RFP23001899_Sep_30_24_solicitation_doc.pdf

Solicitation Number: RFP23001899

OER - ADMINISTRATOR FOR HIGH-EFFICIENCY HEAT

PUMP PROGRAM

Request for Proposal (RFP)

State of Rhode Island

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General Header Information

RFP23001899

No. RFP23001899 Title: OER - ADMINISTRATOR FOR HIGH-EFFICIENCY HEAT PUMP

PROGRAM

Start Date: September 22, 2022 at 7:00:00 PM GMT End Date: November 04, 2022 at 4:00:00 PM GMT Vendor Q&A Start Date: September 22, 2022 at 7:30:00 PM GMT Vendor Q&A End Date: October 05, 2022 at 9:00:00 PM GMT Estimated Total Value:

Who can respond to this bid? : All Vendors Description: the Rhode Island Office of Energy Resources is seeking a program administrator to design, administer, and report on the high-efficiency heat pump program throughout Rhode Island, through December 31, 2026. For zoom information: a. when viewing from public bid board, click on the “print/download solicitation” button in the upper right corner of this window, or b. vendor can login to their webprocure account to view this solicitation in full.

Delivery Terms: Free On Board Destination Delivery Notes: Administration, Department Of

DOA-CS STATE ENERGY OFFICE

ONE CAPITOL HILL, 4TH FLOOR

PROVIDENCE RI 02908

Payment Terms: Vendor Specified Payment Notes: Administration, Department Of

DOA CONTROLLER

ONE CAPITOL HILL, 4TH FLOOR

PROVIDENCE RI 02908

Contact Information: State of Rhode Island Fred Cavallaro One Capitol Hill 2nd Floor Providence RI, 02908 United States Tel: 401-574-9150 fred.cavallaro@purchasing.ri.gov

Contact Details: If you have any questions, please contact:

Fred Cavallaro One Capitol Hill 2nd Floor Providence RI, 02908 United States Tel: 401-574-9150 fred.cavallaro@purchasing.ri.gov

Selected Categories:

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Header Custom Fields:

RFP23001899

General Solicitation Overview

Pre-Bid Conference

PRE-BID/ PROPOSAL CONFERENCE: YES

Non-Mandatory Pre Bid Conference This is a non mandatory pre bid conference.

Pre Bid Conference Details

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DATE: 09/29/2022

TIME: 1:00 PM EST

LOCATION:

Division of Purchases is inviting you to a scheduled Zoom meeting.

Topic: Non Mandatory Pre-Bid RFP 23001898

Time: Sep 29, 2022 01:00 PM Eastern Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/89912787468

Meeting ID: 899 1278 7468

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Meeting ID: 899 1278 7468

Find your local number: https://us02web.zoom.us/u/kPYg0BJ3

OSP Vendor Instructions

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•Vendors must register in Ocean State Procures™ at www.ridop.ri.gov/vendor-registration/ to be able to submit solictation responses and receive any potential solicitation award.

•Vendor "How to Register" in Ocean State Procures™ instruction and registration link can be found at https://www.ridop.ri.gov/osp/osp-vendor-registration.php.

•Vendor “How to Bid” in Ocean State Procures™ instruction can be found at https://www.ridop.ri.gov/bidboard/how-to-bid.php.

•Solicitation responses must be submitted in Ocean State Procures™. Any solicitation responses emailed, mailed, faxed, hand-delivered or mis-directed to other State locations shall not be accepted.

Contract Term The contract is subject to termination at any time, with a minimum of 30 days notice, based on vendor performance. Upon contracting, the first approximately three months will be for program design, with the aim that the program will begin January 2023 and run through December 2026.

The contract period extends 6 months beyond the end of the program to carry out remaining administrative tasks and reporting at the program’s end. . Upon contracting, the first approximately three months will be for program design, with the aim that the program will begin January 2023 and run through December 2026. The contract period extends 6 months beyond the end of the program to carry out remaining administrative tasks and reporting at the program’s end.

http://www.ridop.ri.gov/vendor-registration/ https://www.ridop.ri.gov/osp/osp-vendor-registration.php https://www.ridop.ri.gov/bidboard/how-to-bid.php

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Solicitation Requirements:

RFP23001899

General Requirements

Confidential Documents The Ocean State Procures system allows Vendors to designate attachments as being ”confidential” at the time of upload. A confidential designation for these purposes should only be applied to information which is deemed exempt from public disclosure pursuant to R.I. Gen. Laws § 38-2-2 or other applicable federal/State law, and may include but not be limited to the following: proprietary information; trade secrets; vendor financial records/statements; vendor bank account, ACH, and/or routing numbers; personally identifiable information of vendor staff/contractors; and FEIN and/or

Social Security Numbers.

Vendors are advised that upon submission of documents marked as confidential , the Vendor must also upload a redacted copy of the same documents which are suitable for public disclosure.

Failure to upload a redacted copy, or submission of documents which are so excessively redacted as to thwart public disclosure requirements, may result in the Vendor’s proposal being deemed non

-responsive to the solicitation in accordance with 220-RICR-30-00-13(C)(6).

Questions Questions concerning this solicitation must be submitted to the Division of

Purchases’ eProcurement website, Ocean State Procures™, no later than the date and time indicated on the 'Overview' tab of this solicitation. All questions must be submitted in OSP to the 'Q&A Center', accessed via the 'Collaboration' tab of this solicitation. Questions submitted directly to the buyer of record and/or Division of

Purchases shall not be acknowledged. Submit each question individually with no attachments. Attachments shall not be acknowledged. No other contact with State parties is permitted.

Answers to questions received, if any, shall be posted on the solicitation record within Ocean State Procures™, as an addendum to this solicitation. It is the responsibility of all interested parties to monitor Ocean State Procures™ for any procurement related postings such as addenda.

Insurance Requirements

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In accordance with this solicitation, or as outlined in Section 13.19 of the General Conditions of

Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and General Conditions -

Addendum A found at https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf, the following insurance coverage shall be required of the awarded vendor(s) (marked with an "X"):

General Requirements:

a) [ x ] Liability - combined single limit of $1,000,000 per occurrence, $1,000,000 general aggregate and $1,000,000 products/completed operations aggregate.

b) [ x ] Workers compensation - $100,000 each accident, $100,000 disease or policy limit and

$100,000 each employee.

c) [ x ] Automobile liability - $1,000,000 each occurrence combined single limit.

d) [ ] Crime - $500,000 per occurrence or 50% of contract amount, whichever is greater.

Professional Services:

e) [ X ] Professional liability (“errors and omissions”) - $2,000,000 per occurrence, $2,000,000 annual aggregate.

f) [ X ] Environmental/Pollution Liability when past, present or future hazard is possible -

$1,000,000 per occurrence and $2,000,000 aggregate.

g) [ ] Working with Children, Elderly or Disabled Persons – Physical Abuse and Molestation

Liability Insurance - $1 Million per occurrence.

Information Technology and/or Cyber/Privacy:

h) [ ] Technology Errors and Omissions - Combined single limit per occurrence shall not be less than $5,000,000. Annual aggregate limit shall not be less than $5,000,000.

i) [ X ] Information Technology Cyber/Privacy – minimum limits of $5,000,000 per occurrence and

$5,000,000 annual aggregate. If Contract Party provides:

1) [ ] key back office services Contract Party shall have a minimum limit of $10,000,000 per occurrence and $10,000,000 annual aggregate;

2) [ X ] if Contract Party has access to Protected Health Information as defined in HIPAA and its implementing regulations, Personal Information as defined in in R.I. Gen. Laws § 11-49.3-1, et seq., or as otherwise defined in the Contract (together Confidential Information”), Contract Party shall have as a minimum the per occurrence, per annual aggregate, the total rounded product of projected number of persons data multiplied by $25 per person breach response expense per occurrence; but no less than $5,000,000 per occurrence, per annual aggregate; or,

3) [ X ] if the Contract Party provides or has access to mission critical services, network architecture and/or the totality of confidential data $20,000,000 per occurrence and in the annual aggregate.

https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf

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Late Bids Vendors must submit proposals in response to this solicitation electronically in Ocean State

Procures™ before the date and time listed on the “Overview” tab. Ocean State Procures™ will accept no submissions after the date/time listed in the “Overview” tab. Proposals must be uploaded to Ocean State Procures™ at https://webprocure.perfect.com/login on this solicitation utilizing the submission system as indicated above.

NOTE: Proposals misdirected to other State locations or those not presented to the Division of

Purchases in Ocean State Procures™ by the scheduled due date and time shall be determined to be late and shall not be accepted. Proposals mailed, hand-delivered, faxed or emailed to the

Division of Purchases shall not be accepted. The official time clock is online in Ocean State

Procures™. Vendors are solely responsible for having proper internet connectivity, browser compatibility, and/or a functioning computer system for use of Ocean State Procures™.

Vendor Registration Status in OSP and Potential Award If your vendor registration in OSP is in a “pending” status and your organization receives notice of tentative selection for a potential contract or purchase order award; you must log into your OSP account and complete your registration to include your W-9 upload and other requirements as defined in the award’s Tentative Letter of Selection. Your registration will then be reviewed by the state’s Supplier Coordinator to transition your registration from “pending” to “approved” status if all qualifications are met. Further instruction for an “approved” account can be found atOSP Quick

Start Guide (ri.gov)

Bid Clauses/Requirements

Affirmative Action https://webprocure.perfect.com/Login https://ridop.ri.gov/sites/g/files/xkgbur616/files/documents/vendor-self-registration-quick-start-guide.pdf https://ridop.ri.gov/sites/g/files/xkgbur616/files/documents/vendor-self-registration-quick-start-guide.pdf

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By submission of proposals in response to this solicitation vendors agree to comply with R. I.

General Laws § 28-5.1-10 which mandates that vendors/subcontractors doing business with the

State of Rhode Island exercise the same commitment to equal opportunity as prevails under

Federal contracts controlled by Federal Executive Orders 11246, 11625 and 11375.

Vendors are required to ensure that they, and any subcontractors awarded a subcontract under this solicitation, undertake or continue programs to ensure that minority group members, women, veterans, and persons with disabilities are afforded equal employment opportunities without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability.

Vendors and subcontractors who do more than $10,000 in government business in one year are prohibited from engaging in employment discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability, and are required to submit an “Affirmative Action Policy Statement.”

Vendors with 50 or more employees and $50,000 or more in government contracts must prepare a written “Affirmative Action Plan” prior to issuance of a purchase order/contract.

a. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation.

b. Vendors further agree, where applicable, to complete the “Contract Compliance Report”

(http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf), as well as the “Certificate of Compliance” (http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf), and submit both documents, along with their Affirmative Action Plan or an Affirmative Action Policy Statement, prior to issuance of a purchase order/contract.

For further information, contact the Rhode Island Equal Opportunity Office, at 222-3090 or via e-mail at ODEO.EOO@doa.ri.gov.

Bid Clauses/Requirements

Affirmative Action http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf mailto:ODEO.EOO@doa.ri.gov

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By submission of proposals in response to this solicitation vendors agree to comply with R. I.

General Laws § 28-5.1-10 which mandates that vendors/subcontractors doing business with the

State of Rhode Island exercise the same commitment to equal opportunity as prevails under

Federal contracts controlled by Federal Executive Orders 11246, 11625 and 11375.

Vendors are required to ensure that they, and any subcontractors awarded a subcontract under this solicitation, undertake or continue programs to ensure that minority group members, women, veterans, and persons with disabilities are afforded equal employment opportunities without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability.

Vendors and subcontractors who do more than $10,000 in government business in one year are prohibited from engaging in employment discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability, and are required to submit an “Affirmative Action Policy Statement.”

Vendors with 50 or more employees and $50,000 or more in government contracts must prepare a written “Affirmative Action Plan” prior to issuance of a purchase order/contract.

a. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation.

b. Vendors further agree, where applicable, to complete the “Contract Compliance Report”

(http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf), as well as the “Certificate of Compliance” (http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf), and submit both documents, along with their Affirmative Action Plan or an Affirmative Action Policy Statement, prior to issuance of a purchase order/contract.

For further information, contact the Rhode Island Equal Opportunity Office, at 222-3090 or via e-mail at ODEO.EOO@doa.ri.gov.

RFP Standard Specifications

SECTION 1. INTRODUCTION & INSTRUCTION AND

NOTIFICATIONS TO VENDORS

http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf

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This is a Request for Proposals (“RFP”), not a Request for Quotes. Responses will be evaluated on the basis of the relative merits of the proposal, in addition to cost; there shall be no public opening and reading of responses received by the Division of Purchases pursuant to this solicitation, other than to name those vendors who have submitted proposals.

A. INSTRUCTIONS AND NOTIFICATIONS TO VENDORS

1. Potential vendors are advised to review all sections of this RFP solicitation carefully and to follow instructions completely, as failure to make a complete submission as described elsewhere herein may result in rejection of the proposal.

2. Alternative approaches and/or methodologies to accomplish the desired or intended results of this RFP solicitation are solicited. However, proposals which depart from or materially alter the terms, requirements, or scope of work defined by this RFP solicitation may be rejected as being non-responsive.

3. All costs associated with developing or submitting a proposal in response to this RFP solicitation or for providing oral or written clarification of its content, shall be borne by the vendor. The Division of Purchases assumes no responsibility for any vendor costs even if this RFP solicitation is cancelled or postponed.

4. Proposals are considered to be irrevocable for a period of not less than 180 days following the opening date, and may not be withdrawn, except with the express written permission of the State

Purchasing Agent.

5. All pricing submitted will be considered to be firm and fixed unless otherwise indicated in the proposal.

6. It is intended that an award pursuant to this RFP will be issued to a prime vendor, or prime vendors in the various categories, who shall be responsible for all aspects of the work.

Subcontracts are permitted, provided that their use is clearly indicated in the vendor’s proposal and the subcontractors to be used are identified in the proposal. The state reserves the right to cancel this procurement in the State's best interest at any time during the procurement and prior to issuance of a purchase order/contract for any reason whatsoever.

7. The purchase of goods and/or services under an award made pursuant to this RFP solicitation will be contingent on the availability of appropriated funds.

8. Any and all information submitted to the Division of Purchases for consideration in response to this RFP solicitation shall be considered to be public records as defined in R. I. Gen. Laws § 38-2-

1, et seq. and may be released for inspection upon request once an award has been made.

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Any information submitted in response to this RFP solicitation which a vendor believes are trade secrets or commercial or financial information which is of a privileged or confidential nature should be clearly marked as such. The vendor should provide a brief explanation as to why each portion of information that is marked should be withheld from public disclosure. Vendors are advised that the

Division of Purchases may release records marked confidential by a vendor upon a public records request if the it determines the marked information does not fall within the category of trade secrets or commercial or financial information which is of a privileged or confidential nature.

9. Vendors are responsible to monitor the Division of Purchases website on a regular basis, as additional information relating to this RFP solicitation may be released in the form of addenda, as necessary. Vendors are responsible for any amended requirements stated in an addendum.

10. By submission of proposals in response to this RFP solicitation vendors agree to comply with

R. I. General Laws § 28-5.1-10 which mandates that vendors/subcontractors doing business with the State of Rhode Island exercise the same commitment to equal opportunity as prevails under

Federal contracts controlled by Federal Executive Orders 11246, 11625 and 11375.

Vendors are required to ensure that they, and any subcontractors awarded a subcontract under this

RFP solicitation, undertake or continue programs to ensure that minority group members, women, veterans, and persons with disabilities are afforded equal employment opportunities without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability.

Vendors and subcontractors who do more than $10,000 in government business in one year are prohibited from engaging in employment discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability, and are required to submit an “Affirmative Action Policy Statement.”

Vendors with 50 or more employees and $50,000 or more in government contracts must prepare a written “Affirmative Action Plan” prior to issuance of a purchase order/contract.

a. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation.

b. Vendors further agree, where applicable, to complete the “Contract Compliance Report”

(http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf), as well as the “Certificate of Compliance” (http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf), and submit both documents, along with their Affirmative Action Plan or an Affirmative Action Policy Statement, prior to issuance of a purchase order/contract.

For further information, contact the Rhode Island Equal Opportunity Office, at 222-3090 or via e-mail at ODEO.EOO@doa.ri.gov.

http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf

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11. In accordance with R. I. Gen. Laws § 7-1.2-1401 no foreign corporation has the right to transact business in Rhode Island until it has procured a certificate of authority so to do from the

Secretary of State. This is a requirement only of the successful vendor(s). For further information, contact the Secretary of State at (401-222-3040).

12. In accordance with R. I. Gen. Laws §§ 37-14.1-1 and 37-2.2-1 it is the policy of the State to support the fullest possible participation of vendors owned and controlled by minorities (MBEs) and women (WBEs), and to support the fullest possible participation of small disadvantaged businesses owned and controlled by persons with disabilities (Disability Business Enterprises a/k/a

“DisBE”)(collectively, MBEs, WBEs and DisBEs are referred to herein as ISBEs) in the performance of State procurements and projects. As part of the evaluation process, vendors will be scored and receive points based upon their proposed ISBE utilization rate in accordance with

150-RICR-90-10-1, “Regulations Governing Participation by Small Business Enterprises in State

Purchases of Goods and Services and Public Works Projects”. As a condition of contract award vendors shall agree to meet or exceed their proposed ISBE utilization rate and that the rate shall apply to the total contract price, inclusive of all modifications and amendments. Vendors shall submit their ISBE participation rate on the attached form entitled “MBE, WBE and/or DisBE Plan

Form”, which shall be submitted in a separate file as part of the proposal. ISBE participation credit will only be granted for ISBEs that are duly certified as MBEs or WBEs by the State of Rhode

Island, Department of Administration, Division of Equity, Diversity, and Inclusion or vendors certified as DisBEs by the Governor’s Commission on Disabilities. The current directory of vendors certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php.

Information regarding DisBEs may be accessed at www.gcd.ri.gov. For further information, visit the

Division of Equity, Diversity, and Inclusion’s website, at http://odeo.ri.gov/ and see R.I. Gen. Laws

Ch. 37-14.1, R.I. Gen. Laws Ch. 37-2.2, and 150-RICR-90-10-1. The Office of Diversity, Equity &

Opportunity may be contacted at, (401) 574-8670 or via email elvys.ruiz@doa.ri.gov

13. In the Vendor Certification Cover Form questionnaire, question “Certifications 11.”, bidders shall certify agreement to the State’s contract terms. However, in accordance with Section 220-RICR-30-

00-13.3(C)(3) of the General Conditions, the Vendor may submit in their bid or proposal, “[q]ualified or conditional offers which impose limitations of the Vendor’s liability or modify the requirements of the solicitation, offers for alternate specifications, or offers which are made subject to different terms and conditions, including form contracts, other than those specified by the State.” However, qualified or conditional offers may be, at the sole discretion of the State Purchasing Agent:

1.Rejected as being non-responsive; or, 2.Set aside in favor of the requirements set forth in the solicitation (with the consent of the Vendor);

or, 3.Accepted, if the State Purchasing Agent determines in writing that such acceptance is in the best interest of the State.”

http://odeo.ri.gov/offices/mbeco/mbe-wbe.php http://www.gcd.ri.gov/ http://odeo.ri.gov/

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By submitting a conditional or qualified offer, the Vendor bears the risk of their bid or proposal being considered non-responsive.In the event the State receives a conditional or qualified offer, the

State reserves the right to conduct a best and final offer process offering the same terms to all vendors and/or reject a qualified/conditional proposal as being non-responsive at any time during the review process.The Vendor should not assume that any further negotiation will occur upon selection.

SECTIONS 2 - 6. STANDARD RFP SOLICITATION

SPECIFICATIONS

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SECTION 2. AGENCY SOLICITATION SPECIFICATIONS

See the“Overview” tab of this solicitation for the Agency Solicitations Specifications document which includes the following:

•Section A. Background

•Section B. Scope of Work and Requirements

•Section C. Proposal

•Section D. Evaluation and Selection – Solicitation Specific

•Additional sections may be provided, as necessary

SECTION 3: EVALUATION AND SELECTION

Proposals shall be reviewed by a technical evaluation committee (“TEC”) comprised of staff from

State agencies. The TEC first shall consider technical proposals.

The Division of Purchases reserves the right to select the vendor(s) or firm(s) (“vendor”) that it deems to be most qualified to provide the goods and/or services as specified herein; and, conversely, reserves the right to cancel the solicitation in its entirety in its sole discretion.

Points shall be assigned based on the vendor’s clear demonstration of the ability to provide the requested goods and/or services. Vendors may be required to submit additional written information or be asked to make an oral presentation before the TEC to clarify statements made in the proposal.

A. Technical Proposal Evaluation:

See the “Agency Solicitation Specifications” document provided on the “Overview” tab on this solicitation in Ocean State Procures™ for details.

B. Cost Proposal Evaluation:

The vendor with the lowest cost proposal shall receive one hundred percent (100%) of the available points for cost. All other vendors shall be awarded cost points based upon the following formula:

(lowest cost proposal / vendor’s cost proposal) x available points

For example: If the vendor with the lowest cost proposal (Vendor A) bids $65,000 and Vendor B bids $100,000 for monthly costs and service fees and the total points available are thirty (30), Vendor B’s cost points are calculated as follows:

$65,000 / $100,000 x 30= 19.5

C. ISBE Participation Evaluation:

1. Calculation of ISBE Participation Rate:

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a. ISBE Participation Rate for Non-ISBE Vendors. The ISBE participation rate for non-ISBE vendors shall be expressed as a percentage and shall be calculated by dividing the amount of non-

ISBE vendor’s total contract price that will be subcontracted to ISBEs by the non-ISBE vendor’s total contract price. For example, if the non-ISBE’s total contract price is $100,000.00 and it subcontracts a total of $12,000.00 to ISBEs, the non-ISBE’s ISBE participation rate would be 12%.

b. ISBE Participation Rate for ISBE Vendors. The ISBE participation rate for ISBE vendors shall be expressed as a percentage and shall be calculated by dividing the amount of the ISBE vendor’s total contract price that will be subcontracted to ISBEs and the amount that will be self-performed by the ISBE vendor by the ISBE vendor’s total contract price. For example, if the ISBE vendor’s total contract price is $100,000.00 and it subcontracts a total of $12,000.00 to ISBEs and will perform a total of $8,000.00 of the work itself, the ISBE vendor’s ISBE participation rate would be

20%.

2. Points for ISBE Participation Rate:

The vendor with the highest ISBE participation rate shall receive the maximum ISBE participation points. All other vendors shall receive ISBE participation points by applying the following formula:

(Vendor’s ISBE participation rate ÷ Highest ISBE participation rate X Maximum ISBE participation points)

For example, assuming the weight given by the RFP to ISBE participation is 6 points, if Vendor A has the highest ISBE participation rate at 20% and Vendor B’s ISBE participation rate is 12%, Vendor A will receive the maximum 6 points and Vendor B will receive (12% ÷ 20%) x 6 which equals 3.6 points.

NOTE: See “Agency Solicitation Specifications” document, Section D. Evaluation and

Selection – Solicitation Specific on the “Overview” tab of this solicitation for further evaluation information.

SECTION 4. PROPOSAL CONTENTS

RFPs in Ocean State Procures™ use two sections for uploading separate file attachments for

Technical, Cost and ISBE proposal responses on the “Attach Documents” tab, as follows:

•Technical Evaluation Attachments – use for uploading Technical Proposal file attachment(s) only.

Do not include any Cost or ISBE proposal information and/or files in this section.

•Price Evaluation Attachments - use for uploading Cost and ISBE proposals file attachment(s) only.

Any proposals submitted incorrectly may be deemed non-responsive.

1.Proposals shall include the following:

1.Respond to the required “Questionnaire” tab with: One completed Vendor Certification Form questionnaire. Do not include any Technical, Cost or ISBE proposal files.

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2.Upload the following files individually to the “Attach Documents” tab in the “Technical Evaluation Attachments” section: Technical Proposal - Describe the qualifications and background of the vendor and experience with similar projects, and all information described in this solicitation.

•Upload one (1) electronic file, labeled “Technical Proposal”.

Do not include any copies of the Vendor Certification Form questionnaire, Cost proposal, or ISBE proposal files in the “Technical Evaluation Attachments” section.

3. Upload the following files individually to the “Attach Documents” tab in the “Price Evaluation

Attachments” section:

a. Cost Proposal - A separate cost proposal reflecting the hourly rate, or other fee structure, proposed to complete all requirements of this project.

•Upload one (1) electronic file labeled “Cost Proposal”.

b. One completed Appendix A. MBE, WBE and/or Disability Business Enterprise Participation Plan

(“ISBE Proposal”). Please complete separate forms for each MBE/WBE or Disability Business

Enterprise subcontractor/vendor to be utilized on the solicitation. Do not include any copies in the

Technical or Cost proposal files.

•Upload one (1) electronic file, labeled “ISBE Proposal – [insert vendor/ subcontractor name]” per vendor/subcontractor to be utilized on the solicitation.

B. Formatting of proposal response contents should consist of the following:

1.Formatting of Files – Separate files are required for the technical proposal, cost proposal and ISBE proposal. All files submitted must be labeled with:

a. Vendor’s name

b. RFP #

c. Proposal type (e.g., technical proposal, cost proposal, ISBE proposal, etc.)

Vendors are responsible for testing their files before submission as the Division of Purchase’s inability to open or read a file may be grounds for rejection of a vendor’s proposal. All files should be readable and submitted with no instructions to download files from any external resource(s). If a file is partial, corrupt or unreadable, the Division of Purchases may consider it “non-responsive”.

Please note that files submitted, shall not be returned.

2. Formatting of written documents:

a. For clarity, proposal documents shall be type-written. All proposal documents shall be formatted to single-space, with 1” margins on 8.5”x 11” paper setting using a font of 12-point Times New

Roman.

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b. All pages of the proposal are to be sequentially numbered in the footer, starting with number 1 on the first page of the narrative (this does not include the cover page or table of contents) through to the end, including all forms and attachments. The vendor’s name should appear on every page, including attachments. Each attachment should be referenced appropriately within the proposal section and the attachment title should reference the proposal section it is applicable to.

c. If the solicitation includes a proposal template for vendor use, it shall be typed using the formatting provided in the template.

SECTION 5. PROPOSAL SUBMISSION

Vendors must submit proposals in response to this solicitation electronically in Ocean State

Procures™ before the date and time listed on the “Overview” tab. Ocean State Procures™ will accept no submissions after the date/time listed in the “Overview” tab. Proposals must be uploaded to Ocean State Procures™ at https://webprocure.perfect.com/login on this solicitation utilizing the two-envelope proposal submission system as indicated above.

NOTE: Proposals misdirected to other State locations or those not presented to the Division of

Purchases in Ocean State Procures™ by the scheduled due date and time shall be determined to be late and shall not be accepted. Proposals mailed, hand-delivered, faxed or emailed to the

Division of Purchases shall not be accepted. The official time clock is online in Ocean State

Procures™. Vendors are solely responsible for having proper internet connectivity, browser compatibility, and/or a functioning computer system for use of Ocean State Procures™.

SECTION 6. CONCLUDING STATEMENTS

Notwithstanding the above, the Division of Purchases reserves the right to award on the basis of cost alone, to accept or reject any or all proposals, and to award in the State’s best interest.

Proposals found to be technically or substantially non-responsive at any point in the evaluation process will be rejected and not considered further.

If a Vendor is selected for an award, no work is to commence until a purchase order or contract is issued by the Division of Purchases.

The State’s General Conditions of Purchase shall be the contractual terms and conditions between the parties upon issuance of a Purchase Order by the Division of Purchases. The State’s General

Conditions of Purchase can be found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and addenda can be found at https://ridop.ri.gov/rules-regulations/.

APPENDIX A.PROPOSER ISBE RESPONSIBILITIES AND MBE,

WBE, AND/OR DISABILITY BUSINESS ENTERPRISE

PARTICIPATION FORM

https://webprocure.perfect.com/Login https://ridop.ri.gov/rules-regulations/

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A. Vendor’s ISBE Responsibilities (from 150-RICR-90-10-1.7.E)

1. Proposal of ISBE Participation Rate. Unless otherwise indicated in the RFP, a Vendor must submit its proposed ISBE Participation Rate in a sealed envelope or via sealed electronic submission at the time it submits its proposed total contract price. The Vendor shall be responsible for completing and submitting all standard forms adopted pursuant to 105-RICR-90-10-1.9 and submitting all substantiating documentation as reasonably requested by either the Using Agency’s

MBE/WBE Coordinator, Division, ODEO, or Governor’s Commission on Disabilities including but not limited to the names and contact information of all proposed subcontractors and the dollar amounts that correspond with each proposed subcontract.

2. Failure to Submit ISBE Participation Rate. Any Vendor that fails to submit a proposed ISBE

Participation Rate or any requested substantiating documentation in a timely manner shall receive zero (0) ISBE participation points.

3. Execution of Proposed ISBE Participation Rate. Vendors shall be evaluated and scored based on the amounts and rates submitted in their proposals. If awarded the contract, Vendors shall be required to achieve their proposed ISBE Participation Rates. During the life of the contract, the

Vendor shall be responsible for submitting all substantiating documentation as reasonably requested by the Using Agency’s MBE/WBE Coordinator, Division, ODEO, or Governor’s

Commission on Disabilities including but not limited to copies of purchase orders, subcontracts, and cancelled checks.

4. Change Orders. If during the life of the contract, a change order is issued by the Division, the

Vendor shall notify the ODEO of the change as soon as reasonably possible. Vendors are required to achieve their proposed ISBE Participation Rates on any change order amounts.

5. Notice of Change to Proposed ISBE Participation Rate. If during the life of the contract, the

Vendor becomes aware that it will be unable to achieve its proposed ISBE Participation Rate, it must notify the Division and ODEO as soon as reasonably possible. The Division, in consultation with ODEO and Governor’s Commission on Disabilities, and the Vendor may agree to a modified

ISBE Participation Rate provided that the change in circumstances was beyond the control of the

Vendor or the direct result of an unanticipated reduction in the overall total project cost.

B. MBE, WBE AND/OR Disability Business Enterprise Participation Plan Form:

The MBE, WBE and/or Disability Business Enterprise Participation Plan form is located on the

“Overview” tab. Vendors are required to complete, sign and upload to the “Attach Documents” tab in the “Price Evaluation Attachments” section. Please complete separate forms for each MBE, WBE and/or Disability Business Enterprise subcontractor/vendor to be utilized on the solicitation.

RFP Standard Specifications

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SECTION 1. INTRODUCTION & INSTRUCTION AND

NOTIFICATIONS TO VENDORS

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This is a Request for Proposals (“RFP”), not a Request for Quotes. Responses will be evaluated on the basis of the relative merits of the proposal, in addition to cost; there shall be no public opening and reading of responses received by the Division of Purchases pursuant to this solicitation, other than to name those vendors who have submitted proposals.

A. INSTRUCTIONS AND NOTIFICATIONS TO VENDORS

1. Potential vendors are advised to review all sections of this RFP solicitation carefully and to follow instructions completely, as failure to make a complete submission as described elsewhere herein may result in rejection of the proposal.

2. Alternative approaches and/or methodologies to accomplish the desired or intended results of this RFP solicitation are solicited. However, proposals which depart from or materially alter the terms, requirements, or scope of work defined by this RFP solicitation may be rejected as being non-responsive.

3. All costs associated with developing or submitting a proposal in response to this RFP solicitation or for providing oral or written clarification of its content, shall be borne by the vendor. The Division of Purchases assumes no responsibility for any vendor costs even if this RFP solicitation is cancelled or postponed.

4. Proposals are considered to be irrevocable for a period of not less than 180 days following the opening date, and may not be withdrawn, except with the express written permission of the State

Purchasing Agent.

5. All pricing submitted will be considered to be firm and fixed unless otherwise indicated in the proposal.

6. It is intended that an award pursuant to this RFP will be issued to a prime vendor, or prime vendors in the various categories, who shall be responsible for all aspects of the work.

Subcontracts are permitted, provided that their use is clearly indicated in the vendor’s proposal and the subcontractors to be used are identified in the proposal. The state reserves the right to cancel this procurement in the State's best interest at any time during the procurement and prior to issuance of a purchase order/contract for any reason whatsoever.

7. The purchase of goods and/or services under an award made pursuant to this RFP solicitation will be contingent on the availability of appropriated funds.

8. Any and all information submitted to the Division of Purchases for consideration in response to this RFP solicitation shall be considered to be public records as defined in R. I. Gen. Laws § 38-2-

1, et seq. and may be released for inspection upon request once an award has been made.

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Any information submitted in response to this RFP solicitation which a vendor believes are trade secrets or commercial or financial information which is of a privileged or confidential nature should be clearly marked as such. The vendor should provide a brief explanation as to why each portion of information that is marked should be withheld from public disclosure. Vendors are advised that the

Division of Purchases may release records marked confidential by a vendor upon a public records request if the it determines the marked information does not fall within the category of trade secrets or commercial or financial information which is of a privileged or confidential nature.

9. Vendors are responsible to monitor the Division of Purchases website on a regular basis, as additional information relating to this RFP solicitation may be released in the form of addenda, as necessary. Vendors are responsible for any amended requirements stated in an addendum.

10. By submission of proposals in response to this RFP solicitation vendors agree to comply with

R. I. General Laws § 28-5.1-10 which mandates that vendors/subcontractors doing business with the State of Rhode Island exercise the same commitment to equal opportunity as prevails under

Federal contracts controlled by Federal Executive Orders 11246, 11625 and 11375.

Vendors are required to ensure that they, and any subcontractors awarded a subcontract under this

RFP solicitation, undertake or continue programs to ensure that minority group members, women, veterans, and persons with disabilities are afforded equal employment opportunities without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability.

Vendors and subcontractors who do more than $10,000 in government business in one year are prohibited from engaging in employment discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability, and are required to submit an “Affirmative Action Policy Statement.”

Vendors with 50 or more employees and $50,000 or more in government contracts must prepare a written “Affirmative Action Plan” prior to issuance of a purchase order/contract.

a. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation.

b. Vendors further agree, where applicable, to complete the “Contract Compliance Report”

(http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf), as well as the “Certificate of Compliance” (http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf), and submit both documents, along with their Affirmative Action Plan or an Affirmative Action Policy Statement, prior to issuance of a purchase order/contract.

For further information, contact the Rhode Island Equal Opportunity Office, at 222-3090 or via e-mail at ODEO.EOO@doa.ri.gov.

http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf

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11. In accordance with R. I. Gen. Laws § 7-1.2-1401 no foreign corporation has the right to transact business in Rhode Island until it has procured a certificate of authority so to do from the

Secretary of State. This is a requirement only of the successful vendor(s). For further information, contact the Secretary of State at (401-222-3040).

12. In accordance with R. I. Gen. Laws §§ 37-14.1-1 and 37-2.2-1 it is the policy of the State to support the fullest possible participation of vendors owned and controlled by minorities (MBEs) and women (WBEs), and to support the fullest possible participation of small disadvantaged businesses owned and controlled by persons with disabilities (Disability Business Enterprises a/k/a

“DisBE”)(collectively, MBEs, WBEs and DisBEs are referred to herein as ISBEs) in the performance of State procurements and projects. As part of the evaluation process, vendors will be scored and receive points based upon their proposed ISBE utilization rate in accordance with

150-RICR-90-10-1, “Regulations Governing Participation by Small Business Enterprises in State

Purchases of Goods and Services and Public Works Projects”. As a condition of contract award vendors shall agree to meet or exceed their proposed ISBE utilization rate and that the rate shall apply to the total contract price, inclusive of all modifications and amendments. Vendors shall submit their ISBE participation rate on the attached form entitled “MBE, WBE and/or DisBE Plan

Form”, which shall be submitted in a separate file as part of the proposal. ISBE participation credit will only be granted for ISBEs that are duly certified as MBEs or WBEs by the State of Rhode

Island, Department of Administration, Division of Equity, Diversity, and Inclusion or vendors certified as DisBEs by the Governor’s Commission on Disabilities. The current directory of vendors certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php.

Information regarding DisBEs may be accessed at www.gcd.ri.gov. For further information, visit the

Division of Equity, Diversity, and Inclusion’s website, at http://odeo.ri.gov/ and see R.I. Gen. Laws

Ch. 37-14.1, R.I. Gen. Laws Ch. 37-2.2, and 150-RICR-90-10-1. The Office of Diversity, Equity &

Opportunity may be contacted at, (401) 574-8670 or via email elvys.ruiz@doa.ri.gov

13. In the Vendor Certification Cover Form questionnaire, question “Certifications 11.”, bidders shall certify agreement to the State’s contract terms. However, in accordance with Section 220-RICR-30-

00-13.3(C)(3) of the General Conditions, the Vendor may submit in their bid or proposal, “[q]ualified or conditional offers which impose limitations of the Vendor’s liability or modify the requirements of the solicitation, offers for alternate specifications, or offers which are made subject to different terms and conditions, including form contracts, other than those specified by the State.” However, qualified or conditional offers may be, at the sole discretion of the State Purchasing Agent:

1.Rejected as being non-responsive; or, 2.Set aside in favor of the requirements set forth in the solicitation (with the consent of the Vendor);

or, 3.Accepted, if the State Purchasing Agent determines in writing that such acceptance is in the best interest of the State.”

http://odeo.ri.gov/offices/mbeco/mbe-wbe.php http://www.gcd.ri.gov/ http://odeo.ri.gov/

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By submitting a conditional or qualified offer, the Vendor bears the risk of their bid or proposal being considered non-responsive.In the event the State receives a conditional or qualified offer, the

State reserves the right to conduct a best and final offer process offering the same terms to all vendors and/or reject a qualified/conditional proposal as being non-responsive at any time during the review process.The Vendor should not assume that any further negotiation will occur upon selection.

SECTIONS 2 - 6. STANDARD RFP SOLICITATION

SPECIFICATIONS

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SECTION 2. AGENCY SOLICITATION SPECIFICATIONS

See the“Overview” tab of this solicitation for the Agency Solicitations Specifications document which includes the following:

•Section A. Background

•Section B. Scope of Work and Requirements

•Section C. Proposal

•Section D. Evaluation and Selection – Solicitation Specific

•Additional sections may be provided, as necessary

SECTION 3: EVALUATION AND SELECTION

Proposals shall be reviewed by a technical evaluation committee (“TEC”) comprised of staff from

State agencies. The TEC first shall consider technical proposals.

The Division of Purchases reserves the right to select the vendor(s) or firm(s) (“vendor”) that it deems to be most qualified to provide the goods and/or services as specified herein; and, conversely, reserves the right to cancel the solicitation in its entirety in its sole discretion.

Points shall be assigned based on the vendor’s clear demonstration of the ability to provide the requested goods and/or services. Vendors may be required to submit additional written information or be asked to make an oral presentation before the TEC to clarify statements made in the proposal.

A. Technical Proposal Evaluation:

See the “Agency Solicitation Specifications” document provided on the “Overview” tab on this solicitation in Ocean State Procures™ for details.

B. Cost Proposal Evaluation:

The vendor with the lowest cost proposal shall receive one hundred percent (100%) of the available points for cost. All other vendors shall be awarded cost points based upon the following formula:

(lowest cost proposal / vendor’s cost proposal) x available points

For example: If the vendor with the lowest cost proposal (Vendor A) bids $65,000 and Vendor B bids $100,000 for monthly costs and service fees and the total points available are thirty (30), Vendor B’s cost points are calculated as follows:

$65,000 / $100,000 x 30= 19.5

C. ISBE Participation Evaluation:

1. Calculation of ISBE Participation Rate:

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a. ISBE Participation Rate for Non-ISBE Vendors. The ISBE participation rate for non-ISBE vendors shall be expressed as a percentage and shall be calculated by dividing the amount of non-

ISBE vendor’s total contract price that will be subcontracted to ISBEs by the non-ISBE vendor’s total contract price. For example, if the non-ISBE’s total contract price is $100,000.00 and it subcontracts a total of $12,000.00 to ISBEs, the non-ISBE’s ISBE participation rate would be 12%.

b. ISBE Participation Rate for ISBE Vendors.