S-10700-00009858 RFP (AE EIS Imagery Remote Sensing)_final_doj approved_att a-f_1.pdf

FORMAL

REQUEST FOR PROPOSALS

Professional Services and Related Services for EIS GEO Orthoimagery Services

STATE OF OREGON

DEPARTMENT OF ADMINISTRATIVE SERVICES

PROCUREMENT SERVICES

ON BEHALF OF

DEPARTMENT OF ADMINISTRATIVE SERVICES

ENTERPRISE INFORMATION SERVICES,

GEOSPATIAL ENTERPRISE OFFICE

RFP No: S-10700-00009858 Issuance Date: March 28, 2024

PROPOSALS DUE: APRIL 12, 2024

NOT LATER THAN 4:00 PM (PST)

LATE PROPOSALS WILL NOT BE ACCEPTED

RFP Issue Date: See “Available Date” for this RFP in OregonBuys Proposal/Quote Due Date: See “Bid Opening Date” and time for this RFP in OregonBuys.

Purchaser/Single Point of Contact: See “Purchaser” and “Info Contact” for this RFP in OregonBuys.

TABLE OF CONTENTS

1.00 GENERAL INFORMATION

1.01 INTRODUCTION AND PUBLIC NOTICE

1.02 OREGONBUYS

1.03 OBTAINING RFP DOCUMENTS

1.04 RFP ATTACHMENTS

1.05 SOLICITATION SCHEDULE

1.06 PREPROPOSAL CONFERENCE

1.07 SINGLE POINT OF CONTACT (“SPC”)

1.08 STATEMENT OF DEI VALUES

2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 PROCUREMENT AUTHORITY

2.02 APPLICABLE LAW

2.03 PROCUREMENT METHOD – PROFESSIONAL SERVICES

2.04 DEFINITIONS AND ACRONYMS

2.05 PROPOSER CERTFICATION

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.01 GENERAL BACKGROUND AND PROJECT DESCRIPTION

3.02 SERVICES SOUGHT

3.03 CONTRACT PHASES

3.04 PERFORMANCE SCHEDULE

3.05 CONTRACT DURATION

3.06 FUNDING SOURCE

3.07 PROJECT REQUIREMENTS/DESIGN REQUIREMENTS

3.08 SILENCE OF SPECIFICATION

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.01 SOLICITATION PROTESTS AND RQUESTS FOR CLARIFICATION OR

CHANGE

4.02 DISPUTES

4.03 COST OF PREPARATION OF PROPOSAL

4.04 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY

INFORMATION

4.05 FIRM OFFER

4.06 PROPOSAL FORMAT AND CONTENTS

4.07 MODIFICATION OR WITHDRAWAL OF PROPOSAL

4.08 RESERVED

5.00 EVALUATION AND SELECTION

5.01 RESPONSIVENESS REVIEW

5.02 CLARIFICATION OF RESPONSES

5.03 MINOR INFORMALITIES

5.04 POINT AND SCORE CALCULATIONS

5.05 RESERVED

5.06 INTERVIEWS AND PRESENTATIONS

5.07 SCORING AND RANKING OF PROPOSERS; DETERMINATION OF

APPARENT SUCCESSFUL PROPOSER

5.08 SELECTION NOTICE AND PROTEST OF PROPOSER SELECTION

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.01 RESPONSIBILITY DETERMINATION

6.02 APPARENT SUCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.03 CONTRACT

6.04 SUBSEQUENT NEGOTIATIONS

7.00 CERTIFIED FIRM PARTICIPATION (ORS 200.005 to 200.075; ORS 200.160 to

200.200; ORS 279A.105)

1.00 GENERAL INFORMATION

1.01 INTRODUCTION AND PUBLIC NOTICE

The Department of Administrative Services (“DAS”), Procurement Services (“Contracting Agency”) is issuing this Request for Proposals on behalf of the DAS Enterprise Information Services, Geospatial Enterprise Office (“EIS GEO”), seeking Proposals from Professional Services Consultants to provide Statewide orthoimagery services (“Services”) in support of the EIS GEO Orthoimagery Services project (“Project”).

Additional details on the Scope of the Services are described in the Section 3.02 (Services Sought) of this RFP and in the Exhibit A, Statement of Work of the Sample Contract attached as RFP Attachment A. The Project is described in more detail in Section 3.01 of this RFP.

Owner anticipates the award of one (1) Contract from this RFP.

See Section 3.05 (Contract Duration) and Section 6.03 (Contract) for additional information.

Definitions and acronyms are located in Section 2.04.

1.02 OREGONBUYS

1.02.1 Electronic Procurement System.

This solicitation is being conducted through OregonBuys, an electronic procurement as authorized by Oregon Administrative Rules (“OAR”) 125-247-0330 (E- Procurement).

1.02.2 Registration Required.

All vendors must be registered in OregonBuys to do business with the state.

Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website (https://oregonbuys.gov/bso).

https://oregonbuys.gov/bso

For registration assistance see vendor registration guidance (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf)

Vendors are responsible for ensuring that their vendor registration and information is current and correct in OregonBuys. Contracting Agency shall not be responsible for defective registration or incorrect vendor information.

1.02.3 User Guides.

See(https://www.oregon.gov/Agency/Business/Procurement/Pages/HowTo.aspx) for quick reference information regarding common questions from vendors when using OregonBuys.

1.02.4 Electronic Signatures.

By submitting a Proposal to this RFP, the Proposer (and if selected for award, also as the Consultant) agrees with the Contracting Agency that signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or email are “Electronic Signatures” under Oregon Revised Statutes (“ORS”) Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

1.02.5 Failure of Electronic Procurement System

Per OAR 125-247-0330(6) in the event of a failure of an Electronic Procurement System that interferes with the ability of a Person to submit Electronic Submittals, to protest or to otherwise participate in the procurement, Contracting Agency may cancel the procurement or may extend the date and time of receipt of Electronic Submittals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

1.02.6 Technical Difficulties; Late Submission

Larger files may take additional time to upload to OregonBuys. Proposers are responsible for allowing sufficient time to navigate the OregonBuys system, upload files, and finalize and submit its Proposal via OregonBuys prior to the Bid Opening Date.

If technical difficulties occur that are of no fault of the Proposer that prevent submission of a Proposal via OregonBuys, the Proposer may notify the SPC in writing, via email, immediately to describe the difficulties encountered and to seek SPC approval of an alternative submission method.

As circumstances warrant, SPC may, at its discretion, allow for an alternative Proposal submission method.

A Proposal received after the Bid Opening Date is considered late and late submissions due to any reason will not be accepted.

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx

1.03 OBTAINING RFP DOCUMENTS

The RFP and Attachments are published in the State of Oregon (“State”) electronic eProcurement system, OregonBuys, located at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys.

Prospective Proposer is solely responsible for regularly checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

1.04 RFP ATTACHMENTS

The following are Attachments to this RFP:

ATTACHMENT A-- SAMPLE STANDARD PROFESSIONAL SERVICES CONTRACT

ATTACHMENT B-- PROPOSER INFORMATION AND CERTIFICATION FORM

ATTACHMENT C-- RESERVED

ATTACHMENT D-- CERTIFIED DISADVANTAGED BUSINESS FORM AND OUTREACH PLAN

ATTACHMENT E-- RESPONSIBILITY INQUIRY FORM

ATTACHMENT F-- RESERVED

ATTACHMENT G-- REQUIREMENTS AND SPECIFICATIONS CHECKLIST

ATTACHMENT H-- STATEWIDE INFORMATION AND CYBER SECURITY STANDARDS

In addition to the provisions set forth and linked within the RFP, the RFP incorporates by this reference the information published on the OregonBuys “Bid Solicitation” page for this RFP, including but not limited to:

• Details entered in the Header Information section;

• All RFP Attachments, “Amendments” (if any), and any other files linked in the File

Attachments and Form Attachments subsections; and

• Information, if any, entered in the “Questions” and “Item Information” sections.

1.05 SOLICITATION SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. “N/A” denotes that event is not applicable to this RFP.

Schedule Item Date

Pre-Proposal Conference See Section 1.06.

Deadline for Proposer questions 7 calendar days prior to the Bid Opening Date in OregonBuys Bid Solicitation page for this RFP

Deadline for RFP protests 7 calendar days prior to the Bid Opening Date and time in OregonBuys Bid Solicitation page for this RFP

Schedule Item Date Proposal submittal deadline See “Bid Opening Date” and time in OregonBuys Bid

Solicitation page for this RFP

Proposal Opening 4/10/24

Completion of Proposal evaluations Estimated 7 calendar days after Bid Opening

Completion of interviews (if conducted)

Estimated 20 calendar days after Bid Opening

Intent to award notice Estimated 7 business days after all scoring complete

Deadline for selection protest No later than 7 calendar days after intent to award notice

*Negotiations completed Estimated 14 calendar days after intent to award notice

Contract execution Estimated within 5 calendar days of negotiation completion

* Proposer, by submitting a Proposal, commits to and will be expected to make best efforts to accommodate the negotiation schedule above if selected for intent to award. See Section 6.03.2 Negotiations.

1.06 PREPROPOSAL CONFERENCE

Contracting Agency will conduct a pre-Proposal conference for this RFP. Contracting Agency has scheduled a pre-Proposal conference on April 3, 2024, at 11:00 am, to be held via a virtual meeting. Attendance is not mandatory. The purpose of the conference is to answer any questions Proposers may have. Proposers are cautioned that the official RFP requirements will change only by written amendment issued by Contracting Agency.

1.07 SINGLE POINT OF CONTACT (“SPC”)

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

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.08 STATEMENT OF DEI VALUES. The State is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and 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.

2.00 SOLICITATION INFORMATION AND REQUIREMENTS

2.01 PROCUREMENT AUTHORITY

Contracting Agency is conducting this RFP according to its authority under ORS 279A.050, with specific Contracting Agency contracting and procurement authority from enabling legislation, organic statutes or other delegated authority pursuant to OAR 125-246-0170(2)(d).

2.02 APPLICABLE LAW.

This RFP and any resulting Contract are governed by Oregon Law. The majority of the Services subject to this RFP are included within the classification of “Architectural, engineering, photogrammetric mapping, transportation planning or land surveying services,” as defined in ORS 279C.100(2) and collectively referred to as “Professional Services” in this RFP. The Services subject to this RFP also include certain “Related Services,” as defined in ORS 279C.100(8).

2.03 Procurement Method – Professional Services.

Contracting Agency is conducting this RFP in conformance with ORS 279C.110, OAR 125-248- 0130(2) Formal Selection Procedure selecting on the basis of qualifications alone.

2.04 DEFINITIONS AND ACRONYMS

In addition to terms defined elsewhere in this RFP, the following definitions apply to this RFP.

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

For purposes of this RFP:

“Amendment” as used in OregonBuys means “Addendum or “Addenda”, as defined in OAR 125- 246-0110(1);

“Business Days” means 8:00 a.m. to 5:00 p.m., Pacific Time, Monday through Friday, excluding State holidays;

“Bid Opening Date” means “closing” as defined in OAR 125-246-0110(26). Proposal “Opening” as defined in OAR 125-246-0110(99) will immediately follow;

“Calendar Days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

“Certified Firm” or “Certified Small Business” means a small business certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a veteran owns”;

“COBID” means Certification Office for Business Inclusion and Diversity;

“Contracting Agency” means the Department of Administrative Services; Procurement Services;

“Days” means calendar days, unless Business Days is specified;

“DEI” means diversity, equity, and inclusion as described in Executive Order No. 22-15;

“EIS GEO” refers to the State agency that the procurement is being conducted on behalf of, namely the Department of Administrative Services, Enterprise Information Services, Geospatial Enterprise Office;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications-based selection procedures [see ORS 279C.100 and ORS 279C.110];

“Project” means the constructed facility, other improvement or broad objective that Consultant has been retained to design or provide Services for under this RFP.

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for Proposals;

“Proposers” – (referred to as “Vendor” in OregonBuys) All firms submitting Proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Consultant”;

“Qualifications Based Selection” or “QBS” means evaluation and scoring of Proposals based on qualifications, experience and Project approach of Proposers, without considering pricing policies, price proposals or other pricing information, as more particularly described in ORS 279C.110(1).

“Related Services” has the meaning provided in ORS 279C.100;

“RFP” means Request for Proposal (referred to as “Bid Solicitation” in OregonBuys);

“Scope of Work” means the general character and range of Services and supplies needed, the purpose and objectives of the Services, and an overview of the performance outcomes expected by Contracting Agency;

“Services” means the services to be performed under any resulting Contract;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provisions in the final Contract which set forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations. See RFP Attachment A, Sample Contract, Exhibit A.

“Vendor” is a term used in OregonBuys and means any form of business entity registered in OregonBuys.

“Writing” means letters, characters and symbols made in electronic form or inscribed on paper and intended to represent or convey particular ideas or meanings.

See RFP Attachment A, Sample Contract for additional technical definitions and acronyms associated with the Project Services.

Note: Though not defined in this RFP, the terms “subconsultant” and “subcontractor” are used interchangeably in this document.

2.05 Proposer Certification

By participating in the procurement process and submitting a Proposal for Services, Proposer must abide by all requirements and provide all certifications listed herein and in the Proposer Information and Certifications Form (RFP Attachment B). Any Proposal that is received conditioned on Contracting Agency’s acceptance of any other terms and conditions or rights to negotiate will be rejected.

3.00 PROJECT INFORMATION AND SERVICES SOUGHT

3.01 GENERAL BACKGROUND AND PROJECT DESCRIPTION

Statewide imagery products are relied upon by multiple state agencies and local governments in the administration and management of their programs including in areas of disaster planning, climate change adaptability, emergency response, land use planning and public utilities. The use of imagery in government operations increases efficiency and service delivery by all levels of government operating in Oregon. As imagery has become more and more integral to government operations, consistent large-scale imagery acquisition by the State is a cost-savings opportunity for all public bodies acquiring imagery in Oregon.

The Geospatial Enterprise Office (“GEO”) has been acquiring and providing public access to statewide high resolution photogrammetric products for over 20 years.

The imagery has been updated on a statewide basis every three to five years since 1996.

The first iteration of this imagery in 1996 was produced at one meter resolution in black and white. The GEO has acquired statewide imagery in 2000, 2005, 2009, 2011, 2012, 2014, 2017/18, and 2022. All imagery starting in 2005 has been captured in natural color and infrared.

While permanent sustainable funding for the Oregon Statewide Imagery Program is a priority for the Oregon Geographic Information Council (“OGIC”), regular statewide imagery acquisition for the State is dependent on legislative funding. In 2023 the Oregon Legislature recognized the need for statewide imagery and has provided funding to support imagery acquisition in in the 2023-25 biennium. OGIC has requested additional funds for an imagery collection in the 2025-27 biennium, but legislative appropriations are required before this additional purchase can be granted.

The State is made up of thirty-six (36) counties and is approximately 98,400 square miles. The State uses the United States Geological Survey (“USGS”) digital orthoimagery quarter-quarter quadrangles (“DOQQQ”) for its tiling scheme and imagery delivery.

Estimated Project cost is $1,500,000.00.

Owner is seeking Consultant for three (3) years of Services to follow the timeline below:

Provide project manager name to Agency Within 20 days of contract award

Submit a flight plan (Attachment A Sample Contract, Exhibit A SOW Attachment 1, section 1.1.6)

Prior to acquisition

Begin Photogrammetric mapping for aerial imagery capture and acquisition

June 1, 2024

Image acquisition season June 1 – August 31, 2024

Deliver preliminary orthoimagery for quality assurance/quality control

(“QA/QC”)

No later than 45 days after acquisition period

Deliver final orthoimagery products No later than 45 days after orthoimagery acceptance by Agency

3.02 SERVICES SOUGHT

The Services of a professional land surveyor licensed in Oregon is required to establish survey control for the Project. Either a professional land surveyor or a professional photogrammetrist licensed in Oregon may perform photogrammetric mapping Services as part of the Project.

Remote Sensing:

The State wishes to acquire new statewide natural color and false color infrared orthorectified imagery at a minimum of 1ft ground sample distance (“GSD”) in 2024. The State also wishes to make a version of the new orthoimagery publicly available. Since higher resolution and other derivative products are desired, technical specifications will be provided for each in RFP Attachment G – REQUIREMENTS AND SPECIFICATIONS CHECKLIST. The State will consider alternative delivery methods including online streaming in addition to traditional GeoTIFF file delivery. Regardless of method, a set of GeoTIFF files must be provided following the DOQQQ tiling scheme at the conclusion of the Contract.

The Services and associated deliverables for the prospective Contract are further described in Exhibit A, Statement of Work of the Sample Contract (RFP Attachment A).

3.03 Contract Duration:

The Contract shall be effective as of the latest signature on the Contract and terminate three (3) years after effective date.

Contingent upon Contracting Agency’s need and Consultant’s performance, Contracting Agency may elect to amend the Contract for additional time as necessary. The successful Consultant shall perform its obligations through final completion of all Services required under the Contract, and through completion of all warranty work for a related public improvement or public works project, if applicable, unless the Contract is terminated or suspended.

3.04 RESERVED

3.05 Silence of Specification

The silence or apparent silence of the scope of work, description of Services, Sample Contract Statement of Work, any specifications and any supplemental specifications in this RFP as to any detail, or the apparent omission from one of these areas of a detailed description concerning any point, shall be regarded as meaning that only materials and workmanship meeting the “Standard of Care” set forth in the RFP Attachment A, Sample Contract are to be used. Services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Proposer, must be itemized in the Proposer’s Proposal.

4.00 PROCUREMENT PROCEDURES AND REQUIREMENTS

4.01 REQUESTS FOR CLARIFICATION; SOLICITATION PROTESTS/ REQUESTS

FOR CHANGE

A. Requests for Clarification. Any Proposer may make a request for clarification of RFP terms or requirements or information. Requests for clarification must be submitted in writing (via e-mail) to the SPC no later than the deadline for RFP protests set forth in RFP section 1.05, Solicitation Schedule. Clarifications, whether verbal, in Writing, or included in an Amendment as a “clarification,” will be issued at the discretion of the SPC and do not change contractual terms, or procurement requirements. If a request for clarification raises an issue that Contracting Agency determines should be handled by formally amending the RFP, Contracting Agency will do so only by announcing such a change in an Amendment posted on OregonBuys, not through information identified as “clarification.”

B. Solicitation Protests/Requests for Change. Prospective Proposers may submit a written protest of anything contained in this RFP and may request a change to any provision, specification or Contract term contained in this RFP. Protests and requests for change of any provision, specification or Contract term must be submitted in writing (via e-mail) to the SPC no later than the deadline for RFP protests set forth in RFP section 1.05, Solicitation Schedule. Contracting Agency will not consider any protest to this RFP or request for change of any provision, specification or Contract term submitted after this deadline. Each protest and request for change must include the reasons for the protest or request (supported by factual documentation) and any proposed changes to this RFP provisions, specifications, or Contract terms.

Contracting Agency will resolve all timely protests submitted in accordance with OAR 125- 248-0240. Contracting Agency will address all timely submitted requests for change within a reasonable time following Contracting Agency’s receipt of the request and once addressed, will promptly issue a written decision on the request via OregonBuys.

The foregoing procedures and deadline shall also apply to protests and requests for change respecting the contents of an amendment to this RFP, unless the amendment specifies a different deadline.

4.02 DISPUTES

In case of any doubt or differences of opinion as to the items or Services to be furnished hereunder, or the interpretation of the provisions of the RFP, the RFP on file with Contracting Agency shall govern and the decision of the State shall be final and binding upon all parties.

4.03 COST OF PREPARATION OF PROPOSAL

Proposer is responsible for all costs incurred in Proposal preparation and participation in the Proposal evaluation, Award and Contract negotiation processes.

4.04 OREGON PUBLIC RECORDS LAW; CONFIDENTIAL OR PROPRIETARY

INFORMATION

This RFP, and one copy of every Proposal received in response to it, together with copies of all documents pertaining to the award of the Contract(s), shall be kept by Contracting Agency and made a part of Contracting Agency’s records. Proposals shall be open to public inspection in accordance with ORS 279C.107.

If a Proposer believes that any portion of a Proposal contains any information that may be considered exempt from disclosure as a trade secret under ORS Chapter 192.345(2) or ORS 646.461(4), or under other grounds specified in Oregon Public Records Law, ORS 192.311 through 192.478, the Proposer must clearly designate the portions of its Proposal that Proposer believes are exempt from disclosure, along with a justification and citation to the authority relied upon. Identifying the Proposal, in whole, as a trade secret, confidential or otherwise exempt from disclosure is not acceptable. Proposers are cautioned that cost information submitted in response to an RFP is generally not considered a trade secret under Oregon Public Records Law. If Proposal fails to identify the portions of the Proposal that Proposer believes are exempt from disclosure, Proposer is deemed to have waived any later claim of an exemption or request for non-disclosure of that information.

Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Proposer is advised to consult with legal counsel regarding disclosure issues.

The State and Contracting Agency will not be liable for any disclosure or release of information that Proposer considers to be exempt from disclosure if required by applicable law or court order. The State and Contracting Agency shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

4.05 FIRM OFFER

Submission of a Proposal constitutes Proposer’s affirmation that all terms and conditions of the Proposal constitute a binding offer that shall remain firm for a period of no less than ninety (90) days from the Proposal Due Date and Time specified on the cover page of this RFP.

4.06 PROPOSAL FORMAT AND CONTENTS

All Proposal documents requiring Signature must be signed by an authorized representative of the Proposer. The Proposal documents received by Contracting Agency may contain “Electronic Signatures”. Contracting Agency reserves the right at any time to require the submission of the hard copy originals of any documents included in the Proposal.

Proposals must be submitted through the OregonBuys system as described in more detail in section 1.02 of this RFP. No oral, telephone, e-mail or facsimile Proposals will be accepted.

Proposals must not exceed one hundred (100) pages. Any pages exceeding the maximum number of pages shall not be evaluated. If there is any question as to format requirements contact the SPC for clarification.

Proposer shall provide required information on the forms specified in this RFP. Any information Proposer submits that is not required to be included on forms prescribed by this RFP must be formatted in the manner called for in this RFP and submitted on Proposer’s letterhead.

Proposals must be prepared providing a concise description of the Proposers’ ability to meet the requirements of this RFP. Emphasis should be placed on completeness, clarity and organization.

Proposals must be arranged and organized in separate sections according to the Proposal evaluation criteria requirements listed below in Section 5.04, Point and Score Calculations.

4.07 MODIFICATION OR WITHDRAWAL OF PROPOSAL

If a Proposer wishes to withdraw or make modifications to a submitted Proposal, Proposer must do so through OregonBuys, using the “Withdraw Quote” button prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

4.08 RESERVED

5.00 EVALUATION AND SELECTION

Contracting Agency will evaluate Proposals in accordance with the evaluation procedures set forth in OAR 125-248-0220 and OAR 125-248-0130 and this RFP.

Responsive Proposals (see Section 5.01) will be forwarded to an evaluation committee that will independently review, score and rank Proposals according to the Evaluation Criteria set forth in Section 5.04. Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in this RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal. Evaluation Committee members may meet one or more times to discuss the Proposals.

The outcome of the evaluation process may, in Contracting Agency’s sole discretion, result in:

(a) notice to Proposer(s) of selection for Contract negotiation and possible award; or (b) cancellation of this RFP and either re-issuance of this RFP in the same or revised form or no further action by Contracting Agency with respect to this RFP. Alternatively, Contracting Agency may determine it will take further steps to gather additional information for evaluation (e.g. notice of interviews, requesting clarification).

Contracting Agency may reject any or all Proposals and may cancel this RFP at any time if doing either would be in the public interest as determined by Contracting Agency. Contracting Agency is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages. All unreturned Proposals submitted in response to this RFP will become property of Contracting Agency and part of the public file.

5.01 Responsiveness Review.

Proposals must be considered responsive for further evaluation. A Proposal received prior to the Bid Opening Date will be reviewed by the SPC to determine if it responsive to the requirements set forth in this RFP. If the Proposal is unclear, the SPC may request clarification from Proposer (See Section 5.02, Clarification of Responses). If the SPC finds the Proposal non-responsive, the Proposal may be rejected; however, Contracting Agency may waive minor informalities (see Section 5.03, Minor Informalities).

5.02 Clarification of Responses.

Contracting Agency reserves the right to request clarification of any item in a Proposal to properly evaluate the Proposal. All requests for clarification and responses shall be in writing. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal. Clarifications cannot be used to supplement or rehabilitate a non-responsive Proposal. Except for requests and responses related to a clarification necessary to evaluate whether a Proposal has met minimum requirements, all requests for clarification and responses will be provided to each selection committee member.

5.03 Minor Informalities.

Contracting Agency, in its sole discretion, may waive minor informalities or allow a Proposer to correct them. Minor informalities are: (1) matters of form rather than substance when evident in the Proposal, or (2) insignificant mistakes that can be waived or corrected without prejudice to other Proposers.

Examples of minor informalities include Proposer’s failure to:

• Submit the required number of originals or copies, or both, of Proposals

• Sign the Proposal in the designated block provided an authorized signature appears elsewhere in the Proposal evidencing an intent to be bound.

5.04 POINT AND SCORE CALCULATIONS.

Each responsive proposal will be evaluated and scored by an evaluation committee as set forth in this Section. Available points are shown in the evaluation criteria section below. Evaluation Committee members may change and Contracting Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below up to the maximum points available. The SPC will then average all the evaluator scores for each evaluation criterion.

Evaluation Criteria

A. Proposed Scope of Work (0 - 150 points available)

1. Project Scope of Work – Include a complete description of the Proposer’s proposed approach and methodology for the work to be performed. This section must convey the Proposer’s understanding of the proposal and work to be performed.

2. Work Plan - Include all requirements and the proposed tasks, Services, activities, etc., necessary to accomplish the scope of the work defined in this RFP. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team the Proposers knowledge of the subjects and skills necessary to successfully complete a project under the scope of this proposal. Include any required involvement of the State. The Proposers may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.

B. Technical Specifications (0 - 300 points available) Complete Attachment G – Requirements and Specifications Checklist to indicate specifications that will or will not be met by the vendor and provide supplemental comments to address deviations from the specification.

C. Technical Capacity (0 - 200 points available) Include a description of the Proposer’s capacity to perform acquisition and processing.

For example, how many planes and sensors (including type and brand of sensor) are available at any given time and how many projects can the processing facility and staff manage at once. Also include an estimate of the timeframe it will take to complete the Project.

D. Quality Assurance (0 - 200 points available) Describe how the orthoimagery data is processed after being captured by the airplane instrumentation. Describe the quality assurance process and steps taken to address the following common orthoimagery issues:

1. Atmospheric artifacts: Cloud cover, smoke and haze should be absent.

2. Misalignment: excessive horizontal displacement relative join (misalignment) of transportation features between adjacent image chips/tiles or seamlines shall not exceed 2 pixels.

3. Tonal balance: orthophotos shall be tonally balanced to produce a uniform contrast and tone across the block and the entire Project. Extreme tonal or color variation across seamlines will be avoided. Changes in color balance across the Project, if they exist, shall be gradual. Abrupt tonal variations between tiles or inconsistencies in tone and density between individual orthophotos and/or adjacent sheets are not acceptable.

4. Building tilt: excessive tilt in bridges, buildings, and other raised structures shall be corrected particularly to the extent they obscure transportation features or obscure features in the interior of a city block.

5. Transportation feature occultation: transportation features should not be obscured by shadows or buildings.

6. Image artifacts: the delivered orthophotos will not contain defects such as out-of-focus imagery, blurs, whorls, twists, color blemishes, dust or lint marks, or scratches. The images shall also be free from image blurs, smears, voids, image artifacts, “cold” or “hot” pixels, color distortion, color balance or tonal problems, or any other kind of “digital blemish” or data corruption. Specular reflections and other artifacts should be minimized, especially in developed areas; by patching the area using chips from adjacent overlapping imagery. All fiducial mark images shall be visible, clear and sharp. Evidence of oversaturation or undersaturation as a result of image processing or histogram manipulation should be avoided.

7. Building/structure warp: an indication of bad elevation data - should be absent.

8. Completeness: data are to cover the specified geographic extent, with no omissions or corrupt data. The image tiles delivered will contain neither background data nor NODATA pixels.

E. Project Management & Staff (0 - 100 points available)

1. Project Team Structure/Internal Controls - Provide a description of the proposed

Project team structure and internal controls to be used during the course of the potential contract, including any subcontractors. (All subcontractors are subject to Agency approval.) Provide an organizational chart of Proposer indicating lines of authority for personnel involved in performance of this potential contract and relationships of this staff to other programs or functions of the firm. This chart must also show lines of authority to the next senior level of management. Include Proposer staff who will have prime responsibility for the work.

2. Staff Qualifications/Experience - Identify staff, including subcontractors, who will be allocated work under the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Provide résumés for the named staff, which include information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information.

Proposers must commit that staff identified in its proposal will actually perform the assigned work.

3. Performance Measurement – Describe how general Project and task progress will be monitored, measured and reported to Agency.

4. Project Schedule - Include a general Project schedule for each of the tasks and stages of work to be completed for the Services and deliverables described in this RFP. Describe how the schedule will be maintained such that all requested deliverables are produced within the scheduled timeframe. Describe how weather delays and differing timeframes will affect the schedule and what mitigation techniques the Proposer will consider.

F. Proposer Experience and Similar Projects (0 - 150 points available)

1. Indicate the experience the Contractor and any subcontractors have in the following areas associated with remote sensing data acquisition and processing:

a) Statewide orthophotography acquisition and processing;

b) High resolution orthophotography acquisition in the Pacific Northwest

(meaning Oregon, Washington, Idaho and British Columbia);

c) Derived product processing and generation;

d) Licensed land surveying and photogrammetric mapping in the State; and,

e) Acquisition and processing of other optional Services as described in the

RFP.

2. Provide a description of three (3) recent orthoimagery acquisitions along with the imagery capture timeline and the dates deliverables were received by the client. If applicable, include any reasons for delays. The description must include client contact information (contact person, phone number, email address). At a minimum, the description must include the following components:

a) Time-period for the imagery acquisition;

b) Planned dates for providing deliverables to client.

c) Dates when deliverables were received by the client; and,

d) The vendor’s status as the prime or subcontractor.

G. Security Provisions (0 - 50 points available)

Proposer must provide a narrative statement that attests to whether the Proposer currently meets or can in the future meet the following protections:

• Proposer understands and has the capability of handling and protecting Agency Data that has been classified as Level 1 Information under the State’s Information Asset Classification policy, available online at https://www.oregon.gov/das/Policies/107-004-050.pdf.

• Proposer and its employees, contractors, and agents shall comply with all applicable state and federal laws and regulations, and State policies governing https://www.oregon.gov/das/Policies/107-004-050.pdf

Agency Data and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time, including:

o Oregon’s Statewide Information Security Standards, found online at:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx including security controls that meet or exceed “Low” security controls in the National Institute of Standards and Technology (“NIST”) Special Publication (“SP”) 800-53.

o Oregon’s Statewide Information Security Plan, found online at:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx.

o Statewide Cloud Computing policy:

http://www.oregon.gov/das/policies/107-004-150.pdf.

o Oregon’s Statewide Information Technology Policies:

www.oregon.gov/das/Pages/policies.aspx#IT.

o Privileged Access Monitoring and Reporting viewable at:

https://www.oregon.gov/das/Policies/107-004-140.pdf.

Attachment H, Statewide Information and Cyber Security Standards, is provided to Proposers as a reference for what minimum security requirements will be. Proposers are not required to complete this Attachment H spreadsheet and to include the completed spreadsheet with their Proposals. This spreadsheet will be completed as part of resulting Contract negotiations.

5.05 INTERVIEWS and PRESENTATIONS

Contracting Agency, at its sole discretion, may arrange Proposer interviews. Proposers should be prepared to provide a brief presentation of their Proposal, lasting no more than 10 minutes.

Proposers should also be prepared to respond to questions related specifically to their Proposals and other pertinent matters regarding the RFP.

Questions may be directed to the Proposer’s key Project staff regarding qualifications, experience and the firm’s overall approach. At a minimum, the project manager and the key individuals responsible for delivering the Services for the Project should be in attendance.

Contracting Agency, in its sole discretion, may elect to conduct interviews via teleconference, video conference, or in-person. Contracting Agency will provide information regarding location, time, and format for the interview to Proposers at least seven (7) Days prior to interview.

The total maximum available interview points are 50 points.

5.06 SCORING AND RANKING OF PROPOSERS; DETERMINATION OF APPARENT

SUCCESSFUL PROPOSER

The SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score. The scores for Proposer ranking and tentative award will be determined as follows:

https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.oregon.gov%2Fdas%2Fpolicies%2F107-004-150.pdf&data=05%7C02%7Cjordan.r.sim%40das.oregon.gov%7C7d77d729c77c47f9c18808dc4d07b57e%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638469943032181396%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=LxsWVw2WOvCchCeRlTzNc6QEW4vfkaKpWGXAaWKWsP0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.oregon.gov%2Fdas%2FPages%2Fpolicies.aspx%23IT&data=05%7C02%7Cjordan.r.sim%40das.oregon.gov%7C7d77d729c77c47f9c18808dc4d07b57e%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638469943032193716%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=3iA9aZnXaZZOQaIZlk77gejc2YwmP7i0ieQRBt9w%2FmQ%3D&reserved=0 https://www.oregon.gov/das/Policies/107-004-140.pdf

• Total Evaluation Criteria Score = Total of all evaluator scores for a given Proposal, divided by the number of evaluators,

• Total Interview or Presentation Questions Score (if conducted) = Total of all evaluator scores for a given Proposer, divided by the number of evaluators.

• Final Score = Total Proposal Score plus Total Interview (if conducted).

5.07 SELECTION NOTICE and PROTEST OF PROPOSER SELECTION

Contracting Agency will notify all Proposers, through OregonBuys, of its selection status.

A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the Contracting Agency no later than the date set forth in RFP Section 1.05. A Proposer submitting a protest must claim that the protesting Proposer is the highest ranked Proposer because the Proposals of all higher ranked Proposers failed to meet the requirements of the RFP or because the higher ranked Proposers otherwise are not qualified to perform the Architectural, Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying Services or Related Services described in the RFP.

Protests based on terms or requirements contained in this RFP – are solicitation protests (Section 4.01B) that must be submitted during the solicitation protest period described in Section 1.05 and will not be considered in Selection Protests.

Contracting Agency will resolve all timely submitted protests in accordance with OAR 125-248- 0240.

All costs of a protest shall be the responsibility of the protesting Proposer and undertaken at its expense. The State and Contracting Agency shall not be liable for any of the Proposer's costs or expenses incurred or related to filing the protest, on any basis, express or implied.

6.00 SELECTED PROPOSER REQUIREMENTS AND CONTRACT REQUIREMENTS

6.01 Responsibility Determination.

Prior to award, Contracting Agency will determine if an apparent successful Proposer is responsible, which may include investigation of references. Contracting Agency reserves the right to investigate references including others than those provided in the Attachment E, Responsibility Inquiry Form. Investigation may include past performance of any Proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers. At any time prior to award, Contracting Agency may reject a Proposer found to be not responsible.

6.02 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

The highest-ranked Proposer who is found to be responsible and selected for a Contract award under this RFP will be required to submit, in addition to any information or certifications required pursuant to the Attachment B, Proposer Information and Certification Sheet, the following information to Contracting Agency within 10 calendar days of Selection Notice. Contracting

Agency will, either orally or in writing, formally terminate negotiations with the highest ranked Proposer if Proposer is unable to provide this information within this timeframe or as otherwise deemed reasonable by the Contracting Agency.

6.02.1 Certificates of Insurance.

The apparent successful Proposer shall provide (electronically via email) Certificates of Insurance to Contracting Agency for levels of Insurance coverage shown in Exhibit C of the RFP Attachment A, Sample Contract. Apparent successful Proposers that have current Certificates of Insurance (with all required coverages and not specific to a particular project) on file with Contracting Agency will not be required to resubmit these.

6.02.2 Business Registry Number/Registered Agent

If selected for Contract award, Proposer must be duly authorized by the State to transact business in the State before executing the Contract. Firms that contract with Contracting Agency are responsible for compliance at all times with all applicable legal requirements regarding business organization, authorization and registration. The apparent successful Proposer(s) (unless you are an individual operating as your real and true name or otherwise exempt under applicable laws) shall submit a current Oregon Secretary of State Business Registry number. See process for obtaining a Business Registry number:

https://sos.oregon.gov/business/Pages/register.aspx.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents: https://sos.oregon.gov/business/pages/registered-agents-service-of-process.aspx.

For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules (https://sos.oregon.gov/business/pages/laws-rules.aspx). The titles in this subsection are available on the Secretary of State’s Business site: https://sos.oregon.gov/business/Pages/default.aspx.

6.02.3 W-9 Form

The apparent successful Proposer(s) shall provide their Taxpayer Identification Number and backup withholding status on a completed W-9 form (https://www.irs.gov/pub/irs-pdf/fw9.pdf) if either of the following apply:

• When requested by Contracting Agency (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.

No payment can be made until a properly completed W-9 is on file with Contracting Agency.

https://sos.oregon.gov/business/Pages/register.aspx https://sos.oregon.gov/business/pages/registered-agents-service-of-process.aspx https://sos.oregon.gov/business/pages/registered-agents-service-of-process.aspx https://sos.oregon.gov/business/pages/laws-rules.aspx https://sos.oregon.gov/business/pages/laws-rules.aspx https://sos.oregon.gov/business/Pages/default.aspx

6.02.4 Joint Venture/Partnership Information

An apparent successful Proposer, if a Joint Venture/Partnership shall provide a copy of the joint venture agreement or partnership agreement evidencing authority to propose and to enter into the resulting Contract that may be awarded, together with corporate resolutions (if applicable) evidencing corporate authority to participate as a joint venturer or partner. A contact person must also be designated for purposes of receiving all notices and communications under the Contract. All partners and joint venturers will be required to sign the Contract awarded.

6.02.5 Certificate of Pay Equity Compliance

If selected Proposer employs 50 or more full time workers and the estimated contract price exceeds $500,000, Proposer shall supply the Certificate of Pay Equity Training issued by DAS (under ORS 279A.167) upon completion of the curriculum and assessment that the Proposer understands the prohibitions set forth in ORS 652.220 and in other laws or rules that prohibit discrimination in compensation or wage payment.