State of Oregon

Cover Page Department of Administrative Services State Procurement Services On Behalf of Department of Administrative Services, Enterprise Asset Management Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number _ S-DASOBO-00016147_ For

INDUSTRIAL HYGIENE SERVICES

Date of Issue: __ April 6, 2026_________ __ Opening Date and Time: __ May 7, 2026____________ 9:30AM 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

2.5 SCOPE OF WORK/SPECIFICATIONS

3.2 PROPOSAL REQUIREMENTS

3.3 MATERIAL OR TECHNICAL PROPOSAL

4.12 ADDITIONAL ROUNDS – INTERVIEW IF CONDUCTED

4.13 SCORING 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 PRICE AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION ………………………………………….……………………....…

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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

ATTACHMENT A - SAMPLE PRICE AGREEMENT

ATTACHMENT B - PROPOSER INFORMATION AND CERTIFICATION

ATTACHMENT B1 - RESPONSIBILITY INQUIRY

ATTACHMENT B2 - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT B3 – INDEPENDENT CONTRACTOR CERTIFICATION

ATTACHMENT C1 – REFERENCE SHEET

ATTACHMENT C2 - JOINT VENTURE/PARTNERSHIP/SUBCONTRACTOR SHEET

ATTACHMENT D – COST PROPOSAL

ATTACHMENT E – SITE LOCATIONS

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, Department of Administrative Services, Enterprise Goods and Services, State Procurement Services (“DAS SPS”), on behalf of the Department of Administrative Services, Enterprise Asset Management (“ DAS EAM” or “Agency”), is issuing this Request for Proposals under the provisions of ORS 279B.060 for a professional services Contractor to provide Industrial Hygiene services (“Services”).

DAS EAM Facilities are located in Salem, Portland, Clackamas, Hillsboro, Wilsonville, Eugene, and Pendleton (Attachment E, Site Locations).

Additional details on the Scope of the Services or ancillary goods are included in the Statement of Work (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) Price Agreement from this solicitation. Any Price Agreement awarded is anticipated to start in July 1, 2026. The initial Price Agreement term will be two (2) years, with the option to extend for additional terms.

Price Agreement performance will be based on the Services described in the attached sample Agreement’s (Attachment A, Exhibit A) “Statement of Work”. Purchase Orders (“PO”) within the scope of this RFP are contingent upon Agency need. Proposers are advised that the potential dollar amount of any PO issued under the Price Agreement is uncertain and not guaranteed and are contingent upon approval of adequate funding.

Agreement payment method will be based on the methods described in sample Price Agreement Section 1.6 and Exhibit A, Section 5 and may include more than one (1) method (mixed).

All entities or individuals who submit Proposals 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 Price Agreement and any issued PO. The Services that may be required under a PO are more specifically described in Attachment A, Exhibit A, Statement of Work.

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:

“CCB#”: Means the Proposer’s Construction and Contractors Board license number.

“CIH or Certified Industrial Hygienist”: Means A CIH is educated, trained and certified to recognize health hazards, test the environment for those hazards and determine when they pose a risk to those who might be exposed.

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

“DAS EAM”: Means the Department of Administrative Services, Enterprise Asset Management “HVAC”: Means heating, ventilating, and air conditioning.

“IH or Industrial Hygiene”: Means the science of anticipating, recognizing, evaluating, and controlling workplace conditions that may cause workers’ injury or illness. Industrial hygienists use environmental monitoring and analytical methods to detect the extent of worker exposure and employ engineering, work practice controls, and other methods to control potential health hazards.

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

1.1 OVERVIEW, BACKGROUND, AND PURPOSE

Overview and Background Currently, DAS EAM provides services to approximately fifty-three (53) DAS-owned facilities and seven (7) additional agency-owned facilities, which add up to approximately 3.1 million square feet of rentable space.

DAS EAM maintains building systems and structures to prevent failures and responds to intermittent operating system needs to state-owned and operated facilities in Salem, Portland, Clackamas, Hillsboro, Wilsonville, Eugene, and Pendleton. Services provided by the program include electrical maintenance, HVAC maintenance, general building maintenance , custodial services, landscaping, and building security. These services are centrally managed from Salem, Oregon.

Purpose DAS is soliciting Proposals from qualified and experienced professionals to provide Industrial Hygiene Services throughout the State, in accordance with all applicable codes, and industry standards. Industrial Hygiene Services may include, but are not limited to, testing, sampling, monitoring and identifying hazardous conditions that may impact the health and safety of employees or the general public.

The awarded Proposer will provide all labor, equipment, tools, supervision, ancillary supplies, and incidentals required to complete the Services specified in the PO issued under the resulting Price Agreement. Proposer shall provide IH Services on an as-needed basis in or at DAS EAM owned or operated facilities in Salem, Portland, Clackamas, Hillsboro, Wilsonville, Eugene, and Pendleton, Oregon. Contractors will be responsible for providing Agency with detailed information about the Proposed Services.

METHOD OF COMPENSATION

Agency will pay for completion of Services required under a PO on the basis of Time and Materials (T&M), up to the Not-to-Exceed (NTE) amount established in a PO. Billable items include:

http://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf All travel shall be conducted in the most efficient and cost-effective manner that results in the best value for the state. Personal expenses shall not be authorized at any time.

c. Lab Costs: Agency will reimburse actual laboratory costs for the analysis of test. Invoice from lab must be presented for reimbursement.

The services that may be required under a PO are more specifically described in the attached Exhibit A, Statement of Work.

SCOPE OF WORK/SPECIFICATIONS

DAS SPS is conducting this RFP on behalf of the Agency, to provide Industrial Hygiene Services to Agency. Any resulting Price Agreement will include Services described in this RFP and in the Statement of Work set forth in the attached Sample Price Agreement (Attachment A; Exhibit A-Statement of Work).

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, Evaluators will evaluate and score the submissions as identified and provided in Section 4 this RFP.

Licensing Requirements To be considered responsive, Proposer must, at the time of Proposal opening, be an established business firm with all required licenses, bonding, equipment and trained personnel necessary to perform work as specified in this RFP. Proposal shall describe and document how the proposer meets the 3.1.1.1 minimum proposer submission requirement. Failure to comply with the 3.1.1.1 requirement may be cause for rejection.

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 3.2.5, Attachment C 1) – Pass/Fail |_| Executive Summary (Section 3.2.6) - Pass/Fail |_| Sustainability Plan (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 |_| Approach to Providing the Services (Section 3.3.4) - Pass/Fail |_| Laboratories (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 3.2.6)

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

· Subcontractor/Joint Ventures/ Partnerships (Section 3.2.4, Attachment C 2)

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

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

· Proposer’s Qualifications and Experience (Section 3.3.1)

· References (Section 3.2.5, Attachment C 1)

· Qualifications and Experience of Project Manager (Section 3.3.2)

· Key Persons (Section 3.3.3)

· Approach to Providing the Services (Section 3.3.4)

· Laboratories (Section 3.3.5)

· Sustainability Plan (Section 3.2.7)

· Cost Proposal(s), 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).

Subcontractor/Joint Ventures/Partnerships Proposer’s using one or more subcontractors, or Joint Ventures, or partnerships shall provide with RFP 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 RFPs 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 any award. (Attachment C2) PROPOSER MUST MARK ONE OF THE BOXES REGARDING SUBCONTRACTORS/ JOINT VENTURES/ PARTNERSHIPS IN ATTACHMENT C2 AND SUBMIT WITH PROPOSAL A COMPLETE LIST OF SUBCONTRACTORS, JOINT VENTURES, AND PARTNERSHIPS.

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 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 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 the proposer meets the minimum proposer submission requirements noted in Section 3.1.

Sustainability Plan The Proposer shall describe the methodologies for providing the Services as described in this RFP and the Statement of Work (Attachment A - Exhibit A), in an environmental and sustainable manner which align with industry standards. The plan will include but is not limited to, how Proposer is:

· Reducing carbon footprint;

· Re-using/recycling; and

· Facility sustainability practices.

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:

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

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 Price Agreement are performed accurately and according to Agency’s need. In addition to submitting the contact information as requested, Proposers shall describe:

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

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

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

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

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

b. 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 and Staffing Plan Proposers shall submit the name and position of each key persons, who will be responsible for assuring the Services provided under the Price Agreement are performed accurately and according to Agency’s needs. For each key person, Proposer shall provide a resume of background, certifications, experience, and expertise related to the requested services listed in this RFP. At a minimum, key persons must include the Program Manager (as described above) and a Certified Senior Industrial Hygienist, certified from the American Board of Industrial Hygiene. Proposers should include technician, principal, clerical, autocad, database programmer, Industrial Hygienist, and writer/editor positions on the key persons list.

In addition to submitting the name and position, Proposer must submit a staffing plan that describes how the Proposer assigns clear responsibilities to key personnel for managing the Agencies Service needs, reporting, and corrective actions.

Approach to Provide the Services Proposer(s) must describe the firms approach for providing the Services. The “approach” will include, but is not limited to:

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

Laboratories Proposer shall provide a list of the Laboratories that will be used to process the test samples under a price agreement. Provide a sample report received from a laboratory used in the past three (3) years. The response for this Section will include, but is not limited to:

a. Describing Proposer’s administrative processes using laboratories, ensuring samples are properly managed, tracked, and segregated from other samples.

b. Describing Proposer’s sample management system and chain of custody process supporting accurate, timely, and compliance with federal and state regulations.

c. Description of Proposer’s laboratory 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.

Cost Proposals Proposers shall submit a cost proposal in a separate uploaded document.

Proposer must base the Cost Proposal on hourly billing rates for the Services as described in the Statement of Work and Proposer’s Proposal. Proposer’s hourly billing rates for proposed staff in the following classifications (use an averaged rate if more than one person on this project for any given classification). These rates must be fully loaded personnel costs and will be used to determine scoring and will become part of the Price Agreement. Additional classifications may Proposed and will be negotiated upon the award.

· Senior Certified Industrial Hygienist

· Industrial Hygienist

· Technician

· Project Manager Proposed costs for travel must be included on the Cost Proposal as separate line items.

Prices 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 NOT be held for this RFP.

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 Price Agreement. 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 175 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: 25 Section 3.3.1 - Rating Scale (25 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 twenty-five (25) points are available for this section.

Qualifications and Experience of Project Manager – Maximum Points Available: 20 Section 3.3.2 - Rating Scale (20 POINT Maximum)

Proposal section 3.3.2 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 twenty (20) 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 descriptions of the listed Key Persons’ 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.

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

Proposal section 3.3.4 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 descriptions of the Approaches to provide the Services, as they relate to the requirements that are specified in this RFP. A maximum total score of seventy-five (75) points are available for this section.

Laboratories – Maximum Points Available: 15 Section 3.3.5 Rating Scale (15 POINT Maximum)

Proposal section 3.3.5 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 Laboratories, section as they relate to the requirements that are specified in this RFP. A maximum total score of fifteen (15) points are available for this section.

Cost Proposal (Section 3.3.6) – Maximum Points Available: 30 For scoring purposes only; DAS SPS shall calculate a score using the submitted Cost Proposals classifications hourly rates (see Section 3.3.6) added together. The corresponding number will be used to calculate a point total for this section, as described below.

The Proposal that provides the lowest total will receive 100% of the total maximum 30 points available. Each of the other Proposals will receive a percentage of the maximum available points based on the percentage of their proposed total as it relates to the lowest proposed total 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 30 points. The Proposer with the next lowest price proposal of $100,000 dollars receives 27 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 Laboratories. 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 175 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 Price Agreement 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 information of Proposer has changed since the last submitted W-9 form, if any.

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.

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…