RFP~1.docx

RFP C2026132 – Eastern Oregon Border Economic Development Board Third Party Administrative Services

Request for Proposals:

Eastern Oregon Border Economic Development Board Third Party Administrative Services

Date of Issue: March 25, 2026 Bid Opening Date: April 9, 2026 at 5 p.m. Pacific Time

OBDD RFP no. C2026132 OregonBuys no. S-X260033-00016438

Single Point of Contact (“SPC”):

Shawna Peterson, Executive Director Eastern Oregon Border Economic Development Board PO Box 218 Ontario, OR 97914 Telephone: 541-889-8111 Email: eoborderboard@gmail.com 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.

LIST OF ATTACHMENTS

· Attachment A – Proposer Information and Certification Sheet

· Attachment B – Disclosure Exemption Affidavit

· Attachment C – Reference Check Form

· Attachment D – COBID Certification/ Outreach Plan

· Attachment E – Responsibility Inquiry

· Attachment F – Price Proposal

· Attachment G – Key Persons and Resumes

· Attachment H – Work Samples

TABLE OF CONTENTS

GENERAL INFORMATION

INTRODUCTION

The Eastern Oregon Border Economic Development Board, (“EOBB” or “Board”), is seeking a third party administrator to provide fiscal support services for EOBB operations. Services requested include accounting, financial transaction processing, financial reporting, administrative services, budgeting, and assisting with one or more programs to award grants and make loans to eligible applicants to enhance and expand workforce development or economic development in the Eastern Oregon Border Economic Development Region.

In 2017 the Oregon Legislature passed House Bill 2012, creating the Eastern Oregon Border Economic Development Region, and establishing the EOBB and the Eastern Oregon Border Economic Development Board Fund (“Border Fund”). ORS 284.771–284.801 authorizes the Board, in collaboration with the Oregon Business Development Department (“OBDD”), to formulate and implement strategies for investment in workforce and economic development in the Eastern Oregon Border Economic Development Region. The EOBB has been appropriated $5 million in 2017 and $6 million in 2022 to make grants or loans for workforce development and economic development.

The selected proposer (“Contractor”) will be responsible for fiduciary and business operations on behalf of the EOBB, including but not limited to processing transactions, maintaining accurate fiscal records, internal controls, implementing procedures for business operations, and providing fiscal information and reports to the EOBB Executive Director, including data for annual legislative reporting.

Please see the EOBB Program Handbook at https://www.eoborderboard.org/wp-content/uploads/2025/04/EOBB-Handbook-April25.pdf for more detailed information.

A personal services contract (“Contract”) will be offered for an initial 2 year period at approximately 5 hours per week (specific hours to be negotiated in the Contract). Contractor and EOBB will negotiate the final Statement of Work and method of payment, within the scope of what is advertised here, for inclusion in the final Contract. Additional details on the scope of the goods or services or both are included in the Scope of Work/Specifications section.

EOBB’s proposed not to exceed annual budget for this RFP is $15,000.

EOBB anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be 2 years. EOBB reserves the right to amend the contract for additional time up to a maximum of 8 years and/or reasonably related services, dependent on need and approved budget, without conducting further solicitation activities (or as permitted by applicable statute or rule).

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

SCHEDULE

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

1.1 OREGONBUYS

This RFP, including all addenda’s, attachments, and exhibits, is posted as a Bid Solicitation in the OregonBuys web-based eProcurement System. The OregonBuys website is available at: http://oregonbuys.gov. OregonBuys is the only official repository for RFP documents; RFP documents will not be separately mailed. EOBB assumes no responsibility for content obtained from other sources.

1.1.1 OregonBuys Assistance

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at 1.855.800.5046 or by email at support.oregonbuys@oregon.gov. Proposers may find additional information regarding OregonBuys at: https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

1.1.2 OregonBuys Registration Information

Proposers must be registered in OregonBuys to do business with the State of Oregon. Registration is free. Current and correct registration information is the sole responsibility of the registered party. EOBB accepts no responsibility for missing or incorrect information.

To create a vendor account, click the blue “Supplier Registration” button in the top right corner of the OregonBuys website. For registration assistance, see vendor registration guidance: https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf. Vendors are responsible for ensuring that their vendor registration and information is current and correct in OregonBuys. EOBB shall not be responsible for defective registration or incorrect vendor information.

SINGLE POINT OF CONTACT

The SPC for this RFP is identified as the Purchaser in OregonBuys and on the Cover Page of this RFP. 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

EOBB is issuing this RFP pursuant to its authority under ORS 285A.075.

EOBB is using the Intermediate Procurement method, pursuant to ORS 279B.070 and OAR 137-047-0270. EOBB 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

General Definitions For the purposes of this RFP, capitalized words not specifically defined in this document are defined in ORS 279A.010, ORS 279B.005, and OAR 137-046-0110.

Project Specific Definitions “Region” means the Eastern Oregon Border Economic Development Region, which consists of the following areas: within 20 miles of the Oregon border with the State of Idaho, including but not limited to Ontario, Vale and Nyssa; an area in Oregon that is across the Oregon border from Weiser, Idaho; an area southwest of Vale for a distance of 10 miles; and Willow Creek and Brogan. The map outlining the boundary of the Border Region can be found at https://www.eoborderboard.org/.

OVERVIEW AND PURPOSE

EOBB Overview and Background EOBB is charged with implementing investment strategies and practices in workforce and economic development in the Region and making loans or grants to eligible applicants to encourage regional workforce and economic development. The Board consists of seven voting members, nominated by local governing bodies within the region and appointed by the Governor, and the OBDD Director, or their designee, who acts as an ex-officio non-voting member. The Board is charged with:

· Making grants or loans not to exceed a total of 10 active grants at any one time pending fund availability;

· Establishing a means to evaluate grants or loans made by the Board;

· Facilitating collaboration among employers, local governments, state agencies, and stakeholders to enhance and expand workforce and economic development in the Region;

· Consulting with school districts, community colleges and universities, and the Oregon Employment Department to identify policies and strategies that will enhance and promote workforce development; and

· Reporting annually on or before December 31 of each year to standing and interim committees of the Legislative Assembly related to business and economic development regarding administration of EOBB and grants and/or loans made by the Board.

To learn more about EOBB, please visit our webpage: www.eoborderboard.org.

Project Overview and Background EOBB seeks a third party administrator to provide fiscal support for Board and EOBB operations. The third party administrator will have operational responsibility for fiscal transactions and related reporting of EOBB, and will be responsible for collaborating with and advising the Board, daily operations and administration, implementing and tracking EOBB grant, loan, and incentive programs, and assisting the Board in implementation of the EOBB strategic plan. Other key duties include legislative reporting, marketing, and community outreach on behalf of EOBB.

2.3.3 Desired Qualifications

Desired qualifications for the Contractor include, but are not limited to:

· Knowledge of, and experience complying with, applicable state and federal laws;

· Experience in managing cash flows, auditing, and maintaining internal controls;

· Experience handling information securely, including electronic information, and ensuring accurate recordkeeping;

· Demonstrated experience providing timely financial, performance, and compliance reports to government boards and legislative constituents.

· Expertise in grant and loan program oversight, management, disbursements and accounting, reporting, and contract administration; and

SCOPE OF WORK/SPECIFICATIONS

Contractor will provide ongoing financial support, program administration, and financial reporting for EOBB activities and programs. Services to be provided include, but are not limited to the following:

2.4.1 Fiduciary services, including but not limited to:

· Processing disbursements, receivables, and accounting transactions;

· Fiscal monitoring and record keeping;

· Financial reporting and data management;

· Implementation of fiscal procedures and internal controls; and

· Coordination of annual audits and review.

1. Border Fund portfolio management and investment:

· Monitor and management Border Fund asset transactions;

· Provide periodic Border Fund performance reports;

· Provide accurate accounting and compliance for Border Fund assets;

· Ensure adequate internal controls are maintained for the Border Fund; and

· Track expenditures, ensure accurate accounting, manage fund disbursements, issue statements, and process any required reimbursements to the Border Fund.

1. Reporting:

Provide information to Executive Director for preparation of an annual report on or before December 31 of each year for presentation to standing and interim committees of the Legislative Assembly related to business and economic development regarding implementation and administration of EOBB and grants and loans made by the Board.

The Successful Proposer shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods and/or Services that the EOBB is purchasing under this RFP.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

Proposals that do not demonstrate that the Proposer satisfies the following minimum qualifications will be rejected:

1. Proposer must be a registered vendor in OregonBuys.

1. Proposer must have work experience from projects within the last four years, that demonstrate successful administration of grant, loan and/or incentive programs and board support.

1. Proposer must be licensed to do business in their state and be prepared to comply with requirements for doing business in Oregon, including registering with the Oregon Secretary of State.

1. Proposer must be bonded and/or insured for cash handling and cash management.

1. Proposer must be audited annually by an accredited independent accounting firm.

MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section 3.3):

· Executive Summary

· Approach and Administration Plan

· Experience and Qualifications

· Attachment A - Proposer Information and Certification Sheet

· Attachment B - Disclosure Exemption Affidavit

· Attachment C - Reference Check Form

· Attachment D - COBID Certification / Outreach Plan

· Attachment E - Responsibility Inquiry

· Attachment F - Price Proposal

· Attachment G – Key Persons and Resumes

· Attachment H – Work Samples Proposal Page Limits Proposal is limited to 12 pages. Individual sections’ page limits, if any, are described in 3.3. EOBB will consider the pages only up to that allowable number. One (1) page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text. Proposers may use their discretion for the font size of other materials (e.g., graphics, charts). Any page or partial page with substantive text, graphics, charts, resumes, etc., will be counted as one (1) page. 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:

· Cover Page

· Table of Contents

· Attachment A - Proposer Information and Certification Sheet

· Attachment B - Disclosure Exemption Affidavit

· Attachment C - Reference Check forms

· Attachment D - COBID Certification / Outreach Plan

· Attachment E - Responsibility Inquiry

· Attachment F – Price Proposal

· Attachment G - Key Persons and Resumes

· Attachment H - Work Samples Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Proposal Requirements section 3.3. Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposer shall submit its Proposal and all other submittal requirements electronically through OregonBuys. Proposer shall follow the procedures outlined in Section 4.4 for electronic submission.

Proposer shall submit a copy of its Proposal and all other submittal requirements. EOBB will accept Proposals in electronic files compatible with Microsoft Office applications.

The signed Proposer Information and Certification Sheet (Attachment A), as required by section 3.2.1, bearing the Proposer’s authorized representative’s Signature must be submitted as a .PDF file.

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) and Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

EOBB requests that you do not password protect your original submissions or provide an additional copy of your submissions that are not password protected. EOBB sometimes needs to separate the documents within a submission group for the purposes of evaluation. Please contact the SPC if you have any questions or concerns.

Failure to demonstrate compliance with these submission requirements may result in a finding of non-Responsiveness.

Authorized Representative Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by EOBB.

PROPOSAL REQUIREMENTS

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

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

Proposer Information and Certification Sheet (Attachment A, Not Scored) Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment A). The signed Proposer Information and Certification Sheet (Attachment A), bearing the Proposer’s authorized representative’s Signature must be submitted as a .PDF file.

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

Disclosure Exemption Affidavit (Attachment B, Optional, Not Scored) All Proposals are public record and are subject to public inspection after EOBB issues the Notice of the Intent to Award. Attachment B is required only if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

If Proposer believes any of the Proposal is exempt from public disclosure:

• Proposer shall complete and submit the Disclosure Exemption Affidavit, Attachment B.

• Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. This is in addition to submitting a non-redacted Proposal.

• Proposer shall mark as “Confidential” in OregonBuys all attachments Proposer believes are exempt from public disclosure. Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. EOBB advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

Reference Check Form (Attachment C, Not Scored) Proposer shall provide 3 references from current or former client firms for similar projects performed for any clients within the last five years. References must be able to verify the quality of previous, related Work.

EOBB may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. EOBB may use references to obtain additional information, or verify any information needed. EOBB may contact any reference (submitted or not) to verify Proposer’s qualifications. References will not be scored but may be used as part of a “responsibility” check to verify the Proposer’s ability to perform.

Proposer shall complete and submit the Reference Check Form (Attachment C) with the Proposal.

COBID Certification / Outreach Plan (Attachment D, Not Scored) Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment D). See section 6.2 for further details.

Responsibility Inquiry (Attachment E, Not Scored) Proposer shall complete and submit the Proposer Responsibility Inquiry (Attachment E). See section 4.10.1.2 for further details.

Executive Summary (Scored) Proposer shall submit and Executive Summary of no more than two pages, which 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's generally intends to meet the RFP requirements.

Approach and Administration Plan (Scored) Proposer shall submit a narrative outlining their approach to the Project, outlining their administrative plan for fiscal oversight of EOBB transactions and reporting, including monthly and annual timelines with deliverables.

Experience and Qualifications (Scored) Proposer shall submit a summary of Proposer’s experience and qualifications as they relate to the Scope of Work in Section 2.4. Information should highlight and expand on the contents of Attachment G – Key Persons and Resumes and Attachment H – Work Samples.

Price Proposal (Attachment H, Scored) Proposer shall submit a separate attachment detailing their Price Proposal, including the price for each service and deliverable and the total annual price for the Project. Include a breakdown of all labor, profit, overhead and expenses.

Key Persons and Resumes (Attachment G, Scored) Provide a Key Person list of the specific individuals who will be assigned key positions for this Project. Include, by individual, a description of their duties and responsibilities for this Project. Attach a 2-page maximum resume for each person identified as a Key Person in Attachment G – Key Persons and Resumes. The skills and experience of the staff assigned to the project must be comparable to those submitted in the Proposal. EOBB reserves the right to determine comparability. If a Contract results from the Proposal, substitutions or replacement of staff identified as Key Persons must be approved in advance by EOBB.

Work Samples (Attachment H, Scored) Proposer shall provide at least three detailed work samples. Sample projects must be within the last four years. Sample projects must represent work that demonstrates Proposer’s previous experience providing services similar to this Proposal’s requirements as outlined in Section 2.4 Scope of Work. For each sample project, Proposer shall include:

· An overview of the project, including project goals and objectives.

· A description of the services provided by the Proposer for the project and how the services relate to this Proposer’s requirements as outlined in Section 2.4 Scope of Work.

· Proposer must include the point of contact’s name , title, role on the project, email address, and telephone number.

· Any other important and relevant information regarding the project

SOLICITATION PROCESS

PUBLIC NOTICE

The RFP and attachments are published in OregonBuys at https://OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

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

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 submitted no later than the specified date in Section 1.2 and emailed to the SPC identified on the Cover Page of this RFP.

Substantive questions and answers will be issued as official addenda to this RFP. Changes or modifications to this RFP shall be binding on EOBB only if in the form of written addenda issued by EOBB.

EOBB will provide addenda by posting them to OregonBuys. Anyone who has received a copy of this RFP from a source other than EOBB is responsible for checking with the SPC or online postings. EOBB is not responsible for sending addenda to any potential Proposers.

SOLICITATION PROTESTS

As an Intermediate Procurement, no solicitation protest opportunity is required or allowed.

PROPOSAL DELIVERY

Proposer is solely responsible for ensuring its Proposal is submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. EOBB is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. Additional information may be found in the OregonBuys Terms of Use. Proposals submitted by any means not authorized will not be accepted.

Electronic Submission via OregonBuys Proposer shall submit its Proposal and all other submittal requirements electronically through OregonBuys, http://oregonbuys.gov. Proposer is solely responsible for ensuring its Proposal is submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. EOBB is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. Proposals submitted by any means not authorized will not be accepted.

Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal (Bid) which can be found at https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, or to withdraw its Proposal, it must do so through OregonBuys prior to the RFP Bid Opening Date.

PROPOSAL DUE

A Proposal (including all required submittal items) must be received in OregonBuys on or before Bid Opening Date. All Proposal modifications or withdrawals must be received prior to Bid Opening Date. EOBB relies on the OregonBuys system clock to determine the correct time and is not responsible for any errors of any kind involved with electronic submission, delays, or difficulties experienced in the transmission of any Proposal, nor for notifying Proposers of complete or incomplete receipt of a Proposal.

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

EOBB will open all timely received Proposals electronically on the Bid Opening Date.

PROPOSAL REJECTION

EOBB 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 those the SPC authorizes, or inappropriate contact with the SPC.

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

· Proposal is conditioned on EOBB’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 RFP Amendments.

OPENING OF PROPOSALS

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

EVALUATION PROCESS

Responsiveness and Responsibility Determination Responsiveness Determination A Proposal received prior to the Bid Opening Date will be reviewed to determine if it is Responsive to all RFP requirements including compliance with the Minimum Qualifications section and the Minimum Submission Requirements section. 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, EOBB may waive mistakes in accordance with OAR 137-047-0470.

Responsibility Determination EOBB 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 E) as part of their Proposal. At any time prior to award, EOBB 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 EOBB may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

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.

1.1.9.1 Experience (25 points maximum)

Proposer and Proposer’s team assigned to the Project demonstrate:

1.1.9.1.1 Experience in financial management and fiscal processes including performing specific tasks included in Section 2.4.1 within the last 3 years.

1.1.9.1.2 Experience in grant and loan portfolio management, including performing specific tasks outlined in Section 2.4.2 within the last 3 years.

1.1.9.1.3 Experience in administration of grant, loan and incentive programs, including financial transaction processes, fiscal reporting and data management, and performing specific tasks outlined in Section 2.4.4 within the last 3 years.

1.1.9.2 Qualifications and Organizational Capacity (25 points maximum)

1.1.9.2.1 Proposer and the team assigned to the Project demonstrate sufficient experience, education and qualifications for activities included in the scope of work, including successfully performing past work in similar roles and projects.

1.1.9.2.2 Work Samples and Accomplishments - Proposer demonstrates the successful completion of similar projects and activities closely related to the Scope of Work within the past 3 years.

1.1.9.3 Proposed Scope of Work (25 points maximum)

Proposal includes descriptions of the tasks, techniques, approaches, methods and deliverables Proposer will use to achieve the Scope of Work included in Section 2.4. Proposer is invited to critique the proposed statement of work with Proposer’s confirmations, potential risks, recommended changes, or optional tasks Proposer believes are most applicable for EOBB. The following will be considered in evaluation:

How well does the Proposer illustrate how it will execute the Tasks described in Section 2.4 Scope of Work of this RFP?

Does the Proposer demonstrate successful strategies for fiscal compliance, internal controls, timely transaction processing, and financial reporting/data management?

1.1.9.4 Transition Process (15 points maximum)

Proposal includes a detailed outline of the transition process Proposer will use to transition fiscal operations and grant and loan portfolio management. The outline should be accompanied by a timeline showing tasks to be completed and a narrative outlining any risks and how they will be mitigated.

1.1.9.5 Price and Value (10 points maximum)

Does the Price Proposal include sufficient detail, including all identifiable costs, billing methods and timelines?

Does the Price Proposal include personnel billing rates, proposed travel costs, and any other costs such as annual audit costs or fees?

Does the Price Proposal demonstrate that proposed prices are fair and reasonable under current market conditions, and describe the value added by the Contractor’s services and how they contribute to meeting Project goals ?

Recycled Materials In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, EOBB will select the Proposer offering 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 Oregon Supplies: If EOBB receives Proposals identical in price, fitness, availability, and quality and chooses to award a Contract, EOBB shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

POINT AND SCORE CALCULATIONS

Scores are the values (0% through 100%) assigned by each evaluator to each evaluation criterion.

Points are the maximum possible value for each evaluation criterion as listed in the table below.

The scores will be used as a percentage multiplier of the maximum possible points for that criterion.

EXAMPLE:

Proposal A receives a score from evaluator #1 of 30% on an evaluation criterion worth 50 points. (50 multiplied by 30% is 15). The calculated point for this evaluation criterion from evaluator #1 is 15.

Calculated points for all evaluation criteria across all evaluators are combined to receive the Total Calculated Points for the Proposal.

RANKING OF PROPOSERS

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

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

If EOBB 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 – Total Calculated Points from the previous round will be set aside and will not carry over. The Proposer with the highest Total Calculated Points from the final round will receive the highest final ranking.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, EOBB 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 EOBB, 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 EOBB’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. EOBB will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

SECTION 2: AWARD AND NEGOTIATION

2.1 AWARD NOTIFICATION PROCESS

2.1.1 Award Consideration

The Board, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. The Board may award less than the full Scope defined in this RFP.

2.1.2 Intent to Award Notice

EOBB’s Intent to Award Notice will be published as an Amendment(s) in OregonBuys notifying that EOBB intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

2.2 INTENT TO AWARD PROTEST

As an Intermediate Procurement, no award protest opportunity is required or allowed.

2.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

2.3.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to EOBB proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in EOBB terminating Negotiations and commencing Negotiations with the next highest ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment F) prior to Proposal submission.

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

2.3.2 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.

2.3.3 Responsibility Inquiry

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

2.4 CONTRACT NEGOTIATION

2.4.1 Negotiation

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

Proposer shall review Attachment I - Sample Contract and note exceptions.

Proposer must submit those exceptions to EOBB during the Questions / Requests for Clarification period set forth in Section 1.2. Unless EOBB agrees to modify any of the terms and conditions, EOBB intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment I).

It may be possible to negotiate some provisions of the final Contract; however, EOBB is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, EOBB will consider the Scope of requested exceptions in the evaluation of Proposal.

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

EOBB is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

· Methods of Payment

· Term of Contract

· Pricing

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, EOBB, at its discretion, may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, EOBB may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

2.4.2 Contractor Selection Methodology

In the event multiple Contracts are awarded, EOBB will use the following methodology to determine from which Contractor to purchase.

· Issue all purchases to the highest ranked Contractor.

· Determine a list of the most commonly purchased items, price compare this list between all awarded Contractors. Issue all purchases to the Contractor with the most favorable Proposal. A new comparison will be conducted at least once per year.

· Compare each item between all awarded Contractors, issue Purchase Order to the Contractor with the most favorable Offer.

SECTION 3: ADDITIONAL INFORMATION

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

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

3.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, EOBB encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a veteran business enterprise or an emerging small business. EOBB also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit: https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx

3.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

3.3 OWNERSHIP/PERMISSION TO USE MATERIALS

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

All Proposals submitted in response to this RFP become the Property of EOBB. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

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

Pursuant to ORS 279B.100, EOBB may reject any or all Proposals in-whole or in-part or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or EOBB, as determined by EOBB. Neither the State nor EOBB is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

3.5 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

3.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

3.7 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract. (ORS 279B.025)

C2026132_EOBB RFP

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