RFQ_DOR-555-21_IBML RTO Service.doc

REQUEST FOR QUOTE (RFQ)

Return-to-Operation (RTO) Service for IBML Devices S-15000-00001403 Issuing Office: Oregon Department of Revenue (“Agency”) Single Point of Contact (SPC): Nick Hill Address: 955 Center St NE Salem, OR 97301

Phone: (971) 301-0481 E-mail: dor.procurement@dor.oregon.gov RFQ CLOSE DATE AND TIME: December 10, 2021 at 3:00 pm PST

I. GENERAL INFORMATION

1. Authority

Agency is issuing this RFQ pursuant to its authority under OAR 125-246-0170 (2). Agency is seeking competitive Quotes from prospective contractors, pursuant to ORS 279B.070 (3).

2. Background/Description of Services:

The State of Oregon, acting by and through the Department of Revenue (“Agency”) issues this RFQ to acquire a contract for Image Return-to-Operation (RTO) Service for our existing IBML devices for a period ending 6/30/2023.

The Oregon Department of Revenue uses imaging equipment to scan documents, capture images, process check payments, and process paper returns. All check remittance and paper tax return processing is run through these machines. Images are then uploaded into the agency’s front-end processing system for data capture and banking. The RTO Service is critical to the continuation of our agency’s operations.

3. Schedule of Events:

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

4. Single Point of Contact (SPC):

The SPC for this RFQ is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFQ only to the SPC, whether about the technical requirements of the RFQ, contractual requirements, the RFQ process, or any other provision.

II. SUBMISSION OF QUOTES

Quotes must be received by the SPC at the location identified on the first page of this document on or before the Closing Date and Time to be considered. Quotes will not be accepted after the Closing Date and Time. Quotes will be accepted by email addressed to the SPC identified above. Agency reserves the right to extend Closing when it is in the best interest of the Agency.

Agency shall not be responsible for any failure attributed to the transmission, or receipt of emailed Quotes. Proposer should confirm Agency receipt with the SPC.

All costs incurred in preparing and submitting a Quote in response to the RFQ are the responsibility of the Proposer and shall not be reimbursed by Agency.

By submitting a quote to this RFQ, Proposer agrees to all terms and conditions in Exhibit A Required Insurance. All exhibits attached hereto are incorporated herein by reference.

Agency reserves the right to accept any quote or any part or parts thereof, negotiate the statement of work, or to reject any or all quotes and cancel the RFQ. Submission of a quote does not constitute an agreement between Agency and Proposer, nor does it secure or imply that Proposer will be selected.

III. PROCUREMENT REQUIREMENTS AND EVALUATION

1. Minimum Requirements:

To be considered for evaluation, Proposer must demonstrate in writing how they meet all requirements of this section. Failure to provide any of the information or comply with any of the requirements in this section may result in rejection of the Quote. Agency reserves the right to determine which Proposers meet the Minimum Requirements of this RFQ.

Proposer must:

a. Be able to provide Image RTO service for Agency’s existing IBML devices;

b. Be in tax compliance with the state of Oregon; and

c. Meet the Insurance Requirements established in this document’s Exhibit A Required Insurance.

2. Submission Requirements:

a. Submission must address each of the items listed in this section and all other requirements set forth in this RFQ. Quotes shall describe the Services to be performed. A Quote that merely offers to provide the services as stated in this RFQ may be considered non-Responsive to this RFQ and will not be considered further.

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

c. Submit Attachment A: Pricing Sheet – Quotes must include the price for a one-year subscription, as well as the cost per seat if applicable.

d. Submit Attachment B: Proposer Information and Certification Sheet – Proposer shall complete and submit the Proposer Information and Certification Sheet as part of the Quote. Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Fit” for the Agency. “Best Fit” is based solely on the evaluator’s determination of what best meets the needs of the Agency taking into account price as well as considerations including, but not limited to, experience, expertise, and contractor responsibility under ORS 279B.110. The evaluator’s determination is final.

Responses that are contingent upon acceptance of additional terms and conditions may be rejected.

The contract shall be awarded to the Proposer whose quote is determined to be the “Best Fit” for the Agency. Agency has the right to negotiate contract terms and conditions with the successful Proposer.

Upon Notice of Intent to Award the successful Proposer will be required to complete and return the following documents. Agency will send the documents to the successful Proposer with the Notice of Intent to Award.

a. W9

b. Tax Compliance Certification

c. Certificate of Insurance, with coverage levels as described in Exhibit A, listing Department of Revenue as additionally insured.

Exhibit A Required Insurance Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit A prior to performing under this Agreement and shall maintain it in full force and at its own expense throughout the duration of this Agreement, as required by any extended reporting period or tail coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in State and that are acceptable to Agency. Coverage must be primary and non-contributory with any other insurance and self-insurance. Contractor shall pay for all deductibles, self-insured retention and self-insurance, if any.

1. INSURANCE REQUIRED.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017 and provide workers' compensation insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements.

COMMERCIAL GENERAL LIABILITY:

FORMCHECKBOX

Required

FORMCHECKBOX

Not required Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State. This insurance shall include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this Agreement, and have no limitation of coverage to designated premises, project or operation. Coverage shall be written on an occurrence basis in an amount of not less than $1,000,000. Annual aggregate limit shall not be less than $2,000,000.

AUTOMOBILE LIABILITY INSURANCE:

FORMCHECKBOX

Required

FORMCHECKBOX

Not required

Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

FORMCHECKBOX

Required Not required Professional Liability insurance covering any damages caused by an error, omission or any negligent acts related to the services to be provided under this Contract by the Contractor and Contractor’s subcontractors, agents, officers or employees in an amount not less than $1,000,000 per claim. Annual aggregate limit shall not be less than $2,000,000. If coverage is on a claims made basis, then either an extended reporting period of not less than 24 months shall be included in the Professional Liability insurance coverage, or the Contractor shall provide Tail Coverage as stated below.

POLLUTION LIABILITY:

Required Not required

EXCESS/UMBRELLA INSURANCE:

A combination of primary and excess/umbrella insurance may be used to meet the required limits of insurance.

ADDITIONAL INSURED:

The Commercial General Liability insurance and Automobile liability insurance required under this Agreement must include an additional insured endorsement specifying the State of Oregon, its officers, employees and agents as Additional Insureds, including additional insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's activities to be performed under this Agreement. Coverage shall be primary and non-contributory with any other insurance and self-insurance. The Additional Insured endorsement with respect to liability arising out of your ongoing operations must be on ISO Form CG 20 10 07 04 or equivalent and the Additional Insured endorsement with respect to completed operations must be on ISO form CG 20 37 04 13 or equivalent.

TAIL COVERAGE:

If any of the required insurance is on a claims made basis and does not include an extended reporting period of at least 24 months, Contractor shall maintain either tail coverage or continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Agreement, for a minimum of 24 months following the later of (i) Contractor’s completion and Agency’s acceptance of all Services required under this Agreement, or, (ii) Agency or Contractor termination of Agreement, or, iii) The expiration of all warranty periods provided under this Agreement.

CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any Goods and performing any Services required under this Agreement. The Certificate(s) shall list the State of Oregon, its officers, employees and agents as a Certificate holder and as an endorsed Additional Insured. If excess/umbrella insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the excess/umbrella insurance. As proof of insurance Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements in this Agreement.

NOTICE OF CHANGE OR CANCELLATION:

The contractor or its insurer must provide at least 30 days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this agreement and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Section.