RFQ for Promotional Materials 5.14.24.pdf

DEPARTMENT OF JUSTICE

Administrative Services Division

Procurement Office

REQUEST FOR QUOTATION

S# 13700-00010423 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 service-disabled 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.

******THIS IS NOT AN ORDER******

Agency Name: Oregon Department of Justice (“Agency” or “ODOJ”)

Single Point of Contact (SPC): Contracts & Procurement Services - Angela Bakke

Phone: 503-551-0424

Email: angela.bakke@doj.state.or.us

Street Address: 1162 Court Street NE

City, State, Zip: Salem, Oregon 97301

General Information:

1. Close Date:

Complete this form and submit to Angela Bakke by 3:00 PM (Pacific) on May 29, 2024, via an electronic submission on OregonBuys. NO QUOTES WILL BE ACCEPTED BY EMAIL OR

TELEPHONE.

2. Description:

The Oregon Department of Justice is soliciting a quote from qualified and responsible vendors to provide Promotional Materials as described in Exhibit A to the sample Price Agreement. Items may be ordered separately or together.

3. Authority:

This Request for Quote (RFQ) is being issued under the authority of ORS 279B.070 and OAR 125-247-

0270.

4. Single Point of Contact:

The SPC for this RFQ is identified on the Cover Page, along with the SPC’s contact information.

Offeror 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.

ELLEN F. ROSENBLUM

Attorney General

Lisa M. Udland Deputy Attorney General

5. Request for Quote Documents:

This Request for Quote consists of the following documents, which are listed in descending order of precedence:

5.1.1 Attachment A, Offeror Information and Certification Sheet

5.1.2 Attachment B, Sample Contract

5.1.3 Attachment C, Certified Disadvantaged Business Outreach Plan

6. Specifications:

Evaluations to be based on catalog/price list and breadth of product offerings in addition to other factors including applicable discounts. Provide ODOJ a copy of vendor catalog with prices, pricelist, or website link to catalog with prices, Attachment A, Attachment C (if applicable), and signed RFQ.

7. Pricing:

Include discounts if applicable.

8. Payment:

Payment for completion of State contracts is normally made within 45 days of the date the invoice is received or the work is completed, whichever is later.

9. Schedule of Events:

Event Date Time

RFQ Published May 14, 2024 5:00 PM PST

Questions Due May 21, 2024 3:00 PM PST

RFQ Closing (Quotes Due) May 29, 2024 3:00 PM PST

10. Questions:

All inquiries relating to the RFQ process, administration, deadline, or award, or to the substantive technical portion of this RFQ, should be directed to the SPC listed on the first page of this RFQ. All questions regarding the intent of the work or technical aspects of the work must be submitted in writing (via OregonBuys). When appropriate, revisions, substitutions, or clarifications shall be issued as addenda to this RFQ. Changes/modifications to the RFQ requirements shall ONLY be recognized if in the form of written addenda issued by Agency. Agency shall advertise the response on the

Oregon eProcurement System (OregonBuys). Anyone who has received a copy of this RFQ from somewhere else will only be alerted to the existence of any addenda by checking the Oregon Buys system.

Questions regarding this RFQ will be accepted until 3:00 PM PST on May 21, 2024. Questions from and answers to any one Offeror will be posted on Oregon Buys (as soon as resolved and before the submission deadline), if such questions will clarify any part of this RFQ.

SUBMISSION OF QUOTES:

1. Quotes must be received by the SPC through Oregon Buys on or before the Closing Date and

Time to be considered. Quotes will not be accepted after the Closing Date and Time. Agency reserves the right to extend Closing when it is in the best interest of the Agency.

2. Agency shall not be responsible for any failure attributed to the transmission, or receipt of

Quotes. Offeror should confirm Agency receipt.

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

4. 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 Offeror, nor does it secure or imply that Offeror will be selected.

PROCUREMENT REQUIREMENTS AND EVALUATION:

1. Submission Requirements:

Submission must address each of the items listed in this section and all other requirements set forth in this RFQ. Quotes shall describe the Goods to be provided or the Services to be performed or both.

Quote that merely offers to provide the goods or services as stated in this RFQ may be considered non-Responsive to this RFQ and will not be considered further.

a) 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.

b) Submit Attachment A: Offeror Information and Certification Sheet – Offeror shall complete and submit the Offeror Information and Certification Sheet as part of the

Quote. Failure to demonstrate compliance with Oregon Tax Laws and sign the

Offeror Information and Certification Sheet may result in a finding of non-

Responsibility.

c) Submit Attachment C: Certified Disadvantage Business Outreach Plan - Offeror shall complete and submit the Offeror Information and Certification Sheet as part of the

Quote, if applicable.

d) Submit Signed RFQ with a copy of vendor catalog with prices, pricelist, or website link to catalog with prices.

2. Quote Evaluation:

A contract will be awarded to the offeror whose quote will best serve the interests of ODOJ, considering price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS

279B.110 and ORS279B.070.

a) Responses that are contingent upon acceptance of additional terms and conditions may be rejected. The contract shall be awarded to the Offeror 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 Offeror.

b) Upon Notice of Intent to Award, the successful Offeror will be required to complete and return the following documents:

i. W9

ii. Certificate of Insurance

Any reference to brand names is meant as descriptive not restrictive.

Alternate bids will be considered on products, which meet or exceed products indicated on quote.

Offeror is to mark clearly alternate proposals.

Vendor Information:

Vendor Name: ______________________________ Federal ID No: _____________________

Street Address: _____________________________________ Phone:_____________________

City, State, Zip: __________________________________ E-mail:_______________________

Contact Name (please print): _______________________ Title: _________________________

Signature:_____________________________________________________________________