S-10000-00012204 6042 Request for Quote~1.pdf

6042 / S-10000-00012204 ano Page 1 of 10 Request for Quote rev 04/29/2019

ODHS | OHA SHARED SERVICES

Office of Contracts and Procurement

500 Summer St, E03 Salem, OR 97301

REQUEST FOR QUOTE # S-10000-00012204 | 6042

SOLICITATION INFORMATION

Description: The Oregon Department of Human Services (“Agency”, “ODHS”) seeks Bids from responsive responsible Bidders to host “ODHS Vocational Rehabilitation In-Service 2025” August 3rd through 8th 2025.

Return to: Andria Otjen, Procurement and Contract Specialist Office of Contracts and Procurement

500 Summer St Salem, OR 97301 Phone: (971) 208-4125 E-Mail: ANDRIA.OTJEN@odhsoha.oregon.gov

Due date/time: Thursday December 19, 2024 at 3:00 PM, Pacific Standard Time

Responses received after this date and time will not be considered for award.

Date product or service requested: August 3rd to 8th 2025.

AGENCY INFORMATION

Agency: Oregon Department of Human Services

Division/Office: Vocational Rehabilitation

Address: 500 Summer Street NE E87

City, State, Zip: Salem, OR 97301

VENDOR INFORMATION

Business Name:

Federal ID No:

Contact Name:

Address:

City, State, Zip:

Phone:

Email:

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QUOTE REQUIREMENTS

1. This Request for Quote (RFQ) is issued under the authority of OAR 125-246-0170.

2. SINGLE POINT OF CONTACT: is the individual named on page one of this document.

Bidders are not to contact any other staff besides the Single Point of Contact, at any time for any reason.

3. “OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost differences, alternates and options in the space provided in the quote and shall submit complete specifications for alternate brands. This clause is not meant to be restrictive, but to set the minimum standard. Agency shall determine, in its sole discretion, whether a product offered is “equal.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Bid Closing. If another brand is bid, Bidder must provide the specifications to include Bidders brochures to ensure the brand will meet all requirements, failure to provide alternate brand specifications with bid packet will result in bid rejection.

4. Agency reserves the right to amend this RFQ and to delete any item from award consideration.

5. If a Purchase Order (PO) (Attachment 1) is issued, the Agency shall issue a PO to the lowest responsive responsible Bidder whose bid meets all outlined needs and requirements.

6. Bidders must agree to the State of Oregon terms and conditions (Attachment 2) as a condition to submitting a quote for this RFQ.

7. Bid must be fully loaded including Taxes, Gratuity, and fees

8. All pricing must be held firm for 120 days. Agency reserves the right to purchase additional goods and services up to an accumulative amount of up to $250,000.

9. Forms:

a. Bidders must submit bids on the Bidder Quote provided herein.

b. Bidders must complete and submit the Attestation of Compliance with Tax Laws Form (Attachment 3). Failure to demonstrate compliance with Oregon Tax laws may result in finding of non-responsibility.

10. Submission: Bidder Quote should be submitted by either method listed below:

Email Bidder Quote to Contact on Page 1, or

Upload Bidder Quote into Oregon Buys https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%2 0Solicitation%20Response.pdf

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BIDDER QUOTE – MUST FILL OUT

1. Mandatory Requirements: Bidder must meet the following requirements:

a. Bidder must be currently registered with the Oregon Secretary of State (SOS) to conduct business in Oregon. Provide the legal entity business name as registered with SOS. If your business name is an Assumed Business Name (ABN) or Doing Business As (DBA), also include the name of the legal entity business you are operating under.

b. Bidder must be currently registered in OregonBuys. Please use this link https://oregonbuys.gov/bso/ and click the blue “Register” button in the upper right-hand corner of the website page.

You will need to enter:

Company Tax ID

Company Name

Email Address

c. Bidder must be compliant with the Oregon tax laws. The apparent winning Bidder (Contractor) will be required to sign a tax attestation form stating they have complied with all tax laws of the state of Oregon, including but not limited to ORS

305.620 and ORS chapters 316, 317, and 318 for a period of no fewer than six calendar years preceding the award of this RFQ.

d. Venue must be located in Oregon.

e. Venue must have onsite parking available for attendees.

2. ADA Accessible:

All areas of the facility shall be wheelchair accessible in compliance with the Americans with Disabilities Act of 1990, as amended, to include the parking lot, hotel lodging rooms, main conference room, breakout rooms, meals and restrooms.

Bidder’s reply (Check one box): YES NO

3. Conference/Meeting Space Quote:

Prices quoted must be all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency for the Conference.

Meeting dates and times:

a. Sunday August 3, 2025 to be used as set up and preparation time for Agency.

Space available 12:00 pm - 7:00 pm

Total: $ _________

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b. Monday August 4, 2025 must include 4 meeting rooms (capacity for 40 attendees in 3 rooms, and 100 attendees in 1 room) Space available 7:00 am to 7:00 pm. Conference from 8:00 am - 5:00 pm.

Total: $ _________

c. Tuesday August 5, 2025 must have max capacity for 300 attendees in general session room. Must have up to 6 rooms for breakout sessions;

capacity 50 attendees in each breakout room. 7:00 am to 7:00 pm Conference from 8:00 am to 5:00 pm.

Total: $ _________

d. Wednesday August 6, 2025 must have max capacity for 550 attendees in general session room. Must have up to 6 rooms for breakout sessions;

capacity for 95 attendees per breakout room. Space available 7:00 am to 7:00

pm. Conference from 8:00 am to 5:00 pm.

Total: $ _________

e. Thursday August 7, 2025 must have max capacity 550 attendees in general session room. Must have up to 6 rooms for breakout sessions; capacity for 95 attendees per breakout room. Space available Space available 7:00 am to 7:00

pm. Conference from 8:00 am to 1:00 pm.

Total: $ _________

f. Friday August 8, 2025 2 meeting rooms up to 50 attendees in each room.

7:00 am to 4:00 pm

Total: $ _________

Conference/Meeting Space Total: = $___________________

4. Meal and Beverage Service Quote:

All prices quoted must be all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency.

a. Beverage Service 8/4/2025 - 8/8/2025: Self-serve beverages will need to be available on all 5 days in all rooms that include: regular and decaf coffee, hot water with teas and ice water throughout the day.

8/4/2025: 8:00 am -1:00 pm approximately 100 attendees across 4 total rooms

Total: $ ______

8/5/2025: 8:00 am – 1:00 pm approximately 300 attendees across 7 total rooms

8/6/2025: 8:00 am – 1:00 pm approximately 550 attendees across 7 total rooms

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8/7/2025: 8:00am – 1:00pm approximately 550 attendees across 7 total rooms

8/7/2025: 8:00am – 1:00pm approximately 100 attendees across 2 total rooms

b. Meal Service August 4th and August 8th ONLY. Lunch served buffet style. Menu to be determined after award.

August 4th Lunch for 100 attendees

Total: $________ August 8th Lunch for 50 attendees

Total: $_________

Total for Meal and Beverage Service: = $___________________

5. Audio-Visual (A/V) Equipment Quote:

Bidder must include a complete list of A/V equipment with current prices with this bid document. If additional A/V equipment is needed for or during the Conference these prices shall be used. Must have A/V available for all rooms.

All A/V equipment rental prices quoted must be all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency for the Conference.

a. A/V support for on site/tech staff, wireless internet access, sound system and podiums available for Sunday August 3rd through Friday August 8th.

b. A/V Equipment needed for August 3rd, 4th, 5th, 6th, 7th:

6 projectors – one in each room.

6 screens – one in each room.

2 handheld microphones in each room total of 12 across all rooms.

6 Lavaliere microphones.

c. A/V Equipment needed for August 8th:

2 screens

2 projectors

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19 table microphones

2 handheld microphones

Total for A/V as listed above: $_______

6. Changes discovered prior to the Conference: Two weeks (or as mutually agreed) prior to

Conference, the winning Bidder and Agency will meet to finalize Conference details. Bidder must allow Agency to make any changes to the number of attendees and the types of A/V equipment to be used. Agency will issue an amended PO to reflect any increase in dollar amount.

7. Additional charges discovered during the Conference: Any additional conference days, equipment or supplies that are needed and discovered during the Conference must be authorized by Agency in writing via an event change order signed by the authorized Agency personnel named in the PO.

8. Bidder Quote Grand Total:

Must be an all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency for the Conference.

Total Bid Including all items listed above $_______

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Vendor Signature

Signature required; Bidder Affirmations: All Bid documents requiring signature must be signed by an authorized representative of the Bidder. Bidder's signature and submission in response to this RFQ constitutes Bidder's affirmation that:

a. Bidder has completely read and understands all the provisions of this RFQ.

b. The Bid submitted is in response to the specific language contained in this RFQ, and Bidder has made no assumptions based upon either (a) verbal or written statements not contained in the RFQ, or (b) any previously-issued RFQ, if any.

c. The Bid was prepared independently from all other Bidders, and without collusion, fraud, or other dishonesty.

d. Agency shall not be liable for any claims or be subject to any defenses asserted by Bidder based upon, resulting from, or related to, Bidder's failure to comprehend all requirements of this RFQ.

e. Agency shall not be liable for any expenses incurred by Bidder in preparing and submitting its Bid or in participating in the Bid evaluation/selection process.

f. Bidder accepts and agrees to be bound by the State of Oregon Terms and Conditions of a Purchase Order, attached hereto.

I have read and agree to all Terms and Conditions attached hereto.

Signature of person authorized to represent the Vendor:

Signature Title Date

Printed name

Company’s legal name

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Attachment 1 – Purchase Order (PO) Template

STATE OF

OREGON

PURCHASE

ORDER (PO)

NO.:

AMENDMENT NO.:

Agency:

PO Date:

Delivery Date:

Bid Number:

Internal Use Only:

Contractor Name. Address, Phone and Email:

Bill To:

Contractor

FEIN:

Price Agreement No:

Agency Contact, Name, Phone Number and Email:

Ship To:

FOB:

Terms:

Item Description Quantity U/M Unit Price

Extended Amount

This Purchase Order, in addition to any exhibits or addenda attached, is placed against State of Oregon Solicitation # __________. The terms and conditions contained in the Solicitation apply to this purchase and take precedence over all other conflicting terms and conditions, express or implied. There are no understandings, agreements or representations, oral or written, not specified herein.

Sub Total:

Freight:

Total:

Authorized Signature

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Attachment 2 – State of Oregon Terms and Conditions

STATE OF OREGON –TERMS AND CONDITIONS

1. DELIVERY: Deliveries will be F.O.B destination, unless otherwise agreed.

Contractor shall pay all transportation and handling charges. Contractor is responsible and liable for loss or damage until final inspection and acceptance of the Goods. Contractor remains liable for latent defects, fraud, and warranties.

2. ACCEPTANCE: Agency may inspect and test the Goods and related Services (collectively, Goods). Agency may reject non-conforming Goods and require Contractor to correct them without charge or deliver them at a reduced price, as negotiated. If Contractor does not cure defects within a reasonable time, Agency may reject the Goods and cancel the PO in whole or in part. Title to the Goods passes to Agency in accordance with the Uniform Commercial Code, ORS chapters 71-79 (UCC), and this section does not affect or limit Agency's rights under the

UCC.

3. PAYMENT: Agency shall pay Contractor within 30 days from (i) the date the Goods are delivered and accepted or (ii) the date the invoice is received, whichever is later. If Agency fails to pay within 45 days of such date, Contractor may assess overdue account charges up to a rate of 2/3% per month (8% APR) or the maximum rate allowed by law on the outstanding balance.

4. REPRESENTATIONS AND WARRANTIES: Contractor represents and warrants that:

Unless otherwise agreed, the Goods are new and unused, (and if applicable, the current model), free and clear of any liens or encumbrances, and carry full manufacturer warranties;

Contractor shall transfer all manufacturer warranties to the State;

Delivered Goods will comply with specifications and be free from defects in labor, material and manufacture;

Contractor owns or has the right to transfer or sell the Goods to Agency;

Contractor has the authority to enter into this PO and this PO is a binding obligation upon Contractor;

Contractor is an independent contractor and its provision of the Goods creates no potential or actual conflict of interest as defined in ORS 244;

Contractor shall comply with the tax laws of this state and all political subdivisions;

Contractor has no undisclosed liquidated and delinquent debt owed to the State or any department or Agency of the State, and

All implied and express warranties under the UCC are incorporated in this PO.

These representations and warranties are cumulative and are in addition to and not in lieu of any other representations or warranties found in this PO or the law.

5. TERMINATION:

The parties may terminate this PO by mutual agreement.

Agency may terminate this PO at any time upon written notice to Contractor. Upon receipt of the written notice, Contractor shall stop performance, and Agency shall pay Contractor for Goods delivered and accepted.

Agency may terminate this PO at any time upon written notice to Contractor if Agency fails to receive funding, appropriations, or other expenditure authority.

Agency may terminate this PO for cause upon written notice to Contractor, if Contractor breaches any PO provision, including the representations and warranties related to liquidated and delinquent debt, or is declared insolvent. Contractor shall be liable for all incidental and consequential damages resulting from its breach, including all damages as provided in the UCC.

Agency may terminate this PO if Contractor fails to comply with the tax laws of this state or any political subdivision or Contractor violates any warranties or certification related to compliance with the tax laws of this State and any political subdivision of this State.

6. REMEDIES: Any violation or breach of this PO entitles Agency to terminate this PO, to pursue and recover any and all damages that arise from the breach and the termination of this PO, and to pursue any or all of the remedies available under this PO, at law, or in equity, including but not limited to: termination of this PO in whole or in part; collection by administrative offset or garnishment, if applicable, or withholding amounts otherwise due and owing to Contractor without penalty. The remedies set forth in this Section 6 are cumulative.

7. HOLD HARMLESS: Contractor shall indemnify, defend and hold harmless the State and it agencies, their divisions, officers, employees, and agents, from all claims, suits or actions of any nature arising out of or related to the activities of Contractor, its officers, subcontractors, agents or employees under this PO.

8. GOVERNING LAW, JURISDICTION, VENUE: This PO is governed by and construed in accordance with the laws of the State of Oregon without regard to principles of conflict of laws. Any unresolved Dispute between Agency or and

Contractor that arises from or relates to the PO shall be brought and conducted solely and exclusively within the Circuit Court of Marion County for the State of Oregon;

provided, however, if a Dispute must be brought in a federal forum, then unless otherwise prohibited by law it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. CONTRACTOR HEREBY CONSENTS TO THE IN PERSONAM JURISDICTION OF SAID COURTS. Nothing herein shall be construed as a waiver of the State of Oregon's sovereign or governmental immunity, whether derived from the Eleventh Amendment to the United States Constitution or otherwise or of any defenses to Claims, or as consent to jurisdiction the jurisdiction of any court.

9. ASSIGNMENT/SUBCONTRACT/SUCCESSORS: Contractor shall not assign, transfer, or subcontract rights (Subcontract) or delegate responsibilities under this PO in whole or in part, without the prior written approval of Agency. This PO’s provisions are binding upon and inure to the benefit of the parties to the PO and their respective successors and assigns.

10. ACCESS TO RECORDS: Contractor shall maintain all accounting records relating to this PO according to Oregon Accounting Manual (OAM) and any other records relating to Contractor’s performance (“Records”) for 6 years from termination or as otherwise required. Contractor shall grant the State and its agencies, the Secretary of State, the federal government, and their duly authorized representative’s access to the Records, including reviewing, auditing, copying, and making transcripts.

11. COMPLIANCE WITH APPLICABLE LAWS: Contractor shall comply with all applicable federal, state and local laws, regulations, executive orders, and ordinances, as amended. Agency’s performance is conditioned upon Contractor’s compliance with, 279B.220, 279B.225, 279B.230, and 279B.235, as applicable. All applicable Rules are incorporated by reference in this PO.

12. INSURANCE: Contractor shall obtain and maintain the following insurance coverage:

Workers’ Compensation: Contractor shall comply with ORS 656.017 and provide workers’ compensation coverage for subject workers, unless exempt under ORS 656.126(2). Contractor shall ensure that its Subcontractors, if any, comply with these requirements.

Commercial General Liability: Contractor shall provide and maintain insurance covering bodily injury and property damage, written on an occurrence basis in an amount of not less than $1,000,000 per occurrence.

The policy(ies) must name the State of Oregon as additional insured.

13. FORCE MAJEURE: Neither Contractor nor Agency may be held responsible for delay or default caused by events beyond its reasonable control. Contractor shall make all reasonable efforts to remove or eliminate such a cause of delay or default and diligently pursue its performance under this PO.

14. SAFETY DATA SHEETS: As applicable, Contractor shall provide Agency with a Safety Data Sheet (SDS) for any Goods which may release, or otherwise result in exposure to, a hazardous chemical under normal conditions of use 29 CFR 1910.1200(g)(6)(iii). Contractor shall label, tag or mark such Goods.

15. RECYCLABLE PRODUCTS: Unless otherwise required, Contractor shall use recycled and recyclable products to the maximum extent economically feasible in the performance of the PO. These products shall include recycled paper, recycled PETE products, other recycled products (ORS 279A.010(1)(gg),(hh),(ii)), and other recycled plastic resin products.

16. AMENDMENTS: All amendments to this PO must be in writing, approved by Agency.

17. SEVERABILITY: If a court of competent jurisdiction declares any provision of this PO to be invalid, the other provisions and the rights and obligations of the parties remain in effect.

18. WAIVER: Agency’s failure to enforce any provision of this PO is not a waiver or relinquishment by Agency of its rights to such performance in the future or to enforce any other provisions.

19. AWARD TO FOREIGN CONTRACTOR: If Contractor is not registered to do business or has no office in the State of Oregon, Contractor shall promptly provide to the Oregon Department of Revenue and the Secretary of State Corporation Division all information required by those agencies relative to this PO. Agency may withhold final payment under this PO until Contractor has met this requirement.

20. TAX CERTIFICATION: Contractor hereby certifies under penalty of perjury: (a) the number shown on this form is the correct Federal Employer Identification Number; (b) it is not subject to backup withholding because (i) it is exempt from backup withholding, (ii) it has not been notified by the IRS that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Contractor that it is no longer subject to backup withholding; and (c) it is not in violation of any Oregon tax laws.

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ATTACHMENT 3

Attestation of Compliance with Tax Laws

RFQ S-10000-00012204 | 6042

The undersigned ___________________________________________________, representing _____________________________________________ [insert legal name of firm] (hereafter “Bidder / Offeror”), hereby attests that:

1. I am an authorized agent of the Bidder, and I have full authority from the Bidder to submit this attestation and accept the responsibilities stated herein.

2. I have knowledge regarding Bidder’s payment of taxes, and to the best of my knowledge, Bidder for a period of no fewer than six calendar years preceding the RFQ S-10000-00012204 | 6042 Closing, has complied with all tax laws of the state of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318;

3. Bidder shall, throughout the duration of any Contract issued to Bidder as a result of RFQ S-10000-00012204 | 6042, comply with all tax laws of the state of Oregon and all applicable tax laws of any political subdivision of this state. For the purposes of this Section, “tax laws” includes all the provisions described in Section 2. above.

4. Bidder agrees to provide written notice to the Sole Point of Contact for RFQ S- 10000-00012204 | 6042 within two business days of any change to the Bidder’s status of tax law compliance.

Authorized Signature Date

Print Name and Title