RFQ SoS Leadership Summit_Group Facilitation Services.pdf

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Request for Quote S-16500-00001431 – Secretary of State Leadership Summit Group Facilitation Services

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

1.2 STATEMENT OF OBJECTIVES

1.3 DEFINITION OF TERMS

1.4 SINGLE POINT OF CONTACT

SECTION 2: RFQ PROCESS

2.1 PROCUREMENT AUTHORITY

2.2 OREGONBUYS

2.3 QUESTIONS AND CLARIFICATIONS

SECTION 3: INSTRUCTIONS TO PROSPECTIVE RESPONDENTS

3.1 ACCEPTANCE PERIOD

3.2 QUOTE SUBMISSION REQUIREMENTS (GENERAL)

3.3 Minimum REQUIREMENTS (PASS/FAIL)

SECTION 4: QUOTE REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

4.2 RESPONSIBILITY DETERMINATION

4.3 EVALUATION CRITERIA

4.4 PREFERENCES

4.5 AWARD

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNMENT BODIES

5.2 OWNERSHIP/PERMISSION TO USE MATERIALS

5.3 COST OF RESPONDING

5.4 CANCELLATION AND/OR REJECTION OF QUOTES/DAMAGES

5.5 CONFIDENTIAL OR PROPRIETARY INFORMATION

5.6 RECYCLED PRODUCTS

https://oregonbuys.gov/bso/bid/bidSummary.sdo?docId=S-16500-00001431

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SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

The State of Oregon, acting by and through the Secretary of State’s Office, Executive Division (“Agency”), is issuing this Request for Quote (RFQ) to acquire professional services associated with assisting and facilitating an in-person session with Agency leadership to define and capture Mission, Vision, and Values statements, and determining objectives and strategies to help achieve the long-term goals and overall mission of the Agency.

In reopening offices to the public after nearly two years of the pandemic, the Agency desires a facilitated convening to solidify Secretary of State agency executive leadership relationships; revisit and refine the Agency’s Mission, Vision and Values statements and guide a goalsetting process to establish 2022 Executive Team and division goals.

Agency anticipates the award of one Contract resulting from this RFQ.

The Contract term is anticipated to be concluded by the end of January 2022.

1.2 STATEMENT OF OBJECTIVES

The purpose of the Contract is to facilitate a full-day, in-person work session for the Agency’s annual Leadership Summit to solidify Secretary of State agency executive leadership relationships;

revisit and refine the agency’s Mission, Vision and Values statement and guide a goalsetting process to establish 2022 Executive Team and division goals.

The most recent Annual Leadership Summit Final Report is available in the attachments of this RFQ. Respondents are encouraged to review for additional background and context before responding with a Quote. Respondent will lead engagement, participation, and generation of consensus with Leadership Summit Attendees. Respondents shall include a Statement of Work that aligns the Agency’s objectives.

The Successful Respondent shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Agency is purchasing under this

RFQ.

1.2.1 DELIVERABLES

The following deliverables, and their coordinating deliver-by dates are listed below.

Respondent shall demonstrate their ability to meet the Agency need.

• Deliverable 1- Pre-work for Agency Leadership Summit Attendees with detailed instructions.

• Deliverable 2- Facilitation of in-person session on January 7, 2022.

o Location of Leadership Summit: Broadway Commons Conference Center https://broadwaycommons.business.site/?utm_source=gmb&utm_medium=referral

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1300 Broadway St NE, Salem, OR 97301

Duration: 8:30am – 6:00pm (with time for lunch and breaks)

• Deliverable 3- Final written report, delivered to Agency by January 21, 2022, detailing:

o Mission/Vision/Values statements that are memorable, easily articulated, marketable, and supported by all stakeholders.

o Each statement to include how it was developed, the strength and weakness of each statement, and recommendations for how the statements can be positioned in the public sphere.

o Report development to be coordinated with the Deputy Secretary of State and Chief of Staff prior to final draft deadline.

Respondents shall provide a sample draft of pre-work for Leadership Summit Attendees, and a proposed schedule for the above deliverables to demonstrate Respondent ability to meet key deadlines.

1.3 DEFINITION OF TERMS

For the purposes of this RFQ, unless specifically defined in this RFQ, capitalized words have the meanings provided in OAR 137-046-0110. These definitions do not apply to the Proposed Contract attached as Attachment A.

Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110.

“Bid Opening” means the date and time in which responses are due.

“Contract” means a purchase order, including the terms and conditions, issued via OregonBuys.

“Quote” is the Respondent’s response to this RFQ submitted via OregonBuys.

“Respondent” sometimes referred to as “Contractor “or “Vendor”, means a party, a company or an individual, that has obtained a copy of this Request for Quote and submits, or intends to submit, a Quote in response to this Request for Quote.

“SPC” or the Single Point of Contact, means the Purchaser identified in OregonBuys. All communications related to any provisions of this RFQ shall be directed only to the SPC to ensure every Respondent receives the same information.

“Successful Respondent” means the person(s), organization(s) to which the award is made.

1.4 SINGLE POINT OF CONTACT

All questions, requests for clarification, and protests about any component of this RFQ, including the technical requirements, contractual requirements, and the procurement process must be directed to the SPC - Erin Smith at erin.m.smith@sos.oregon.gov mailto:erin.m.smith@sos.oregon.gov

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SECTION 2: RFQ PROCESS

2.1 PROCUREMENT AUTHORITY

Agency is conducting this RFQ pursuant to its authority under ORS 279A.050(4).

2.2 OREGONBUYS

This RFQ, including all Addenda, attachments and exhibits is posted on OregonBuys at https://oregonbuys.gov. RFQ documents will not be mailed.

2.2.1 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.

2.2.2 OREGONBUYS REGISTRATION INFORMATION

Current and correct registration information is the sole responsibility of the registered party.

Agency accepts no responsibility for missing or incorrect information.

2.3 QUESTIONS AND CLARIFICATIONS

All questions and requests for clarification related to this solicitation must be submitted using the Q&A tab in OregonBuys.

Agency will respond to questions and requests for clarifications through OregonBuys. In its sole discretion, Agency may change this RFQ by written Addendum posted to OregonBuys.

Clarifications, corrections or changes to this RFQ made in any other manner are not binding on the State.

SECTION 3: INSTRUCTIONS TO PROSPECTIVE RESPONDENTS

3.1 ACCEPTANCE PERIOD

Quotes are firm offers for a period of 30 calendar days from Bid Opening.

3.2 QUOTE SUBMISSION REQUIREMENTS (GENERAL)

3.2.1 QUOTE FORMAT

Respondent shall submit its Quote document through OregonBuys. The Quote should be presented in a format corresponding and referencing the sections contained in Section 3.3.

Responses should be presented in the same order and identify the item being addressed.

3.2.2 SUBMITTING QUOTES

Respondent is solely responsible for ensuring its Quote is submitted through OregonBuys as a Quote, in accordance with the RFQ requirements. Agency shall not be responsible for any delays in delivery.

https://oregonbuys.gov/ mailto:support.oregonbuys@oregon.gov

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3.2.3 QUOTE MODIFICATION

It is the responsibility of the Respondent to ensure modified Quotes are submitted before the Bid Opening date and time.

A Respondent wishing to make modifications to a Quote already received by Agency must withdraw, revise, and resubmit through OregonBuys.

3.2.4 QUOTE WITHDRAWAL

If a Respondent wishes to withdraw its Quote, the Respondent must withdraw its Quote prior to the Bid Opening date and time. The Respondent must complete the withdrawal process through OregonBuys prior to the Bid Opening date and time.

3.2.5 LATE QUOTES

Late Quotes will NOT be accepted or reviewed.

3.3 MINIMUM REQUIREMENTS (PASS/FAIL)

Respondents must respond to the questions presented in OregonBuys. Quotes will be reviewed on a Pass/Fail basis, which includes responses to the OregonBuys questions. Failure to provide any of the information or comply with any of the requirements in this Section 3.3 and its subsections MAY be considered nonresponsive. Agency has the right to determine if Quotes substantially meet the requirements of this RFQ.

3.3.1 BUDGET

Agency projected budget for this project is not to exceed $10,000. Quotes over the budget amount will not be considered for award.

3.3.2 REQUIRED FORMS

Respondent must submit the following forms:

• Completed Response Template (attachment available in OregonBuys)

3.3.3 AUTHORIZED SIGNATURE

The Quote must be signed by person(s) legally authorized to bind the Respondent to the Quote and the Contract resulting from this RFQ. Upon request by Agency, any representative submitting a Quote on behalf of the Respondent shall provide a current document certifying the representative’s authority to bind the Respondent. Upon request of Agency, Respondent shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the Quote to execute agreements on behalf of the entity.

SECTION 4: QUOTE REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

A Quote received prior to the Quote Opening will be reviewed to determine if it is Responsive to all RFQ requirements including compliance with Quotes Requirements section. If the Quote is unclear, DAS Procurement Services, Version 1.0 – February 20, 2019 | SoS Revisions 01/09/2020 Page 6 of 11 the SPC may request clarification from Respondent. However, clarifications may not be used to rehabilitate a non-Responsive Quote. If the SPC finds the Quote non-Responsive, the Quote may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.2 RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Respondent is Responsible prior to award and execution of the Contract.

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

4.3 EVALUATION CRITERIA

Each Quote meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

Purchaser may request further clarification to assist the Evaluation Committee in gaining additional understanding of Respondent’s Quote. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

SCORE EXPLANATION

90-100

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Respondent provides insight into its expertise, knowledge, and understanding of the subject matter.

70 – 89 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

41-69 ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Respondent.

1 – 40 FAIR – Respondent meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Respondent has not demonstrated knowledge of the subject matter.

4.3.1 QUALIFICATIONS – 20 POINTS

Respondents will provide experience with similar projects developing mission, vision, and values statements. Respondents will also identify key person(s) that will perform work for this project, their roles, and their relevant experience.

4.3.2 APPROACH – 50 POINTS

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Respondent will detail their approach to facilitation and include how attendees will be engaged.

4.3.3 PROPOSED STATEMENT OF WORK – 20 POINTS

Respondents will provide their proposed statement of work in response to Agency’s Statement of Objectives. The proposed statement of work should include a schedule of deliverables, agenda for in-person facilitation session, and a sample draft of pre-work for attendees.

4.3.4 QUOTED PRICE – 10 POINTS

Respondents will provide their total quoted price amount for the entire body of work for this project.

The Purchaser will conduct the price evaluation. The Purchaser will award a price score to each Quote Response based upon the percentage of the quoted price as compared to the lowest Respondent’s price using the following formula:

lowest cost of all Respondents

X price points possible price score total cost being scored

4.3.5 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE

4.3.1 Qualifications 20

4.3.2 Approach 50

4.3.3 Proposed Statement of Work 20

4.3.4 PRICE POINTS POSSIBLE 10

Scores are the values (0 through 100) assigned by each evaluator.

Points are the total possible for each section as listed in the table above.

The Purchaser will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 10=10%, 50=50%, 72=72%, 90=90%, etc. Price points are calculated as stated in the Price Evaluation section.

EXAMPLE:

Respondent A receives scores of 100, 90, and 95 for criterion worth 50 points. The Purchaser averages 100, 90, and 95 for a score of 95 and uses 95% as a multiplier to the possible points of

50. 50 multiplied by 95% is 47.5. Respondent A’s points for the criterion is 47.5.

4.3.6 RANKING OF RESPONDENTS

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

4.3.7 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.3.8 COMPETATIVE RANGE DETERMINATION

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Respondents that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Respondents from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.4 PREFERENCES

4.4.1 RECIPROCAL PREFERENCE

For Quote calculation purposes per OAR 137-046-0310, Agency shall add a percent increase to each out-of-state Respondent’s Quote price that is equal to the percent preference, if any, given to a Resident Respondent in the Respondent's state.

4.4.2 RECYCLED MATERIALS

In comparing Goods from two or more Respondents, if at least one Respondent offers Goods manufactured with Recycled Materials, and at least one Respondent does not, Agency will select the Respondent 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.

4.4.3 PUBLIC PRINTING

Agency shall, for the purpose of evaluating Quotes, apply the public printing preference set forth in ORS 282.210.

4.4.4 TIEBREAKERS

https://www.oregon.gov/das/Procurement/Pages/Recippref.aspx

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

4.5 AWARD

4.5.1 METHOD OF AWARD

If awarded, Agency will award the Contract to the Responsible Respondent submitting the Quote that is of best value to the Agency as determined by the criteria outlined in Section 4.3.

4.5.2 AWARD NOTIFICATION

After a selection is made, Agency will issue an award on OregonBuys. Awards may be contingent upon the selected Respondent complying with Agency’s Responsibility inquiry. Quote files are public records and available for review at Agency by appointment.

4.5.3 PAY EQUITY

If Respondent employs 50 or more full-time employees and is selected for award valued at or above $500,000, Respondent shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate issued to the Respondent by the Oregon Department of Administrative Services. See https://www.oregon.gov/das/Procurement/Pages/Supplier.aspx for requirements.

ORS 279B.110(2)(f) requires that Respondent provide this prior to execution of the Contract.

As required by ORS 279B.235, Contractor shall comply with ORS 652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s compliance with this section constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles Agency to terminate this Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

4.5.4 NONDISCRIMINATION IN EMPLOYMENT

As a condition of receiving the award of a Contract under this RFQ, Respondent must certify, in accordance with ORS 279A.112, it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected https://secure.sos.state.or.us/oard/viewSingleRule.action;JSESSIONID_OARD=hIakRyCcS64BRysd2bgjaoKaspp8fp4NH954ZTDKtP9te0ZY_Vue!-1281346129?ruleVrsnRsn=11326 https://www.oregon.gov/das/Procurement/Pages/Supplier.aspx

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4.5.5 INSURANCE

Prior to award, Respondent shall secure and demonstrate to Agency proof of insurance as required in this RFQ. Insurance Requirements are found in the RFQ Response Template.

4.5.6 CONTRACT EXECUTION

The Contact attached hereto as Attachment A is negotiable. Contractor shall not commence work under the Contract until the Contract has been executed.

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNMENT BODIES

Under ORS Chapter 190, Agency may enter into an agreement with another government body for the Goods or Services that are the subject of this RFQ. Intergovernmental agreements are not subject to the Public Contracting Code. If Agency receives an Offer from a government body, Agency will initially review the Offer according to the same criteria set forth in this RFQ. Agency, in its sole discretion, may enter into an ORS Chapter 190 agreement with any government body for the Goods or Services, or any portion thereof and cancel this RFQ if it would be in the public interest as determined by Agency.

5.2 OWNERSHIP/PERMISSION TO USE MATERIALS

Quotes submitted in response to this RFQ become the property of Agency. The submission of a Quote in response to this RFQ 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 Quote solely for the purpose of evaluating the Quote, awarding a Contract, or as otherwise needed to administer the RFQ process, and to fulfill obligations under Oregon Public Records Laws. Quotes, including supporting materials, will not be returned to Respondent unless Agency cancels this RFQ prior to the Bid Opening.

5.3 COST OF RESPONDING

Respondents must pay all costs of responding including, but not limited to, the cost to prepare and submit Quotes, samples and other supporting materials, or to participate in demonstrations, if required by this RFQ.

5.4 CANCELLATION AND/OR REJECTION OF QUOTES/DAMAGES

Pursuant to ORS 279B.100, Agency may reject any or all Quotes in whole or in part and may cancel this RFQ at any time when the rejection or cancellation is in the best interest of the State. Agency, the State, and their officers, employees and agents are not liable to any Respondent for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this RFQ, or rejection of any or all Quotes. Unless Agency cancels this RFQ prior to the Bid Opening, all Quotes will become part of the public record without obligation to Agency.

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5.5 CONFIDENTIAL OR PROPRIETARY INFORMATION

Following award of Contract, responses to this RFQ are subject to public information requests unless the response or specific information contained therein is identified as exempt from public disclosure. Respondent is advised to consult with legal counsel regarding disclosure issues.

If Respondent believes any portion of its Quote contains information considered a trade secret under ORS Chapter 192.345(2), or otherwise is exempt from disclosure under the Oregon Public Records Law, ORS 192.311 through 192.478, each page containing such information must include the following:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS 192.311 through 192.478.”

Identifying the Quote in whole as exempt from disclosure is not acceptable. Cost information submitted in response to an RFQ is generally not considered a trade secret under Oregon Public Records Law. If Respondent fails to identify the portions of the Quote which Respondent claims are exempt from disclosure, Respondent is deemed to have waived any future claim of non-disclosure of that information.

5.6 RECYCLED PRODUCTS

Respondents shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Contract. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280)