OregonBuys Bid # S-10000-00015195

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services Office of Human Resources

Is issuing this Intermediate Request for Proposals under OregonBuys Solicitation Number S-10000-00015195 for

DEGREE VERIFICATION SERVICE

Date of Issue: December 1, 2025 Opening Date: January 5, 2026

Single Point of Contact (SPC): Burke Barnett, Procurement Specialist

Address: 500 Summer St., Suite E03

City, State, Zip Salem, OR 97301

Phone: 503-910-7821

E-mail: Burke.C.Barnett@odhsoha.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Single Point of Contact (SPC) at the contact information found above. We accept all relay calls.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 ODHS OVERVIEW AND BACKGROUND

2.4 PURPOSE

2.5 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM PROPOSAL REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSAL CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 POINT AND SCORE CALCULATIONS

3.9 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D TECHNICAL RESPONSE

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Department of Human Services (“ODHS”) and the ODHS Office of Human Resources (“OHR”), a division of the ODHS Office of the Director, sometimes collectively referred to as “Agency,” is issuing this Intermediate Request for Proposals (“RFP”) for a qualified provider of Degree Verification Services needed during the hiring verification process of ODHS staff. The estimate for Work is approximately 100 inquiries each month.

Additional details on the Scope of the goods and services are included in subsection 2.5 “Scope of Work/Specifications” of the RFP.

ODHS anticipates the award of one Contract from this Solicitation. The initial term of the Contract is anticipated to be two (2) years with options to renew up to a maximum Contract term of five (5) years.

1.2 SCHEDULE

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

All dates listed are subject to change.

Event Date Time

Pre-Proposal Conference December 09, 2025 1:00 PM

Questions / Requests for Clarification Due December 12, 2025 3:00 PM

Opening (offer Due) See Cover Page

Issuance of Notice of Award (approx.) Within 60 calendar days of Opening

1.3 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

ODHS is issuing this Solicitation pursuant to its authority under Oregon Revised Statute (“ORS”) 279A.050 and ORS 279A.140.

ODHS is using the Intermediate Procurement Solicitation method set forth in ORS 279B.070 and Oregon Administrative Rule (“OAR”) 125-247-0270.

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2.2 DEFINITION OF TERMS

For the purposes of this Solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

2.2.1.1 “Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of, a Solicitation Document.

2.2.1.2 “Affected Proposer” means a Proposer whose ability to participate in a Procurement is adversely affected by an ODHS decision.

2.2.1.3 “Community Information Exchange” or “CIE” means a network of collaborative partners using a multidirectional technology platform to connect people to the services and supports they need.

2.2.1.4 “Proposer” means an individual, corporation, partnership, limited liability company, association, joint venture, governmental agency, public corporation, or any other legal or commercial entity who submits a Proposal in response to a Request for Proposals.

2.2.1.5 “OregonBuys” is the State of Oregon’s eProcurement system which replaced the Oregon Procurement Information Network (“ORPIN”) on July 1, 2021. This web based system automates Oregon’s procurement process.

2.2.1.6 “Proposal” means a written response to a Request for Proposals.

2.2.1.7 “Responsible” means meeting the standards set forth in OAR 125-247-0640, and not debarred or disqualified by the Authorized Agency under OAR 125-247-0575.

2.2.1.8 “Responsive” means having the characteristic of substantial compliance in all material respects with applicable solicitation requirements.

2.2.1.9 “RFP” means Request for Proposal.

2.2.1.10 “Scope” means the extent or range of view, outlook, application, operation, or effectiveness.

2.2.1.11 “Work” means the furnishing of all services, materials, equipment, labor, and incidentals necessary to successfully complete any individual item or the entire Contract, and the carrying out and completion of all duties and obligations imposed by the Contract.

2.2.2 OregonBuys Terminology

2.2.2.1 An “Amendment” is a change or addition to a Bid Solicitation, and is the same as an Addendum or Addenda to a Request for Proposals. OregonBuys modifications, if any, to this RFP will be made by written Amendments. Intent to Award notices will also be posted as Amendments to the RFP.

2.2.2.2 The “Attachments,” described in Section 6 of this RFP, are Attachments in OregonBuys, http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

(6173-0) v10 / BCB Page 5 of 19 except Attachment D “Technical Response,” which is created by the Proposer as part of their Proposal. Except for Attachment D, these Attachments must be downloaded from OregonBuys in addition to this RFP Document.

2.2.2.3 “Bid” or “Bid Solicitation” means the same as a Request for Proposal. The Bid Solicitation number S-10000-00015195 is ODHS’ Request for Proposals from qualified Vendors to provide Degree Verification services.

2.2.2.4 “Bid Availability Date” is the date and time the Bid Solicitation will be visible in OregonBuys for Vendors to respond.

2.2.2.5 “Bid Opening Date” is the date and time after which Proposals will no longer be accepted by ODHS. OregonBuys will not accept Proposals after the Bid Opening Date and Time.

2.2.2.6 “Competitive Range” means the Proposers with whom ODHS will conduct discussions or negotiations if ODHS intends to conduct additional discussions or negotiations in accordance with OAR 125-247-0260.

2.2.2.7 A “Quote” is a Vendor’s response to a Bid Solicitation in OregonBuys (known as the “Proposal” prior to being accepted by OregonBuys). The Vendor submits a Quote in OregonBuys using the Attachment documents provided by ODHS in OregonBuys.

2.2.2.8 “Seller” or “Seller Administrator” may be the same entity as a Vendor, supplier, or the Proposer.

2.2.2.9 “Vendor” is the same as the Proposer, and refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.2.3 Project Specific Definitions

2.2.3.1 “Degree Verification Services” is the process of certifying that an individual’s academic qualifications are true as listed, is and remains valid, and was awarded by an appropriately accredited institution. The action of Degree Verification involves checking listed achievement details, such as the graduate’s name, degree type, and date of issuance, match the records maintained by the issuing institution, and that the issuing institution is properly accredited to take such action.

2.2.3.2 “Degree Verification Report (“DVR”) means a report issued by the Proposer that makes a determination on whether information submitted by OHR for verification of an applicant’s Educational Credentials are correct; and lists inconsistencies or information that cannot be verified, what information is available, and an explanation of circumstance, if required. The report will include efforts taken by the Proposer to confirm the information’s results, and certify, to the best of Proposer’s knowledge, that the information is true and accurate.

2.3 ODHS OVERVIEW AND BACKGROUND

ODHS serves one-third to half of all Oregonians each year through its different offices, overseen by the Office of the Director and supported by its Central Services: the Office of Self Sufficiency

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Programs (“SSP”); Office of Aging and People with Disabilities (“APD”); Office of Child Welfare Programs (“CW”); Office of Developmental Disabilities Services (“ODDS”); Oregon Vocational Rehabilitation Services (“VR”); and the Oregon Eligibility Partnership (“OEP”). ODHS has over 10,000 employees representing multiple classifications and programs.

ODHS’ Office of Human Resources (“OHR”), part of the Director’s office, is responsible for recruiting and hiring appropriately credentialed staff for ODHS offices and programs. ODHS must verify the credentials of job applicants during the hiring process to ensure that ODHS is in compliance with the Oregon Equal Pay Act and other state and federal requirements. ODHS also prioritizes ensuring its staff are appropriately credentialed because of the impact and risk to the vulnerable populations ODHS serves.

2.4 PURPOSE

OHR must be able to quickly verify and ensure a job applicant’s academic qualifications are accurate and true during the hiring process. OHR is issuing this RFP to Contract with a successful Proposer, Contractor upon award of a Contract, who has the knowledge, a broad database of resources, and contacts that will increase the quickness and accuracy of academic verification that ODHS is required to conduct during the hiring process.

2.5 SCOPE OF WORK/SPECIFICATIONS

2.5.1 For each request submitted, Contractor shall:

2.5.1.1 Provide Degree Verification services to ODHS upon request from OHR.

2.5.1.1.1 Information provided to the Proposer by OHR will consist of fully earned or incomplete degrees, diplomas, certificates, or other education-credentialing information, hereinafter referred collectively as “Educational Credentials,” listed by an applicant as part of their Application for employment at ODHS.

2.5.1.1.2 Proposer shall obtain, from the educational or instructional institutions that issued the Educational Credential, confirmation and documentation that the information provided by the applicant is true and accurate, and can be certified as such by the educational or instructional institute that awarded the Educational Credential.

2.5.1.2 Submit a Degree Verification Report (“DVR”) to the OHR Workday Administration Team-member identified on the request for service:

2.5.1.2.1 The DVR will be submitted to OHR through a secure online portal or by another secure form of electronic communication, to be received by OHR within one (1) business day after receiving the request from OHR. Contractor shall notify and discuss with the OHR Workday Administration Team member if there are or have been unanticipated delays in meeting the one-business day timeframe.

2.5.1.2.2 The DVR shall be formatted in a secure PDF format or other secure digital format that protects confidentiality.

2.5.1.3 Notify the OHR Workday Administration Team member identified on the request within 24-hours (excluding weekends and holidays) if discrepancies are discovered in the information provided to the Contractor by OHR. Regardless of any direct

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2.5.2 Information provided to OHR on the DVR by the Contractor shall include, but not be limited to, the following:

2.5.2.1 Whether the information provided to the Contractor by OHR is verified as being true and accurate, or whether discrepancies exist (refer to 2.5.1.3, above).

2.5.2.2 Whether the institution that issued the named-document is accredited, and if so, the organization that provided the accreditation. Information regarding the accrediting body, if not common or well-known, would be appreciated.

2.5.3 Monthly Report

2.5.3.1 Contractor shall submit a monthly DVR to the ODHS Contract Administrator for services provided in each calendar month detailing the status and results of all requests processed during that period. Each calendar month is defined as a “Reporting Period.”

2.5.3.1.1 The monthly DVR shall include, but not be limited to, the following information performed within the Reporting Period: verification information, including names and results of searches conducted; processing time for each verifications; include notes on credentials that could not be verified; and provide a report on any discrepancies found;

2.5.3.1.2 Reports on Work performed in each Reporting Period shall be received by the ODHS Contract Administrator within 10 calendar days from the end of the Reporting Period.

2.5.4 Contractor shall have access to and utilize either a secured dashboard or portal available to ODHS or an alternative secure form of electronic communication.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM PROPOSAL REQUIREMENTS

To be considered for evaluation, Proposer must demonstrate how Proposer meets all of the following business requirements:

3.1.1 Has a developed information security system and process that complies with laws related to privacy and confidentiality;

3.1.2 Has a credible system and process that certifies accuracy of Educational Credentials information received and transmitted to ODHS;

3.1.3 Has or can access a secure online portal or another secure form of electronic communication for information exchange of information between ODHS and the Contractor;

3.1.4 Has had recent Contracts or experience working with local, state, or federal government

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposer should follow the format and reference the sections listed in subsection 3.4 “Proposal Content Requirements” section. For Attachment D “Technical Response,” responses to each subparagraph should be clearly labeled to indicate the item being addressed. Proposer must describe in detail how the stated requirements will be or have been met, and may provide additional related information. Cost information shall be submitted as a separate Attachment E.

Proposer shall submit one electronic copy of its Proposal. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Proposer shall submit an additional but fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 Authorized Representative

Proposer, or a representative authorized to bind the Proposer, shall sign the Proposal.

Failure of the Proposer or authorized representative to sign the Proposal may subject the offer to rejection by ODHS.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in OregonBuys, the OregonBuys e-procurement system Solicitation documents will not be mailed or emailed to prospective Proposers.

ODHS shall advertise all Amendments on the OregonBuys e-procurement system.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the Solicitation by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the Solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the Solicitation must:

3.3.2.1 Be emailed to the SPC;

3.3.2.2 Reference the OregonBuys bid number (S-10000-00015195);

3.3.2.3 Identify Proposer’s name and contact information;

3.3.2.4 Be sent by the Proposer or an authorized representative;

3.3.2.5 Refer to the specific area of the Solicitation being questioned (page, section and https://oregonbuys.gov/bso

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3.3.2.6 Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Proposal Conference

3.3.3.1 A pre-Proposal conference will be held at the date and time listed in the Schedule.

Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the pre-Proposal conference is to:

o Provide additional description of the project;

o Explain the solicitation process; and o Answer any questions Proposer’s may have related to the project or the process.

Statements made at the pre-Proposal conference are not binding upon ODHS. Proposers may be asked to submit questions in Writing.

3.3.3.2 Attendance at Pre-Submittal Conference

Parties may participate in the Pre-Proposal Conference by joining us on Microsoft

TEAMS:

Join the meeting now

Meeting ID: 249 625 867 028 83 Passcode: uB3MS6Xa or

Dial in by Phone:

(971) 277-2343 Phone Conference ID: 693 553 916#

3.3.4 Proposal Submission

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the solicitation requirements before the Opening date and time as defined the Schedule. ODHS is not responsible for any delays in transmission errors or delays or mistaken delivery. Proposals submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Proposer shall submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how to submit an Offer, which can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

The cost sheet must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer or Proposer’s authorized representative’s Signature, in one of the following formats:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODE3NWZiNGQtZDhhMi00MDQ2LTk2MDktNDMyNmQxODllZTA0%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%220507a9d6-5494-4a55-acdf-d822949e5826%22%7d https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Adobe Acrobat (pdf) or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Proposer who wishes to make modifications to a Proposal already received by ODHS shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Opening. The Proposer shall submit a Written notice Signed by the Proposer or an authorized representative of its intent to withdraw its Proposal in accordance with OAR 125-247-0440.

The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Proposal Opening Date

Proposal and all required submittal items must be received by the SPC on or before Opening.

All Proposal modifications or withdrawals must be completed prior to Opening.

Proposal received after Opening are considered LATE and will NOT be accepted for evaluation. Late Proposal will be deleted or destroyed.

3.3.7 Proposal Rejection

ODHS may reject a Proposal for any of the following reasons:

3.3.7.1 Proposer fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Proposer or Proposer’s authorized representative sign the offer.

3.3.7.2 Proposer fails to meet the responsibility requirements of ORS 279B.110.

3.3.7.3 Proposer has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

3.3.7.4 Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC, or those the SPC authorizes, or inappropriate contact with the SPC.

3.3.7.5 Proposer attempts to inappropriately influence a member of the Evaluation Committee.

3.3.7.6 Proposal is conditioned on ODHS’ acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the Solicitation or Amendment.

3.3.8 Opening of Proposal

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to

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Award is issued. However, ODHS will record and make available the identity of all Proposers after Opening.

3.4 PROPOSAL CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this Solicitation. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this Solicitation will be considered non-Responsive to this Solicitation and will not be considered further.

3.4.1 Disclosure Exempt Affidavit (Attachment B). Download from OregonBuys.

Attachment B is only required to be part of the Proposal if Proposer wants to exempt information in its Proposal from disclosure to the public under the Oregon Public Records Law (ORS 192.311 through 192.478). If submitting Attachment B, Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

If there is no requested exempted information in the Proposal, do not submit Attachment B.

All Proposals are public record and are subject to public inspection after ODHS issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is 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), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. ODHS advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

If Proposer completes and submits Attachment B “Disclosure Exemption Affidavit,” a redacted version of the Proposal must also be submitted as part of the Proposal, clearly identified as the “Redacted Version.”

3.4.2 Proposer Information and Certification Sheet (Attachment C). Download from OregonBuys.

The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C). Proposer shall complete the information requested and sign Attachment C to certify its truth and accuracy.

3.4.3 Technical Response (Attachment D). Proposer creates this form.

Provide a response to the following questions and inquiries. Attachment D will be reviewed and evaluated by an ODHS evaluation committee. See the Evaluation Process section (subsection 3.5), below. The evaluation criteria that the ODHS evaluation committee will use is in the Evaluation Criteria section (subparagraph 3.5.2.1 through 3.5.2.7), below).

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Responses should be on a form created by the Proposer, using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced, and the subparagraph number and its response clearly marked.

At the top of each page of Attachment D, Proposer shall insert their name, “Attachment D,” and a page number (page number may be formatted at the bottom of the page).

3.4.3.1 Describe in detail the process you use to conduct Degree Verification services.

3.4.3.2 Describe in detail the steps and secure electronic systems you intend on using to receive requests and deliver results to ODHS securely and confidentially.

3.4.3.3 Describe what steps and systems you have in place to maintain confidentiality and data privacy and security, both internally and externally.

3.4.3.4 Describe in detail your system and process that certifies to the accuracy of the Educational Credentials you receive and report to ODHS.

3.4.3.5 What is your average response time for Degree Verification requests and how is it achieved? What circumstances may cause delays to meeting the average response time?

Describe in detail.

3.4.3.6 Which academic institutions does your business have affiliations or business partner relationships with? Please attach a complete list.

3.4.3.7 Describe your experience working with local, state, or federal government agencies.

3.4.3.8 Describe the process and information you would require from OHR if you were awarded the Contract for these Degree Verification services. For example, is there a standardized form that must be completed or standardized information requested for each service request?

3.4.3.9 Describe what would normally be in the results you provide OHR. You may attach examples, if appropriate.

3.4.4 Cost Proposal (Attachment E). Download from OregonBuys.

Submit a proposed “Per Request” amount for all costs of providing the Degree Verification Services as described in the Statement of Work/Specifications section of this RFP. Per Request amount shall be all-inclusive, including all costs of providing Degree Verification Services.

If originating from an ‘hourly’ cost, include how the hourly-rate is configured and charged, what the hourly rate includes, and other charges that may be assessed above the hourly rate.

Proposal must include a Per Request average cost, and consider requests from entities similar to ODHS for work such as described in the Statement of Work/Specifications section.

If submitting a cost proposal originating from any other metric, Proposer shall be as descriptive as possible on how the rate is configured, charged, and include any additional or unanticipated costs that may be charged and under what circumstances. Proposal must include a Per Request average cost, and consider requests from entities similar to ODHS for work such as described in the Statement of Work/Specifications section.

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3.4.5 Certified Disadvantaged Business Outreach Plan (Attachment F). Download from OregonBuys.

Certified Firms, as defined in Attachment F, must have an equal opportunity to participate in the performance of Contracts and Agreements financed with State of Oregon funds. By submitting its Proposal, Proposer certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

3.4.6 Responsibility Inquiry (Attachment G). Download from OregonBuys

The Responsibility Inquiry form (Attachment G) will assist ODHS in determining if a Proposer is Responsible prior to execution of a Contract.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Opening will be reviewed for Responsiveness to all Solicitation requirements, including compliance with the Minimum Proposal Requirements section (subsection 3.1), the Minimum Submission Requirements (subsection 3.2), and the Proposal Content Requirements section (subsection 3.4). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, ODHS may waive mistakes in accordance with OAR 125-247-0470.

ODHS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) as part of their Proposal.

3.5.2 Evaluation Criteria

Responsible proposals meeting the requirements outlined in the Minimum Proposal Requirements section (subsection 3.1) will be evaluated by an Evaluation Committee.

Evaluators will assign a score from zero to 10 points for each response to the requirements

3.5.2.1 through 3.5.2.7, based on the Standards, below, and the evaluation criterion listed in 3.8.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposals. 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.

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Evaluators will assign points for the response to each question in subparagraphs 3.4.3.1 through 3.4.3.7, above, based on the evaluator’s experience and expertise and this criteria:

3.5.2.1 For the question in subparagraph 3.4.3.1 regarding the process you use to conduct Degree Verification services”:

o Is the response thorough and fully describe the Proposer’s process?

o Does the response seem to meet ODHS’ requirements and policies?

o Does the response incorporate ODHS’ input, if necessary?

3.5.2.2 For the question in subparagraph 3.4.3.2 regarding secure communication between the Proposer and ODHS:

o Does the response indicate a safe, secure, and confidential system for exchanging information?

o How well does it describe a process that’s convenient and usable for both parties to exchange information efficiently.

3.5.2.3 For the question in subparagraph 3.4.3.3 regarding maintaining confidentiality and data privacy:

o Do the responses describe both confidentiality of information and data privacy?

o Do the responses comply with ODHS policies and procedures? Is it compliant with statute and administrative rule?

STANDARDS

5 9-10

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 Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

4 7-8

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.

2-3 4-6

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 Proposer.

1 2-3 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0 0-1 RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Proposer has not demonstrated knowledge of the subject matter.

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3.5.2.4 For the question in subparagraph 3.4.3.4 regarding accuracy:

o Does the response indicate a system and process that certifies results received?

o Does the certification process indicate any type of third-party, independent, or original source confirmation?

o In a political environment, is the system and process easily understandable and justifiable?

3.5.2.5 For question in subparagraph 3.4.3.5 regarding business relationships:

o Does the response indicate a wide range of relationships and types of academic institutions?

3.5.2.6 For the question in subparagraph 3.4.3.6 regarding average response time:

o Is the response reasonable, thorough, and fully describe and explain in detail when response times may not be met?

3.5.2.7 For the question in subparagraph 3.4.3.7 regarding work with other governmental agencies:

o Does the response indicate a familiarity with working with governmental agencies and the heightened responsibilities of public accountability?

3.5.2.8 For the question in subparagraph 3.4.3.8 regarding requirements and expectations of ODHS for services:

o Could the processes or requested forms or information be a comfortable fit in current policy and procedure?

o Does their response seem cumbersome or awkward relative to ODHS’ expectation?

3.6 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

lowest cost of all Proposals X cost points possible (10)

= cost score cost being scored

3.7 NEXT STEP DETERMINATION

ODHS may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Proposals

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If ODHS elects to conduct additional round(s), ODHS shall provide written notice to all Proposers describing the next step. At any time, ODHS may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or

(3) cancel the solicitation.

3.8 POINT AND SCORE CALCULATIONS

Points, 0 through 10, depending on question, are assigned to each response by an evaluator.

The SPC will average the scores from all evaluators for each response, and that is the response total. The SPC will then add all Response totals for the Proposal total.

Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

TOTAL POINTS POSSIBLE: 75

TECHNICAL RESPONSE POINTS POSSIBLE 65

3.5.2.1 Degree Verification services 10

3.4.3.2 Secure Communication 10

3.5.2.3 Confidentiality and Data Privacy 5

3.5.2.4 Accuracy 5

3.5.2.5 Business Relationships 10

3.5.2.6 Response Time 10

3.5.2.7 Working with other governmental agencies 10

3.5.2.8 Expectations of ODHS 5

3.6 COST POINTS POSSIBLE 10

3.9 RANKING OF PROPOSERS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), and cost points. The SPC will determine rank order for each respective Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

ODHS, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 3. ODHS may award less than the full Scope defined in this Solicitation.

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4.1.2 Notice of Award

ODHS will notify all Proposers in Writing by an amendment in OregonBuys that ODHS has awarded a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to ODHS proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in ODHS terminating Negotiations and commencing Negotiations with the next highest ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit C of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by ODHS (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

ODHS will not make any payment until ODHS has a properly completed W-9.

4.2.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting an offer, Offeror agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation.

Offeror shall review the attached Sample Contract and note exceptions. Unless Offeror notes exceptions to the terms and conditions identified as negotiable in its Offer, the State intends to enter into a Contract with the successful Offeror substantially in the form set forth in http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

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Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed. Offeror is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any Offer that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency will only negotiate the following provision:

• The Statement of Work (Exhibit A Part 1 “Statement of Work”)

• Payment and Financial Reporting (Exhibit A Part 2 “Payment and Financial Reporting”))

In the event that the parties have not reached mutually agreeable terms within 45 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Offeror.

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

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.

5.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, ODHS encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

ODHS also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit: Business Oregon : Home : State of Oregon or email:

COBID Biz*Biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov

(6173-0) v10 / BCB Page 19 of 19 immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of ODHS. By submitting an Offer in response to this solicitation, Proposer 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 Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, ODHS may reject any or all Offers in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or ODHS, as determined by ODHS. Neither the State nor ODHS is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.6 COST OF SUBMITTING AN OFFER

Proposer shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D TECHNICAL RESPONSE

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY