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State of Oregon

COVER PAGE

Department of Administrative Services (“DAS”), State Procurement Services (“SPS”) on behalf of the Oregon Department of Fish and Wildlife

(“ODFW”) is issuing this Request for Proposal (“RFP”) under OregonBuys Bid Number S-DASOBO-00015289 For

GPS SATELLITE TRACKING COLLARS AND ASSOCIATED

EQUIPMENT FOR VARIOUS SPECIES

Date of Issue: Thursday, November 6, 2025, 8:00 AM PT Closing Date and Time: Monday, December 8, 2025, 4:00 PM PT

Single Point of Contact (“SPC”): Nathan C. Ramos, State Procurement Services

Address: 1223 Ferry St. SE U140 City, State, Zip Salem, Oregon 97301 Phone (voice) 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 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 RESERVED

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.2 RESERVED

4.3 QUESTIONS/REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

[For purposes of this RFP, Attachments are posted as separate upload on OregonBuys]

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT A EXHIBIT A-1 SPECIFICATIONS

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 SCORED PROPOSAL COMPONENTS FORM

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services (“DAS”), State Procurement Services, (“SPS) on behalf of Department of Fish and Wildlife (“ODFW” or “Agency”) is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060.

Specifically this RFP is for the purchase and delivery of remote tracking collars with a variety of options and associated data collection services for a variety of mammalian species. The number, type, and options for collars purchased by ODFW will vary annually based on project needs, funding availability, and product price.

Details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

The DAS State Procurement Services (SPS) on behalf of ODFW anticipates the award of multiple Price Agreements from this RFP.

The initial term of the Agreement is anticipated to be five (5) years with options to renew up to an additional five (5) years for a cumulative maximum of ten (10) years.

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 11/20/2025 4:00 PM PT

Answers to Questions / Requests for Clarification Issued (approx.) 11/25/2025

RFP Protest Period Ends 7 calendar days prior to RFP Closing

Proposal Due / RFP Closing 12/08/2025 4:00 PM PT

Issuance of Notice of Intent to Award (approx.) After Evaluation is completed.

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

1.3 SINGLE POINT OF CONTACT (“SPC”)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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DAS SPS on behalf of ODFW is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation Agreement REQ-DASOBO-00045356 (Delegation of Procurement Authority).

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

Any capitalized but undefined terms in this RFP have the meaning specified for those terms in OAR 125-246-0110 if the term is defined therein. For the purpose of this RFP, the following definitions are used:

“Agency” or “ODFW” means Oregon Department of Fish and Wildlife.

“DAS EIS” means Department of Administrative Services Enterprise Information Services.

“DAS SPS” or “SPS” means Department of Administrative Services State Procurement Services.

“Tracking Collar” or “Collars” means a GPS or VHF system mounted on various deployment mechanisms for placement on an animal for the purpose of locating that animal.

“GPS” means a satellite based Global Positioning System.

“Satellite System” means either the Iridium or GlobalStar system.

“Specifications” means the specific attributes of the Goods to be purchased or Services to be provided, if any, as described in Attachment A Exhibit A-1 Specifications of this RFP.

“VHF” means Very High Frequency.

Terminology specific to the OregonBuys system is listed below:

Terms used in OregonBuys Definition

Amendment

“Addendum” or “Addenda,” as defined in OAR 137-046-0110(1); or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Amendment.

Bid Opening Date

“Closing” as defined in OAR 137-046-0110(5). In OregonBuys it is the deadline for submitting Quotes (Bids, Proposals or other required responses) required by a Bid Solicitation, after which the Bid “Opening” as defined in OAR 137-046-0110(21) will immediately occur.

Bid Solicitation

Any form of solicitation: Request for Proposal, Invitation to Bid, Request for Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.). Each Bid Solicitation has a separate page and ID number in OregonBuys.

Change Order A formal change to an existing MBPO (i.e., any form of contract; agreement; price agreement or on-call contract, etc.; purchase order; or work order contract.

Master Blanket Purchase Order

(“MBPO”)

Any form of contract; agreement; price agreement or on-call contract, etc.;

purchase order; or work order contract.

Quote Any form of Bid submission by vendors; i.e., Bids, Quotes, or any other type of Bid required by a Bid Solicitation.

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Vendor

Any form of business entity registered in OregonBuys. Only registered Vendors are eligible to submit a Quote and enter into any form of Contract pursuant to Bid Solicitations advertised in OregonBuys.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

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

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

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

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

2.3.2 Project Overview and Background

The objective of the Price Agreements resulting from this RFP is to purchase remote tracking collars configured for specific research and management projects, with associated data services, for monitoring wildlife movements, habitat use, and survival.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1. The successful proposers are expected to deliver remote tracking collars annually, the number, type, and options of which will be determined annually by Agency in its sole discretion. The types and options for collars successful proposers can deliver must be selected from minimum and optional specifications listed in Attachment A Exhibit A-1 Minimum and Optional Specifications for Remote Tracking Collars. For purposes of this RFP, Attachment A Exhibit A-1 Minimum and Optional Specifications for Remote Tracking Collars is found as “Attachment A Exhibit A-1 Specifications” in separate upload on OregonBuys and copied and pasted below for reference.

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Minimum and Optional Specifications

2.4.2. Proposal must include all software and hardware needed for programming, deployment, data retrieval, data conversion if applicable, and communication with all tracking collars. If a Prospective Proposer’s goods and services include one or more intellectual property license(s) (such as a software license or an end user license agreement) or maintenance and support agreement(s), then such license(s) and support agreement(s) are subject to the terms and conditions of the appropriate State of Oregon rider, found online at: https://www.oregon.gov/das/Procurement/Pages/ITsoftware.aspx, which is incorporated herein by reference. The parties will execute the relevant rider and include the rider and the affected license(s) and support agreement(s) as an exhibit to the Contract.

2.4.3 Proposal must include initial costs and activation fees, all annual data collection fees, monthly subscription fees, and annual message delivery fees estimated with a three (3)-hour fix acquisition schedule and daily data transmission schedule after deployment for all collars.

2.4.4 Proposal must include annual cost of data downloads on a per collar basis after Deployment for all collars.

Large Medium Neonates Large Medium Base Iridium Satellite Collar Minimum Minimum Minimum Minimum Minimum Minimum Base Iridium Max weight (g) 1200 800 150 1000 400 50-150 Base Globalstar Statellite Collar Minimum Minimum Minimum Minimum Minimum Minimum Base Globalstar Max weight (g) 1200 800 150 1000 400 50-150 Base VHF Collar (No GPS) Minimum Minimum Minimum Minimum Minimum Minimum Base VHF Collar (No GPS) Max weight (g) 1200 800 150 1000 400 50-150 Adult collar sizing Minimum Minimum Minimum Minimum Minimum Minimum Beaver Tail Tag Attachment Minimum Beaver Tail Tag Max Weight (g) 100 Juvenile Collar Sizing Minimum Minimum Minimum Minimum Minimum Minimum VHF Beacon Minimum Minimum Minimum Minimum Minimum Minimum Mortality Sensor Minimum Minimum Minimum Minimum Minimum Minimum 1-Year Minimum Battery Life Minimum Minimum 2-year Battery Life Minimum Minimum Minimum Minimum 3-year Battery Life Minimum Minimum Minimum Minimum Vaginal Implant Iridium transmitter (VIT) Minimum Minimum Vaginal Implant max weight (g) 75 50 Proximity/UHF Collar Minimum Minimum Minimum Minimum Minimum Proximity/UHF Collar weight (g) 300 300 300 300 300 Expandable Collar Mechanism Optional Optional Optional Drop-off Mechanism Optional Optional Optional Optional Optional Eartag Attachment Optional Optional Replacable Batteries Optional Optional Optional Optional Optional Optional Solar Power Source Optional Optional Optional Optional Biologic Sensors Optional Optional Optional Optional Optional Activity Sensors Optional Optional Optional Optional Optional Environmental Sensors Optional Optional Optional Optional Optional Link to UHF Collar Optional Optional Optional Optional Link to VIT Optional Optional Onboard Camera Optional Optional Optional Optional Virtual Fence Optional Optional Optional Optional

Optional Specifications

Carnivores Small Mammals

Ungulates

Minimum Specifications

Specifications Collar/Option https://www.oregon.gov/das/Procurement/Pages/ITsoftware.aspx

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2.4.5 Proposed pricing must include taxes, and any importation tariffs if Proposer is outside of the United States. Prices of individual collars shall be as specified in Attachment E, Price Proposal Form of this RFP. ATTACHMENT E MUST BE SUBMITTED IN OREGONBUYS AS A SEPARATE

FILE FROM THE REST OF THE PROPOSAL.

2.4.6 Proposal must include a provision for pre-payment of estimated monthly data and associated data services fees associated with tracking collars. In the event a collar is not in operation, failed, or deactivated from the satellite service, any prepaid data months shall be credited or held on account and applied to any replacement or active collars.

2.4.7 Proposal must contain a full description of product warranty, including whether warranty is covered for collars that are not able to be retrieved and returned to the manufacturer, and including the replacement of failed units and/or reimbursement of prepaid data fees on failed units, and warranty period.

2.4.8 The scope of work for this RFP does not include animal capture or placing the collars on individual animals (“Deployment”). Deployment will be managed by the Agency. However, under the warranty provisions as specified below in section 2.4.9 of this RFP and in section 2.8 of the Attachment A Sample Price Agreement, should replacement collars be required, Contractor will be responsible for the costs associated with the replacement and deployment of collars after Agency purchases collars under the Price Agreement(s) established, resulting from this RFP.

2.4.9 WARRANTY AND FAILURE TO PERFORM [following shall be applied to equipment purchased under the Price Agreement(s) established, resulting from this RFP]:

Unless the contractor is providing architectural, engineering, photogrammetric mapping, transportation planning or land surveying services or related services, as defined in ORS 279C.100, or unless the Agency for good cause specifies otherwise, the scope of work shall require the contractor to meet the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. The Contract terms and conditions shall specify clear consequences for a contractor's failure to perform the scope of work identified in the request for proposals or the contractor's failure to meet established performance standards.

Attainment of performance standards is determined independent of whether failed Collars are retrievable or not. A unit will be considered to have failed if:

(A) Firmware or hardware fails prior to the predicted lifespan of the unit;

(B) Battery or power source fails prior to the predicted lifespan of the unit;

(C) Physical components of the unit fail prior to the predicted lifespan of the unit;

(D) The unit completely stops sending any GPS locations via the Satellite system prior to the predicted lifespan of the unit; or

(E) The VHF beacon stops transmitting prior to the predicted lifespan of the unit;

Units physically damaged by predation events, harvest events, accidents, etc. will not be considered failed units.

Warranty consequences are activated when 20% or more of the units fail from any of the listed reasons. Warranty consequences may include, but are not limited to:

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(A) Agency to reduce or withhold payment for pending data fees;

(B) Contractor to refund of pre-paid data fees from failed Collars or application of pre-paid balance to replacement; or application of data fees to new Collars purchased in subsequent years;

(C) Contractor to replace all faulty Collars at no cost to Agency;

(D) Contractor to pay for all costs related to deployment of all replacement Collars; and

(E) Agency to declare a default, terminate the public contract, and seek damages and other relief available under the terms of the public contract or other applicable law.

2.4.10 Delivery will be determined annually on a project specific basis by Agency in its sole discretion.

2.4.11 Actual quantities purchased may vary annually depending on project needs, available funding, and pricing.

2.4.12 Some of purchases are funded with federal funds. Price Agreements(s) resulting from this RFP incorporate terms and conditions set forth in this RFP, including without limitation the federal contract provisions for non-federal entity contracts under federal awards set forth under Exhibit E (Non-Federal Entity Contracts Under Federal Awards in the Attachment A Sample Price Agreement.

2.4.13 See sections 2.8.3, 2.8.4, 2.8.5, and 2.8.6 for warranties in Attachment A Sample Price Agreement for standard warranties under the Agreement resulting from this RFP.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 RESERVED

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 RESERVED

3.2.2 Proposal Submissions

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

• Scored Proposal Components Form, Various Species Tracking Collar & Data Collection

Specifications Proposal (providing data to verify the requirements in (1) Minimum and Optional Specifications in RFP Section 2.4.1 Scope of Work/Specifications and (2) Attachment A Exhibit A-1 Specifications) (Attachment H, Section C)

• Disclosure Exemption Affidavit (Attachment B) (IF NEEDED)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• Certified Disadvantaged Business Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Scored Proposal Components Form, Product Reliability/Proposer Collar Performance

History (Attachment H, Section D)

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3.2.3 Proposal Format and Quantity

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

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in the link provided in Section 4.5 for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

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

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

3.2.4 Authorized Representative

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

3.3 PROPOSAL REQUIREMENTS

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

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

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

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

3.3.2 References Check Form

Provide three (3) references from current or former client firms for similar projects performed for any clients within the last three (3) years using Attachment D. All references must be

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

Proposer shall submit reference names and contact information. DAS SPS will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful and DAS SPS cannot locate an alternate reference for Proposer, the Proposer will receive a score of zero for that reference.

3.3.3 Price Proposal Form

Proposers shall submit a detailed Price Proposal Form (Attachment E) in a separate electronic file through OregonBuys.

For the goods and services described in the Scope of Work, the Price Proposal must include the price for each delivered item, activation fees, monthly services based on the required delivery schedule, and any additional associated fees as instructed in Attachment E.

3.3.4 Certified Disadvantaged Business Outreach Plan

Submit a completed Attachment G Certified Disadvantaged Business Outreach Plan.

3.3.5 Responsibility Inquiry Form

Submit a completed Attachment G Responsibility Inquiry.

3.3.6 Scored Proposal Components Form

Submit a completed Attachment H by completing the following:

• Complete Attachments D and E as described above in 3.3.2 and 3.3.3.

• Complete Section C. Proposed Collar Specifications/Various Species GPS Collar and Data Collection Specifications Proposal of Attachment H by providing data to verify the Proposer’s GPS collars and data collection requirements in Section

2.4 Scope of Work/Specifications and “Attachment A Exhibit A-1 Specifications”.

o Proposer’s Collar Specifications identified in (1) Section 2.4.1 and (2) Attachment A Exhibit A-1 Specifications.

o Proposer must indicate on the section if additional sheet(s) is used and clearly identify the additional sheet(s) attached is part of the Attachment H Section C.

o Proposal must contain a full description of product warranty, including whether warranty is covered for collars that are not able to be retrieved and returned to the manufacturer, and including the replacement of failed units, reimbursement of prepaid data fees on failed units, reimbursement of deployment cost of replacements, and warranty

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• Complete Section D. Product Reliability/Proposer Collar Performance History of Attachment H by answering all six (6) questions related to the product reliability and collar performance history.

SECTION 4: SOLICITATION PROCESS

4.1.1 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 RESERVED

4.3 QUESTIONS/REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email at Nathan.Ramos@das.oregon.gov;

• Reference the OregonBuys bid number S-DASOBO-00015289;

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

4.4.2 Protests to Addenda

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

Protests to an Addenda, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Addendum or the date/time specified in the Addendum, or they will not be considered. Protests of matters not added or modified by the https://oregonbuys.gov/

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Addendum will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email at Nathan.Ramos@das.oregon.gov;

• Reference the OregonBuys bid number S-DASOBO-00015289;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Addendum must be received by the due date identified in the Addendum.

4.5 PROPOSAL DELIVERY OPTIONS

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

Proposals must be submitted electronically through OregonBuys at:

https://oregonbuys.gov/bso/. Proposers must be registered in the OregonBuys system to submit a response.

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 two ways. Proposer may draft a document on letterhead with authorized signature outlining those portions being modified. The document must include a statement that the modification replaces the information in the initial submission with the revised information.

This modification may be submitted to the SPC via email to the address on the cover of this RFP.

Alternately, the Proposer may withdraw their submittal from OregonBuys and resubmit a complete new Proposal on OregonBuys. All Modifications must be made prior to the Closing/Opening date and time.

If a Proposer wishes to withdraw a submitted Proposal from OregonBuys, it must delete the submission using the “Withdraw Quote” button.

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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4.7 PROPOSAL DUE

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

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

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

4.8 PUBLIC OPENING

A public Opening will not be held.

4.9 PROPOSAL REJECTION

DAS SPS 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).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to RFP Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer.

However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility Determination

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

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

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4.10.2 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 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 Calculations).

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

4.10.2.1 Proposed Collar Specifications (Maximum 20 Points)

• Evaluation of Proposer’s response to Attachment H, Section C.

• How well does the proposed collar meet some or all of the Minimum Specifications in Attachment A Exhibit A-1 Specifications?

• How well does the proposed collar meet some or all of the Optional Specifications in

Attachment A Exhibit A-1 Specifications? Does Proposer offer additional features that can be incorporated into Optional Specifications?

• What are the warranty details?

• Does the warranty not require physical retrieval of the collar and return to the manufacturer for warranty claims?

4.10.2.2 References (Maximum 30 Points)

• Evaluation of Proposer’s three (3) references responding to questions in Attachment D. Each reference has 10 questions to rate and the total number of

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

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• Business History and Reliability.

• Customer Service.

• Repairs and warranty work.

4.10.2.3 Product Reliability (Maximum 35 Points)

• Evaluation of answers to questions on Attachment H, Section D.

4.10.2.4 Price Evaluation (Maximum 25 Points)

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

lowest price of all Proposers X price points possible = price score price being scored

4.10.3 PREFERENCES

4.10.3.1 Reserved

4.10.3.2 Reserved

4.10.3.3 Recycled Materials

DAS SPS 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.

4.10.3.4 Tiebreakers

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

4.11 POINT AND SCORE CALCULATIONS

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

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

TOTAL POINTS POSSIBLE 110

4.10.2.1 Proposed Collar Specifications (Attachment H, Section C)

4.10.2.2 References 30

4.10.2.3 Product Reliability (Attachment H, Section D) 35

4.10.3 PRICE POINTS POSSIBLE 25

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The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Proposer A receives scores of 10, 9, and 9.5 for criterion worth 50 points. The SPC averages 10, 9, and 9.5 for a score of 9.5 and uses 95% as a multiplier to the possible points of 50. 50 multiplied by 95% is 47.5. Proposer A’s points for the criterion is 47.5.

Proposer A: 10+9+9.5 = 28.5 28.5/3 = 9.5

95% x 50 = 47.50

4.12 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price 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 SPS may, in its sole discretion, determine apparent successful Proposers with no additional rounds of competition. If additional rounds are conducted, DAS SPS will rank advancing Proposers at the conclusion of each subsequent round and may determine apparent successful Proposers at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, DAS SPS 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 (e.g., multiple pricing options with specifications, additional specifications that are not listed in Attachment A Exhibit A-1 Specifications, etc.)

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.12.1 Competitive Range Determination

If DAS SPS, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole

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DAS SPS reserves the right to conduct interviews or request the submission of Best and Final Offers. Details including requirements and scoring criterial and points of each potential additional round will be supplied to all eligible Proposers when determined.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

• All higher ranked Proposals are non-Responsive.

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

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

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter

279B or ORS Chapter 279A.

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

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email at Nathan.Ramos@das.oregon.gov;

• Reference the OregonBuys bid number S-DASOBO-00015289;

• Identify Proposer’s name and contact information;

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• 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 SPS 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 SPS.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit C of Attachment A. Sample Price Agreement.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W- 9 form, if any.

5.3.3 Business Registry

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

5.3.4 Reserved

5.3.5 Pay Equity Certification

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

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

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, DAS SPS may enter into Contract 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 SPS during the Questions / Requests for Clarification period set forth in Section 1.2. If DAS SPS agrees to make any requested changes to the Sample Contract, DAS SPS will issue an Amendment to notify Proposers of such changes.

Unless DAS SPS issues an Amendment modifying any of the terms and conditions, DAS SPS intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, DAS SPS may agree to negotiate changes to the negotiable provisions of the Sample Price Agreement listed below. However, DAS SPS is not required to make any changes and many provisions cannot be changed.

Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

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

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

• Price unless Agency and successful Proposer(s) agree to prices that are lower than what the Bidder(s)/ successful Proposer(s) submitted in Attachment E in response to this RFP

In the event that the parties have not reached mutually agreeable terms within 10 calendar days, DAS SPS may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity

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(“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

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

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

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed, construed, and enforced in accordance with 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.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

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

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

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

Pursuant to ORS 279B.100, DAS SPS may reject any or all Proposals in-whole or in part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency.