RFP TAC - FINAL.pdf

DAS State Procurement Services, Version 4.5 March 31, 2023 Page 1 of 25

STATE OF OREGON

COVER PAGE

Department of Administrative Services, State Procurement Services, on behalf of the Oregon Department of Education

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00014099 for

STATE ASSESSMENT NATIONAL TECHNICAL ADVISORY

COMMITTEE

Date of Issue: June 11, 2025

Opening Date and Time: July 14, 2025, 11:59 p.m., Pacific time

Single Point of Contact (SPC): Skye Laidler, Procurement & Contract Specialist

Address: 1225 Ferry St SE City, State, Zip Salem, OR 97302 Phone (voice) (971) 446-1341 E-mail: Skye.Laidler@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.

mailto:Skye.Laidler@DAS.Oregon.gov

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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 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 ROUND 1 RANKING OF PROPOSERS

4.13 ADDITIONAL ROUNDS

4.14 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 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H SUB-CONTRACTOR 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, State Procurement Services (DAS SPS) on behalf of the Oregon Department of Education (Agency), is issuing this Request for Proposal under the provisions of ORS 279B.060 for technical and logistical support for the Agency’s Assessment Team within the Office of Teaching, Learning, and Assessment and the Accountability Team within the Office of Research and Data Analysis through the re-convening of State Assessment Technical Advisory Committee (SATAC) meetings.

The selected contractor will facilitate all planning with relevant Agency staff, as well as providing travel, lodging, meals, consulting fees, and support for up to eight SATAC committee members. These eight SATAC members are independent consultants, appointed by the Agency on an annual basis.

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

DAS SPS anticipates the award of one (1) Contract from this RFP.

The initial term of the Contract is anticipated to be 2 years with options to renew up to a cumulative maximum of 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 June 24, 2025 11:59 P.M.

Answers to Questions / Requests for Clarification Issued (approx.) June 30, 2025

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Presentations, Demonstrations, or Interviews TBD

Issuance of Notice of Intent to Award (approx.) August 2025

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

DAS State Procurement Services, Version 4.5 March 31, 2023 Page 5 of 25 process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under OAR 125-246-0170(3). The Test Development section 3(a) of OAR 581-002-0025 requires ODE to convene a National Technical Assessment Committee.

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.

2.2 DEFINITION OF TERMS

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

Terminology specific to the OregonBuys system may be found at: OregonBuys

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Agency oversees the education of over 560,000 students in Oregon’s public K- 12 education system. Agency encompasses early learning, public preschool programs, the State School for the Deaf, regional programs for children with disabilities, and education programs in Oregon youth corrections facilities. While the Agency isn’t in the classroom directly providing services, the Agency (along with the State Board of Education) focuses on helping districts achieve both local and statewide goals and priorities through strategies such as:

• Developing policies and standards

• Providing accurate and timely data to inform instruction

• Training teachers on how to use data effectively

• Effectively administering numerous state and federal grants

• Sharing and helping districts implement best practices

Oregon has more than 1,200 public K-12 schools organized into 197 School Districts and 19 Education Service Districts. Over 100 of these schools are public charter schools. These schools and districts employ over 63,000 teachers, administrators, and other school and district staff.

The Agency fosters equity and excellence for every learner through collaboration with educators, partners, and communities. At the Agency, we are guided by the following values:

• Integrity

• Accountability

• Excellence https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=253703 https://oregonbuys.gov/bso/

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• Equity

Our Priorities are:

• Graduating our students college and career ready;

• Closing the Achievement Gap;

• Teacher and administrator effectiveness;

• Increasing performance for all schools and districts; and

• A strong, seamless education system from early childhood through higher education.

The State Board The Oregon State Board of Education (Board) sets educational policies and standards for Oregon's public school districts, education service districts, and community college districts.

The Assessment Team The Agency’s Assessment Team is committed to supporting districts in developing a balanced assessment system. Assessments provide educators with the information they need to make essential instructional decisions. In the same way that a scientist may collect and analyze water samples to determine the quality of our streams and lakes, teachers and administrators use state tests, performance assessments, and other forms of assessments to measure how well students are learning and determine how best to support them moving forward. A balanced assessment system employs a variety of measures and types of assessment to provide the most useful information to students, parents, teachers, administrators, legislators, and the public.

• Formative assessment provides immediate usable feedback on student learning.

• Interim (or benchmark) assessments serve as “checkpoints” for longer-term student progress.

• Summative assessments allow a look back at the entirety of the instructional period. They provide valuable information for planning the next instructional year and beyond.

Title I, Part A

Title I, Part A of the Elementary and Secondary Education Act (ESEA), as amended by the Every Student Succeeds Act (ESSA) (collectively, Title I A) provides financial assistance to local educational agencies (LEAs) and schools with high numbers or high percentages of children from low-income families to help ensure that all children meet challenging state academic standards. Federal funds are currently allocated through four statutory formulas that are based primarily on census poverty estimates and the cost of education in each state.

1. Basic Grants provide funds to LEAs in which the number of children counted in the formula (Formula Children) is at least 10 and exceeds 2 percent of an LEA's school-age population.

https://www.oregon.gov/ode/about-us/stateboard/Pages/default.aspx

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2. Concentration Grants provide funds to LEAs that are eligible for Basic Grants and in which the number of Formula Children exceeds 6,500 or 15 percent of an LEA’s total school-age population.

3. Targeted Grants are based on the same data used for Basic and Concentration Grants except that the data are weighted so that LEAs with higher numbers or higher percentages of children receive more funds. Targeted Grants are based on the same data used for Basic and Concentration Grants except that the data are weighted so that LEAs with higher numbers or higher percentages of Formula Children receive more funds. Targeted Grants provide funds to LEAs in which the number of Formula Children without application of the formula weights is at least 10 and at least 5 percent of the LEA's school-age population.

4. Education Finance Incentive Grants (EFIG) distribute funds to States based on factors that measure:

o a State's effort to provide financial support for education compared to its relative wealth as measured by its per capita income; and o the degree to which education expenditures among LEAs within the State are equalized.

Once a State's EFIG allocation is determined, funds are provided (using a weighted count formula similar to Targeted Grants) to LEAs in which the number of children from low-income families is at least 10 and at least 5 percent of the LEA's school-age population.

An LEA’s Title I A allocation is the sum of the amount that the LEA receives under each formula. LEAs target the Title I A funds they receive to schools with the highest percentages of children from low-income families. If a Title I A school is operating a targeted assistance program, the school provides Title I A services to children who are failing, or most at risk of failing, to meet challenging State academic standards. Schools in which children from low-income families make up at least 40 percent of enrollment are eligible to use Title I A funds to operate schoolwide programs that serve all children in the school in order to raise the achievement of the lowest-achieving students. LEAs also must use Title I funds to provide Title I A services to eligible children enrolled in private schools. More information about Title I A and other ESEA programs is available here.

Project Overview and Background

Agency requires support and facilitation for up to three (3) SATAC meetings annually, for life of the awarded contract, to help guide technical and strategic decision making as the Agency attempts to develop a balanced assessment system, and support the quality and timeliness of documentation of evidence critical for Title 1A Peer Review submissions. The first meeting will be held in person in Salem, OR in fall of 2025. The other two (2) meetings will be remote, with meeting dates and times to be set during the first in-person meeting.

The in-person meeting will last 1.5 days, while the remote meetings will be hosted by webinar and last no more than four (4) hours (AM or PM). More specific body of work expectations are described below. The successful Proposer will be responsible, at a minimum, for the following:

• Coordinate scheduling of SATAC meetings with the Agency and the SATAC members;

• Schedule and conduct a planning meeting with relevant Agency staff 4-6 weeks prior to each SATAC meeting to identify topics, questions, and materials that require SATAC https://www.ed.gov/grants-and-programs/formula-grants/school-improvement/improving-basic-programs-operated-by-local-educational-agencies-esea-title-i-part-a#:%7E:text=Title%20I%2C%20Part%20A:%20Improving%20Basic%20Programs%20Operated%20by%20Local%20Educational%20Agencies.&text=Schools%20in%20which%20children%20from%20low%2Dincome%20families,raise%20the%20achievement%20of%20the%20lowest%2Dachieving%20students.

DAS State Procurement Services, Version 4.5 March 31, 2023 Page 8 of 25 review and input. The successful Proposers shall provide a draft agenda pursuant to the determinations made during the planning meeting for Agency review no more than one week after the meetings are held;

• Prepare the detailed final agenda and notify SATAC members and Agency staff of each meeting. The successful Proposers shall also coordinate the gathering of materials from relevant assessment and accountability vendors identified by Agency that will be needed for each meeting. These support materials will be assembled and provided to Agency staff at least two weeks prior to the SATAC meeting for review;

• Distribute the final agenda and supporting materials to the SATAC members at least one week in advance of each meeting using Agency's secure file sharing system;

• Facilitate each SATAC meeting to structure the discussion as efficiently as possible, addressing the critical technical, practical and policy implications of the discussions, as well as all final recommendations; and

• Produce a meeting summary along with action steps no more than one week after each SATAC meeting. Upon review and feedback provided by the Agency, distribute the summary to Agency staff, the SATAC members, and assessment and accountability vendors identified by Agency, including, but not limited to: the American Institutes for Research, Smarter Balanced Assessment Consortium, English Language Proficiency Assessment for the 21st Century Consortium, and Behavioral Research & Teaching at the University of Oregon, for feedback and/or corrections. A final meeting summary must be delivered to the Agency upon completion of feedback collection activities after each meeting.

2.3.2 Purpose

Oregon’s Technical Advisory Committee (TAC) is composed of measurement and accountability experts from across the country, including several members who reside in Oregon. Oregon’s TAC membership is designed to reflect a balanced assessment system, with expertise in the areas of formative, interim, and summative assessment represented, as well as in shared accountability systems.

Oregon’s TAC provides input and recommendations for building technically adequate assessment and accountability systems. Fulfillment of this role requires TAC members who have expertise in all needed areas, as well as well-informed agendas, background materials, and facilitation protocols. The recommendations and discussion must be documented, vetted for accuracy, and clearly communicated to the Assistant Superintendent of the Office of Research, Assessment, Data, and Accountability, who leverages these data sources to make decisions and communicate those decisions about how to support the continuous improvement of Oregon’s Statewide Assessment System (OSAS) as well as Oregon’s state (Student Investment Account) and federal ESEA accountability systems.

2.4 SCOPE OF WORK/SPECIFICATIONS

The work that will be required of the successful Proposer, may include, but is not limited to the following:

• Preparation for in-person, 1.5 day SATAC meeting (includes planning meeting, preparing agenda and materials, organizing travel, lodging, meals etc.)

• Preparation for two remote SATAC meetings. Each meeting will be a half day.

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• Prepared and revised meeting summaries and action items for each meeting.

• Facilitation of in-person, 1.5 day SATAC meeting.

• Facilitation of two remote, half-day SATAC meetings.

• Technical support for the Agency and SATAC members, as needed.

• Processing and support for SATAC member contracts and consultant fee for in-person meetings (1.5 days for 8 SATAC members) and remote meetings (half day for 8 SATAC members), as well as pre-meeting preparation for each meeting (1 day per meeting).

• Expenses for SATAC members for in-person meeting (i.e., travel, lodging, meals, and consultant fee).

The tasks identified above are to be completed annually. Price Proposals should identify costs associated with each activity in the proposed budget.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

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

3.1.1 Key Person Requirements

Proposer’s Lead Facilitator must have a minimum of five (5) years of experience facilitating meetings of similar size and scope to the project identified in this RFP. Specifically, experience must have included SATAC facilitation support of a state-level strategic assessment and accountability related operations and policy development, including written summary of decisions and recommendations.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 ROUND 1 Proposal Submissions

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

• Administrative Proposal o Executive Summary o Company Profile o Management Plan o Previous Experience o Key Persons Previous Experience

• Technical Proposal o Project Implementation Plan o Project Approach and Methodology

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Key Persons and Resumes

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• Subcontractor list (if applicable)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Sub-Contractor Form (Attachment H)

3.2.2 Proposal Page Limits

Proposal is limited to 25 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Sub-Contractor Form (Attachment H)

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 must submit their Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in See: Vendor Formal Solicitation Response 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

The Proposer Information and Certification Sheet (Attachment C) 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.

3.3 ROUND 1 PROPOSAL REQUIREMENTS

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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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 Administrative Proposal (Scored)

3.3.1.1 Executive Summary (Required, Scored)

Proposer shall include in its Proposal, an executive summary of not more than three (3) pages which summarizes Proposer’s Proposal, explains how Proposer will fulfill the requirements of the RFP, demonstrates Proposer’s understanding of the RFP and includes an explanation of what sets them apart from other Proposers who provide the same services as their company (e.g., what makes Proposer unique?). The executive summary must also include a statement that all information provided within its Proposal is true, accurate and complete.

Proposer must include a description of the firm and its history, organization, general qualifications and experience providing services to complete projects of similar size and scope to the project identified in this RFP, including the number of years that Proposer has been in business providing such services;

3.3.1.2 Management Plan (Scored)

Proposer shall include a detailed narrative which:

• Explains how Proposer plans to accommodate the level of work required by Section 2.4, Scope of Work, including but not limited, current or projected projects that could have a negative impact on Proposer completing the Services requested in this RFP. Also include whether or not any Key Person(s) will be providing the Services requested in this RFP as well as any others, and any potential impacts that could have on providing the Services to the Agency;

• Describes Proposer’s internal procedures and policies related to work quality, cost control and security control measures to safeguard Agency and staff confidential information;

• Includes an organizational chart that includes all proposed resources, including Key Persons, identified by name. Chart must show the functional structure of the organization and the flow of the “chain of command” with lines to identify persons who are responsible for major functions; and

• Identifies subcontractors and what roles they will play in fulfilling the requirements of the contract.

3.3.1.3 Proposer Previous Experience (Scored)

Proposer shall include, for Proposer and any subcontractors, a detailed narrative which

DAS State Procurement Services, Version 4.5 March 31, 2023 Page 12 of 25 describes a minimum of five (5) similar projects completed or substantially completed, of similar size and scope to the project identified in this RFP, performed by Proposer within the last five (5) years that match the minimum requirements, expertise and knowledge that will be used in this project, including but not limited to, that which documents the required experience required in Section 3.1. At a minimum, Proposer’s narrative must:

• Identify prior client name(s) and organization type(s) (government, private corporation, etc.);

• Include an overview of the business and projected objectives;

• Identify project start and end dates;

• Describe project budget and staffing requirements;

• Describe project scope and complexity and how that relates to the services being requested in this RFP; and

• Identify the name of Proposer’s Project Manager and other key person(s) assigned to the project and the role for which that person is proposed for Agency’s project, if any.

3.3.1.4 Key Person Previous Experience (Scored)

Proposer shall identify the proposed staff to facilitate SATAC meetings, including title(s), role(s) and proposed staff responsibilities for each Deliverable identified in Section 2.4, Scope of Work. The Proposal must identify who meets the requirements set forth in Section 3.1.1 Key Person(s) Requirements.

For each Key Person, Proposer shall include in their proposal, at a minimum, the following information:

• Previous experience, qualifications and relevant training relating to projects of similar size, scope and complexity as required by this RFP, including, but not limited to, experience in facilitation support of state-level strategic education-related operations and policy development and community engagement;

• How the Key Person(s) experience, qualifications and training prepares the individual(s) to provide the Services described in this RFP;

• A current resume (not to exceed two pages) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP; and

• Any subcontractor Key Person(s) and their current resume(s).

3.3.2 Technical Proposal (Scored)

3.3.2.1 Project Implementation Plan (Scored)

Summarize how Proposer would carry out the major activities of this project in context with the Scope of Work/Specifications. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

3.3.2.2 Project Approach and Methodology (Scored)

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Proposer shall include a detailed narrative that, at a minimum, includes the following:

• A statement of Proposer’s understanding of the objectives and issues to be resolved in implementing this project;

• A description of Proposer’s proposed approach and plans to accomplish the work described in the Scope of Work/Specifications, which shall include, but not be limited to, task descriptions and associated proposed staffing assignments, including titles, roles, and responsibilities, for each task and Deliverable required by Section 2.4, Scope of Work/Specifications;

• Proposer’s strategy and methodology for completion of the work described in the Scope of Work/Specifications, which shall include, at a minimum:

o Proposer’s proposed approach when addressing key project issues with Agency and other project stakeholders; and o Proposer’s proposed methodology to identify, track and address project issues, including, but not limited to, how issues will be tracked and reported.

3.3.3 Disclosure Exemption Affidavit (Not Scored)

Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B).

3.3.4 Proposer Information and Certification Sheet (Not Scored)

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.

3.3.5 Price Proposal (Scored)

Submit a detailed Price Proposal (Attachment E) Electronically though OregonBuys stating the price for each deliverable and the total price for the entire project.

3.3.6 COBID Certification / Outreach Plan (Not Scored)

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment F).

3.3.7 Responsibility Inquiry (Not Scored)

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

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

https://oregonbuys.gov/

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Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission. Questions received via other means will not be answered.

• 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.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

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

4.4.2 Protests to Amendment(s)

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

4.4.3 Requirements for Protests

All protests must:

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

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

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• State the reason for the protest, including:

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

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

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

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

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

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

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

Delivery through OregonBuys

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

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

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

4.7 PROPOSAL DUE

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

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

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

4.8 PUBLIC OPENING

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 will be read at the 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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Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

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

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with

OAR 125-247-0470.

4.10.1.2 Responsibility Determination

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

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

4.10.2 Evaluation Criteria

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

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Rating scale and explanation for 50 points possible

Score Explanation

42-50 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.

32-41 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.

22-31 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.

12-21 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0-11 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.

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 Administrative Proposal (50 Points Possible)

4.10.2.1.1 Executive Summary (5 Points Possible)

• Does proposer demonstrate previous experience in this field?

• How many years of experience does proposer have?

• Does proposer provide all required information?

4.10.2.1.2 Management Plan (10 Points Possible)

• How well does Proposer’s Proposal demonstrate they have the capacity to accommodate the level of work required by this RFP?

• How well does Proposer’s Proposal demonstrate Proposer’s understanding of the Services required by this RFP?

• How well does Proposer’s Proposal explain how they manage their staff resources for the Services requested in this RFP and their previous projects?

• How well do Proposer’s internal procedures and policies explain Proposer’s control measures for work quality, cost and security?

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4.10.2.1.3 Proposer Previous Experience (15 Points Possible)

• How well do Proposer’s previous projects relate to the requirements in this RFP?

Are they similar in scope and complexity to that requested in this RFP?

• If Proposer intends to use subcontractors, how well do the subcontractors previous projects relate to the requirements in this RFP? Are they similar in scope and complexity to that requested in this RFP?

4.10.2.1.4 Key Person Previous Experience (20 Points Possible)

Proposer’s Proposal will be evaluated on the extent to which it demonstrates the following:

• Proposer’s Key Person(s) experience, qualifications and training are for projects similar in size, scope and complexity as the services required by this RFP;

• Proposer’s Key Person(s) experience with facilitation support of state-level strategic education related operations and policy development and community engagement; and

• How Proposer’s Key Person(s) experience, qualifications and training prepares the individual(s) to provide the Services described in this RFP.

4.10.2.2 Technical Proposal (50 Points Possible)

Proposer’s narrative will be evaluated on the extent to which the summary & narrative describes the following:

• How well Proposer understands the objectives and issues to be resolved in implementing this project;

• Proposer demonstrates a thorough understanding of the task plan and methodology proposed;

• Proposed task plan and methodology supports an approach that is practical, feasible and likely to result in the timely, successful delivery of the requirements of Section 2.4, Scope of Work;

• Proposed approach identifies methods to address pertinent issues and potential problems related to the project;

• The proposed plan ensures work quality and timeliness and cost control; and

• The proposed approach and plan are adequately structured and resourced, correlates with the project schedule and the proposed resources and is likely to result in a timely, successful delivery of the requirements of Section 2.4, Scope of Work, and Proposer’s perceived ability and commitment to meet project schedules.

4.10.2.3 PRICE EVALUATION (50 Points Possible)

The SPC will conduct the price evaluation. Price will be based on the total two-year cost proposed. 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:

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4.10.3 PREFERENCES

4.10.3.1 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.

4.10.3.2 Tiebreakers

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

4.11 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator.

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

4.12 ROUND 1 RANKING OF PROPOSERS

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

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

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank

TOTAL POINTS POSSIBLE : 150

ROUND 1 POINTS POSSIBLE 100

4.10.2.1 Administrative Proposal 50

4.10.2.2 Technical Proposal 50

ROUND 2 POINTS POSSIBLE (if applicable) TBD Interviews TBD References TBD

4.10.2.4 PRICE POINTS POSSIBLE 50

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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

• Reference Checks

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.12.1 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 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), 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.

4.12.2 Competitive Range Protest

Proposers 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

• State the reason for the protest; and

• Be received within 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.

4.13 ADDITIONAL ROUNDS

Proposers progressing to Round 2 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.

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4.14 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.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 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 or hard copy;

• Reference the OregonBuys bid number;

• 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

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.

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 B of Attachment A.

5.3.2 Taxpayer Identification Number

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

5.3.3 Business Registry

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

5.3.4 Pay Equity Certification

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

ORS 279B.110(2)(f) requires that Proposer provide…