RFP S-DASOBO-00014628 DEQ Grant Coordinator with Addendum 1 changes.docx

State of Oregon

Cover Page Department of Administrative Services State Procurement Services On Behalf of Department of Environmental Quality Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number

_ S-DASOBO-00014628_

For CLIMATE EQUITY AND RESILIENCE THROUGH ACTION (CERTA) MEASURE 11: FOOD WASTE PROCESSING IMPROVEMENT COORDINATOR Date of Issue: _August 20, 2025 __ Opening Date and Time: __September 19, 2025__ 5:00PM Single Point of Contact (SPC): Joshua L. Rogers, State Procurement Analyst

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, gender identity, sexual orientation, or veteran status.

TABLE OF CONTENTS

3.2 PROPOSAL REQUIREMENTS

3.3 MATERIAL OR TECHNICAL PROPOSAL

4.12 ADDITIONAL ROUND – INTERVIEW IF CONDUCTED

4.13 SCORE AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

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 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

6.9 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS……………………………………………………………………………………………………

ATTACHMENT A - SAMPLE CONTRACT

ATTACHMENT B - PROPOSER INFORMATION AND CERTIFICATION

ATTACHMENT B1 - RESPONSIBILITY INQUIRY

ATTACHMENT B2 - DISCLOSURE AFFIDAVIT

ATTACHMENT B3 – INDEPENDENT CONTRACTOR CERTIFICATION

ATTACHMENT C1 - REFERENCES

ATTACHMENT C2 - JOINT VENTURE/PARTNERSHIP/SUBCONTRACTOR SHEET

ATTACHMENT D – FINANCIAL CONTROLS

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services on behalf of Department of Environmental Quality, (“Agency”), is issuing this RFP under the provisions of ORS 279B.060 for a professional services Contractor to manage and coordinate the DEQ Food Waste Improvement project (“Services”).

Additional details on the Scope of the goods or services or both are included in the Statement of Work for the Sample Contract (Attachment A – Exhibit A).

The State encourages Proposers to take reasonable steps to ensure that firms certified by the Certification Office for Business Inclusion and Diversity (“COBID”) are provided an equal opportunity to compete for and participate in the performance of any subcontracts resulting from this procurement. Accordingly, Proposers may be Partnerships or Joint Ventures or include Subcontractors.

Based on Proposals meeting all of the requirements of the RFP, Agency anticipates the award of one (1) Contract from this solicitation. The anticipated budget for this contract is $28.4M with $25.8M to be granted out to end recipients. The initial term of the Contract is anticipated to end May 31, 2029.

Contract performance will be based on the described tasks and deliverables in the attached sample Contract’s (Attachment A, Exhibit A) “Statement of Work”. Contract payment method will be based on the methods described in Attachment A, Section 2 “Compensation” and may include more than one method (mixed).

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.

Opening of Proposals (Proposals Due)[footnoteRef:2] [2: For purposes of this RFP, the term “Opening” shall refer to both the date, time and place for the public opening of written sealed offers, as well as the date and time specified as the deadline for submitting written sealed offers. It is the intent of the Agency that “Closing” and “Opening,” as those terms are defined in OAR 125-246-0110, occur contemporaneously. ]

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.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(3).

DAS SPS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS SPS 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.

DEFINITION OF TERMS

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

“DAS SPS”: Means the State of Oregon, acting by and through its Department of Administrative Services, State Procurement Services.

“DEQ”: Means the Department of Environmental Quality “SOW”: Means “Statement of Work,” i.e. the description of work to be performed by the firm selected and authorized (Contractor).

“Successful Proposer”: Means the person, organization or governmental entity to which the award is made.

1.1 OVERVIEW, BACKGROUND, AND PURPOSE

Project Overview and Background The Oregon Department of Environmental Quality (DEQ) received $197 million from the Environmental Protection Agency (EPA) for the Climate Equity and Resilience Through Action (CERTA) grant in October 2024 to reduce greenhouse gas emissions from buildings, housing, transportation, and waste, while providing economic and health-related benefits to surrounding communities. This project will implement one of the twelve measures in the grant focused on Food Waste Improvements.

Food Waste Improvement project is managed in the Materials Management program within Land Quality division at DEQ. The Materials Management in Oregon: 2050 Vision and Framework for Action (2012) and subsequent update Materials Management in Oregon 2020 Framework for Action guide the work of the Material Management (MM) Program. The Vision describes a future in which “Oregonians in 2050 produce and use materials responsibly: conserving resources, protecting the environment, and enhancing well-being.” Materials Management takes a holistic view of environmental impacts across the full life cycle of materials, as well as actions that can be taken to reduce those impacts. It includes resource extraction and use of recovered materials, the design and production of materials, their use, and end-of-life management, including solid waste disposal and recovery.

Food waste is the single largest source of methane generation in landfills, accounting for 58% methane generation (EPA). Methane is an extremely powerful greenhouse gas (GHG) – 28 times as potent as carbon dioxide in trapping heat in the atmosphere. Because of its impact when disposed in landfills, the Oregon legislature in 2015 established the goal of recovering 25% of food waste by 2020 for useful purposes such as composting or anaerobic digestion. However, DEQ estimated that only 10% of food waste was recovered in 2020. In a 2022 report to the legislature, DEQ suggested inadequate processing capacity statewide may be a significant challenge to increasing food waste recovery rates. This work will significantly improve Oregon’s ability to recover a larger percentage of wasted food.

One of the most effective ways to expand capacity for food waste recovery is to improve existing infrastructure through the installation of pre-processing equipment or composting facility upgrades into efficient and effective aerated static pile system technologies. Expansion of existing operations will reduce GHG emissions by maximizing existing food waste processing capacity to facilitate additional food waste recovery and adding additional systems to handle larger volume. These improvements also have the potential to improve the quality of final products, making it more suitable for use in supporting food production and increasing the GHG benefits associated with carbon sequestration.

Funding for localized composting operations that support regenerative agriculture will similarly contribute to more effective soil sequestration of carbon and likely improve local food waste recovery rates. Strengthening local food systems and regenerative agriculture supports food system resiliency and makes food systems better able to adapt to climate change, which will have the greatest benefits for low income and climate vulnerable communities. Through the competitive application processes, Oregon communities will identify the greatest opportunities that are most suitable and adapted to local conditions and community needs.

Purpose The purpose of this solicitation is to obtain Services of a Contractor to manage and coordinate the administration and oversight of two (2) competitive grant processes and the associated reporting, performance monitoring, and ensuring compliance with federal, state, and local regulations through the entire lifecycle of the Food Waste Improvement project provided by the CERTA federal grant.

Contractor will be responsible for providing Agency with detailed information about the Proposed Services. The Service and associated deliverables are further described in the SOW of the attached sample Contract (Attachment A, Exhibit A).

All entities or individuals who may submit Proposals or who do submit Proposals, or both, in response to this RFP are referred to as “Proposers” after Proposal evaluations and negotiations are complete, Proposers entering into a project specific contract with Agency will be designated as the “Contractor” in the applicable Contract.

SCOPE OF WORK/SPECIFICATIONS

DAS SPS is conducting this RFP on behalf of the Agency, for Services to provide management and coordination of the DEQ Food Waste Improvement project, Services to include the full agreement lifecycle (see the SOW of the attached sample Contract, Attachment A, Exhibit A). Proposer will develop a workplan that summarizes the SOW tasks.

PROCUREMENT REQUIREMENTS

MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section. All of the items identified in the following checklist must be submitted. Failure to submit these items will be on a Pass/Fail basis. In addition to this submission requirement, Evaluator’s will evaluate and score the submissions as identified and provided in Section 4 this RFP.

PROPOSAL SUBMISSION CHECKLIST FOR USE BY PROPOSERS

|_| Proposer Information/Certification Sheet Included (Section 3.2.1, Attachment B) - Pass/Fail |_| Responsibility Inquiry Sheet (Section 3.2.2, Attachment B 1) - Pass/Fail

|_| References (Section 3.2.6, Attachment C 1) – Pass/Fail |_| Executive Summary (Section 3.2.7) - Pass/Fail |_| Proposer’s Qualifications and Experience (Section 3.3.1) - Pass/Fail |_| Qualifications and Experience of Project Manager (Section 3.3.2) - Pass/Fail |_| Key Persons (Section 3.3.3) - Pass/Fail |_| Management Plan and Approach to Providing the Services (Section 3.3.4) - Pass/Fail |_| Financial Oversight (Section 3.3.5) - Pass/Fail |_| Cost Proposal (Section 3.3.6) - Pass/Fail |_| Submission Deadline Date and Time met (Section 4.7) - Pass/Fail

THE CHECKLIST ABOVE IS PROVIDED ONLY AS A COURTESY TO PROPOSER. DAS SPS MAKES NO REPRESENTATION AS TO THE COMPLETENESS OR ACCURACY OF THIS PROPOSER CHECKLIST. PROPOSER IS SOLELY RESPONSIBLE FOR REVIEWING AND UNDERSTANDING THE RFP AND COMPLYING WITH ALL THE REQUIREMENTS OF THIS RFP, WHETHER LISTED ABOVE OR NOT.

Proposal Format and Quantity Proposer must describe in detail how they will meet the requirements of this RFP and may provide additional related information with their Proposal. The Proposal must be presented in a format that corresponds to the primary sections (below) with subsections that correspond to and reference the sections contained in this RFP and in Exhibit A to Attachment A. Responses to each section and subsection must be labeled to indicate which item is being addressed.

Proposals must be organized into the following primary sections, in the following order:

· Executive Summary (Section 3.2.7)

· Proposer Information / Certification Sheet (Section 3.2.1, Attachment B)

· Responsibility Inquiry Sheet (Section 3.2.2, Attachment B 1)

· Financial Controls (Section 3.2.4, Attachment D)

· Independent Contractor Certification (Section 3.2.3, Attachment B 3)

· Proposer’s Qualifications and Experience (Section 3.3.1)

· References (Section 3.2.6, Attachment C 1)

· Qualifications and Experience of Project Manager (Section 3.3.2)

· Key Persons (Section 3.3.3)

· Joint Ventures/Partnerships/Subcontractor (Section 3.2.5, Attachment C2)

· Management Plan and Approach to Providing the Services (Section 3.3.4)

· Financial Oversight (Section 3.3.5)

· Cost Proposal, in a separate file (Section 3.3.6)

· Disclosure Exemption Affidavit (Section 3.1.2, Attachment B 2) Not required unless Proposer believes Proposal is in anyway exempt from disclosure.

Proposer shall submit its Proposal without extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Proposals should be straightforward and concise and provide “layman” explanations of technical terms that are used. Proposers should not assume that the Evaluation Committee is knowledgeable of Proposer’s previous related work. Emphasis should be focused on responding to the RFP requirements, on providing a complete and clear description of the Proposal and conforming to the RFP instructions. If a complete response cannot be provided without referencing supporting documentation, Proposer must provide such documentation with the Proposal indicating where the supplemental information can be found. Proposals that merely offer to provide supplies and services as stated in this RFP may be considered non-responsive and may not be considered for further evaluation.

OregonBuys Electronic Response. Proposer shall submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.5 (Proposal Delivery) and refer to the guidance provided in that section for electronic submission details.

The Cost Proposal (Attachment D) must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment B - 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 B2). 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 B) must bear the Proposer’s authorized representative’s Signature.

Authorized Representative Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency (Information and Certification Sheet, Attachment B).

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.

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.

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

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

Responsibility Inquiry Sheet The Proposer shall complete and submit the Responsibility Inquiry Sheet (Attachment B1).

Independent Contractor Certification Sheet The Proposer shall complete and submit the Independent Contractor Certification Sheet, with authorized signature (Attachment B3).

Financial Controls The Proposer shall complete and submit the Financial Controls Sheet (Attachment D).

Joint Ventures/Partnerships/Subcontractor Joint Ventures, partnerships, or Proposer’s using one or more subcontractors, shall provide with Proposal submission, the name of the contact person for the subcontractor, joint venture or partnership and the names of all members of a joint venture or partnership. Prior to award, joint ventures and partnerships submitting Proposals must provide a copy of the joint venture agreement or partnership agreement evidencing authority to propose to this RFP and to enter into the resulting Contract that may be awarded, together with corporate resolutions (if applicable) evidencing corporate authority to participate as a joint venturer or partner. A contact person must also be designated for purposes of receiving all notices and communications under the Contract. All joint venturers and partners will be required to sign the award. (Attachment C2) PROPOSER MUST MARK ONE OF THE BOXES REGARDING JOINT VENTURES/ PARTNERSHIPS/SUBCONTRACTORS IN ATTACHMENT C2 AND SUBMIT WITH PROPOSAL A COMPLETE LIST OF JOINT VENTURES, PARTNERSHIPS, AND SUBCONTRACTORS.

References Proposer must submit three (3) references on the provided Attachment C1, for work performed for similar Services for any clients within the last three (3) years. Information provided must include:

DAS SPS or Agency may check to determine if references provided are supportive of the Proposer’s ability to comply with the requirements of this RFP. Failure to provide complete and accurate information in Proposal may be cause for rejection. DAS SPS or Agency may conduct other reference checks with persons whose names have not been provided by Proposer, but about which DAS SPS has knowledge. DAS SPS may use references to obtain additional information, or verify any information needed.

DAS SPS or Agency may make three (3) attempts to contact each of the three (3) references provided by the Proposer.

Proposer Note: Three (3) references are required, if the Proposer submits more than three (3) references, only the first three (3) references in descending order will be used.

Executive Summary Proposals must include an executive summary (no more than two (2) pages) that condenses and highlights the contents of the Proposal, including an overview of the Proposer's understanding of the contents of the RFP, and a description of how the Proposer generally intends to meet the RFP requirements. The executive summary must also document that Proposer meets the minimum proposer submission requirements noted in Section 3.1.

MATERIAL OR TECHNICAL PROPOSAL

Proposals will be evaluated and scored to determine the extent to which they demonstrate the respective Proposer’s ability to meet material or technical requirements as defined below:

Qualifications and Experience I. General Qualifications of Proposer Proposer shall provide a description of Proposer’s qualifications to deliver the Services to Agency, which meet the highest industry standards. General qualifications for Proposer, must include any subcontractors, partners or joint venturers. Qualification description must include:

i. managing large-scale, federally funded programs, and

ii. Proposer’s familiarity with greenhouse gas reduction strategies and reporting, particularly related to food waste processing or similar environmental goals, if any. Respond with “none”, if Proposer has none.

II. General Experience of Proposer Proposer shall provide a description of three (3) projects that Proposer has performed within the last five (5) years that are comparable to the requested Services. For each example, include descriptions of general experience for Proposer, along with any subcontractors, partners, or joint venturers. For each project, the descriptions must include:

i. type of services provided and how the services were comparable to the requested Services,

ii. administering competitive subaward processes with a focus on environmental or infrastructure outcomes,

iii. managing federally funded subaward programs, including compliance with federal and state financial reporting requirements, and equipment disposition requirements,

iv. ability to meet federal recordkeeping and reporting requirements, and

v. past success monitoring subawardee performance, including conducting audits and ensuring corrective actions were implemented.

The General Qualifications and Experience descriptions will be evaluated and scored based on each evaluator’s assessment of how well qualified and prepared Proposers are to deliver Services. NOTE: The evaluation and scoring for General Qualifications and Experience for a Proposer will include any subcontractor, partner or joint venturer qualifications submitted by that Proposer.

Qualifications and Experience of Project Manager Proposers shall submit the following contact information: name, work phone number, and work email address of the principal Project Manager, who will be responsible for assuring the Services provided under the Contract are performed accurately and according to Agency’s needs. In addition to submitting the contact information as requested, Proposers shall describe:

I. Qualifications of the Project Manager providing project management, description must include:

i. years and general subjects of education and training; and

ii. credentials, such as degrees, licenses, and certifications.

II. Experience of Project Manager providing project management, description must include:

i. years of work experience, job title, and employer, and

ii. how the work experience prepares the individual to provide the proposed services.

Project Manager will be evaluated and scored based on the submitted descriptions of how the Project Manager meets the requirements.

Key Persons Proposers shall submit the names of each key persons, who will be responsible for assuring the Services provided under the Contract are performed accurately and according to Agency’s needs. In addition to submitting the name as requested, Proposers shall describe for each key person:

i. is there a staffing plan, how does the plan assign clear responsibilities to key personnel for managing financial controls, reporting, and corrective actions,

ii. how key persons’ qualifications and experience align with the project’s technical and financial oversight needs, including monitoring subawardees and ensuring compliance with federal funding requirements,

iii. how key persons’ resumes demonstrate experience in awarding subawards using federal funds, infrastructure development, or food waste recovery projects,

iv. how key persons demonstrate the capacity to oversee complex multi-stakeholder projects, including collaboration with government entities and community partners, and

v. how key persons demonstrate the ability to effectively support application outreach and engagement for small-scale composting projects, in low-income and rural communities.

Management Plan and Approach to Provide the Services Proposer(s) must describe the management plan and approach for providing the Services. The “plan” will include:

i. a strategy for outreach and promotion, to potential subawardees, that increases awareness and understanding of the program.

ii. a structured and transparent process for administering competitive subawards, including scoring, vetting, and award,

iii. an outline for robust financial controls and systems for tracking subaward-related expenditures and ensuring timely and accurate invoicing,

iv. procedures for monitoring subawardee implementation, including regular audits, reporting systems, and corrective action processes,

v. addressing timely and complete reporting to DEQ and EPA, including GHG reduction metrics, financial reporting, and compliance documentation, and

vi. ensuring that subgrantees are compliant with federal grant regulations.

The management plan and approach will be evaluated and scored based upon the Proposer’s plan and approach for providing the Services, as described in this section and the Statement of Work (Attachment A, Exhibit A).

Financial Oversight I. Describe Proposer’s administrative processes and financial controls that ensure federal funds are properly managed, tracked, and segregated from other funds?

II. Describe how Proposer’s financial management system supports accurate, timely reimbursement requests, and compliance with federal and state financial regulations?

III. Identify Proposer’s key personnel responsible for financial oversight and demonstrate their qualifications to manage large-scale, federally funded programs?

IV. Describe Proposer’s financial controls that are:

i. already in place, or

ii. require development, and

iii. present a plan to implement or strengthen these systems, if needed? If not needed, please explain why.

3.3.6 Cost Proposals (SUMMARY OF ESTIMATE FOR SERVICES)

Proposers shall submit a cost proposal in a separate uploaded folder.

Proposer must base their SES on the services and deliverables as described in the Statement of Work (Attachment A, Exhibit A) and Proposer’s Proposal. Proposer must include all additional cost assumptions for their Proposal in their SES, including but not limited to staff hours by job title for each deliverable.

The SES must include the Proposer’s proposed total time and materials costs and maximum not to exceed total amount to provide all Services described in the Statement of Work (at Attachment A, Exhibit A), and Proposer’s Proposal, and a maximum not to exceed amount for each deliverable as described in the Statement of Work (at Attachment A, Exhibit A).

Proposed costs for travel must be included on the SES as separate line items (proposed travel costs must be in accordance with state travel requirements in Attachment A, Section 5.4).

Costs submitted by Proposers are considered firm offers, and remain in effect for a period of 180 days from the RFP due date.

The Cost Proposal submitted will be scored based on Section 4.10.2.6.

SOLICITATION PROCESS

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.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule in Section 1.2. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

Provide additional description of the project;

Explain the RFP process; and Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

Logging into the Microsoft Teams Meeting (clicking the link below or calling in)

Join the meeting now Meeting ID: 217 540 281 151 3

Dial in by phone +1 503-446-4951,,594548925# United States, Portland Find a local number Phone conference ID: 594 548 925#

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.

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.

SOLICITATION PROTESTS

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.

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 they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

Requirements for Protests All protests must:

Be delivered to the SPC via email;

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:

the grounds that demonstrate how the Procurement Process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and 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.

PROPOSAL DELIVERY

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected.

Proposal submission will only be accepted, electronically through OregonBuys. at: OregonBuys.gov Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

PROPOSAL MODIFICATION OR WITHDRAWAL

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

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

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.

PUBLIC OPENING

A 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(s) 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 (see OAR 125-247-0630).

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).

EVALUATION PROCESS

Responsiveness and Responsibility Determination 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 Submission Requirements) and Section 3.2 (Proposal Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125- 247-0470.

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 B1) with Proposal.

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

Evaluation Criteria 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. Evaluators will assign a score for each evaluation criterion listed below in this section 4.10.2. The maximum points available per all sections is a total of 190 points Description Maximum Score

Technical or Material Evaluation of Proposal:

THE POINTS LIST ABOVE IS PROVIDED ONLY AS A COURTESY TO PROPOSER. DAS SPS MAKES NO REPRESENTATION AS TO THE COMPLETENESS OR ACCURACY OF THIS PROPOSER CHECKLIST. PROPOSER IS SOLELY RESPONSIBLE FOR REVIEWING AND UNDERSTANDING THE RFP AND COMPLYING WITH ALL THE REQUIREMENTS OF THIS RFP, WHETHER LISTED ABOVE OR NOT.

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

Proposer’s Qualifications & Experience – Maximum Points Available: 50 Section 3.3.1 - Rating Scale (50 POINT Maximum)

Proposal section 3.3.1 will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s description of the Proposer’s general qualifications and experience meeting the requirements that are specified in this RFP. A maximum total score of fifty (50) points are available for this section.

Qualifications and Experience of Project Manager – Maximum Points Available: 10 Section 3.3.2 (I & II) - Rating Scale (10 POINT Maximum)

Proposal section 3.3.2(I & II) will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s description of the Project Manager’s qualifications and Experience as they relate to the requirements that are specified in this RFP. A maximum total score of ten (10) points are available for this section.

Key Persons – Maximum Points Available: 10 Section 3.3.3 - Rating Scale (10 POINT Maximum)

Proposal section 3.3.3 will be evaluated and then a score assigned by each member of the Evaluation Committee. The evaluation and score will be based upon Proposer’s description of the Project Manager’s qualifications as they relate to the requirements that are specified in this RFP. A maximum total score of ten (10) points are available for this section.

Management Plan and Approach to Providing the Services – Maximum Points Available: 75 Section 3.3.4 Rating Scale (75 POINT Maximum)

Management Plan and Approaches for the Services being Proposed will be evaluated by the evaluation committee members. A maximum total score of seventy-five (75) points are available for this section.

Financial Oversight – Maximum Points Available: 10 Section 3.3.5 Rating Scale (10 POINT Maximum)

Financial Oversight for the Services being Proposed will be evaluated by the evaluation committee members. A maximum total score of ten (10) points are available for this section.

Cost Proposal (Section 3.3.6) – Maximum Points Available: 35 For scoring purposes, DAS SPS shall calculate a score using the submitted Cost Proposals maximum Not to Exceed total amount (see Section 3.3.6).

The Proposal that provides the lowest price in each Service Category will receive 100% of the total maximum 30 points available. Each of the other Proposals in each Service Category will receive a percentage of the maximum available points based on the percentage of their proposed price as it relates to the lowest proposed price using the formula below and rounded to the nearest tenth of a point.

For example, the Proposer with the lowest price proposal of $90,000 dollars receives 35 points. The Proposer with the next lowest price proposal of $100,000 dollars receives 31.5 points.

Lowest Price Proposal

NOTE: COST PROPOSAL MUST BE COMPLETE. PRICING SUBMISSIONS THAT ARE INCOMPLETE OR WITH PRICING INTENTIONALLY LEFT OUT, MAY RECEIVE A SCORE FOR THIS SECTION OF ZERO (0) OR MAY BE REJECTED.

PREFERENCES

Reciprocal Preference For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Proposer in the Proposer's state.

Recycled Materials Agency 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.

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 125-246-0300.

RANKING OF PROPOSERS

The Evaluation Committee will award points to each responsive Proposal for the: General Qualifications and Experience, Qualifications and Experience of Project Manager, Key Persons, the Management Plan and Approach to proving the Services, and Financial Oversight. DAS SPS will then add together the Points and divide by the number of evaluators and then add the Cost points and any Preference points awarded to calculate the final Proposal score for each Proposal (the Maximum Points Available per all sections is a total of 190 points).

Proposers will be ranked in descending order based on the highest final score, the SPC will determine the rank order, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

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

· NEXT STEP DETERMINATION

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

Interviews Presentations/Demonstrations/Additional Submittal Items Discussions and submittal of revised Proposals Serial or simultaneous negotiations Best and Final Offers Competitive Range Determination If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers, in each Category, that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores, consistent with OAR 125-247-0260), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

Competitive Range Protest Proposers, in a specific Category, excluded from a round may submit a Written protest of Competitive Range. Protests must:

Be emailed to the SPC;

Reference the OregonBuys bid number;

Identify Proposer’s name and contact information;

Be sent by an authorized representative;

Identify the Category;

State the reason for the protest; and Be received within seven (7) calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all 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.

ADDITIONAL ROUNDS

Interviews Proposers progressing to a subsequent Round will be invited to participate in Proposer interviews. Interviews may be in person at a location determined by Agency; however, Agency may elect to conduct interviews via teleconference. Further details will be included with Notice of Competitive Range.

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking.

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

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

Intent to Award Notice Agency will notify all Proposers in Writing attached to OregonBuys, that Agency intends to award a Contract to the selected Proposer subject to successful negotiation of any negotiable provisions.

INTENT TO AWARD PROTEST

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.

Protest Requirements Protests must:

Be delivered to the SPC via email;

Reference the OregonBuys bid number ;

Identify Proposer’s name and contact information;

Be signed by an authorized representative of Proposer;

Specify the grounds for the protest; and Be received within seven (7) calendar days of the Intent to Award notice.

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.

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:

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.

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…