, and 27-circuit units with 4 mini fuse outputs (1-hot, 3-timed);

b. Adjustable settings from 0 seconds to 4 hours after ignition signal is removed

c. Optional ignition-less trigger;

d. Continued functionality independent of shore power signal (selectable by switch)

e. Optional low-battery override settings;

f. Early alert signal wire to warn that battery is nearing turn-off settings; and

g. Defaults to closed ignition signal in event of failure.

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8. Multi-function LED

a. Visual indicator of master power to the enclosure; and

b. Color-changing signal in event of low battery.

SECTION 3: PROCUREMENT REQUIREMENTS

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

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

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

• Executive Summary

• Administrative Proposal

• Technical Proposal

• 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)

• Key Person(s)

• Work Sample Images

3.1.2 RESERVED

3.1.3 OregonBuys

This RFP, including all Amendments, attachments and exhibits are posted in OregonBuys located at: https://oregonbuys.gov/bso/view/login/login.xhtml.

3.1.3.1 Alternative accessibility to Amendment, attachments, and exhibits.

If an exhibit, attachment, or Amendment is used, but cannot be viewed or downloaded through OregonBuys the Proposer shall request assistance from the OregonBuys support desk at: support.oregonbuys@das.oregon.gov.

3.1.3.2 OregonBuys Assistance.

Parties needing assistance with OregonBuys may contact OregonBuys support be email at: support.oregonbuys@das.oregon.gov.

3.1.3.3 OregonBuys Registration Requirement.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:support.oregonbuys@das.oregon.gov mailto:support.oregonbuys@das.oregon.gov

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All vendors must be registered in OregonBuys to do business with the State of Oregon.

Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

3.1.4 OregonBuys Electronic Response.

Proposer shall submit its Proposal electronically through OregonBuys. Proposer shall follow the procedures outlined in OregonBuys Supplier Proposal Solicitation Response located at:

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

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

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

3.1.5 Authorized Representative

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

3.2 PROPOSAL REQUIREMENTS

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

Proposal should not include 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.

3.2.1 Executive Summary (SCORED)

Proposer must submit with their Proposal an Executive Summary that includes following information:

• Name, location, and mission of the Proposer;

• Company description including a brief company history, management, advisors, and any subcontractors; and

• Brief description of products offered by Prospers company and how Proposers product differs from other competitors in the market.

https://oregonbuys.gov/bso 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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3.2.2 Technical Proposal (SCORED)

Proposer must include in their Proposal a Technical Proposal that includes the following information:

• What does the Proposer view as the Agency’s needs. How does Proposer intend to address these needs, and not only meet, but exceed the Agencies expectations.

• What does the Proposer see as challenges to meeting the Agencies needs now and in the future. What is the Proposers plan to meet these future challenges?

• What is the Proposers plan of action to ensure that Goods and Services are provided to the Agency within acceptable time frames. This includes shipping and delivery of product(s), processing of returned product(s), and the completion of modifications as requested by the Agency.

3.2.3 Exceptions to Sample Price Agreement (Attachment A) (NOT SCORED)

Proposer must submit with their Proposal any exceptions to Attachment A Sample Price Agreement. If Proposer does not have any exceptions to the Sample Price Agreement the Proposer must include this statement in their Proposal documentation.

3.2.4 Disclosure Exemption Affidavit (Attachment B) (NOT SCORED)

Proposer shall complete and submit Attachment B Disclosure Exemption Affidavit, and either:

• Designate on Exhibit A of Attachment B any Proposal items Proposer identifies are exempt or conditionally exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478); or

• Designate on Exhibit A of Attachment B by entering “None” that Proposer does not identify any Proposal items as exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

Price information is generally not considered a trade secret that is exempt from disclosure under the Oregon Public Records Law and identifies the Proposal, in whole, as exempt from disclosure is not acceptable.

3.2.5 Proposer Information and Certification Sheet (Attachment C) (NOT SCORED)

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

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

3.2.6 Reference Check Form (Attachment D) (SCORED)

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

DAS PS will check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. DAS PS may use references to obtain additional

DAS Procurement Services, Version 4.5 March 31, 2023 Page 11 of 23 information, or verify any information needed. DAS PS may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Attachment D Reference Check Form to its references.

Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.2.7 Price Proposal (Attachment E) (SCORED)

Proposer shall complete and submit Attachment E Price Proposal The total costs will be used in the price evaluation.

3.2.8 COBID Certification / Outreach Plan (Attachment F) (NOT SCORED)

Proposer shall include in its Proposal Attachment F COBID Certification / Outreach Plan.

The Successful Proposer may be required to submit a completed Attachment E COBID Certification / Outreach Plan prior to the execution of the Price Agreement.

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.

3.2.9 Responsibility Inquiry (Attachment G) (NOT SCORED)

DAS PS will determine if any apparent Successful Proposer is Responsible prior to Award and execution of the Price Agreement. Proposer shall submit a signed Attachment G Responsibility Inquiry form with Proposal.

3.2.10 Key Person(s) (Attachment H) (SCORED)

Proposer must be able to provide at least one (1) Key Person that Agency can contact directly. The Key Person will be responsible for:

• On-site or remote consultations with OSP technicians, managers, or others the Agency deems necessary. Travel to and from on-site consultations will not be reimbursed by Agency.

• Key Person(s) will be responsible for working directly with the Agency to quickly and effectively to modify configurations of the Electrical Wiring Harness for new vehicle models, designs, and other customization needs.

• Responsible for tracking shipments, and any returned products rejected by the Agency.

3.2.11 Work Sample Images (SCORED)

Proposer shall include a minimum or three (3) photos of each type of Electrical Wiring Harness that clearly identify and show both connection ends, the top of the Electric Wiring Harness, and an overhead view of the entire Electric Wiring Harness. Images must be digital and clear enough for identification of each connector.

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3.2.12 Specifications (PASS/FAIL)

Proposer will indicate through their Proposal documentation on how Proposer meets or exceeds all of the minimum specifications in Section 2.4 Specifications.

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, or email;

• Reference the OregonBuys bid number #S-DASOBO-00006627;

• Identify Proposer’s name and contact information;

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

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

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

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

https://oregonbuys.gov/

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4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number #S-DASOBO-00006627;

• 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;

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. DAS PS is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

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

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed 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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 14 of 23 by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

An online public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

The Online public opening can be found here: Click here to join the meeting

4.9 PROPOSAL REJECTION

DAS PS 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; and

• Proposal is conditioned on DAS PS’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness Determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjYwZGM5NTItMWZjNy00ODNiLTgyZmItMTAxYjY1NjljOTMy%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22abab7779-6768-419d-a4cd-6e690d252ffa%22%7d

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 23 rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, DAS PS may waive mistakes in accordance with

OAR 125-247-0470.

4.10.1.2 Responsibility Determination

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

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

4.10.2 Evaluation Criteria

4.10.2.1 Executive Summary

Evaluation Committee will evaluate and score the Executive Summary as follows:

An executive summary shall identify the name, location, and mission of the Proposer, include a brief company history, list of management personnel, advisors, and any subcontractors as well as a brief description of the products offered by Proposer and how Proposers products differ from their competitors in the market.

• A complete and clear Executive Summary that includes all topics listed in Section

3.3.1 will receive a total of ten (10) points;

• An Executive Summary that is missing one (1) topic or is unclear regarding the items listed in Section 3.3.1 will receive a total score of five (5) points; and

• An Executive Summary that is missing two (2) or more topics and is unclear regarding the items listed in Section 3.3.1 will receive a total score of zero (0) points.

4.10.2.2 Technical Proposal

Evaluation Committee will evaluate and score the Technical Proposal as follows:

The Technical Proposal shall clearly identify the Proposers understanding of the Agency’s current and future needs, as well as a written plan from the Proposer as how they intend to meet those needs.

• A Technical Proposal that clearly identifies the Proposers understanding of the Agency’s needs both present and future, with a clear plan of how Proposer intends to meet those needs, will receive a total score of twenty (20) points;

• A Technical Proposal that clearly identifies an understanding of the Proposers needs both present and future, but does not have a clearly written plan to ensure Proposer meets those needs, will receive a total score of ten (10) points;

• A Technical Proposal that does not clearly identify an understanding of the Proposers needs now and in the future and does not include a written plan of how Proposer intends to meet those needs, will receive a total score of five (5) points; and

• A Proposal that does not contain a written Technical Proposal will receive a total score of zero (0) points.

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4.10.2.3 Reference Check Form

The SPC will evaluate and score the Reference Check Form as follows:

Proposer will send the Attachment D Reference Check Form to each reference of Proposers choice. The Reference Check Form must be received by the SPC from the chosen reference before the closing / opening date of this RFP.

• Proposer that provides all four (4) reference check forms that comply with Section 2.3.6 will receive a total score of twenty (20) points;

• A Proposer that provides three (3) reference check forms that comply with Section 2.3.6 will receive a total score of ten (10) points;

• A Proposer that provides two (2) reference check forms or less will receive a total score of five (5) points; and

• A Proposer that provides one (1) reference check or does not provide any references will receive a total score of zero (0) points.

4.10.2.4 Price Evaluation

The SPC will evaluate and score the Price Proposal in accordance with Section 4.10.3

4.10.2.5 Key Person(s)

The Evaluation Committee will evaluate and score the Key Person(s) as follows:

• Proposer that provides at least one (1) Key Person that demonstrates an ability to attend on-site or remote consultations, be responsible for working directly with the Agency to modify configurations, track shipments, and returns, and has at least one (1) year of experience will receive a total score of ten (10) points;

• Proposer that provides at least one (1) Key Person that demonstrates an ability to attend on-site or remote consultations, be responsible for working directly with the Agency to modify configurations, track shipments, and returns, but does not have at least one (1) year of experience will receive a total score of five (5) points; and

• Proposer that does not provide at least one (1) Key Person that demonstrates an ability to attend on-site or remote consultations, be responsible for working directly with the Agency to modify configurations, track shipments, and returns, will receive a total score of zero (0) points.

4.10.2.6 Work Sample Images

The Evaluation Committee will evaluate and score the Work Sample Images as follows:

The Work Sample Images must show each type of Electrical Wiring Harness, the images must be digital, and clearly identify each connection clearly, and also contain an overhead capture of the entire work sample.

• A Proposer that submits Work Sample Images that show each type of Electrical Wiring Harness, the images must be digital, and clearly identify each connection clearly, and also contain an overhead capture of the entire work sample will receive a total score of ten (10) points;

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• A Proposer that submits Work Sample Images show each type of Electrical Wiring Harness, but images are not digital, do not clearly identify each connection, or do not contain an overhead capture of the entire work sample will receive a total score of five (5) points; and

• A Proposer that does not submit Work Sample Images, or images of each type of Electrical Wiring Harness that is not clearly identifiable will receive a total score of zero (0) points.

4.10.2.7 Specifications

The Evaluation Committee will evaluate and score the Specifications as follows:

• A Proposer who submits with their Proposal complete documentation demonstrating that Proposer meets all minimum requirements in Section 3.3.12 Specifications will receive a score of Pass; and

• A Proposer who does not submit with their Proposal complete documentation demonstrating that Proposer meets all minimum requirements in Section 3.3.12 Specifications will receive a score of Fail and will not be considered for Award.

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.3 PRICE EVALUATION

Following scoring and ranking of Proposals, based on the qualifications-based criteria referenced in Section 4.10, the sealed Price Proposals from Proposers with be opened and scored as follows;

• Proposer with the lowest Price Proposal for the combined Total Cost for all three Electrical Wiring Harness models will receive a total score of ten (10) points;

• Proposer with the second lowest Price Proposal for the combined Total Cost for all three Electrical Wiring Harness models will receive a total score of five (5) points; and

• All other Proposers will receive 0 points.

The price used for evaluation will be the sum of the Total Cost calculated for each individual Electrical Wiring Harness model from the Price Proposal spreadsheet.

4.10.4 PREFERENCES

4.10.4.1 RESERVED

4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, DAS PS shall add a percentage increase

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 23 to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.3 Recycled Materials

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

4.10.4.4 Tiebreakers

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

4.11 POINT AND SCORE CALCULATIONS

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

4.12 RANKING OF PROPOSERS

The SPC will average the total score for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

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

DAS PS may, in DAS PS’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, DAS PS will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

TOTAL POINTS POSSIBLE : 80

POINTS POSSIBLE 70

4.10.2.1 Executive Summary 10

4.10.2.2 Technical Proposal 20

4.10.2.3 Reference Check Forms 20

4.10.2.5 Key Person(s) 10

4.10.2.6 Work Sample Images 10

4.10.2.7 Specifications PASS/FAIL

4.10.3 PRICE POINTS POSSIBLE 10

https://www.naspo.org/reciprocity1

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4.12.1 NEXT STEP DETERMINATION

At the conclusion of a round of competition, DAS PS may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.12.2 Competitive Range Determination

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

4.12.3 RESERVED

4.13 RESERVED

4.14 RESERVED

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

• All higher ranked Proposals are non-Responsive.

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

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

• DAS PS’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

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

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number #S-DASOBO-00006627;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

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

5.2.2 Response to Protest

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

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to DAS PS 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 DAS PS 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

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

5.3.4 Responsibility Inquiry

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

5.3.5 Pay Equity Certification

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

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

5.3.6 Nondiscrimination in Employment

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

5.4 RESERVEDPRICE AGREEMENT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, DAS PS may enter into Price Agreement negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Price Agreement (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Price Agreement and note exceptions.

Proposer must submit those exceptions to DAS PS during the Questions / Requests for Clarification period set forth in Section 1.2. If DAS PS agrees to make any requested changes to the Sample Contract/Price Agreement, DAS PS will issue an Amendment to notify Proposers of such changes. Unless DAS PS issues an Amendment modifying any of the terms and conditions, DAS PS intends to enter into a Price Agreement with the successful Proposer substantially in the form set forth in Sample Price Agreement (Attachment A). Rather than agreeing to make any requested changes at this stage, DAS PS, at its discretion, may agree to negotiate requested changes with an apparent successful Proposer.

Following the selection of the apparent successful Proposer, DAS PS may agree to negotiate http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

DAS Procurement Services, Version 4.5 March 31, 2023 Page 22 of 23 changes to the negotiable provisions of the Sample Price Agreement, if agreed to above.

However, DAS PS is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

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

In the event that the parties have not reached mutually agreeable terms within twenty (20) calendar days, may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

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

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

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

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

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 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.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

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

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All Proposals are public records and are subject to public inspection after DAS PS issues the Notice of Intent to Award.